RFx Creation: It's the End of the Word (Processor)

When it comes to the world of solicitation development, times they are a-changin’.

Just like flip phones have been replaced with smartphones, it’s time to replace word processors, spreadsheets, and other ineffective tools that lead to:

• Version and formatting issues
• Duplicate data entry
• Poor experience for suppliers
• Compliance and collaboration challenges

Stick with us as we make the case. See how leading procurement teams are saying goodbye to ineffective tools and welcoming the era of RFx automation tools.

The results?

- Teams build consistent, compliant solicitations 75% faster.

- Suppliers are happier, leading to a 3-4X increase in responses.

- Access a central accessible hub for collaboration; while buyers maintain control.

We All Have Our Strengths

Unfortunately for word processors and spreadsheets, those strengths do not include turning out compliant solicitations in record time. Here’s why

Tic Toc

We hear it all the time: Building requests and solicitations are the most time-consuming part of the procurement process. Internal customers need to find accurate scope of work language. Buyers and subject matter experts build solicitations by passing documents, copying and pasting, and fighting with formatting. This all leads to version errors, workflow responsibility questions, compliance challenges, and a lack of audit trails.

Data Déjà Vu

Ask yourself: How many times do I have to enter the timeline? The evaluation criteria? A summary of the solicitation? The pricing table/bid sheet setup? And if you need to make even one small change, you have to do it all over again. Disjointed systems mean data is extracted and the same data is entered again and again. Not only is this time-consuming, but it leaves lots of room for error.

Can you hear me now?

Many tools used for building solicitations lack centralization and the ability for collaboration. Without centralized software, communication happens using phone calls, in-person meetings, swapping documents, binders, paper, and even more phone calls and in-person meetings. This process is manual and slow, raises compliance and workflow challenges, and lacks the transparency and accessibility stakeholders need to provide their subject matter expertise.

This All Leads To Headaches

Headaches for Internal Partners

The longer it takes to build a solicitation, the longer it takes to procure a good or service. And of course, these delays lead to frustration with other department members, who are eager to get their purchases completed and move forward with their work. According to our 2023 State of Local Government Survey, 39% of other departments are only somewhat or not at all satisfied with the procurement process. Does this sound familiar?

Not to mention the potential impact on safety for the community. Departments like DPW try to stay ahead of necessary repairs, and need procurement’s help to make that happen.

Headaches for Suppliers

In order to respond, suppliers have two different experiences: Reading the solicitation and then responding somewhere else. This creates confusion because they have to understand detailed directions and then hope they’re following them correctly.

Plus, the excessive downloading of multiple PDF documents, and rifling through pages just to look for the section of interest They submit their response and cross their fingers that they got all the pieces correctly. These and other challenges with replying to bids make it hardest for local, small, and emerging businesses to respond.

Now the Good News

There’s a better way to build solicitations. Automation tools, built just for public sector

solicitation development, address every challenge presented by word processors, spreadsheets, and paper processes.

For more on the benefits of automating solicitation development, download our full ebook here.

P.S. Don’t forget to visit OpenGov at CAPPO in our Exhibit Hall Booth #535 and for our speaking session, “Removing Barriers to Bids: Best Practices for Equitable Opportunities for Local Suppliers.”