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Implement in Days, Not Months

It’s easy to get up and running with PlanetBids. Most agencies can be using the system in just a few days, with their vendors active even sooner. Here, we’ll give you a rundown of the implementation process so you know what to expect.

  • 01

    Information Gathering

    PlanetBids will send you a set of documents to identify users and needed permissions. These should take approximately 20 minutes to complete.

  • 02

    Planning

    We’ll ask vendor registration questions and discuss optimal versus mandatory fields, as well as determine category codes, settings preferences, and vendor lists.

  • 03

    Setup

    The PlanetBids team will create your agency account with corresponding modules, set up users with proper access, and configure settings, category codes, etc.

  • 04

    Testing

    From here, you can test out the site to ensure it is set up correctly.

  • 05

    Training

    The PlanetBids team will guide you through the PB System™ modules to help you use them to their fullest capabilities for your specific needs. The Bid Management and Vendor Management modules will take one day. Other modules take less time.

  • 06

    Ready for Launch

    Your PlanetBids system is now ready to use, and all vendors have been notified of your site launch.

  • 07

    Launch

    Dedicated support and maintenance is now readily available for you and your vendors. Place the link on your website, and you’re good to go!

Frequently Asked Questions

What is the average implementation time for an agency?

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The entire implementation and training process typically takes as little as two days to four weeks after contract execution, depending on how quickly the agency is ready to move forward. PlanetBids can begin implementation within a week after receiving an executed contract.

Who is involved in the implementation process?

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Each agency is assigned a dedicated account manager that has extensive experience in procurement and will assist in setting up and using the system. The agency will provide a dedicated project manager to fill out the information requested in the implementation forms, and all available agency administrators and users will be in attendance for training.

Is training done live in-person or recorded?

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Training will be live and conducted online via Go To Meeting. An online video training library is available for later access, and the agency will have access to the demo site for three months following implementation. Extended access is available upon request at no additional charge.

Will we be trained on how vendors access the system?

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Each user will go through a step-by-step process of registering as a vendor and the entire bid process for a vendor (RSVP to pre-bid meeting, asking questions, acknowledging addendums, submitting bids, and viewing bid results), in addition to using it as an agency (creating and issuing the bid, issuing addendums, creating custom emails, running reports, making edits, answering questions, etc.) from start to finish.

Does PlanetBids follow up to ensure successfully implementation and usage?

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Your dedicated account manager will monitor agency activity for the first few months after go-live and will perform twice-yearly check-ins with the agency when no support activity has been initiated.

Does PlanetBids outsource support to third-parties or offshore?

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No! PlanetBids offices and support team are located within the United States and are available via phone, email, and internet Monday through Friday from 5 AM to 5 PM PST (excluding statutory US holidays). Calls are typically answered within 5 minutes, and emails within 10 minutes.

Is customer support available?

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PlanetBids support team is located in the US and is available at no cost via phone, internet, or email Monday through Friday, 5 AM to 5 PM PST (excluding statutory US holidays). While our official response time is in 10 minutes or less during working hours, our current average is within 3 minutes. Your dedicated account manager can also be contacted directly via phone or email.

What special considerations are required by the agency?

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The agency should have its bid document language updated to allow for eProcurement processes and will need to coordinate with its webmaster to place the Vendor Portal link on the website. The agency may also need to run its previous bid system concurrently while final bids finish their bidding cycle.

Does PlanetBids integrate with my other software systems?

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PlanetBids integrates with several common ERP and accounting systems. In the event that your system is not on the list, PlanetBids provides numerous exports that the agency can use to import data directly into its other software systems.

Is ongoing implementation or training available?

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PlanetBids offers free monthly webinars to further educate our clients on maximizing their use of the PlanetBids system. We also offer additional generalized training for PlanetBids clients on Vendor Management and Bid Management. This $135 session is great for new employees or current employees wanting a refresher.

Expand Your
Procurement

Our technology enables you to digitalize and submit solicitations online to a greater vendor pool, allowing you to extend the reach of your bids, boost efficiency, and lower costs.