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How to Efficiently Review RFP Bids

How to Systemize Bids to Make It Easier for Procurement Officers

Ask any government procurement agent, and they’ll agree that wading through bid after bid to see if vendors meet minimum requirements is time-consuming! Government procurement agents already have so much on their plates, this task can suck up a lot of effort and energy that could be used to review bids that meet the requirements or manage other important tasks. Systemizing this process can make it easier for procurement officers to find the right vendor while also saving precious time for other important items. 

Start with digital RFPs
The first step is to go digital. There are a lot of benefits to going digital including making the RFP easier for contractors to find, simpler for contractors to create a bid, allowing base RFPs to be altered slightly for specific projects, and enabling procurement networks to notify vendors which projects might be a good fit. Another reason for going digital is that it allows bids to be systemized. This is the key because, in order to systemize bids and take advantage of the benefits which make it easier for procurement officers, you must start with a digital RFP. 

It’s all in the algorithm
Now that you’re set up to receive digital bids, it’s time to let the algorithm work its magic. Much in the same way that a human resources manager can automate parts of a job application, only forwarding the most qualified candidates, procurement agents are able to set parameters for bids. This would allow the bids to be scanned for more complex datasets including certifications, total bid cost, and completion of past government work. Then, only those that meet all requirements can be forwarded for manual review.

Scale when needed
Systemizing bids through a virtual procurement network also allows RFPs to be scaled for as much or as little manual effort as desired depending on the preference of the procurement agent. The algorithm can be more complex and only deliver those bids that meet exacting specifications, or they can be more relaxed, moving forward those who meet the most requirements. This solution is completely customizable, and therefore scalable for different projects and needs at the time. 

An easier system
Why sink so much time into the RFP evaluation criteria when systemizing bids makes the process more straightforward for procurement agents? Going digital and allowing an algorithm to help sift through bids will save procurement agents time, only forwarding the most qualified candidates. This will also help agents ensure that bids being reviewed already meet all requirements including any needed certifications, cost parameters, and previous public sector work experience.  

As a government procurement agent, how much time do you spend in the RFP review process, viewing bids that ultimately don’t meet the projects’ requirements? Can you see yourself taking advantage of a system, like DemandStar, that would allow you to set parameters and then only review those bids that meet the requirements?