Signs Your Public Agency Has a Problem with Its Procurement Process

If you’re managing procurement for a public agency, chances are you’ve experienced a few bumps along the way. But how do you know if those bumps are just part of the normal procurement process or signs of a deeper issue?

The truth is that inefficient or outdated procurement methods can slow your agency down, waste resources, and even open the door to compliance risks. So, how can you tell if your public agency has a procurement problem? Let’s discuss some key signs that it might be time for a change.

01

Manual Processes Are Eating Up Your Time

Does your team spend hours or even days shuffling through paperwork, sending out emails, and tracking down vendors certification? If so, your procurement process may be too manual. Whether it’s physically sorting bids or manually following up with vendors, all that busy work takes up time that could be better spent on more strategic tasks.

A manual procurement process is not only time-consuming; it also increases the chances of human error. Losing a key document, missing a specification, sending emails that get missed, or missing a critical deadline are all risks when you’re doing everything by hand. If your team is feeling bogged down by paperwork or struggling to keep up, it’s a sign that something needs to change.

02

Delays Are Becoming the Norm

Public procurement often involves tight timelines, and delays can lead to project hold-ups. If you notice that deadlines are consistently being pushed back, bids are coming in late, or certifications are expiring all the time, that’s a red flag.

Manual processes are often the culprit behind delays. Vendors may not receive bid documents in time, or your team may struggle to get everything organized for review. When procurement drags on, it can affect the entire agency’s ability to meet project goals. If delays are commonplace, it might be a sign that your procurement process is outdated and needs an upgrade.

03

Vendor Communication Is All Over the Place

Clear and timely communication with vendors is critical for a smooth procurement process. But if you’re finding that suppliers are frequently confused, missing updates, or not submitting bids as expected, there’s likely a breakdown in communication.

This often happens when procurement teams rely on emails and phone calls to communicate. Important updates can get lost in inboxes, and keeping track of who’s responded (or who hasn’t) can quickly become overwhelming. If your vendors seem out of the loop, or if you’re spending more time following up than actually reviewing bids, it’s time to rethink how you’re managing vendor communication.

04

You're Struggling to Keep Track of Compliance

Public agencies juggle a lot of compliance requirements. From tracking vendor certifications and diversity requirements to ensuring contracts meet all the necessary conditions, staying compliant can feel like an endless task. If you’re managing compliance components manually, through spreadsheets, files, and emails, it’s easy for things to slip through the cracks.

Missing an insurance update or forgetting to verify a vendor’s certification might seem minor, but it can lead to serious issues down the road, including penalties, contract disputes, legal repercussions, and even safety issues. If keeping track of compliance feels like an uphill battle, it’s a sign that your procurement process needs a better system in place.

05

You're Not Seeing Enough Competitive Bids

Are you consistently receiving fewer bids than expected, or finding that the bids you do get are stale or incomplete? This could be a sign that your procurement process is making it harder for vendors to participate.

Manual bidding processes can lead to missed opportunities. Vendors may not receive the information they need in time, or they may find the submission process too complicated. They may not even see the solicitation if it’s only posted in a newspaper or other offline location. If your agency isn’t getting a competitive range of bids, it could be because vendors are struggling to keep up with your process.

A well-organized eProcurement system makes it easier for vendors to stay engaged and submit timely, competitive bids. By issuing bids in a digital portal, you can reach more vendors, ensure everyone sees all the correct information at the right time, and get complete, competitive bids.

06

Decision-Making Feels Like a Guessing Game

Procurement decisions should be based on data, but if your team is relying on gut feelings or incomplete information, that’s a sign your process is lacking. A lack of real-time data and reports on vendor performance, bid comparisons, and project costs make informed decisions tough.

If you’re spending too much time digging through spreadsheets or piecing together reports manually, it’s time to consider a system that gives you clear, accurate data in one place. With better data at your fingertips, you can make smarter procurement decisions that save time and stretch your budget further.

07

Too Much Paperwork, Not Enough Results

Paper is a procurement team’s constant companion – bid forms, contracts, compliance documents are a necessary evil. But when that paperwork starts piling up and you’re spending more time shuffling and filing than actually moving projects forward, it’s a problem.

Paper-based processes are not only inefficient but also make it difficult to stay organized. It’s easy to misplace documents or forget key details when everything is stored in filing cabinets. Plus, paper processes aren’t exactly environmentally friendly. If your team is drowning in paperwork, it’s time to go digital and move toward an eProcurement solution that helps you manage everything electronically.

08

You're Over Budget and Under Pressure

In public procurement, sticking to the budget is critical. But if you’re consistently going over budget or struggling to track spending accurately, that’s a major warning sign.

Without real-time visibility into costs and vendor performance, it’s easy to lose track of spending. A manual process can make it hard to spot potential cost savings or identify where projects are going off the rails. It also makes it difficult to see if your vendors are overcharging. If your team is struggling to stay within budget, an eProcurement system can give you the tools to track spending more effectively and find areas for savings.

Is It Time to Make a Change?

If any of these issues sound familiar, it’s probably time to reevaluate your procurement. Manual methods, paper processes, and outdated systems can hold your team back, causing delays, increasing costs, and creating compliance risks. The good news? There’s a solution.

eProcurement systems, like PlanetBids, are designed to streamline your entire procurement process, reducing paperwork, improving vendor communication, and keeping everything on track. With everything digitized and centralized in one platform, your team can work more efficiently, make data-driven decisions, and keep projects moving forward without the stress.

Don’t wait for procurement problems to snowball. If you’ve spotted any of these warning signs, it’s time to consider an eProcurement system that helps your agency save time, money, and hassle.