Port of Portland Boosts Efficiency and Transparency with PlanetBids' Project Evaluation Module

Overview

The Port of Portland, established in 1891, owns and oversees four marine terminals at Oregon’s only deep-draft container port, and it owns three airports, including Portland International Airport. In addition, the Port manages five industrial parks around the metropolitan area and operates the Dredge Oregon to maintain the navigation channel on the lower Columbia and Willamette rivers. For its procurement team, this wide base of operations translates into multiple bids, RFPS, and contracts to manage across the entire operational network.

Michael Smelser, Procurement Strategist for the Port, has spent over 40 years in the procurement profession, 17 of which are with the Port. Known as the “idea guy,” Smelser’s role is to provide guidance on addressing procurement issues and bringing innovative solutions to the organization. Having written many of the Port’s procurement procedures, Smelser leads strategic initiatives and provides advisory services for customer departments.

Challenge

A few years ago, the Port made the decision to move from its legacy bidding system to a cloud-based eProcurement system. While the existing system provided some online advantages, there were still many manual-intensive processes, including numerous email exchanges with suppliers to obtain information, answer questions, and then mail hard-copy contract award letters. Exploring the potential of using a ready-to-go modular system, the Port desired an affordable eProcurement bidding solution that would reduce their own server support.

The Port also needed a system that would be easy to use for both its own staff and supplier community. After reviewing the available systems on the market, the Port chose to go with PlanetBids’ cloud-based eProcurement solution.

Results Using the PB System™

Integrating PlanetBids’ eProcurement software into the Port’s purchasing process went smoothly. Smelser shares, “The system is intuitive and not overly complex, so the implementation was not a huge deal. Our staff acclimated quickly to the new system.”

The transition was seamless for suppliers seeking to respond to posted solicitations. When most solicitations moved to a digital process, assistance was needed to help suppliers understand and use the new solution. Smelser comments, “We set up a main number with PlanetBids that we could refer to any supplier needing assistance. Their customer service was outstanding and significantly helped with the transition. I can’t think of a single time when a vendor was not assisted successfully and quickly.”

There can be a fear of change that suppliers may get frustrated and not respond to potential contracting opportunities. However, Smelser says, there was no noticeable reduction in responses from suppliers as the new system rolled out.

When asked about other organizations that might be considering automation, Smelser offers the following advice, “Set your plan up in segments by figuratively taking small bites at a time. Once you decide on a system, purchase the initial one to two modules and build from there.” In fact, the Port is already looking to the future. The procurement team recently added the Project Evaluation module and is now researching the Business Certification and Contract Management modules.

Chosen PB System™ Solutions

• Vendor Management is the core of the PB System™ suite of modules. It offers a configurable and intuitive registration process to ensure that vendor registrations are complete and unique, avoiding duplicate records. Instantly gain access to vendor records, run advanced searches on multiple sets of vendor data, perform real-time verification of provided information (i.e., certifications and licenses), generate comprehensive reports with visual charts, and broadcast messages to selected vendors.
• Bid Management is the most complete web-based system on the market today. Procurement professionals can quickly manage the process of issuing, monitoring, conducting evaluations, and awarding formal and informal bids. More importantly, the PB System™ can handle construction and public works projects – a feature unique to the eProcurement industry. Vendors can interactively search, view, and respond to bid opportunities securely over the Internet.
• Project Evaluation enables an agency or organization to interactively conduct the evaluation process entirely online. It allows the buying officer and the evaluation committee to fairly assess a bidder’s qualifications and to identify the best proposal – confidentially and impartially.
  
  Buying officers can assign evaluators, set evaluation criteria, attach related documents, communicate with evaluators, and document the entire decision-making process. Proposals can be reviewed and scored without knowledge of pricing. Scoring cannot be challenged and is entirely confidential. The PB System™ offers two scoring methods: Weighted and a new Rubric method. Clients also have the option to add additional evaluation rounds, up to four total.