Scope

Online Bidding System for 1200+ Contractors

Duration

January 2011 – Present

VPO Team Members

Owner, Construction Management Firms, Contractors

Office of Facilities

Serving the Central, Medical and West Campuses

The Yale University Office of Facilities is responsible for the maintenance and operation of existing campus buildings, the generation and distribution of energy to all campuses, and the planning, design and construction of new campus buildings. Learn more about Yale University Office of Facilities.

The Challenge

Yale University Office of Facilities faced an ever-growing number of capital improvement projects. In 2011, the department, responsible for the maintenance and operation of existing campus buildings and the planning, design, and construction of new campus buildings, found that managing bids coming in from over 400 contractors was not feasible through an FTP site. The large volume of simultaneous projects and the thousands of bids they received were taking up the contract administration department’s time, leaving them with no way to handle other responsibilities. There was also a growing need to ensure visibility and better communication among university officials, construction managers, and contractors throughout the entire bidding process.

The Solution

Yale University Office of Facilities chose to outsource the management process of bid submissions to Simplex, freeing up their internal personnel’s time, and providing an easy-to-use online bidding system to allow contractors of all levels of technical savviness to submit bids securely in their online system.

In working with a core team of Yale personnel led by Simplex Consultants, Laura Nee, and Beth Anderson, we determined that Yale need to improve coordination efforts between their construction managers and the contractors bidding on projects. They needed our help facilitating the site that contractors would use to upload their bids securely and to ensure that no one accessed the bids until the bid submission period ended. It was important to Yale that contractors had an equal opportunity.

After a few design sessions and training, we implemented our bid management module in VPO to allow Yale’s project managers and construction management firms to request a bid site in which they would invite contractors to upload their bid documents to securely.
Today, Simplex is still responsible for managing the bid process. By controlling security in VPO, each contractor can see their location and easily upload their bids into VPO. If the contractor has any issue logging into the system, they contact Simplex’s support staff. Before using VPO, the contractors would contact Yale’s personnel, interrupting their daily work routine.

We started with 400 contractors in 2011, and now we manage over 1200 contractors who bid work on Yale’s capital projects using VPO. We are proud to provide support to Yale, their construction management firms, and contractors.

Online Bidding Made Simple

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