| CHALLENGES |
SOLUTIONS |
| 1. Excessive paperwork—a bid packet can possibly take many hours of preparation. |
1. The BidSync eProcurement system will eliminate the excessive paperwork involved in creating bids. |
| 2. Bid packet distribution—excessive time is used copying bids, stamping envelopes, and processing the mail. Not to mention the lost time as each supplier waits for its arrival. |
2. Save time and money—go paperless. Streamlines the distribution of bid packets by eliminating the need to print and mail. Bid packets are electronically received by suppliers. |
| 3. Manual Tabulation—agencies can spend hours preparing the tabulation report. Often, this is the most time consuming function of the entire bidding process. |
3. The BidSync system automatically tabulates the bid for the agency in four formats: electronic, tabulation report, PDF, and Excel spreadsheet tabulation. |
| 4. Maintaining Supplier database—maintaining and updating an ever-changing supplier database is time-consuming. |
4. Suppliers register, maintain, and update their information all on
the BidSync system. |
| 5. Omissions—receiving a bid with vital information missing can either result in having to reject the bid, or the agency has to contact the supplier to obtain missing information. |
5. The BidSync system has several features that eliminate supplier mistakes in bidding and assures a more accurate and complete bid. |
| 6. Limited bidding procedures—agencies are limited in the number of ways they can submit and receive bids. The agency is often limited to using mail to both send and receive bids. |
6. BidSync provides various methods to conduct bidding for commodities, services and construction projects. Conduct all bid types on BidSync including: informal and formal quotes, electronic sealed bids, reverse auctions, and co-op bids. |
| 7. Generating reports—manually generating reports is extremely time consuming. |
7. Elaborate reports are generated automatically from bid-specific information saved in the BidSync system. |
| 8. Addendums—the agency is responsible for sending the bid change to each supplier that is participating in the bid. Extra time and paperwork is involved in keeping the suppliers up-to-date. |
8. All suppliers are notified automatically by an email or fax when an addendum is created. The BidSync system tracks and keeps receipts of each notification sent. |
| 9. Inadequate supplier base—without an adequate supplier base the agency is left with insufficient competition. This limits the agency's negotiating power as well. Not as much "bang for your buck." |
9. Agencies have access to both their own supplier list and to the entire BidSync nationwide supplier database. The BidSync vendor support team will attract new suppliers, creating the most competitive prices the market can offer. |
| 10. Bid summary—the agency is left with the task of manually acquiring all the bid summary data after the bid opening. |
10. View a complete bid summary electronically. Easily view # of suppliers notified, # of suppliers who viewed the bid, the complete bidding activity per supplier, and all the addendums. |
| 11. Questions and clarifications—attending to an abundance of questions regarding bids is time consuming. |
11. The agency can both post and respond to all suppliers' questions online. Both are notified automatically. |
| 12. Paper filing systems—bid packets and tabulations create large paper filing systems, which are maintained over many years. Paper consumption is costly to the agency. |
12. The BidSync system tracks and saves all bid information for seven years. A complete audit trail is available at the click of a button. Receive a CD extract of all bids. |
| 13. Acquiring specifications—much of the agency's time is used in researching and preparing specifications for each bid. |
13. The BidSync eProcurement system maintains a thorough specification library that is available to all agencies. |
| 14. Repeat bidding—creating and releasing repeat bids is costly and time consuming. |
14. Agencies can copy, modify and release previous bids on the BidSync system by the simple click of a button. |
| 15. Cooperative buying—traditional cooperative purchases require the lead agency to spend time acquiring necessary information from each co-op member interested in the bid. This results in extra time spent coordinating meetings and doing research. |
15. The BidSync system enables co-oping agencies to combine their bidding power prior to releasing a bid, which drives prices down due to increased quantities. The system also allows the cooperative members to communicate with each other electronically. |
| 16. Supplier turnout—it may be difficult to track which supplier has received the bid packet and who has not. |
16. By sending out electronic bid notifications to the suppliers, the agency can track when the suppliers viewed the bid. |
| 17. Formal bid openings—a small turnout of suppliers at the bid opening can generate large amounts of questions from those who didn't attend. |
17. The BidSync system gives the agency the ability to make the bid opening information available to the suppliers online by simply clicking a button. |
| 18. Bid awarding—notifying suppliers of the awarding can be time consuming and costly (printing and postage fees). |
18. Award notifications are sent out automatically to the suppliers by email or fax. |
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