TrustRadius
Privia's bid capture and proposal management tools are designed for companies handling RFPs / RFIs in the public sector. Privia offers both SMB and Enterprise products and pricing starts at $29 / month / user.https://dudodiprj2sv7.cloudfront.net/product-logos/J5/6T/7S2UBTHPSVB4.pngPrivia - from a long time (really long time) userWe use Privia as a collaboration tool for approximately 500 users in developing responses to Request for Proposals for Federal, State, and Local Government systems. It allows us to provide centralized access to documents for users working throughout the world. It allows our version control, specific security as needed, and collaborative input and commenting on the documents.,The commenting feature in Privia is a unique feature that allows us to do frequent reviews with extended project teams to do reviews concurrently and quite successfully. It allowed us to be much more efficient and have more users to more fully participate in the review process. The version control feature works quite well for us, allowing us to completely avoid the common issues of over writing documents and loss of content. The delegate feature allows us to provide multiple users with control over the workspace. This allows us to be much more efficient with scheduling and control.,There can be occasional lag time when working on the Web Client. If you are copying workspaces off line for archival purposes, Privia will allow non-standard Windows file names. These files will then have to be renamed to copy them off the system. If you copy a folder off line, if you do not have at least view access to the file, it will simply not download without any error indicated.,10,Significant employee and team efficiency Faster review process allowing more team members to participate Much improved customer service for our users, who are mostly non-technical writer and managers,,7,Vendor implemented,10,10,Yes,We were on a very tight deadline to submit a multi-million dollar bid for a large state government organization. One of our project managers inadvertently deleted a workspace from the system. We contacted our Privia support team late on a Friday night and they were able to have the workspace restored within hours. We have since taken delete access away from everyone except the Administrators :),The commenting feature with it's links to the document is the most elegant functionality of this type I have ever used or even seen. My users think it's a miracle. The version control allows collaboration without those nagging file-over write problems The flexible security options allow Administrators excellent flexibility,Archiving entire workspaces from the system can be a bit cumbersome Since view access on files can be limited, even for Administrators, it can result in files within folders not downloading without an error message Privia allows non-Windows compatible characters to be used in file names, which can cause an issue when files are archived offline,10,10Privia in the Federal Contracting WorldThe previous company I worked for uses Privia as the primary tool to support all Federal Government Bids & Proposals worth $300K or more. Privia is specifically used by the Corporate Strategic Proposal Support Team to track the proposal from start to finish. Specific users included, but were not limited to, the following: Proposal Managers, Proposal Coordinators, Proposal Writers (Technical, Management, Resumes, etc.), Capture Team (VPs & Contracted SMEs), Proposal Editors, Financial Team, Subcontractors, etc. All users associated with the specific bid / proposal were added to the Privia Workspace with various permissions, trained, and set loose on the proposal. The Proposal Manager maintained control over the entire workspace throughout the life of the proposal, added various review team members when necessary, and removed permissions as applicable. During review teams, each review team member was able to actively comment and suggest edits to the document in live mode, and the document lead locked the document for editing upon closure of the review team to ensure no overwrites were made. Overall, Privia proved to be a highly successful tool in storing all Bid / Proposal documents while maintaining control over the ever-evolving Proposal itself. I highly recommend Privia to any company looking to standardize their proposal process.,Document Repository with standardized Folder Structures: Privia has the ability to create customized & standardized Privia workspaces with set training documents and folder structures as a foundation for each project. This helps assure that the process remains intact without jeopardizing quality throughout the lifecycle of each project / proposal. Customized Workspace Permissions: Privia allows the Workspace owner to maintain control over who is able to view, edit, add / remove documents, add / remove additional users, etc. This is particularly helpful when dealing with classified information such as financial data, as well as ensuring that corporate strategies are protected when it comes to subcontractors. There are many instances where subcontractors would like to share certain information with the prime, but would like to keep their data separate from other subcontractors also working on the same project / proposal. Commenting / Editing and Lock Feature Tools: Privia has the ability to allow multiple users to comment and edit upon the same document simultaneously. This is highly useful when it comes to proposal review teams. At the end of each review team, the comments are consolidated and the document lead can lock the document for editing so that no changes may be made while the comments are taken into consideration, accepted, or rejected.,Limited Licenses: Privia sells licenses by the bundle. However, the licenses can get extremely pricey. To help mitigate this issue, the company administrators do a sweep of the user licenses every 3 weeks to ensure that all licenses are being maximized. This process is very time-consuming, considering that we have hundreds of proposals going on at the same time. There have been many instances where various users have had to be deactivated because their license had not been used within the last 2 months, and then reactivated a few days later because they are working on a new proposal. Our administrators are also part of the Corporate Strategic Proposal Support Team, so this can be inconvenient if all administrators are working on multiple proposals. Time management and cross-training is key to balancing the number of active licenses.,9,Privia has been highly successful for maintaining control over our larger efforts ($300K+). A standardized process and complimentary process tool is highly effective when coordinating between 50+ people. All users have the ability to see the schedule at a glance, which pieces of the proposal they are a part of, etc. With additional permissions set, there is little room for confusion when users do not have access to information that is not relevant or pertinent to their role.,MS SharePoint,Power BI For Office 365,5,1,No,Product Features Product Usability Product Reputation Vendor Reputation Existing Relationship with the Vendor Positive Sales Experience with the Vendor,This question isn't truly applicable to my experience, as we were simply upgrading our platform. However, during the various meetings held with the Privia staff and our company's Senior Management, the issue of total number of licenses were not addressed. This became an apparent problem several weeks after the upgrade and never got resolved before my departure from the company. I would probably say that if we had to do the upgrade all over again, I would not have liked to proceed with the process without determining the additional number of licenses needed.,10,Yes,When our company upgraded from Privia Platform 4 to Privia Platform 5, the transition was more than smooth. The external Privia support team handled the upgrade to our servers entirely on their own and then sent our company's administrators specific instructions to test the new system prior to going live. Each of us scheduled a time to do the tests together, and then sent any bugs / gliches that we found to the support team. The Privia team was quickly responsive, and were able to complete the entire upgrade and go live in less than 48 hours with minimal effort on our part. With the company being a $4 Billion company, I found the entire process to be quite impressive.Proposal editor loves PriviaThe whole organization used Privia as a file sharing and version control tool.,Version control Ease of use through the desktop platform File Sharing,Glitches with user permissions,10,Increased efficiency through editing iterations due to version control,MS SharePoint,10,15,2,Business development Proposal management Document editing,Document archive Contact database,Proposal trainingPositively Privia for Proposal PreparationPrivia is used across the organization for collaboration and proposal preparation. Privia solved version control problems, provided the opportunity for remote collaboration, and enabled multiple reviewers to comment on documents at the same time.,Use as a review tool (Privia's 'comment' feature). Privia allows multiple users to make comments on a single document at the same time. Unlike Word's track changes, the Privia comment tool allows users to make in-line or general comments on a document. No merging of comments required! Permissions at the user, file, folder, and workspace levels. With the click of a mouse, it's easy to restrict users' ability to edit, or even view, specific files and file folders. Workspace-level permissions allow administrators to restrict user access to only those projects they are working on. Compatibility and pipeline management. Privia's web interface provides pipeline management capabilities, and interfaces with sites like GovWin, allowing users to import opportunity data with the click of a mouse button. That same opportunity data can then be used to launch an opportunity-specific workspace for document management and proposal development. Privia's 'behind the scenes' process designer capabilities allow administrators to build workflows complete with decision points, rollback points, and the ability to assign users to tasks.,When using the pure web version of Privia (that is, without installing the thick client on a PC), the comment feature is null and void. This is because without the thick client installed, the pure web platform cannot interact with MS Office products. This creates hassles during reviews when users show up with a laptop and don't have permissions to install software.,10,Increased employee efficiency is #1. For example, without having to manage cumbersome piles of separate, track changes comments and revisions, Privia saves time and money in the review process. Improved reporting. Privia's web interface and pipeline management capabilities allow for generation of customizable reports to garner greater visibility and insight into business development activities. Overall the product is a bit expensive and robust for some smaller businesses, though the functionality is definitely worth the cost.,,10,20,1,Proposal Management Business Development Pipeline Management,Document Repository,More robust process workflows to ensure accountability,10,No,One of our team members was having trouble accessing Privia. I ran through the basic troubleshooting steps I knew of, and ended up reaching out to Privia support for help. They went above and beyond the call of duty and reached out directly to the user, called him on the phone, and even went as far as to remote in to his machine and walk the user step-by-step through the login process. They could have just send a generic email or troubleshooting steps and made the user figure it out on their own, but they didn't. The Privia support techs genuinely care about your productivity and satisfaction with the product.Never underestimate the power of CRMWe use Privia across the organization for the entire opportunity management process from business development leads through post-proposal submission. The main problem it addresses is configuration management of the myriad aspects of opportunity processes and procedures from the time a business development executive sees a lead twinkling in the eye of a customer to the herding of a large partnership team members involved in the many-hued review stage of the Shipley proposal process (or any other process you care to design in Privia's customizable workflow tool). Along the way, like the customizable workflow process, Privia gives the manager enormous flexibility in role assignments, role level security, internal and external user accessibility, automation and standardization of repeatable procedures, customization of data fields, and metadata search potential. I must add that it is not all things to all people and there are limits to this customization, but if you get that far you will be an appreciative user.,Easy to customize workflow process design with accountable and acceptor assignments, among other configurable properties, that can track the most demanding procedures and provide real-time reports on their status. Built-in browser toolbar that automates the capture of volumes of information on government (and private sector) opportunity postings on FBO, GovWinIQ, and others. Although there are some limitations, it has a powerful reporting capability that allows you to customize your view of the data by selecting fields and adding filtering to generate selected exportable data.,As mentioned in strengths, there are limitations to reporting in that some fields are not available or only available in one of the four report "types" when you'd like that field in another report type. Some fields are not selectable at all it would seem. My understanding is the Privia can accommodate further customization for each customer at a price, so even this limitation can be overcome. Privia has a great version control and commenting capability that includes commenting on graphics files, but the check-out and in process are not always intuitive to many of our users and require some hand-holding. In addition, the commenting capability, which supports concurrent users, produces an export to Word with comment fields but doesn't mark up the document itself - whether that is a blessing or a curse is really up to your team and editing style.,9,Improved efficiency in capturing opportunity data and keeping timely information available across the organization Improved senior management reporting capability for pipeline meetings,,10,5,1,Managing the business development pipeline Managing the proposal response process Reporting opportunity management to executive leadership,customizing the workflow for better monitoring,expanding the license base to include more users directly,No,Product Features Product Reputation Positive Sales Experience with the Vendor,The only factor might be an extended trial utilization prior to decision but who has time to learn a system completely just for evaluation?,Vendor implemented,Yes,Change management was a major issue with the implementation,Lack of participation in training,9,10,The Privia stuff worked past normal working hours for us to make sure we were prepared and successfully implemented the most recent version upgrade.,Process Designer Administration and user account management Importing from outside opportunity sources,Metadata Customizing the Opportunity Info view of fields,9
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Privia
9 Ratings
Score 9.7 out of 101
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Privia Reviews

Privia
9 Ratings
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Score 9.7 out of 101
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Rae McFarron profile photo
July 08, 2015

Review: "Privia - from a long time (really long time) user"

Score 10 out of 10
Vetted Review
Verified User
Review Source
We use Privia as a collaboration tool for approximately 500 users in developing responses to Request for Proposals for Federal, State, and Local Government systems. It allows us to provide centralized access to documents for users working throughout the world. It allows our version control, specific security as needed, and collaborative input and commenting on the documents.
  • The commenting feature in Privia is a unique feature that allows us to do frequent reviews with extended project teams to do reviews concurrently and quite successfully. It allowed us to be much more efficient and have more users to more fully participate in the review process.
  • The version control feature works quite well for us, allowing us to completely avoid the common issues of over writing documents and loss of content.
  • The delegate feature allows us to provide multiple users with control over the workspace. This allows us to be much more efficient with scheduling and control.
  • There can be occasional lag time when working on the Web Client.
  • If you are copying workspaces off line for archival purposes, Privia will allow non-standard Windows file names. These files will then have to be renamed to copy them off the system.
  • If you copy a folder off line, if you do not have at least view access to the file, it will simply not download without any error indicated.
It is VERY important to make sure you think through the map for how your system should be configured. Time spent carefully determining exactly how you want it laid out and how you will use the system will make your implementation and roll out much more successful. You should understand how your process currently works and determine any preferred process changes before your implementation.
Read Rae McFarron's full review
Danielle N. Silva Aceituno profile photo
February 25, 2015

Review: "Privia in the Federal Contracting World"

Score 9 out of 10
Vetted Review
Verified User
Review Source
The previous company I worked for uses Privia as the primary tool to support all Federal Government Bids & Proposals worth $300K or more. Privia is specifically used by the Corporate Strategic Proposal Support Team to track the proposal from start to finish. Specific users included, but were not limited to, the following: Proposal Managers, Proposal Coordinators, Proposal Writers (Technical, Management, Resumes, etc.), Capture Team (VPs & Contracted SMEs), Proposal Editors, Financial Team, Subcontractors, etc. All users associated with the specific bid / proposal were added to the Privia Workspace with various permissions, trained, and set loose on the proposal. The Proposal Manager maintained control over the entire workspace throughout the life of the proposal, added various review team members when necessary, and removed permissions as applicable. During review teams, each review team member was able to actively comment and suggest edits to the document in live mode, and the document lead locked the document for editing upon closure of the review team to ensure no overwrites were made. Overall, Privia proved to be a highly successful tool in storing all Bid / Proposal documents while maintaining control over the ever-evolving Proposal itself. I highly recommend Privia to any company looking to standardize their proposal process.
  • Document Repository with standardized Folder Structures: Privia has the ability to create customized & standardized Privia workspaces with set training documents and folder structures as a foundation for each project. This helps assure that the process remains intact without jeopardizing quality throughout the lifecycle of each project / proposal.
  • Customized Workspace Permissions: Privia allows the Workspace owner to maintain control over who is able to view, edit, add / remove documents, add / remove additional users, etc. This is particularly helpful when dealing with classified information such as financial data, as well as ensuring that corporate strategies are protected when it comes to subcontractors. There are many instances where subcontractors would like to share certain information with the prime, but would like to keep their data separate from other subcontractors also working on the same project / proposal.
  • Commenting / Editing and Lock Feature Tools: Privia has the ability to allow multiple users to comment and edit upon the same document simultaneously. This is highly useful when it comes to proposal review teams. At the end of each review team, the comments are consolidated and the document lead can lock the document for editing so that no changes may be made while the comments are taken into consideration, accepted, or rejected.
  • Limited Licenses: Privia sells licenses by the bundle. However, the licenses can get extremely pricey. To help mitigate this issue, the company administrators do a sweep of the user licenses every 3 weeks to ensure that all licenses are being maximized. This process is very time-consuming, considering that we have hundreds of proposals going on at the same time. There have been many instances where various users have had to be deactivated because their license had not been used within the last 2 months, and then reactivated a few days later because they are working on a new proposal. Our administrators are also part of the Corporate Strategic Proposal Support Team, so this can be inconvenient if all administrators are working on multiple proposals. Time management and cross-training is key to balancing the number of active licenses.
Privia is well-suited for project / proposal management in terms of working on a live proposal or massive document of sorts. However, it is not ideal from a business analytics standpoint. If you are looking for graphical representations and/or snapshots of your project / proposal at a glance, Privia is not for you.
Read Danielle N. Silva Aceituno's full review
Eileen Hammond profile photo
August 23, 2014

User Review: "Proposal editor loves Privia"

Score 10 out of 10
Vetted Review
Verified User
Review Source
The whole organization used Privia as a file sharing and version control tool.
  • Version control
  • Ease of use through the desktop platform
  • File Sharing
  • Glitches with user permissions
Privia has a robust back-end system that is not visible to many users, but which eases the process of pipeline development for management.
Read Eileen Hammond's full review
Angela Snyder, CF APMP, ITIL profile photo
February 28, 2014

Review: "Positively Privia for Proposal Preparation"

Score 10 out of 10
Vetted Review
Verified User
Review Source
Privia is used across the organization for collaboration and proposal preparation. Privia solved version control problems, provided the opportunity for remote collaboration, and enabled multiple reviewers to comment on documents at the same time.
  • Use as a review tool (Privia's 'comment' feature). Privia allows multiple users to make comments on a single document at the same time. Unlike Word's track changes, the Privia comment tool allows users to make in-line or general comments on a document. No merging of comments required!
  • Permissions at the user, file, folder, and workspace levels. With the click of a mouse, it's easy to restrict users' ability to edit, or even view, specific files and file folders. Workspace-level permissions allow administrators to restrict user access to only those projects they are working on.
  • Compatibility and pipeline management. Privia's web interface provides pipeline management capabilities, and interfaces with sites like GovWin, allowing users to import opportunity data with the click of a mouse button. That same opportunity data can then be used to launch an opportunity-specific workspace for document management and proposal development.
  • Privia's 'behind the scenes' process designer capabilities allow administrators to build workflows complete with decision points, rollback points, and the ability to assign users to tasks.
  • When using the pure web version of Privia (that is, without installing the thick client on a PC), the comment feature is null and void. This is because without the thick client installed, the pure web platform cannot interact with MS Office products. This creates hassles during reviews when users show up with a laptop and don't have permissions to install software.
Privia is built for proposal management. The features and functionality of the tool lend themselves to collaborative, iterative document review cycles. The version control and permissions abilities further facilitate this process. Privia is capable of, but not best suited for, simple document management. The tool is far more robust and would not be utilized to its fullest potential if used only as a document repository for version control.
Read Angela Snyder, CF APMP, ITIL's full review
Greg Barr profile photo
February 28, 2014

Privia Review: "Never underestimate the power of CRM"

Score 9 out of 10
Vetted Review
Verified User
Review Source
We use Privia across the organization for the entire opportunity management process from business development leads through post-proposal submission. The main problem it addresses is configuration management of the myriad aspects of opportunity processes and procedures from the time a business development executive sees a lead twinkling in the eye of a customer to the herding of a large partnership team members involved in the many-hued review stage of the Shipley proposal process (or any other process you care to design in Privia's customizable workflow tool). Along the way, like the customizable workflow process, Privia gives the manager enormous flexibility in role assignments, role level security, internal and external user accessibility, automation and standardization of repeatable procedures, customization of data fields, and metadata search potential. I must add that it is not all things to all people and there are limits to this customization, but if you get that far you will be an appreciative user.
  • Easy to customize workflow process design with accountable and acceptor assignments, among other configurable properties, that can track the most demanding procedures and provide real-time reports on their status.
  • Built-in browser toolbar that automates the capture of volumes of information on government (and private sector) opportunity postings on FBO, GovWinIQ, and others.
  • Although there are some limitations, it has a powerful reporting capability that allows you to customize your view of the data by selecting fields and adding filtering to generate selected exportable data.
  • As mentioned in strengths, there are limitations to reporting in that some fields are not available or only available in one of the four report "types" when you'd like that field in another report type. Some fields are not selectable at all it would seem. My understanding is the Privia can accommodate further customization for each customer at a price, so even this limitation can be overcome.
  • Privia has a great version control and commenting capability that includes commenting on graphics files, but the check-out and in process are not always intuitive to many of our users and require some hand-holding. In addition, the commenting capability, which supports concurrent users, produces an export to Word with comment fields but doesn't mark up the document itself - whether that is a blessing or a curse is really up to your team and editing style.
The only hesitation I have is that Privia, while powerful, is a complex tool to learn and a change management challenge for most organizations (I've been in a few and it would have been a challenge to implement in all of them except my own brief partnership, well maybe not even then). So I don't want to recommend it without the caveat that you should be prepared to support its adoption at the highest level of your company - if you aren't the CEO, make sure you have their complete buy-in. I also want to add that Privia has the best customer support of all the vendors that I'm currently dealing with and many I have dealt with in the past. Their Tier 1 support is very responsive and knowledgeable and resolved our issues 100% of the time. The management is very open to input from its customers and they are a pleasure to deal with.
Read Greg Barr's full review
Carol Brothers profile photo
March 11, 2014

Privia Review: "Straight Forward and highly enjoyable product."

Score 10 out of 10
Vetted Review
Verified User
Review Source
It was used for Proposal development. It was used across the whole organization. It addressed the need for Corporate to take all requirements into consideration. I truly loved working with the Privia and would recommend it for other high-level proposal writing. We had a great Proposal/Privia manager, Linda Davies. She was an independent contractor hired by the company.
  • I liked the structure of breaking down the RFP.
  • I liked the way it allows comment bubbles.
  • I liked the security of locking it down so that certain portions were kept internal while others could be released externally.
  • None that I know of.
Well suited for high-level government proposal writing.
Read Carol Brothers's full review
Karey Sanderson profile photo
March 07, 2014

Privia Review: "Just the facts, ma'am."

Score 7 out of 10
Vetted Review
Verified User
Review Source
Privia is fantastic for maintaining version control, linking to other programs and keeping everybody in check on the team. I would love to be able to burn files to a CD directly from Privia. That would be my only complaint.
  • Version control
  • Graphics preview with mouse hover
  • Linking to other sites and programs
  • Burn to CD directly from Privia
  • Being able to do a "save as" from the web version to save on my desktop
  • Search functionality
  • Email directly from Privia if Outlook is not used
Bid and proposal departments will love this if they have several different writers. Version control is huge and it's user friendly.
Read Karey Sanderson's full review
No photo available
April 08, 2014

Privia Review: "Enabled This Simpleton to Perform Complex Operations"

Score 9 out of 10
Vetted Review
Verified User
Review Source
Privia provides a basis for real-time interface with colleagues and or clients with a document or project. I have found it suitable for a document that must undergo many stages of development among and between different types and groups of users and contributors. It is optimal for consistency of document-management standards between and within organizations.
  • Ease of use--Privia has a broadly accessible array of functions, geared toward maximizing utility for disparate contexts and users. Its design is streamlined sufficiently to offer neophytes and experts alike the opportunity to contribute and review.
  • Real-time editing and change management--As an editor, change management with document processing is capitally important. Privia affords me the opportunity to assess changes as they happen.
  • Privia's ability to house documents (in a centralized repository) is an outright boon to assuring version control and appropriate safeguarding/protection of content/data.
  • My issues with Privia have more to do with public perception than with the product itself. While I have experienced NO FUNCTIONAL PROBLEMS with Privia, I have seen non-users feel intimidated by the software in advance of using it. That's all I've got.
As an editor (i.e., not a manager, vendor, lead, etc.), I have found Privia to be most effective when reconciling different bodies of input.
Read this authenticated review
No photo available
March 01, 2014

Privia Review: "Good for Proposals."

Score 7 out of 10
Vetted Review
Verified User
Review Source
Across the whole organization to keep all our sensitive documents updated and shared
  • File Version Management
  • Collaborative work
  • Permission setting
  • User interaction
  • Design
  • Admin panel
Who will manage it. If is for proposal documents or other documents as well.
Read this authenticated review

About Privia

Privia's bid capture and proposal management tools are designed for companies handling RFPs / RFIs in the public sector. Privia offers both SMB and Enterprise products and pricing starts at $29 / month / user.
Categories:  Proposal

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