E-TENDER

WHAT IT FIXES,
STRUCTURES, YIELDS &
INFERENCES?
MANAGEMENT
Prepared By Reuben-Denzel SYSTEM:
 This e-tender management system is a project which is
developed to enable the vendors to get all the tender
details online and provide facility to submit the tender.

E-TENDER This e-Tender Management project will provide a system

which reduces the extra cost which results from the
MANAGEMENT entire process like advertising, document processing
SYSTEM: and getting confirmation results.

Abstract
By using this e-Tender Management application vendors
can save a lot of time in making the documents online,
sending and receiving documents using the postal
system. This application makes the bids evaluation
process to complete within the assigned date.
TENDER MANAGEMENT SYSTEM:
OVERVIEW

❖A tender management system, either manual or electronic, is

required to ensure an effective and efficient process for:
a) the buyer wishing to source products or services and
b) the seller wishing to bid to supply products or services to a
company.

❖Managing tenders is a time-consuming exercise and a lot of paper

work is involved. Manual systems have some merit but are prone to
errors and cannot deal with growing volumes of tenders to be
managed by both buyers and sellers.
 Facilitate the ease of doing business with
Government at all levels, and Private
Organizations, through reduction in human errors,
interferences and manipulation of procurement
and tender management processes and outcomes

E-TENDER
MANAGEMENT An e-Tender Management System is a Governance
transformation strategy an Anti-Corruption and
SYSTEMS: Procurement Malpractices Mitigation Project.

Justifications

Huge cost and time saving in the Tendering

Lifecycle and quality control/ value
assurance/transparency and efficiency in the
overall Governments and Institutional procurement
system.
 ❖ The Proposed e-Tender Management System
provides all tender documents online which can be
accessed by all the vendors using their id and
password. Vendors can able to act on more than one
THE tender through this online system.
PROPOSED E-
TENDER ❖ Eliminates the need for sending and receiving the
documents by post, so immediate response can be
MANAGEMENT taken for the existing tender.

SYSTEM:
❖ Reduced paper work, data which are available
online, using this final decision can be taken by the
administration and can contact directly to such
suppliers.
 ❖ Administrator:
Administrator is the master user of this system who will be
responsible for uploading advertisement documents,
verifying suppliers by using their information ,maintaining
THE data and confirmation of final reports.
❖ Vendor:
PROPOSED E- The vendor needs to get registered and log in with a valid
TENDER username and password. The vendor can apply for the tender
and view the status of the tender. The vendor can give and
MANAGEMENT receive feedback to and from the system.
SYSTEM: ❖ Employee:

Modules Employee gets login with a username and password.

Employee can view the home page. Employee can view the
details of the vendor tenders. Employee can give
clarifications to the vendor if he/she has any queries
regarding the tender.
 The information content of a tender being issued;

The administration process of both issuing tenders and

receiving of bids;
WHAT DOES E-
TENDER The content, structure and production of the bid
MANAGEMENT submission, time and resource management for the
bidders.
SYSTEM DO? It
Manages: The record keeping and audit trail of changes;

A repository of all documentation.

 The sourcing professional is often
under pressure for time so it is
important that the administrative
tasks are streamlined and
minimized. Securely managed
tenders can be issued to selected
bidders error free and on time.
Tenders can be sent out and
Master templates can be available
received electronically via an on-
for all types of sourcing activities to
line portal with or without
cut down on drafting times.
attachments

BENEFITS OF E-TENDER MANAGEMENT

SYSTEM FOR THE BUYER
 Costs are reduced in the
A full audit trail of change and
preparation and the
updates, questions and
distribution of the documents
actions is kept.
and the responses.

Reduced likelihood of poor

submissions and costly delays
Security and limited access
due to suppliers not being in
via passwords.
possession of the latest
versions and updates.

BENEFITS OF E-TENDER MANAGEMENT

SYSTEM FOR THE BUYER
 Forthcoming tenders can be accessed early through subscribing to tender
companies and having an early warning system. Chasing these documents
is very time consuming.

It can serve as a database of key information e.g. text, photos, graphs etc;
that are needed to build in to the bid submission.

Previous bids are all kept in one place for reference.

BENEFITS OF E-TENDER MANAGEMENT

SYSTEM FOR THE BIDDER
 BENEFITS OF TENDER MANAGEMENT
SYSTEMS FOR THE BIDDER

DETAILED RECORDS ARE KEPT OF TIMES AND LESS TIME NEEDED SEARCHING FOR THE ONE PLACE WHERE YOU CAN SEARCH FOR
DATES OF SUBMISSIONS, WIN AND LOSE RELEVANT INFORMATION AND STATUTORY BEST PRACTICES TO RE-USE FOR OTHER BIDS.
STATISTICS WITH INTERROGATION FACILITIES. FORMS AND ATTACHMENTS.
Ability to manage the entire Issuing tender requests on- Automatically notify
process from issue of the line to qualifying registered participating companies
tender to awarding the companies either for free or with any changes to tender
contract. for a fee. or specifications.

Access control allowing for

limited procurement persons Capacity to store and
to manage the tender retrieve historical tenders.
process using passwords.

FEATURES TO LOOK FOR IN AN E-TENDER

MANAGEMENT SYSTEM

AN E-TENDER MANAGEMENT SYSTEM THAT
PERMITS PROCUREMENT ORGANIZATIONS TO
MANAGE THE MAIN ACTIVITIES IN SOURCING IS
A DECENT POINT TO START.
AN E-TENDER MANAGEMENT SYSTEM SHOULD
AT LEAST BE ABLE TO COMPILE ONLINE TENDER
DOCUMENTATION, ALLOW THE PRE-
QUALIFICATION OF SUPPLIERS, BE ABLE TO
INVITE AND RECEIVE BIDS.
SUPPOSITIONS:
IN TRUTH A NOBLE FEATURE OF AN E-TENDER
MANAGEMENT SYSTEM IS TO HAVE A FUNCTION
THAT ALLOWS INTERNAL MESSAGING AND
PROVIDES COLLABORATION TOOLS.
 CONCLUSION:

OUR PROPOSED E-TENDER MANAGEMENT THIS PROPOSED PROJECT IS DESIGNED TO BE IT IS SO INTENDED THAT FURTHER
SYSTEM PROJECT WILL CREATE A USER-FRIENDLY FLEXIBLE, AND CHANGES CAN BE MODIFICATIONS TO THE SYSTEM CAN BE
ENVIRONMENT AND A STREAMLINED TENDER INCORPORATED EASILY. EFFORTLESSLY DONE IN FUTURE AS BUSINESS
MANAGEMENT PROCESS FOR GOVERNMENT. NEEDS EVER CHANGING.