SicommNet’s BASEC^TM eProcurement program is now easier for state of Idaho public agencies to access and use.

SicommNet’s e-procurement system’s new user-friendly interface makes the procurement process easier.

The BASEC^TM Bid and Response Module

BASEC^TM permits the user to generate several forms of solicitation documents, facilitates the evaluation of vendor responses, and manages the award process.

 Vendor Access and Registration

Vendors self-register on-line, using the NIGP code for the commodities and services they provide. Users do not have to know the code, because the system operates either by text search or code search. The system allows vendors to designate the categories of bids and quotations they would like to see, to receive email notification when a bid or quote for a designated category is released, and to select specific agencies or organizations with which they desire to do business. BASEC^TM also sends email notification of awards, and creates a business history file for each vendor including award information.

Generating Bids

The BASEC^TM module is designed to streamline the generation of requisitions and solicitations without eliminating any of the agency’s control over the procurement process. As a single-data-entry system, BASEC^TM never requires the re-keying of information after it has been entered into the application the first time. Delivery points, account codes, terms and conditions, and other regularly-used elements can be pre-loaded or saved for later use. Attachments of detailed specifications or instructions can be added to prevent having to re-key information into BASEC^TM.

The buyer has the authority to review and approve all information entered by a requisitioner before the solicitation is generated. Any subsequent approvals required by agency policy must be completed before the solicitation is issued. Once issued, the bid or information request is transmitted to vendors who registered to receive solicitations for designated goods and services.

In addition to the capabilities just described, BASEC^TM provides interfacing to existing systems. Pre-encumbrance and encumbrance are common interface points, but we accommodate others the agency may identify.

BASEC^TM uses the NIGP code to identify products and services. The code itself or keyword descriptions are used to link commodities to vendors and to buyers. However, the service provides agencies with the ability to tailor item descriptions using information or attachments to identify goods or services without corrupting its central database. Each agency may have its own description for an item and change it as often as desired without affecting any other organization’s definition for the same item. Each agency may also have multiple sub-definitions without affecting either the central database or any other user’s description for a similar item or service.

Electronic Bid Notice and Response

BASEC^TM is a full-featured electronic procurement system. The system pushes the notice of a solicitation, as well as addenda, to registered vendors as well as posts to web sites for vendors to browse and respond electronically. Features include:

• Online requisitioning

• Online vendor registration

• Electronic bid responseIntegral bid lock box

• Automated bid tabulation

• Electronic, automated POs

• Vendor evaluation and documentation

• Electronic receiving report

• Automatic notification to unsuccessful bidders

• Posting of Bid Abstracts to all bidders

• Conversion of award results to e-catalog

Process of Award

After the bid closing, each vendor response displays on a completed abstract or spreadsheet with all the mathematics computed and the vendors listed in ascending order of price, either by lump sum or individual item, depending on the award method. The system computes local-area business preference factors, if any, and prompt payment discount terms for the buyer, and can rearrange the abstract accordingly. During the response review or abstract phase, the buyer has access to a number of utility programs, such as a review of the responding vendors’ complete registration and business profile information, previous awards, and other features. Other capabilities include and immediate search of the electronic files for any requisition, solicitation, or award, or information about vendors and the NIGP Code.

Split Awards

BASEC^TM allows buyers to award multiple line item solicitations to multiple vendors. Each line item can be reviewed for award separately and awarded to a different vendor. BASEC^TM automatically groups individual line items by vendor, sending a single PO to each vendor for all awarded items.

 The e-Catalog Module for BASEC^TM

The BASEC^TM catalog is the first catalog to be fully integrated with an automated competitive bidding system. We call it a dynamically-populated local e-catalog. You can call it the easiest way to convert your new term contracts into an internal “shopping cart” catalog for all authorized employees. The e-catalog provides end users single- point access to multiple contracts, shopping basket functionality, and requests for quotation.

The e-catalog is created by the purchasing agent, who can convert the agency’s competitively bid term contracts into a “shopping cart” electronic catalog at the push of a button. Once created, the catalog is available to all authorized end-users, who then buy items in much the same way as you would purchase a book on-line.

 Highlights of the e-Catalog Module:

• Quick search with one criteria and powerful advanced search with multiple criteria
• Re-Order: selection of items from previous orders
• Provides product tax information
• Links end-user with vendor, manufacturer
•  Vendor-wise catalogs: Quick-View of items
• Creates “favorite items” basket
• Purchase authorization level notification
•  History maintenance of all transactions
•  Secured delivery order
•  Secured charge card purchase
•  Online order status information
•  Vendor interface for updates and new products

NOTE: Agencies not yet enrolled contact Harold Brown at Applied Marketing Group (see below) for information about BASEC^TM and the agency enrollment and training process.