Online system streamlines HFM purchasing
Capital Region Purchasing Group provides centralized access for
vendors and buyers
Keep it simple is a worthwhile maxim, especially when it comes
to procurement services. HFM BOCES Purchasing Agent Glenn Allen
is continually looking for ways to streamline his procedures to
save time and make his processes more efficient and cost
effective. A new collaboration with the Capital Region
Purchasing Group should dramatically advance his efforts.
HFM BOCES, along with several other area school districts,
agencies and municipalities, will use a regional bid
notification system created exclusively for purchasing
departments in the Capital Region. The system, developed in
cooperation with a local company, BidNet, allows organizations
to post bids, requests for proposals, construction notices,
addenda and awards on one centralized Internet site.
Using the Bidnet system, Mr. Allen will post requests in April
for proposals for such diverse items and services as a
photocopier, a tire balancer for the Auto Technology classroom,
HVAC equipment and laundry services.
The web-based system, with its centralized registration,
notification and availability to bid documents, creates a single
point of contact and broader access to new business
opportunities. Managing the bids through the system provides Mr.
Allen with complete tracking and reporting control, while
information can be easily exported to financial and accounting
systems.
Legal notifications will continue to be published in the Leader
Herald and Recorder, designated newspapers-of-record, as
required by law.
“Our office uses a tremendous amount of paper printing bid
specifications and mailing them individually to multiple
companies,” said Mr. Allen. “This new system saves time, and a
lot of paper, while expanding our exposure to a much wider range
of potential suppliers."
The online process, while simplifying the process for buyers and
vendors, will ultimately reduce the cost of purchased goods and
services. “The bottom line is saving money,” Mr.
Allen said. “Putting our requests in front of more companies
looking for business should foster competition and better
pricing.
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