DelawareBid Delaware's e-Procurement Program
Frequently Asked Questions
9/16/2019 2:21 AM Eastern   

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Q: A. What is the DelawareBid Program and how will my agency benefit?
A: The DelawareBid Program was designed through the collaborative efforts of 24 municipal agencies and Authorities to streamline and significantly reduce the cost of procurement and bid solicitations. DelawareBid is a secure internet based system for managing many aspects of the bid procurement process. Specifically, document distribution, notification and communications with vendors / bidders, addenda management, receipt and tabulation of the bids and awarding of contracts.
Q: B. Does each agency manage their own bid proposals?
A: Absolutely. Each agency is given unique pass-code protected access to set-up and manage their solicitations individually.
Q: C. Can all departments within our agency use DelawareBid?
A: Yes - DelawareBid can be used for any request-for-quotation or request-for-proposal, regardless of department. The same system can be used by Public Works, Engineering, Public Safety, Authorities, Administration and School Systems.
Q: D. Must I monitor DelawareBid to receive questions from bidders?
A: No - When a bidder asks a question, the solicitation manager receives an email containing the question.
Q: E. What types of proposals can be competitively bid using the DelawareBid Program?
A: DelawareBid can be used for any solicitation and request-for-proposals, ranging from multi-prime construction project and equipment rental to office supplies and professional services. All forms of online bids are supported by DelawareBid; Questions, Lump Sum, Line Item, and combination.
Q: F. Does DelawareBid eliminate the need for public advertising?
A: No. Agencies must still publically advertise some bids, however, using DelawareBid allows the print ads to be much smaller, reducing newsprint costs by 50-75%.
Q: G. What is the expected savings using DelawareBid?
A: Overall time and cost is reduced by 80% compared to paper solicitations. Typically agencies save around 3-6% of total bid value.
Q: H. Can DelawareBid be used for both RFPs and RFQs?
A: Yes - DelawareBid can efficiently be used for Proposals, Lump Sum and Line Item bids.
Q: I. How does DelawareBid help with communication?
A: Regardless of the number of bidders for a solicitation, communication with all is just a mouse click. DelawareBid sends individual emails directly from you to them. This is very helpful in communicating and verifying addenda. No more looking up names, verifying email addresses and fax numbers, or calling to verify addenda receipt. Responding to questions from bidders is very strait forward. You respond one time and both the question and answer is automatically sent to all bidders. All Questions stay with the solicitation and can be viewed at any time. This is especially helpful for a late bidder.
Q: J. Can events such as a pre-bid meeting be scheduled using DelawareBid?
A: Yes - Pre-bid meetings, site walk downs, and any other event or meeting can be schedule in a matter of seconds using DelawareBid.
Q: K. How are questions communicated with bidders?
A: Two ways - Every question and answer is emailed directly to every bidder (with just two mouse clicks) and all Questions are maintained within DelawareBid and available to bidders.
Q: L. How are addenda managed?
A: Addenda messages and attachments can be sent to every bidder with just a few mouse clicks.
Q: M. How are addenda acknowledged and tracked?
A: DelawareBid date and time stamps when the bidder downloads addenda and all other documents.
Q: N. Can I select who I want to bid on my solicitation?
A: Yes - Agencies can select a Private Bid and invite specific bidders.
Q: O. Can bidders be screened based on qualifications?
A: Yes - Agencies establish their own expectations and qualifications for bidders, exactly as they have in the past.
Q: P. Do we need to make IT changes?
A: No - DelawareBid is a hosted service. No changes or additions are needed for either the local agency or bidding community. All that is needed is a connection to the internet.
Q: Q. How long does it take to post a solicitation for proposal or bid?
A: From start to finish, a full solicitation for proposal or bid can be posted in 15 to 30 minutes.
Q: R. What documents are available to the bidders?
A: All posted Bid Documents, such as specifications, bid forms, pre-qualifications, and plans are available to the vendors, contractors, and subs.
Q: S. If DelawareBid is used for a private bid, can other bidders see the solicitation?
A: No - Only invited bidders have access to these solicitations.
Q: T. Can bidders provide documents to others?
A: Yes - bidders can download documents, send them to subcontractors and suppliers, and print out what is wanted.
Q: U. Can our engineering firm be included in the DelawareBid Program?
A: Yes - Engineering firms are provided full access for procurement management and bidding of Agency projects, again, at no cost.
Q: V. Can awards be divided between multiple vendors?
A: Yes - Line item and lump sum bids can be awarded among multiple vendors.
Q: W. What do vendors / bidders think of electronic bidding?
A: The bidding community is very supportive as there are many benefits from their perspective. The ability to have access to all documents without wasting time driving, being automatically notified of all bidding opportunities that match their products and services, timely addenda receipt sent to both email and fax, and being able to update bids multiple times, are all valuable, resulting in better pricing for the agency.
Q: X. What does DelawareBid Cost?
A: DelawareBid is provided at absolutely no cost to public agencies, private firms, and vendors. Vendors who are awarded contracts are assessed a modest, capped fee of ranging from 1/8 to 1/4 of 1%

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