BidBridge Getting Started Guide This document is designed to guide you through your first BidBridge procurement event. Achieving the true market value for your purchases is only a few easy steps away! Congratulations! Now that you have heard about all of the advantages of procurement through the BidBridge Electronic Sealed Bid Process, you’re ready to get started! Step Buyer Registration. 1 If you have not yet registered, go to www.BidBridge.net and register as a Buyer. It’s fast and easy! Registering as a BidBridge Buyer opens the door to providing you with all of the rewards of an efficient procurement process. Step Submit an event profile and Specifications. 2 You can submit your event profile at www.BidBridge.net. An event profile is a brief, on-line questionnaire that provides basic information about your bid event. An event profile includes questions regarding item descriptions, preferred bid dates, award dates, budgeted values, status of funding and specifications, advertising requirements, and your recommended suppliers. After you submit your event profile, BidBridge goes to work on your specifications review. A BidBridge specifications review is an in-depth analysis of your event profile by a BidBridge team of experienced procurement professionals. Not all procurement events are appropriate as a BidBridge electronic sealed bid event. The objective of a specifications review is to determine if BidBridge can increase the efficiency and competition of your event. Step Approve your BidBridge bid package. 3 With every BidBridge event, YOU are in control of every step of the process, including: • Documentation • The date and time of the auction • The list of suppliers • Final specifications After you approve your BidBridge bid package, we will release the bid electronically according to your required guidelines. Step Approve responses to your BidBridge bid package. 4 After your bid is released, you will receive specifications responses that are once again, subject to your approval. In this stage of the bid process, you will validate compliance with your specifications and then submit a list of approved suppliers to BidBridge. Step Watch your live, on-line BidBridge electronic Sealed Bid event! 5 Watch in real time how BidBridge increases competition, rewards efficiencies and provides true market value. Step Award the bid. 6 From start to finish, you are in complete control of the bid process. You award the bid according to the criteria that is most important to you: price, value, supplier qualifications, etc. BidBridge helps you streamline the award process by making instant documentation and bid tabulations immediately available. What to expect from us BidBridge Solutions are designed with operational efficiency in mind and deliver a broad range of benefits versus that of the traditional paper bid. You can expect Team BidBridge to help fuel increased competition for your purchase by delivering solutions in strategic sourcing, compliance, a transparent purchasing environment and instant bid tabulations. These valuable features are used by purchasing professionals nationwide to gain streamlined operations and the peace of mind that they have achieved true market value for their purchase. Simplicity, exceptional service and valuable savings are what you can expect from BidBridge. BidBridge Solutions BidBridge presents a resource comprised of web-based procurement tools, backed by purchasing expertise. Our solutions enable our customers to recognize maximum efficiency in the exchange of goods and services. Our extensive services, insight and simple to use platform allows purchasing professionals to achieve instantly recognizable benefits. Your assigned BidBridge team invests an average of 22 hours into reviewing specifications, sourcing suppliers, and educating those suppliers on the details of your purchase. Here is what happens at BidBridge with your bidding event: BidBridge Specifications Review assesses the ability of your purchase to attract a pool of suppliers capable of creating a competitive environment and achieving true market value for your purchase. Some purchases are not a good fit for reverse auctions. A reverse auction gets to the absolute lowest price a supplier BidBridge Strategic Sourcing follows the guidelines established by your bid document. will offer, as opposed to a In addition to working with suppliers already known to you, BidBridge invests time into informing suppliers who may otherwise not have known about your RFP opportunity. bid price that might Driven by your needs, our sourcing efforts concentrate locally, nationally or within a not be the bottom line price. radius defined by your instruction. As a result, our sourcing exceeds that of traditional public advertising and results in greater competition for your business. – Bruce Charon Acquisition Management Specialist State of Minnesota Materials Division training and process Management alerts the supplier pool of your upcoming purchase and instructs them on engaging your opportunity via BidBridge. We achieve enhanced, targeted visibility of your transaction through a single point of contact with each supplier. BidBridge provides tutorials to educate suppliers on your bid process and additional support is also available for pre-bid meetings. BidBridge electronic Sealed Bid with a Reverse Auction creates a dynamic, competitive pricing environment for your purchase. The traditional paper process only Reverse Auctions have offers the “one-price per supplier” format. Reverse auctions deliver true market value by enabling your suppliers to place multiple, sealed bids in an effort to earn your business. proven one of the most effective e-commerce Instant Bid tabulation & Audit trails enable you to award faster and with the technologies at delivering confidence of a transparent purchasing environment. BidBridge delivers detailed documentation immediately following your live event and each bid has been time lowered costs and date stamped for your compliance records. BidBridge expedites Buyer-Supplier and increased value for communications to achieve shorter cycle times and enhanced compliance. buyers of all sizes Increased efficiencies, true market value for your purchases, compliance, confidence; – Forrester Research rewards that BidBridge can offer that are not realized in the traditional paper bid process. Go to www.BidBridge.net today and become a registered BidBridge Buyer. It’s easy and there is no direct cost to you! Q A Frequently asked questions How much does this There is no direct cost to the buyer. A small transaction fee is paid service cost? by the winning bidder. Is a buyer obligated to No, each buyer may evaluate the online bids against their own accept the lowest bid? criteria for value, price and supplier qualifications. Is the buyer obligated to No, if the buyer is not satisfied with the bids, they are free to award the bid? reject all bids and there is no cost to anyone. Do suppliers have to No, they are required to submit their bids online by the deadline lower their bids? but are under no obligation to lower their bids. Who invites and The buyer provides a preferred supplier list. However, BidBridge approves suppliers? offers the buyer the option to supplement the list with additional suppliers from the BidBridge database and those that result from our sourcing efforts. The buyer ultimately approves all suppliers that are invited to bid. What if problems occur During the training of all suppliers, a toll free telephone number during the online event? is provided allowing for “off site” assistance, up to and including suspension of the event until corrections are made. What if the prospective Since the entire BidBridge bidding process utilizes the internet, the supplier’s company does supplier can access the bid package from libraries, schools, home not have internet access? or anywhere internet access is offered. What is the length of the The buyer determines the length of the event. Most events are BidBridge event? planned to run 30 minutes long and extensions are allowed as competive bidding continues. Where is the BidBridge Just as sealed bids are opened in a public venue, BidBridge event viewed? Electronic Sealed Bid events are viewed in a public setting determined by the buyer. If you still have questions about how we can improve your procurement process, please contact us. Visit BidBridge.net or call us toll free: 877.245.8880 Look at how the BidBridge process rewarded these organizations with InCReASeD CoMpetItIon, eFFICIenCIeS, and tRue MARket vALue for their purchases. Buyer: Louisville, KY Metro Government Asset: 1,000 Digital Cameras Suppliers: 7 – six sourced by BidBridge Approved Budget: $168,000 Length of Bid: 1 hr 5 mins Total Bids: 120 First Place Turnovers: 33 Final Price: 119,990 $ Savings vs Budget: 48,010 or 28.5% $ Buyer: Charlotte-Mecklenburg, NC Schools Asset: Modular Classroom Units Suppliers: 6 – four sourced by BidBridge Approved Budget: 4,500,000 $ Length of Bid: 3hrs 3min Total Bids: 409 First Place Turnovers: 40 Final Price: 4,172,570 $ Savings vs Budget: 327,430 or 7.2% $ Buyer: Warren County, Kentucky Asset: 5 Pumper Trucks Suppliers: 8 – seven sourced by BidBridge Approved Budget: 1,100,000 $ Length of Bid: 38 minutes Total Bids: 91 First Place Turnovers: 2 Final Price: 898,230 $ Savings vs Budget: 201,770 or 18.3% $ 1.877.245.8880 www.bidbridge.net The distance between buyers and suppliers is getting smaller.
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