eTendering and eProcurement

Typically, organisations will utilise the Tendering/Quotation process for a number of reasons. Some of these may include;

• Driving ongoing total cost reductions
• Optimising your supply base to balance costs
• Manage compliance and mitigate risk
• Reduce maverick spending and drive down contract risk
• Maintain auditable supply and contract management processes
• Stimulate new product development with supplier innovations, just to mention a few.

Whilst there are enormous benefits to be had, it can be a time consuming and a manually intensive process. Complex issues including probity, transparency of process, buyer confidentiality and the potential to have the process challenged for breaches in process are demanding.

An effectively managed procurement process is able to account for these and other possibilities before they occur, saving you time, money and inconvenience.

Electronic procurement, or eProcurement as it is commonly referred to, is widely regarded as one of the most efficient tools available in managing procurement processes on the market today. Listing opportunities on a dedicated procurement web site (eProcurement Portal or Hub) provides potential suppliers with direct access to your Tenders, Request For Quotations, Expressions Of Interest etc. Access on line to the associated documentation, avoids time consuming requests to you for supply of documents, the need to manually maintain a supplier register and to email, or worse, post out tender documentation through the mail. Our eProcurement solution can efficiently manage technical questions put forward by suppliers and the subsequent dissemination of responses, as well as any addendums that may need to be issued during the course of the process, reducing the administrative burden and associated costs. All of this while ensuring probity within your process.

It is critical to a procurement process that all steps in the process, whether they are manual/email based or electronic/web based maintain the highest possible probity standards and avoid areas that have the potential to compromise the integrity of the process. Some common mistakes can include:

• Not sending out addendums to all interested suppliers
• Slow or no responses to questions
• Not sharing asked questions with other potential suppliers
• Emailing out updates without using the BCC field, showing all other respondents and breaching confidentiality

The implementation of your own unique TenderSearch Portal will alleviate many of the problems associated with traditional manual management processes, saving time, money and streamlining your workflow by:

• Reducing advertising costs
• By building up your own exclusive database of Sub-Contractors and suppliers you can invite bids at the push of a button –privately (to chosen approved organisations) or list open public opportunities on your Portal. This significantly reduces the need to spend money on advertising.
• Manage approved organisations
• Sub-Contractors or suppliers register their details free on your Portal. Their information and details are owned by you. The information is not shared or accessible by any other organisation. Any information supplied is kept strictly confidential behind your secure gateway.
• Sub-contractors and suppliers are then responsible for maintain their details; ensuring contact information is up to date etc. This frees up the requirement for your staff to constantly update contact details
• You can classify registered suppliers by user defined categories eg Electricians, Excavation, Plasterers etc. making it simple to invite selected suppliers to quote.
• You may send emails, invitations to quote, notices and any other communications to either individual, groups or all your registered suppliers at the touch of a button.
• Manage documentation
• No need to send documentation to every supplier or sub-contractor separately. Upload and launch documents at the push of a button, with no restriction on the type of documents that can be posted on the Portal. Uploads to the Portal are executed in seconds.
• Any changes in the documentation is relayed to registered suppliers automatically – no need to send the documentation out again individually.
• Improve communication
• The Portal Question and Answer Forum allows suppliers to ask questions relating to a particular opportunity, anonymously. The answer is posted on the Portal and an automatic response sent to every supplier or Sub- Contractor who has registered an interest in the particular opportunity. Suppliers registering their interest after questions have been posted will see both the questions and answers immediately. No more trying to blind cc suppliers to maintain confidentiality.
• Manage responses
• Suppliers are able to upload their responses electronically – saving time and the environment.
• By using our user defined quotation request forms, suppliers can simply submit their pricing schedules on line, simply and effectively.
• On-line reports
• We provide standard templates for a range of reports. Reports can be generated quickly and easily – giving you valuable information instantly
• Quotations received on line via our unique quotation system can be automatically downloaded to an excel spread sheet allowing easy evaluation of competing bids.
• Comprehensive audit trail
• See all the Portal transactions on line and produce reports at the push of a button.
• Interactively tracks:
• Who and when suppliers or sub contractors downloaded your documents
• Who has submitted responses
• All submitted documentation, quotes etc.
• All questions and answers relating to the opportunity
• All correspondence with suppliers or sub-contractors in relation to the particular opportunity
• Successful and unsuccessful suppliers

Contact us now on 98613200 to arrange a free no obligation “live” demonstration of our solution. It will only take an hour of your time and you may well discover a way to give your organisation the edge in tough economic times.

Our solution is governed by ISO 9001 accreditation and W3C compliance – these two guidelines combine, to ensure that you have verifiable processes in place and that your solution meets accepted international standards

Imagine having the following just a click away:

• A robust fully auditable trail of all transactions performed in relation to your Hub.
• Unlimited 24/7 access to documents for suppliers – no more emailing or posting out tender information.
• Self Managed and verifiable registration process – suppliers can register free online any time day or night.
• Question and Answer forum – suppliers can post and view questions and responses to tenders simply by logging in. Suppliers are notified by email instantly whenever a question is asked or answered. All questions are kept anonymous.
• Managed distribution of addendums – distribute addendum notices to all registered users with the click of a button.
• Electronic Tender Box – Allows suppliers to submit responses electronically via our 128bit secured Tender Boxes. Now you can eliminate late tender submissions caused by traffic jams, lack of parking etc.
• Pre-determine when an opportunity is released, even down to a specific time.
• Develop your own preferred supplier lists and invite preferred suppliers at the click of a button.
• Control who has access to tenders or quotes (Open/Public or Private/Closed opportunities).
• Invite and instantly compare quotations with our special Interactive Quotation module.
• Select and inform successful and unsuccessful suppliers at the push of a button.
• Print out your own reports at any time.
• Eliminate time consuming enquiries by suppliers. Your suppliers have a free dedicated consultant ready to assist by simply by calling 1800TENDER.

TenderSearch eTendering Solution is now offered as a software as a service (SaaS), so you don’t have to worry about installing any Hardware, Software, licenses or limiting the number of users. We appreciate and understand the importance of your branding and our full customisation service will ensure your Hub not only reflects your “look and feel” but retains your values.

TenderSearch eTendering Solution can be live and operational in a matter of days, with experienced TenderSearch trainers providing quality training and support for your staff and our pay per tender pricing ensures that our eTendering solution is cost effective.

CALL US ON 1800 TENDER (1800 836337) FOR A NO OBLIGATION LIVE DEMONSTRATION