Bids Management System

The vendor is required to provide to procure and implement a single integrated bids management system for use across the city that utilizes best practices, the latest technology, automated workflow, and improved and simplified reporting.
- Purchasing
• Centralizes coordination of the bids management process
• Reviews and finalizes technical specifications
• Publishes and manages bid timelines
• Processes approximately 80-94 formal bids annually
• Manages vendor registrations and maintains vendor lists
- Administrative services
• Manages bids for various projects and services, including technical projects
• Drafts specifications and evaluates bids in their area of expertise
• Collaborates with all departments on all projects with organizational impacts
- Public works
• Drafts technical specifications for infrastructure projects
• Evaluates bid responses for public works projects
• Manages pre-construction approvals and construction-phase permits
• Processes a significant portion of the city's bids due to the nature of their projects
- Environmental services
• Manages bids for environmental projects and services
• Drafts specifications and evaluates bids in their area of expertise
• Collaborates with public works on projects with environmental impacts
- Police department
• Manages bids for law enforcement equipment, technology, and services
• Provides input on specifications and evaluates bids for their specialized needs
• May have unique requirements for confidentiality and security in their bidding process
- Transit division
• Manages bids for transit services, vehicles, and equipment
• May have specific federal or state requirements for transit-related bids
- City manager's office
• Provides high-level oversight of the bids management process
• May be involved in strategic decisions and approvals for significant bids
- City clerk's office:
• Involved in the formal bid process
• Publishes bid notices in local newspapers and on the city's website
• Manages public records related to bids and contracts
- City attorney
• Reviews contracts and provides legal oversight during the bidding process.
- Bids management system
• Bid creation and tracking - allow the city to create and track bids and store all relevant documents and information in one place.
• Communication - communicate with internal stakeholders and potential vendors, as well as to track communications and ensure that everyone is on the same page.
• Reporting - generate reports on bidding activity, such as bid awards and trends.
• Integrations - interface with other city software systems, such as accounting and project management. • Integration allows agencies to streamline their workflows and improve efficiency. - Integrations/interfaces
• Financial system (Tyler enterprise ERP)
• purchasing
• Contract management
• Accounts payable
• DocuSign
• Microsoft word (document creation)
• Electronic content management system (Laserfiche)
• Microsoft authenticator
• Microsoft exchange (email).
- The system utilizing the vendor to provide all services, including software, installation, process discovery, training, project management, interfaces, maintenance, and support; applicable hardware specifications with sizing documentation should also be provided.
- Provide a description of the proposed server and desktop operating systems used by your products and which server software option is being proposed (include server software name, year, and version).
- The information system to be based on a very stable and flexible relational database standard.
- The relational database platforms available in the use of your products and which database option(s) are being proposed (include database management system name, year, and version).
- The city desires to move forward with advancing technologies and therefore prefers a solution that is a web-based application that is browser/operating system agnostic.
- Provide information on overall system/solution reporting capabilities (e.g., canned reports, financial reporting, ad hoc reporting, executive dashboard, etc.).
- Provide information on your system's workflow capabilities; describe the integration level with all systems.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 7, 2025