• EBID Nebraska Hero

    Public Power District

    Utility District Deploys Bentley Procurement Software to Increase Efficiency

    Columbus, Nebraska, United States

Project Summary


Project
A large mid-western utility maintains power infrastructure with more than 3,000 megawatts of generating capacity and 5,000 miles of transmission lines. The organization’s procurement team competitively bids dozens of construction, maintenance, and service contracts each year, but struggled with inefficient, expensive, and labor-intensive processes. Management wanted a solution that would streamline procurement for large construction projects, cut document printing and distribution costs, and eliminate the opportunity for bid protests.

Solution
The utility deployed Bentley procurement software as its centralized platform for bid events. Now, vendors can self-register, update contact information, define service categories, and upload insurance documentation. Vendors that provide complete information are approved instantly to receive bid notices, view solicitation documents, and download project plans. Administrators can monitor vendor activity, including document downloads and delivery status. The interested bidders list is automatically maintained by the system, so potential bidders can receive notifications of updates and addenda.

Outcome
The utility has eliminated the need to copy and mail its solicitation documents, lowering bidding costs. Resource hours have been reduced, freeing up resources for strategic projects and initiatives. While smaller projects and professional service contracts were previously bid to only a few select contractors, the utility is now lowering prices for all projects through increased competition. Previously, only three bids were received for professional service contracts, but now the utility is receiving 20 to 50 proposals.

Software
Bentley’s procurement software was initially implemented to manage procurement for large construction projects, but is now used to bid all types of products and services. The software featured a vendor self-registration portal, automated bid notification, online availability of bid documents, and a streamlined management process.
Outcome/Facts
  • Bentley procurement software shifted the responsibility for maintaining vendor information from the administrators to the vendors.
  • The utility district saved more than USD 50,000 per year in direct expense for bid document distribution.
  • The new software increased competition on professional service contracts—where only three bids were previously received, the public power district now receives 20 to 50 proposals.
  • An improved notification and document distribution system reduced the utility district’s risk for bid protests.
  • The public power district implemented Bentley procurement software to efficiently manage large construction projects and reduce administrative costs.
Quote:
  • “I couldn’t be happier with the results and highly recommend [Bentley procurement software] to other companies, agencies, or authorities looking for an easy-to-use, flexible solution to their procurement process.”

    Jay Sheldon Wesley Manager of Procurement Public Power District