ART - Award - Public Bid Opening via Webcasting 2011

The Broward County Purchasing Division received the 2011 Innovations in Public Procurement Award for their webcasting of public bid openings. The webcast was initially implemented on a trial basis in 2008 and was well-received by vendors who appreciated the option to view the proceedings without being physically present. Throughout 2009, improvements were made to the bid opening process based on vendor feedback. The purpose of the webcast was to provide an additional venue for vendors to observe the public opening and reading of bid and solicitation proposals. The webcast was designed to allow vendors who could not attend in person to participate. The technology used for webcasting commission meetings was utilized for the bid opening, requiring a change in the bid opening schedule to avoid conflicts. The format of the bid opening itself was modified to ensure a professional delivery, with purchasing agents facilitating the bid opening on a rotating basis to handle vendor questions. Rules were put in place to ensure a smooth flow of the webcast, including limiting questions to before or after the webcast and prohibiting cell phone usage or talking during the webcast. A script was developed to provide information to vendors in a consistent manner, and bid numbers and titles were continuously displayed as a slide presentation in the room. A summary cover sheet was added to all bids to make it easier to locate pricing information. The feedback regarding the webcast has been positive, with vendors appreciating the convenience and accessibility it provides.