Tips For Bidder Success From Government Buyers

When we decided to share some tips for success when it comes to government bidding, we thought who better to give that advice than procurement officers from various government agencies. bidnet direct has compiled a list of the top responses from our participating agency members to help you set-up for success in bidding on and winning government contracts.

1. The importance of research

“It is important for any prospective bidder to do their research and learn what types of products or service the District provides or is in need of. If solicitations are posted, [the] bidder needs to see the past bidding history for that specific product or service being requested,” states Marlon Torres, Director of Purchasing, Suffolk County Water Authority.

One of the most efficient ways to conduct research to ensure a successful dive into past solicitations, awards and other information is by utilizing the Advanced Search feature on bidnet direct. This allows you to search through closed solicitations by buying organization, date range, keyword(s) and other information. Many buyers, such as Suffolk County Water Authority, will attach previous information within the documents of an open solicitation. It is imperative for all suppliers to download and read any documents and addenda to ensure they have all the relevant information.

2. The importance of viewing addenda

Erin Mulligan, Purchasing Agent for the City of Newport reminds us of the importance of opening and reading all addenda related to a solicitation. “You have found a project you would like to bid on, now what? The next step is to go back in and view if there [are] any addendums that may have been posted for the project. This is an extremely important part of the bidding process. Reading all the posted addenda of a bid is vital to submitting a solid and responsive bid for a project,” Mulligan reminds suppliers.

Addenda can range and include: a change in the date of the response deadline, further explanation of requirements, the answers to all questions asked during the inquiry period, additional services, products or manufacturers allowed, and more. In order for suppliers to not miss an important addendum that could alter the bid response, it is wise to click on the “Follow” button for each relevant solicitation to receive any future addenda, communications and award information. If you were notified of the solicitation as a match to your company’s service or product categories, you should already be defaulted to “Following” the solicitation.

3. Save time with ebidding

Many of the participating buyers on bidnet direct offer ebidding, or electronic bidding. John Flynn, School Purchasing Officer for the Liverpool Central School District, provided some helpful feedback related to ebidding that all suppliers can utilize to ensure a successful bid submission.

“The Liverpool Central School District encourages all vendors to use the electronic submission option for their proposal when responding to an RFP.” Flynn continues by adding “This option is reliable, secure and saves the vendor time and money compared to hand delivery or using a service. Most agencies still have restricted building access due to COVID-19 [that may] delay receipt [of] a proposal package.”

If ebidding is an option, it gives the supplier extra time to work on the response and saves money in paper and printing costs, data sticks and postage. A “Place Bid” icon with a gavel, will appear on any solicitation issued by a participating agency, if ebidding is available for bid. This information is also in the details of the solicitation under the “Bid Submission Process” section; it will state whether electronic responses, physical responses or both are accepted by the buyer. Over the course of 2020 and 2021, there has been an increase in the percentage of solicitations that allow or require ebidding. It is expected to continue, even post-pandemic, because of the ease of ebidding to the buyer and supplier. Feel free to access bidnet direct’s ebid FAQs.

4. Don’t wait until the last minute to bid

Nearly all government buyers will say that the greatest tip for success for a supplier is to make certain that the bid is submitted on time. Whether you are submitting the response electronically or physically, being on time matters. “One area we have seen vendors struggle is in regard to submitting their bids electronically. I think just reiterating to vendors to start their submission early and follow the provided guides to ensure their submission is completed successfully would be great,” states Kyle Jimenez, Contract Services Supervisor with the Denver International Airport.

It is important to always check the closing date and time of a solicitation. On bidnet direct, this time is posted on each solicitation. You can also utilize the Advanced Search feature for solicitations closing during a certain timeframe. For example, if you registered for access to solicitations today, and know you’re cutting it close to submit a proposal for this week, than you can look for solicitations closing a few weeks out or later, to allow efficient time to respond.

Buyers know firsthand what can help a supplier be ultimately successful at bidding and winning government contracts. So, to reiterate, always make certain you have access to the solicitations and accompanying documents, conduct proper research, read all addenda and make certain to not wait until the last minute to respond. By following these simple tips, you’ll be one step closer to winning more contracts and becoming a successful bidder!