As the U.S. Government looks to deliver better services at a lower cost from its private sector suppliers, the need for a more secure, collaborative and streamlined approach to procurement and supplier relationship management has become an increasing focus for those working on multi-agency projects.

While contracting with the private sector can often bring many benefits ,  procuring services that actually meet your needs in a timely and cost-effective manner remains a long-standing issue that continues to plague government contracting and program offices.

 

Some of the main issues which they come up against include: 

  • Duplication of work – When working on RFPs, materials are often sent as attachments creating unnecessary version control problems, with stakeholders creating separate working versions of the same file. This often leads to more in-person meetings and cuts into actual productivity time.
  • Lack of an audit trail – Despite being the most pervasive mechanism used to share information, email communication method is neither efficient nor the most secure means of file collaboration. This is because tasks and updates can quickly become buried in lengthy email threads, making it hard to maintain visibility and keep track of progress. This lack of visibility can often lead to a duplication of effort and is a common cause of frustration and delay throughout all stages of the acquisition process.
  • Use of disparate systems and apps – Due to stringent IT policies, many contract officers, legal and finance teams, potential vendors, and suppliers use different apps and systems to share confidential information. In these scenarios, program delivery can be delayed and even compromised as participants default to less secure methods of sharing information. This not only puts both the organizations at risk of a security attack, it also creates informational silos, hampering  collaboration across internal and external stakeholders.

 

How Government agencies can overcome these issues

As agencies need  to streamline complex workflows and share information with industry, organizations should look to use a collaboration platform to provide a simple, yet highly secure way to connect internal teams with stakeholders outside of the firewall. This will enable  contract and programmatic teams to work more efficiently together within a secure, cloud- based project Workspaces, which can be configured during later stages in the procurement process to allow competitive bidders and current contact owners the ability to privately share information and manage deliverables.

 

How Huddle can help

Huddle offers a powerful solution to assist government contracting teams, allowing them to intelligently manage large volumes of bid and proposal documentation, maintain an audit trail of performance related documentation over the life of the contract, and easy export of files into official archiving systems of record.

 

Main Benefits of Huddle

  • Cost saving: Managing tenders, RFPs, and bids is time consuming and complex. Huddle can significantly improve efficiency around the collation and management of bid documentation and ensures a coordinated approach between procurement teams and their external suppliers. This not only reduces man hours spent managing the bid process, but greater knowledge sharing results in a more powerful purchasing position. Huddle provides teams a solution that improves their internal workflow around documents, managing tasks and deliverables in a radically more transparent manner.
  • Performance: Ensuring contracts are fulfilled to budget and scope requires constant evaluation. Huddle can maintain a comprehensive audit trail of performance related documentation that can be used to manage suppliers over the life of the contract. It provides various stakeholders – from legal to finance – the visibility they need to ensure compliance and performance.
  • Security and Access Controls: While working on documentation with suppliers, security is of utmost importance. Huddle’s secure workspace model allows agencies and their external suppliers to co-exist, collaborate safely within the same platform, manage contract and performance documents, avoid lapses in continuity, and satisfy the need for granular permission levels and complete auditability.
  • Ease of Use: All this security does not come at the expense of usability – as Huddle remains simple to use, mobile, and accessible to employees regardless of geographical location.

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