eProcurement for the Public Sector

eProcurement for state and local government, schools, colleges, and universities

Vendor management, online bidding, and contract management systems

State and local government, school district, college, and university contracting and purchasing professionals are charged with procuring diverse goods and services in an open and highly regulated environment.

Because the public procurement process requires interactions with thousands of potential vendors, the burden of paper-based communications is enormous. Public sector purchasing and public works contracting professionals use e-procurement and e-sourcing solutions from eBid Systems to significantly reduce time and cost of document-intensive communications and to ensure compliance through a centralized, transparent and auditable procurement system.

For us, when searching for a new solution, there was a strong match between what we needed and the services and features eBid Systems offered. We look at it like playing golf: To do it right you need the right clubs to get the job done. We look at eBid eXchange as a club in our bag.

Ken Blankenship
Purchasing Director
Hamilton County

Integrated tools for e-sourcing

eBid eXchange - GovSourcing Edition is a Software-as-a-Service (SaaS) solution developed specifically for the public sector to provide an integrated and affordable solution for e-procurement. GovSourcing serves as a centralized and easy-to-use software system for managing requests for information (RFI), requests for proposal (RFP), request for quote (RFQ), invitations for bid (IFB) used by government contracting and purchasing managers.

Customizable vendor registration

GovSourcing simplifies vendor management with a customizable vendor self-registration system. Web forms can be easily customized to capture specific company, contact, and commodity data,documents, and supplier diversity information. Advanced search features allowing creation of a vendor list that meets specific criteria.

Electronic bid document distribution

Bid documents and addenda can be immediately posted to the website and organized into folders for easy reference. Bid document downloads are automatically zipped to speed their access by vendors and suppliers.

Publish and control access to formal public bids and informal quotations

With advanced security features offered by GovSourcing, informal quotes can be published to the procurement portal as well as formal, public bids. Access to informal quotes or public works bids with special security requirements can be controlled with "private" solicitations.

Secure online electronic bidding and automated bid tabulation

Bids can be received electronically in the form of documents, lump sum prices, and multi-item bid forms. The sealed bidding feature prevents viewing of bid information until the bid closing date. The automated bid tabulation system ensures that vendor bid calculations are error free and provides the buyer with an immediate statistical comparision of all bids submitted. Bid results and award information can be immediately posted to the website to satisfy public disclosure requirements.

Auditable message and document delivery

With a message tracking and receipt acknowledgement system, you have a complete audit trail of the delivery of all system messages. All document views and downloads from the system are tracked so you have a log of interested vendors.

Vendor contract management after award

After award, you can use GovSourcing to manage key vendor contract information such as expiration dates, insurance certificates, payment information, contract modification, milestones, and contract documents. Alerts can be set to notify contract admininstrators prior to key event dates, such as contract or insurance certificate expiration.

GovSourcing delivers vendor management, sourcing, and vendor contract management in an integrated, centralized application for the public sector.