How E-tender is used in the Tendering system?

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Traditional tender processes are difficult and long. Manual processes are not efficient and take a long time in execution. The conventional tender system is expensive for both buyer and supplier companies. Electronic Tendering System is tailored with many advantages over the conventional one with the feature like e-tender alert, quick online tender bidding and much more. After the Digital India movement in India, almost all the states are accepting or implementing conventional processes to the digital one. Proceeding to the movement, Madhya Pradesh has also implemented its governance to e-governance. Tendering processes also now converted to electronic one in MP, so that the E-tendering alert in MP is also available a few clicks away.

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Now the question arises, how E-tender is used? The answer is here –

The process started from the tender creation.  The creator checks for the category and created tender. During the creation of this tender, creator specifies basic information and role. The creator also can choose some specified supplier for bidding on the particular tender.

Then it goes to the tender owner, where the owner fills the tender content. In this process, owner uploads Documents and adds tender items. This content is approved by a tender manager.

After filling the content, owner publishes RFI. In this process, the tender owner selects suppliers for RFI publishing and publishes RFI to suppliers.

This RFI then submitted to the supplier which is sent by email alert. Supplier checks the information and views tender information accept an invitation and prepare and submit RFI. Submitted RFI is then checked by tender owner and published to selected suppliers.

This published information is provided by tender alert services where the tender bidding process begin. Supplier check the tender notification, view submitted tender status and then bid is prepared as per that. In bid preparation process, supplier first downloads the tender document and fills the bid details.

After closing date, the tender manager assigns all the bids to a tender analyst. The tender analyst then analyzes the bids. In tender analysis process, tender analyst study the supplier historical performance score sheet, study supplier submitted RFI and compare submission prices. In price comparison, analyst views specific supplier historical submission prices, view historical submission prices from any supplier and then view last award price & date.

After analyzing bids, tender analyst started price negotiation and price adjustment. In price adjustment, item price has been adjusted and a discount is applied.

After this whole process, tender award process is started. Tender analyst, recommend supplier and then tender manager award the tender.

Benefits of revolutionary e-tendering system

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A comprehensive e-infrastructure is proposed to be used by all Agencies, Departments, and Corporations for processing of the Tenders online. This process is carrying out the basic process of tendering into the electronic form to make the whole system quick and efficient. The usage of electronic medium has been increased in the government sector and converting from governance to e-governance.

Think about the whole procurement process with saving time and environment. Every system has to be pace with the speed that the world in going through. So it has to be with the tendering process. E-procurement makes the electronic tendering completely automated. Automation is a key to efficiency in the entire system. The entire world is now shifting towards small screen world, where the process is a few clicks or we can say touch away.

By the use of internet and by converting the traditional procurement into e-procurement cycle has made this process environment-friendly. The e-governance concepts made it economical by Traveling cost, minimizing the use of papers, removing dependence on banks, couriers, Newspapers, etc. E- Tendering uses minimal storage space.

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Technology is bringing the transparency in governance. Transparency is also increased by following the internet version of tender and procurement. This transparency in work ensures the highest level of security which is governed by digital security features. Possessing of a legally valid digital certificate is required to interact with the e-Procurement portal for the vendors. This digital certificate offered by licensed Certifying Authority. In the method of e-tendering, activities can be passed out from anywhere and any computer. The bids are submitted digitally with Digital Signatures.

Contractors can anytime & anywhere participate in bidding and submit offers online in e-Tenders directly from the website. This reduces efforts and cost of bidding. Traditional method or tendering was prone to human errors and it was sometimes the cause the fail to win a tender. The digitization in the system has minimized human errors and increased the chances of winning any tender of suppliers the interest.

No tender is going to miss out because of the tender alert services. Many websites offer e-tender alert services to make Supplier Company or organization aware about newly generated tender. The payment gateway is also digital so that security money can be deposited electronically from anywhere and anytime. It reduces the dependency on Bank and decreased the time consumed in the process.

The best element of the e-tendering system is that delayed bids after due date & time are not permitted. In the case of a traditional tendering system, especially in the country like India, last minute hustle is 100% sure.

Online E-tender system is a revolutionary step to strengthened the complete process and removing any kind of error and fraud. The high use of an electronic medium in tendering process will ensure the low rate of corruption and increase the trust towards the online electronic tender.