Introduction

At the City of Port Moody, British Columbia, the centralized procurement function aimed to drive greater efficiency, transparency, and accountability. However, the team faced significant operational gaps, working within a fragmented system that relied on spreadsheets, emails, and paper-based submissions, highlighting the need for modernization and process improvement.

With manual and inconsistent processes across departments, the Corporate Purchasing & Risk Management division recognized the need for a digital solution that could streamline workflows, ease administrative load, and reduce organizational risk. 

Challenges

Before implementing bids&tenders, Port Moody’s procurement process was largely fragmented. Although centralized, many departments attempted to manage their own purchasing activity with little oversight or standardization. This led to duplicated efforts, inconsistent records, and limited visibility across contracts. 

Manual processes were a major source of inefficiency. Bids were submitted on paper or by email, requiring the procurement team to manually distribute, collect, and consolidate evaluation spreadsheets. Contract tracking was equally difficult, with key details, such as insurance certificates and expiry dates, maintained in scattered files. The lack of automation meant that the team often discovered missing or expired documentation only after issues arose. 

“Everything was a manual process. We used spreadsheets, email, and paper for tenders and RFPs. It was extremely laborious.” - Jonelle Warren, Purchasing Supervisor, Port Moody 

In addition to inefficiency, the process carried considerable risk. With no centralized system or automated checks, the potential for administrative error was high. The small team was constantly reacting to problems, leaving little time for strategic planning or collaboration with internal departments. 

Solution

To address these challenges, Port Moody conducted an evaluation of available procurement platforms. The city explored several options, including commercial and custom-built internal solutions. Ultimately, bids&tenders was selected for its public sector focus, and ease of use. As one of the first municipalities in Western Canada to implement bids&tenders, Port Moody has helped onboard others through shared experience and regional collaboration. 

“What set bids&tenders apart from other solutions was that it was built with public procurement in mind. Other products were impressive in a million different ways, but they’re also highly complex. We just needed a procurement tool to do what we needed and do it well. This made bids&tenders the perfect tool for us.” 

Unlike other platforms designed for private or corporate procurement, bids&tenders is purpose-built for the unique compliance and transparency requirements of public agencies. It offered the right balance of functionality and simplicity, enabling automation and control without unnecessary complexity. 

Implementation began with a structured, guided onboarding process. The bids&tenders team provided clear timelines, step-by-step training, and tailored support based on the city’s needs. The phased rollout approach allowed Port Moody to build confidence gradually, starting with bid submissions and expanding to evaluations and contract management. This method minimized disruption while accelerating user adoption. 

“It was intimidating at first because the bids&tenders team had very clear timelines and deadlines. But that was exactly what we needed. They knew what public sector procurement restrictions were, so they always had a quick answer. They also helped us show easy wins, which made adoption much smoother.” 

The procurement team quickly began leveraging features such as bid templates, bid submissions, automated customizable notifications including letters of award and regret, digital evaluation scoring, and integrated insurance tracking. These tools replaced manual, paper-heavy workflows and created a centralized, auditable record of every procurement activity. 

Results

The introduction of bids&tenders transformed Port Moody’s procurement operations. What was once a reactive, fragmented process became an efficient, transparent, and proactive function. 

Significant efficiency gains were achieved across all stages of procurement. Tasks that once took hours, such as preparing addenda, sending notifications, or consolidating evaluator scores, now take only minutes. Automated reminders for insurance and contract renewals have eliminated days of manual follow-up work each month. 

“If we had a large response to a bid, it could be up to an hour of individually emailing each bidder with notifications or award updates. Now it’s literally a few clicks. What could take an hour now takes under a minute.” 

The supplier experience also improved dramatically. Vendors can now register to receive notice of procurement opportunities from the City, submit bids, upload documentation, and receive notifications entirely online, eliminating the need for manual communication and paperwork. Subcontractors can view the contact information of General Contractors who are actively participating in a bid, enabling them to connect directly and collaborate on proposals. As more municipalities in the region adopted bids&tenders, supplier familiarity increased, further reducing friction. 

The platform has also expanded competition and visibility. Procurement staff can track which suppliers have registered interest in a project, view submissions in real time, and identify trends in market engagement. This greater transparency has led to an increase in the number of bids received, including from suppliers outside the province. 

“We can see who’s registered, who’s in progress, who’s submitted. That visibility helps us plan and has absolutely increased the number of bids, even from suppliers in other provinces.” 

Perhaps most importantly, bids&tenders has elevated procurement’s role within the organization. By automating routine administrative tasks, the team gained the capacity to engage more strategically with internal departments. Procurement staff now have time for early planning discussions, helping departments design better RFPs, align evaluation criteria with goals, and deliver greater value for the City’s initiatives. As a result, procurement is no longer viewed as a roadblock; instead, internal clients now actively seek out the team’s expertise as a valued strategic partner. 

“It allows us to add value to the procurement process because we’re not tied up in administrative functions. We now have time for pre-planning meetings with our business units.” 

Conclusion

Through its adoption of bids&tenders, the City of Port Moody successfully modernized its procurement operations, transforming a manual, high-risk process into a streamlined, strategic function. The platform’s automation and public sector–specific design reduced administrative burden, improved compliance, enhanced supplier participation and fostered stronger collaboration with internal departments who are now actively engaged in the procurement process and view the procurement team as a strategic partner. 

With more time to focus on strategic initiatives, Port Moody’s procurement team has shifted from reactive problem-solving to proactive value creation, ensuring that every purchasing decision contributes meaningfully to the city’s long-term success.