Review your ask – Check out your RFP and really look at what you’re asking the vendor to provide. Will their bid end up looking more like a novel? Vendors may be weighing the time required to addresses each point of your RFP against the likelihood of them securing the job. If they’re thinking it’s not worth the time, they won’t send a bid. If you’re asking for a bid with the moon and the stars, adjust your RFP to be a little more down to Earth.

Revise for clarity – A confusing RFP is likely to get passed over. Vendors don’t want to take the chance that they submit the wrong information, but they also might not want to reach out to verify certain points. Ask someone else to read your RFP and see if it makes sense. If they’ve got questions, potential vendors likely have the same concerns. 

Extend the timeline – Did you ask for a 24- or 48-hour turnaround? Many vendors run their own businesses and they might not even have time to read your RFP within the first couple of days of receipt. If you asked for a rapid response you might just have to face the fact that your timeline is not realistic. Try extending the deadline and see what happens.

Check your specs – Have you detailed every aspect of the project with no room for the vendor to make suggestions? Or on the contrary, have you included so few details that the vendor doesn’t know what you want? Review the specifications and adjust them to allow vendors to know what the final project needs to accomplish but give them the flexibility to suggest a path forward.

Spread the word – Did you only post your RFP in one spot? Make sure that word gets out so that you get more bids. You may want to check out a procurement network, like DemandStar, that will help you reach a wider range of vendors. A procurement network also can match your project with high-quality vendors and email the RFP right to their inbox. 

Price check – We know working within a budget, especially a government-provided budget, can be challenging. However, if none of the above suggestions increase your bid numbers, it might be time to consider that the budget is off. Check with other agencies in your area on similar projects and see what their budget was and compare to see if yours is on target. 

Have you ever posted an RFP and had no bids? Did you find out how to get more bids for your project? What did you do to spark interest?

The post What to Do if No One Responds to Your RFP appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

Why instructions help procurement agents
A set of instructions will help procurement agents stay organized when the bids start rolling in. When reviewing numerous RFP responses, they’ll want them to be in the same format, with the same sections and answering the same basic questions about the project. This will help them easily compare each bid. It will also make sure that they get all the answers they need to pick the right vendor. Rfp process steps provide a guide for vendors on how to construct the bid – because that’s the structure on which the procurement agent wants to make the decision. 

When vendors ignore instructions
When a bid comes through that ignores the instructions, it’s frustrating from an organizational standpoint. First, the procurement agent will have to hunt through the bid to find the information they need. Not only that, but it tells the procurement agent that the vendor is not willing to be flexible and accommodate requests. This might be enough to get a vendor disqualified right out of the gate. After all, if they can’t follow simple instructions on how to respond to an RFP, will they be able to follow directions on the job? The procurement agent likely won’t give them the benefit of the doubt. 

Easy ways to follow the instructions
When responding to an RFP, following the instructions is one of the best ways to show the procurement agent you’re serious about getting the job. Do your best to:

• Make sure to read all the terms and conditions and confirm you can comply
• Address all sections and keep answers focused on what the RFP is asking
• Organize your bid in the same order that the RFP is presented
• Stay within the length requirements both overall and by section
• Only include the items requested
• Return your bid within the proper timeframe

Never ignore instructions
The No. 1 thing to never do when responding to an RFP is to ignore the instructions. The instructions are there to help procurement agents review numerous bids and easily evaluate which vendors are their top picks. When vendors ignore the instructions, not only is it frustrating for the procurement agent, but it signals to them that the vendor might be difficult to work within other aspects. By following the directions, vendors can avoid this big bidding mistake.

Do you usually follow the instructions on RFPs or do you submit bids using your own structure?

The post Never Do This When Answering an RFP appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

Submitting a construction bid to a government agency can be a long and exhaustive process. If you’re going to take the time and effort to put your hat in the ring for a state, local, and education (SLED) project, you might as well put your best foot forward. It’s common for government agencies to award contracts to vendors with whom they have worked before. After all, these frequently used contractors know the work, and re-engaging them might be the easiest path forward for government procurement agents. In order to catch their attention and gain consideration, your bid will need to be exceptional. Keep these five components in mind for a successful submission to a request for proposal (RFP): 

1. Do your research
Before submitting a bid, it’s a good idea to research the government department posting the RFP and past construction projects. What you learn will provide valuable information and insights to help inform what strategies you’ll use to complete the requested project. 

2. Look up regulations
Government projects may have different regulations than private sector projects. Make sure you look up all regulations for not only the specific government agency but for the city, county, and state. It’s important that your bid take all regulations including state-specific EPA guidelines into account since obviously, a government procurement agent won’t be able to move forward with your bid if the final product will be out of compliance.

3. Provide a detailed scope of work and schedule
Read the RFP carefully and then provide a detailed scope of work including a realistic timeline. This will communicate that you understand the project and are able and prepared to take the necessary steps to complete it properly and in a timely manner.

4. Be upfront about cost
Provide a thorough estimate that includes costs for materials, labor, specialized equipment, and if you require a deposit. By communicating clearly about the cost you allow the government procurement agent to determine if your bid fits within budget and compare its competitiveness with other bids.

5. Provide examples
Even if you haven’t done government work before, you likely have examples of similar construction work. Provide samples that demonstrate how your experience in other similar projects will be an asset to the upcoming work. 

Let the bidding begin!
Government procurement agents have a lot on their plate. In order to make your bid stand out, it’s important that it completely addresses all aspects of the RFP, communicates scope and costs clearly, and establishes your competencies in the specific area of construction. Making sure your construction bid includes these five key components will increase the likelihood of getting through the selection process.  

ABOUT THE AUTHOR
Ben Vaught is president and CEO of e-bidding software company DemandStar. He founded DemandStar as an independent firm to continue growing a network of government buyers and suppliers. Previously, he was director of government initiatives at Onvia, a public-sector business intelligence firm. He holds an MBA from the University of Washington Foster School of Business and dual bachelor’s degrees in English and government from Georgetown University.

The post Five Key Components of a Successful Construction Bid appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

Procurement networks are a fantastic way to stay on top of a variety of government contracting opportunities. A procurement network that specializes in government contracts is probably your best bet, and one that offers eBidding is even better! This just means that you can submit your bid online through the platform. Here are a few tips on successfully using a procurement network.

Put effort into your profile – When you create your account, make sure to thoroughly fill out every field. Not only will this give government procurement agents reviewing your profile a good idea of your capabilities, but it will allow the procurement network itself to crawl your profile and match you with potential jobs. 

Stay on top of notifications – We know how many emails you get every day. While it might be tempting to let notifications from your procurement network pile up, it’s better to stay on top of what’s being sent. If you at least review the notification quickly, even if you can’t respond right away, you can make a note of the type of contract being suggested and more importantly the bid deadline. While you’re at it, make sure these notifications go to your inbox and not to your promotions or spam folder.  

Submit a competitive bid – Procurement networks are a great way to learn about new projects, especially if they come directly to your inbox. Keep in mind, that they are also going to other vendors’ inboxes as well. So, not only will you want to submit your bid in a timely manner, but you’ll want to make sure that your bid is competitive.

Take advantage of other features – Some procurement networks offer additional features, and often they are left unexplored. If you want to get a competitive edge, make sure to utilize all the features offered by your procurement network. Something to look for is a competitive intelligence feature that will allow you to see which other vendors have downloaded the bid documents and submitted a response. This will help you create the most competitive bid and show what skills you have for the procurement project. 

Conduct your own search – While having notifications of RFPs sent right to your inbox is certainly convenient, you might be leaving money on the table if you aren’t also searching for opportunities on your own. It’s still a good idea to log in and check for new RFPs that might fit your services.

Work smart – One of the best things about eBidding is being able to access previous bids that you’ve created. Don’t reinvent the wheel, simply use previous bids as a template for future submissions. 

Procurement network success
Making the most of a procurement network is easy! With a little bit of effort and staying on top of time-sensitive notifications, you can make sure you’re submitting competitive bids that will catch the procurement agent’s attention.

Have you found success using a procurement network? What are your tips for making the most of this resource?

The post How to Successfully Use a Procurement Network appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

What’s in the bill?
While the bill is still in the works and a final spend total hasn’t been decided, it’s fair to guess that the main areas of spending will likely stay the same even if amounts change. According to The Washington Post, infrastructure spending is “expected to include $400 billion in spending to combat climate change, including $60 billion for infrastructure related to green transit and $46 billion for climate-related research and development. The plan also would aim to make electric-vehicle charging stations available across the country. The measure would also include $200 billion for housing infrastructure, including $100 billion to expand the supply of housing for low-income Americans.” This means that government contractors that focus on solar power, transit, engineering, green power, housing development and construction, and raw materials providers all need to be paying attention and preparing to develop bids.

Stay competitive with eBidding
Government vendors that want to get in on this massive spending can stay competitive with eBidding. Here are some features offered by eBidding platforms like DemandStar that can help:

RFP instant notifications – Once you set up your profile, you can opt to get emails sent directly to you that notify you of RFPs that fit your services. No more hunting for work, the opportunities get sent to you. 

Connect with government agents outside your area – If you’re a materials supplier or provide other services that don’t necessarily require that you’re on-site, you can use eBidding to connect with government agents across America, not just in your county or state. 

Reply online – All the forms and documents that need to be returned are all in one, easy-to-navigate spot. Also, since the documents are digital, you can look through your previous bids to select one that’s close to the job you want and update it to fit the new RFP. 

Competitive intelligence – See which other vendors have downloaded the bid documents and submitted a bid. If you know your competition, you can put your best foot forward.

Bulk supplemental supplier upload – This is perfect for small businesses or those new to government contracts. You can see which general contractors have received big projects, and then apply to them as a subcontractor. 

Get started now
If you’re looking to nab some of that $2 trillion new infrastructure bill, you’ll want to start prepping now. Even though the bill isn’t finalized, government contractors will need to be ready to go once that does happen. By creating an online eBidding profile for your business in advance, you can get acclimated to the online marketplace and be prepared to receive notifications and bid on projects right away. 

Are you already a vendor on DemandStar? How will you use the online marketplace to connect with government agents with new infrastructure bill dollars to spend?

The post Preparing to Bid in Advance of the Enormous Infrastructure Bill appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.