Managing the procedure of tenders can be tedious and extremely time-consuming. Be it any administrative authority or procurement committee official of a public organization, they invest enormous energy and time in preparation of tender documents. The procedure includes starting a tender draft, sharing with higher officials for their feedback, making vital modifications and requires to and fro communication. At the point when these things are done physically or on email, the procedure takes a long time and is exceptionally inefficient. The tender management system will make it simple for the business to deal with every tender and related things.
A tender management system is fundamentally a software that allows managing tender to be simple and more effective. The key benefits of having and using a tender management software is that it saves time, brings accountability and a central document repository. The tender management software will make it simple for the business to deal with every tender and things that are related to this. Ttender Management systems are basic filing mechanisms that allows organizations and their suppliers to review and bid documentation, alongside, any inquiries and solutions that have been submitted in connection with the offer.
Here we investigate how smart automation and programming improves the tender administration process:
• Vendor Registration: Vendors interested in participating in the tender must register with their credentials. The vendors can register or update the existing registration information electronically with the help of e-Registration system.
• Dynamic and Configurable Approval:
The tender document requires competent approval before it is distributed for the bidders. The approval procedure may require diverse experts and steps, however. The electronic tender administration framework enables the clients to characterize their approval mechanism and authority sequence. when a document is sent for approval, the framework prompts the authority. The time taken in authorizing and approving the record is additionally documented at each step. This diminishes the delay and enables the management to track the bottlenecks.
• Collecting Tender Response: At the point when the tender record is approved by the relevant authority, the tender is then distributed for the bidders. The document might be distributed on the web for the bidders and available for download. In case the document needs to be bought, the payment gateway is coordinated to the system. Once the bidders make the payments, they would be able to download the document.
• Arrange Pre-Bid Meetings, and Clarifications:
The tender management system enables the clients to track every single step in the process. The management can arrange a pre-bid meeting for utilizing the tender management systems. The notification emails are sent to all the tenderers. All data is recorded for the administration. Every single detail of the invitees, pre-bid inquiries, minutes of meeting etc. are composed of tender management software.
• Decision Making: In here, all the records are bundled and organized at a single location. The finalized contract after the tender is granted for the bidder is also kept. The agreement renewal is followed, bank guarantee, agreement etc. are finalized. The renewals for the agreements and contract are sent to the bidders.
• Review and Feedback:
The tender management platform influences the review and feedback process consistent. The tender draft can be sent for a special review; the analyst is consequently tagged and alerted by the system. The author receives a notification if any modification is done to the tender document. The refined versioning control, audit, and feedback system makes tender drafting productive.
• Record Versioning:
The tender document includes various corrections and versioning which can be monotonous to keep up physically. The tender administration framework consequently creates a new version with some relevant changes. Individuals can utilize this platform to browse all records, download PowerPoint, word, excel documents, upload the files to a single central repository.
• Audit Trail:
A full Audit trail of the considerable changes, updations, and activities relating to the tender document are maintained. This empowers the organization to track all activities and events related with the tenders. The corrigendum for published tenders is also issued from this platform. The corrigendum is notified to the bidders via e-mails. The latest version and updates are accessible to everyone associated with the process.
• Access Control and Security:
Security is the most pivotal and basic component in handling tender documents. With the tender management system, data is encoded and put away on exceedingly secured servers. Only employees with privileges are issued to access tender documents. The document versioning and trail data also record all changes done in the system. This permits tight access control and secrecy for tender document process.
• Tender Templates:
The tender drafting and documentation are complex. The drafting team can use formats from the framework. So, when another tender document should be drifted, an existing template might be picked. The pre-populated template can have a basic agenda of things required for finishing the document like criteria for minimum eligibility, goals, the scope of work, annexures to be submitted by bidders. These tender templates reduce the aggregate time taken for drafting the documents.
With tender process mechanization and digitization, the whole procedure from drafting to awarding the agreement can be overseen productively. This not only enhances the time required for rolling out tenders but also minimizes record keeping endeavors for the staff. The internal messaging, criticism and collaboration tools enable groups to oversee tender documentation effortlessly. With a tender administration system, all details and documentation are brought together. The key data relating to tenders can be accessed by the management at anyplace and anytime. All the tender dates, statistics, budgets and other details are available with an advanced digital tender system. All the above-mentioned qualities make tender documents rationalized, structured and paperless.