VTBuys Program FAQs

You can get updates about the VTBuys project at our main VTBuys website page. Read our latest updates!

You can also subscribe to our newsletter to get program updates.

Or you can submit your questions and feedback to the VTBuys mailbox at SOV.VTBuys@vermont.gov.
 

Information will be made available periodically over the course of the next few months as the implementation progresses.

Communications will be updated on the website, through Q&A sessions, and via other means.

Yes. Training and support will be available for both State end users and suppliers as the User Acceptance Testing (UAT) phase begins.

There will also be training and issue resolution support once the system is live and in use.

Yes. Standardized processes and foundational elements are being established as the basis for the VTBuys platform.

Process reengineering will entail a single point of access for agencies and suppliers with a fully electronic workflow from sourcing to payment.  

• Requestors of goods and services. 
• Procurement professionals. 
• Project Managers (supervising contracts).
• Receivers of goods and services.
• Finance professionals. 
• Suppliers of goods and services.

Yes. VTBuys will replace the Think Vermont System or Electronic Bid Board (EBB) currently used for posting notices or solicitation opportunities. The new system has a robust rules engine with built-in compliance for purchasing and enhanced spend analytics capabilities.

Historical data will be migrated from existing platforms. Integrations with other systems like VISION (State’s Financial System), STARS (VTRANS’s Financial System) will make important procurement data transfer seamless. 

The primary benefit for suppliers who do business with the State is a single system for all  procurement activities with the state.

Every aspect of your interaction with the State will be electronic and available via the Supplier Portal, including viewing bid opportunities, submitting bids, uploading documents, viewing contract awards, monitoring dashboard reporting on spend and performance evaluation, submitting invoices, and accessing invoice approval progress.

Other benefits include:

• Standardized interaction with State/non-state entities for procurement activities
• General contractors can search within VTBuys for subcontractors who are approved suppliers, and subcontractors can search for general contractors who are approved suppliers
• Access to new potential clients: VTBuys will be used by the State and some non-state entities for procurement activities
• Increased transparency in the procurement process
• Electronic creation and submission of W9s
• Online self-management for ACH information

Vermonters benefit from:

• Increased transparency of SOV procurements through public access and visibility into State purchases (what was bought, by who, at what price, etc.)
• Increased supplier participation and competitiveness, enabling the State to find the best possible product at the best price
• Aggregated supplier performance data and State demand data to inform contract pricing 

End user benefits include:

• Shortened cycle times, elimination of redundant and obsolete systems and processes, including reducing data re-entry and the associated potential for error
• Easier and more effective collaboration on procurements within and across agencies and departments
• Consistent procurement practices, methods, and outcomes through use of standards, templates, and a common set of automated tools
• Reduced number of duplicative sources for procurement rules, policies, information, and documents.
• Increased security and control of State procurement data and documents by reducing physical and electronic storage locations
• Improved accountability and auditability
• Improved control over spending under management, including the ability to track and report contract price compliance and invoicing errors
• Better access to  the best prices through comparisons across State contracts
• Broader supplier diversity through increased access and opportunities for the small business community

VTBuys will make it easier to do business with the state by promoting a business-friendly environment, modernizing procurement, and enabling self-service capabilities for suppliers. Greater efficiency, transparency, and economies of scale will also offer value to the State and our purchasing partners.