Create New Tender Lead
Execute Tender Process
Measure Tendering Perfo
Rate Analysis BOM
Balance Budget: $3M
Balance Budget: $3M
Balance Budget: $3M
Balance Budget: $3M
1. Employee Work
2. Document Management
3. Management Reporting
4. Data Entry
1. Campaigns & Correspondance
2. Opportunity Generation
3. Lead Generation
4. Offer Preparation
5. Order Entry
1. Duplicate Work
3. Repetitive Work
So what is tender management? In today’s competitive business world, many potential projects and services are put out to tender. That is numerous potential companies are provided with the opportunity to bid for the work. In their bids, they will describe how their company will solve a business problem, provide the service required or supply the goods requested. They will also need to provide a competitive price for this work. The process of designing and writing these proposals or tenders, complete with the competitive pricing, is called tender management, proposal management or bid management.
As a company is competing against many other companies that may have the same or better qualities and lower prices, the art of tender management or writing a winning tender is highly skilled. A good tender writer who really knows how to write a bid and who will make the tender stand out from the competitors is highly sought after.
The tender starts when an appropriate Invitation To Tender (ITT) has been identified. The ITT is a formal document that is published by a purchasing company in order to notify other companies that bids for a piece of work, project or service is required.
There is always a fixed deadline that the tenders must be returned by and this makes bid management very time dependent. It all adds to the stress of the entire process.
What does tender management include?
• Analyzing the requirements within the ITT.
• Designing a solution that meets these requirements.
• Managing the staff that will write the tender.
• Developing a compelling proposal that will meet the requirements and stand out from other bids.
• Producing a pricing structure that will win the bid as well as produce a profit by the end of the project.
• Minimizing risk and maximizing the impact of the tender.
• Sticking to tight deadlines.
There are standard bid management processes available to manage these activities and one published bid methodology. There are also some computerized systems that will manage the workflow of a tender management process but bid management is nowhere as formalized as project management. This makes experience proposal writers with a history of winning highly sought after. A tender or bid writer manages risk very well and is always organized and able to manage staff within a very highly charged environment.
Such is the popularity of tendering that framework agreement tenders are now being offered. This is where a company tenders to receive a framework agreement that then provides them with the opportunity to tender for future work with the organization. These framework agreements are particularly popular with government tenders and large companies and are often found in information technology and staffing. Tenders can be low level such as a cleaning service or they can be highly prized, such as a bid for a multi-million dollar new computer system but they all have the same structure and processes. They start with the ITT request for bids and end up with a negotiated contract. A good bid manager knows how to manage the process, whilst juggling staff, information overload, searching for missing information and managing time frames.
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 a company.
Managing tenders is very 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.
What does a MobileERP tender management system do? It manages:
• the information content of a tender being issued;:
• the administration process of both issuing tenders and receiving of bids;:
• the content and structure and production of the bid submission and time and resource management for the bidder:
• the record keeping and audit trail of changes;:
• a repository of all documentation.:
Benefits of tender management systems for the buyer:
• 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:
• Master templates can be available for all types of sourcing activities to cut down on drafting times:
• A full audit trail of change and updates, questions and actions is kept:
• Tenders can be sent out and received electronically via an on-line portal with or without attachments:
• Costs are reduced in the preparation and the distribution of the documents and the responses:
• Reduced likelihood of poor submissions and costly delays due to suppliers not being in possession of the latest versions and updates:
• Security and limited access via passwords :
Benefits of a tender management system for the bidder:
• 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:
• Detailed records are kept of times and dates of submissions, win and lose statistics with interrogation facilities:
• Less time needed searching for the relevant information and statutory forms and attachments:
• One place where you can search for best practices to re-use for other bids :
Features in MobileERP tender management system:
• Ability to manage the entire process from issue of the tender to awarding the contract.:
• Issuing tender requests on-line to qualifying registered companies either for free or for a fee:
• Automatically notify participating companies with any changes to tender or specifications.:
• Access control allowing for limited procurement persons to manage the tender process using passwords.:
• Capacity to store and retrieve historical tenders.:
A simple electronic tender management system that permits procurement organizations to manage the main activities in sourcing is a good place to start. It should at least be able to compile online tender documentation, allow the pre-qualifying of suppliers, be able to invite and receive bids. A really good feature is to have a function that allows internal messaging and provides collaboration tools. :