Paperless Bidding has Arrived

SourceSuite's electronic bid submission feature allows vendors to respond with quotes easily and on-time.

Electronic Bid Submission

Boxes of old bid responses piled up in the conference room. An entire room dedicated to old bid responses filed away. If this sounds familiar, you are not alone. Public entities and private organizations face the same pain point with bid responses: the answer is to alleviate the paper process. Electronic bid submission saves time, resources and money for purchasing departments and their suppliers by allowing bid proposals to be submitted online. SourceSuite automates the bidding process, electronically transferring potential suppliers’ bids to a secure, centralized online platform. Buyers can decide to receive bids electronically, manually, or a mixture of both. SourceSuite supports electronic bid submissions from suppliers in all goods and services industries as well as detailed construction bids. SourceSuite customers and their vendors have become more efficient while eliminating unnecessary costs through electronic bidding.

Key Challenges

  • Bid Response Time
  • Receipt of Compliant Bids
  • Secure Bid Responses

Shortened Bid Response Time

Reduce bidding time and operational cost by allowing your suppliers to electronically submit bids. E-bid submission greatly reduces bid turnaround time, giving suppliers ample opportunity to respond before the solicitation closes. From a standard web browser, vendors can register and respond to bid opportunities with no paper or mailing required. Using the SourceSuite bid management system, deadlines and procedures for electronic bid submission are clearly defined for the potential bidder, lowering the risk of missed responses. SourceSuite’s technical support team is available via phone all business days from 8am until 8pm EST, freeing up time for your buying organization if a supplier has a question. All documents and corresponding forms are available for potential suppliers and contractors to download, print from their own office and view online. In addition, the supplier can easily modify or withdraw a bid before the close date.

Compliance of Submitted Bids

As part of SourceSuite’s configurable solution, your electronic bid submission process may also be tied to pre-qualification requirements, ensuring that all potential bid responses meet compliance criteria. SourceSuite also gives vendors access to all documentation, creating a virtual checklist of what needs to be submitted and clearly identifying the bid closing date. Virtually eliminate supplier errors by using the online bid forms. Our bid checklist and bid item quote list make certain that each bid submitted contains the mandatory documents you require. Your buying team also has the ability to automatically eliminate non-compliant bids, giving bidders the opportunity to make corrections. Through electronic bidding and evaluation, SourceSuite customers can allocate their time and resources to more strategic procurement initiatives while our solution streamlines the bidding process.

Security Measures for Bid Responses

Electronic bid submission allows suppliers to respond to potential business opportunities quickly, easily and most importantly, securely. SourceSuite ensures that prospective bidders are registered, authenticated, and given a secure access key before submitting an electronic bid. Our unique access key reduces the risk of fraud and guarantees the material being transferred is authentic and provided by an authorized representative of the bidding company. E-bid submission greatly reduces bid turnaround time, giving suppliers ample opportunity to respond before the solicitation closes. SourceSuite also gives vendors access to all documentation, creating a virtual checklist of what needs to be submitted and clearly identifying the bid closing date. Bids are opened and reviewed by authorized buyers configured to your guidelines. All bid responses are kept securely sealed until the close date has arrived, at which time only those with authorization can open and review submitted bids. SourceSuite’s automatic tabulation of bid responses allows your team to easily compare bids and save evaluation time online.

Supplier Qualification

Ensure vendors are pre-qualified according to your specifications using a configurable web form.

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Electronic Bidding Submission

Accept bids electronically and securely, saving you time and resources.

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Bid Evaluation

Automatically organize, rank and list supplier bids to according to configurable criteria.

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Quote & Item Management

Award bids to multiple qualified suppliers and compare quotes on a per-item basis.

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Next Steps

Questions? Call us: (800) 835-4603 Get more info

Testimonials

The impact that the Texas Bid System has brought to us both in professionalism and in the number of vendors we are reaching out to is huge.

Randy Barker, Internal Services Manager, City of Hutto

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