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Soliciting bids from contractors and suppliers is a function as old as the commercial construction industry. Over time, many building industry technology developers have emerged to automate the bid solicitation process. Those responsible for the procurement function now have a choice of many best-of-breed bid solicitation systems, as well as specialty modules offered within existing construction suites. We wrote this guide to help buyers understand their bid invitation software options.
Here’s what we’ll cover:
What is Bid Management Software?
In most construction organizations, bid solicitation is a largely manual process that involves email, spreadsheets, faxes, and phone calls. There is little automation outside of Microsoft Outlook or similar personal productivity tools. This specialized technology streamlines the bidding process with tools for managing contact, requesting proposals, purchasing, and managing and organizing contracts.
A full-featured bid management system will typically include the following modules for managing: contacts, prequalifications, customer form builder, project calendar, RFI/RPF, subcontactor portal, invitations for bidding, online planroom, and a communication template library. These bidding programs for construction are available as both on-premises and SaaS solutions, although the general trends seems to be toward SaaS systems.
Before you dive into the details of various bidding oversight and productivity systems, you will want to identify yourself with one of the buyer types we’ve detailed below.
The bidding technology vendor landscape is less complex than many other construction markets. Best-of-breed products include eBid eXchange, SmartBidNet, and Pipeline Suite. Some project management software companies, such as Procore, Prolog, and HeadsUp, also offer feature-rich bidding applications that can be purchased on a standalone basis. Finally, construction estimating and accounting suites will offer procurement functionality to varying degrees.
Here are some of the benefits realized from successfully adopting modern, top-rated construction technology solutions. The best bidding software construction companies can implement will yield all of the below benefits.
Perhaps the biggest challenge with these kind of implementations is adoption. Even if internal users adopt the invitation to bid software, it can be difficult to get suppliers to respond to the new model of submitting their bids or RFP responses. Overcoming these issues may require mandating use of the system. Contractors should consider whether they have enough leverage with subcontractors and suppliers to make such a mandate. Properly implemented, these solutions can be the best project bidding tool money can buy. But shoppers should checkout bid software reviews, demos and pricing before making any final decisions.
A construction company’s ability to bid effectively directly correlates to their success in the industry. For this reason, bidding technology program makers are constantly releasing updates meant to give users an edge over competitors. These upgrades can improve tools for managing contracts, requesting proposals and organizing accounts. Below are recent news items from several of the most active bid estimating software makers.
Pipeline Suite. This contractor bidding software provider unveiled this year a new automated prequalification module called pipelinePreQual. The embedded online form integrates default or custom questions and can ask potential clients to upload insurance certifications, financial information or other documents. Builders can use the module to qualify subcontractors then safely store their information in an account database.
SmartBidNet. Construction industry deal makers are constantly on the go - from scouting work sites to meeting with suppliers and potential clients. SmartBidNet responded to this need in 2012, with a beta Android bid management app version of its construction bid software. The solution provides a centralized platform for tracking communication and subcontractor data. Bidders can use the online contractor bid software to pre-qualify subcontractors and store their information in a searchable database. SmartBidNet can also automatically send bid invitations with supporting plans and specs.
Paskr Project Management. Web documents hoster ConsensusDocs this year agreed to integrate its services into Paskr’s contractor bidding software platform. The partnership allows Paskr users to collaboratively develop, negotiate and store contracts via ConsensusDocs technology. Paskr currently services more than 17,000 contractors with applications for estimating, project management, and bid management.
PMWeb. Contractor bidding software developer PMWeb this year released the “Integration Manager” tool. The tool allows users to directly configure, schedule and monitor data exchanges between the PMWeb platform and ERP systems including Oracle, SAP, PeopleSoft and others. The bid solicitation software is compatible with multiple data formats and applications.