E-Tender & Manual Tender Filing

E-Tender and Manual Tender Filing in India

Tender Documents are prepared to seek tenders (Offers). Also Tender Documents help to maintain & protect the relationship between client & contractor.

What is E-Tendering System?

E-Tendering system is the process of procuring goods, works or services, by the government organizations or corporations such as NHAI, Indian Railways, SAIL, State/Central govt ministries, by releasing their requirement document in the form of e-tender notice and inviting relevant interested parties to bid for the same. As it is e-tendering, the tender is released digitally i.e. on the company website or e-procurement portal etc.

E-Tendering System Terminology

An e-Tendering System (or Electronic Tendering System) facilitates the complete tendering process from the advertising of the requirement through to the placing of the contract. This includes the exchange of all relevant documents in electronic format.

1. RFQ (request for quotation)
2. RFT (request for tender)
3. E-Bidding

Current Situation

Nowadays, large organizations usually have to handle multiple procurement needs by applying different kinds of information systems developed by various suppliers. Such a process will become inevitably long and cumbersome in conventional e-tendering systems when the categories of products are not well sorted out.

How to Improve?

In order to realize better cost savings and increase efficiency, replacing the manual paper-based tender procedures by an electronic-facilitated system has become an essential element in process re-engineering. With a highly automated e-Tendering system, tender specification, advertising, tender aggregation as well as the evaluation and placing of the contract can be prepared at ease.

Why E-Tendering?

Manual tender processes can be long and cumbersome, often taking three months or longer, which is costly for both buyer and supplier organisations. An e-Tendering System replaces these manual paper-based tender processes with electronically facilitated processes based on best tendering practices to save time and money. Buyers are able to manage the tenders coming in, with all tenders stored in one place, and can cut and paste data from the electronic tender documents for easy comparison.

Business Benefits

1. Reduced tender cycle-time.
2. Fast and accurate pre-qualification and evaluation, which enables the rejection of suppliers that fail to meet the tender specification.
3. Faster response to questions and points of clarification during the tender period.
4. Reduction in the labour intensive tasks of receipt, recording and distribution of tender submissions.
5. Reduction of the paper trail on tendering exercises, reducing costs to both councils and suppliers.
6. Improved audit trail increasing integrity and transparency of the tendering process.
7. Improved quality of tender specification and supplier response.
8. Provision of quality management information.