From schools to sewage, from vector control to police departments, bidding programs allow vendors to scout for contracts with one simple profile. Depending on the size of the region and the enrollment status of each agency, that could include RFPs from up to 500 different project-procurement entities.

What are the benefits of a digital bid network?
If you’re not yet familiar with government procurement, the benefits of bidding networks may not be immediately apparent. However, this type of network is a gateway to a variety of perks. As mentioned above, it allows small business owners to save time and fill out one centralized profile to connect with hundreds of procurement agents.  Even better, the software will send you notifications to new requests for proposals (RFP) that fit your business profile. You already have enough on your plate running your business, hunting in multiple places for government projects is not the best use of your time. You’ll be able to stay organized with one central application hub, downloading RFP documents and then submitting your proposals online. You can also get some competitor insight by seeing who else has downloaded the bid and submitted responses. By engaging with this type of service, you’ll be able to make the most of your time while prospecting for your next project. 

Why do it this way?
You may think to yourself, “Why apply for so many departments when I specialize in certain services?” The short reason is that you never know what one department may need, but it’s unlikely that you’ll know each department’s specific posting location to check for RFPs. It’s also cumbersome to check multiple listings over and over again. Additionally, if you haven’t been able to secure a government contract yet, you may simply need to find the right project to get your foot in the door. While the school system and police departments are large, well known, and often checked, other smaller agencies that you may not be thinking of could help you land your first government gig. By registering with all of the procurement entities in the county, you may be able to find that sweet spot project that can get you on the path to more government work.  

Let the opportunities come to you
There are a variety of departments and procurement entities right in your county. With one simple electronic bidding profile, you’ll be able to register to automatically receive bid notifications from hundreds of decision-makers looking for their next contractor. 

Have you already used electronic bidding software, like DemandStar, to register with your county or state? What government agencies did you find through the network that you wouldn’t have thought to pursue individually?

The post Registering for Government Contracts One County (or 500 Employers) at a Time appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

RFP instant notifications
While it is recommended that vendors search for available contracts on their own, DemandStar knows that you’re busy running your own business and managing projects and employees. Building your pipeline so that you’ve got the next job lined up is imperative but can sometimes fall to the wayside when there’s so much else to handle. DemandStar helps you find future jobs by sending government opportunities that match your qualifications right to your inbox with instant notifications. 

Online responses and eBidding
When all the forms and documents you need to complete are in one place, you’ll be able to quickly respond and bid on RFPs right from your vendor portal. You don’t have to reinvent the wheel every time you want to apply for a new project, either. Simply look through your previous bids and select one that’s close and updated as necessary. Having an easy-to-use online portal means never having to start from scratch. 

Competitive intelligence
The more information you have, the better! A competitive intelligence feature can provide immense benefits to vendors, especially those just starting out in government procurement. This will allow you to see which other vendors have downloaded the bid documents and submitted a response. Use this information to learn about the competition and then create a bid that will stand out

Bids posted directly from governments

There is plenty of bid scraping sites that pull bid details every once in a while from government websites and compile them for you. But these quickly go out of date as buyers update details and respond to queries from other vendors. With a dynamic process, it’s always much better to source your information from a procurement platform with a direct connection to governments. DemandStar for instance is updated directly by government buyers. Businesses can source opportunities with confidence knowing that they are receiving the most updated information and are therefore more competitive.

Are you looking for ways to proactively or passively get notifications about new government projects? Get started on DemandStar for free with free auto-notifications from one government agency near you!

The post The Benefits of the DemandStar Procurement Network appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

1. Don’t skip the basics
Just like with a paper proposal, you’ll want to make sure to complete some basic best practices. This includes doing research, following all the instructions, and turning the bid in on time. While eBidding does facilitate quick replies, businesses that take the time to research what’s most important to the department or procurement agent will find themselves with a more focused and detailed proposal. Additionally, following the instructions and meeting the deadline will help the procurement agent confirm you match their needs and are serious about securing the job. 

2. Customize for the best connection
eBidding allows businesses to take previous proposals and copy/paste information into each new bid. While this may work for some line items, it’s certainly not a best practice for the entire proposal. Customize your proposal to make the best connection with the procurement agent. This will prove that you are paying attention and not just bidding for the sake of bidding. Customize by addressing the procurement agent and department by name, tweaking your content and language to be specific to this project, and linking out (Yeah, you can use links in an eBid!) to similar projects you’ve completed.

3. Review, review, review
Have you ever shot off a quick email or text message and then realized you had a few typos? It might not be a big deal with family or friends but is certainly not ideal for professional communication. The temptation to click submit right after filling out an eBid can be tremendous, especially when you are excited to win the RFP. Stop! Make sure to proofread and review your bid before submitting it. Just like with a paper proposal, you may want a co-worker to review it or come back the next day with fresh eyes and proofread it yourself. Spelling, punctuation, grammar, and specialized industry terms should all be used properly. If there are simple proofing errors in your proposal a procurement agent may feel like you’ll rush through their project without attention to detail as well, so make sure to review before you submit.

Your winning eBid
Learning how to write an RFP and submit online is easy! In order to increase your chances of landing that next eBid, follow these three simple steps. Complete the basics like a professional, customize the content to stand out, and review before clicking send. These small changes can make all the difference in winning an eBid.  

What best practices have you found for creating your eBids?

The post Three Steps to a Winning eBid appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

Establishes credibility
Government procurement agents may be skittish about awarding contracts to organizations that haven’t done public sector work before. They want to work with vendors who can jump right in and understand the process. Leading your proposal with past performance examples can relieve those fears. It demonstrates to the procurement agent that you are ready and understands the ins and outs of government contracting. It also establishes that you’ve already been successful in completing projects for the public sector. 

Provides an avenue for trusted references
Good references can be key in securing new work. Even if the project would have you serving in a different capacity than previous government contracts, leading with old government work will provide the government procurement agent of the new project a trusted avenue for a reference ⎯ to the procurement agent from your previous contract! Being able to get positive feedback from another procurement agent will further the evidence that you can professionally and effectively complete a government contract. 

Shows your desire to continue the relationship
Since you’ve already worked with a government agency before, applying for another project confirms for the procurement agent that you understand public sector work and that you’re excited for the opportunity to continue that relationship. Some vendors may apply for the contract and not fully understand what working in the public sector will entail. By putting your old government projects at the top, you show your desire to continue your association with government agencies. 

Old ushers in new
Old projects are a fantastic way to show government procurement agents that you’re up to the task. By establishing credibility and allowing them to reach out to other government agencies for a reference, their fears about engaging with you as a vendor will diminish. It also shows that you’re excited about government work and wants to continue as a government contractor. By leading with your older projects, you can catch the attention of procurement agents increasing the likelihood of them reaching out to include you in the next bid phase.

Are you a seasoned government contractor with past performance examples? What advice do you have for vendors trying to get more government work?

The post Get New Government Work by Demonstrating Old Government Work 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.

Benefits of Procurement Automation to Find Government Work

As the trillion-dollar Infrastructure Bill makes its way through the negotiation and approval process, vendors should start considering how they will find and apply for those projects once they come through. We all know that the RFP process can be time-consuming, especially when applying for more than one job. Using procurement automation makes searching for new business easier with less effort. Setting up automation to find new business according to specific goods, services, and geography helps both established and emerging vendors find work more easily. 

The competition will be fierce for established contractors
Established government contractors who have relied on a handful of government agencies may suddenly find that those projects are not guaranteed. The competition for these funds will increase, as new and emerging vendors apply for projects and try to woo procurement agents with more competitive pricing. Government contractors may need to cast a wider net to make sure they are capturing as much of these dollars as possible, and procurement automation is a great way to do that. An online procurement network like DemandStar can help vendors take advantage of automation tools to see and apply for as many jobs as possible. Once your profile is created, you can adjust your settings to receive email updates of every RFP in your area that fits your services. This way you won’t miss opportunities or hunt for jobs on physical job boards or in newspapers.  

Procurement Automation will help emerging vendors tame the information wave
Emerging suppliers who are looking for government projects for the first time might find it overwhelming to sort through every single RFP and determine if their services apply. Automated bid notification through a procurement network provides a variety of benefits, including the opportunity to create a profile and only be notified of those jobs that fit your offerings. Additionally, it allows small business owners, who are trying to break into government work the ability to save time by creating one central application hub and submitting bids online. With competitive insights, emerging vendors can see which other companies downloaded the bid and submitted responses. This particularly helps in the identification of low competitive bids. When used correctly, automated bid notifications give vendors immediate notice of opportunities and prepare them for the influx of projects that will come from the proposed infrastructure plan.  

Automation generates more wins
Whether you’re an established government contractor or an emerging vendor, automating things like bid notifications on an established procurement network will be key in helping you find and secure as many government projects as possible.

How has your existing procurement automation network helped to secure government contracts? Are you already using an automated procurement system to help you find and track government work? Share your experience at hello@demandstar.com, and sign up for our newsletter to stay informed!

The post Using Procurement Automation to Find Government Work appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.

What sectors are likely to see the 2021 stimulus package through the infrastructure plan?
State and city governments have been hit hard by the pandemic at every turn. Almost every type of project from construction, technology, security, insurance, cleaning, and beyond is going to see some injection of federal aid or funding. We can anticipate the 2021 infrastructure bill will also include green initiatives, as the current administration made it clear that climate change remains a priority. Money will flow into various departments which will be used not only to cover operation costs over the last year but also for overall improvements.

Three things vendors should do

1. Identify a procurement platform that auto-sends bid notifications. One of the best ways to learn about new RFPs and find more is through an eBidding platform. eBidding is the process through which government agencies post their RFPs online, and receive vendor bids through the eBidding portal. Making the process digital the exchange between government procurement agent and the vendor easier, keeping both parties in direct communication. If they haven’t already, vendors should create eBidding accounts and sign up for notifications of projects that match their business goods and services. That way they’ll receive alerts right to their inbox for every opportunity.

2. Extend your network. Vendors should also continue to network whenever possible. It might be hard during the pandemic to stop by your favorite procurement agent’s office, but you can still participate in virtual networking. See which projects your existing partners are working on and send follow-up emails or connect. With DemandStar, you’re able to track government projects at the county, state, and national level in order to share work with your community and assist anyway you can.  Staying digitally connected to your government procurement contacts keeps you top of mind as funds from the infrastructure plan are distributed.

3. Compete strategically with more information. Finally, vendors should use all tools at their disposal to learn about the competitive landscape. Look for an eBidding platform that offers competitive information. With DemandStar, vendors can see which other businesses have reviewed or bid on various projects. This information can help you investigate and develop the most competitive bid, and gives you a leg up for finding less competitive jobs.

Get ahead
The 2021 stimulus package is coming and if you want to be ready, you need to start preparing now. That means identifying potential partners and allies, building relationships with them, and extending your network. It also means looking into procurement platforms, like DemandStar, that will automatically send bid notifications so you can compete strategically with more information. By starting now, you’ll be ahead of the competition when the time comes for government contracts.

The post What the 2021 Infrastructure Plan Means for Government Vendors appeared first on DemandStar | Government Contract Bids, RFPs & Procurement.