Bid Management with Functional Committee Management and Scoring
Automate and digitalise the manual processes associated with bid management
From Committee Management to electronic scoring
Effective Bid Management
Allows for the complete Bid Management process including specification and bid compilation (including customisable bid documentation), tracking the receiving and opening of bids, evaluation (including dynamic individual scoring) and adjudication of all bids.
Enhanced Bid Committee Management
Manage the appointment of members to the Bid Specification and Evaluation committees and the approvals of each committee.
Electronic Tender box
Allows for the publishing of the tender advert electronically on the website. Vendors can also automatically receive notifications of any tender that matches their selected criteria. The solution controls the opening of all bids and the publishing of all responses received.
Electronic Bid Briefing, Clarification and Submission
Allows for electronic management of bid briefing attendance, submission and publishing of bid clarification questions and the electronic submission of bids through the Supplier Portal.
Key Features
The following Key Features enable the automation and digitalisation of the bid management processes
Feature Details
The SupplyFlow utilises the core features to cater for the full range of procurement procedures and processes
Determine the procurement plans
SupplyFlow allows for full workflow which entails the control of tasks and deadlines and resource allocation. This is done per tender and allows for development of procurement plans as per Demand Management. The workflow module is the ideal tool for procurement planning. By creating the tenders for the financial year, one can predetermine timeframes for their associated predefined procurement workflow activities. Once an organisation has captured all their tenders for the current financial year, the workflow module allows the organisation to generate and manage the entire procurement plan directly on the system.
Establish and Manage Bid Specification Committee(s)
Once the requirement for the tender is been finalised. The first step of the process is to put in place a Bid Specification Committee. Control the establishment of the Bid Specification Committee, which includes that addition of members to the committee and the management of their appointment. Invite members through an appointment letter that stipulates the roles and responsibilities of the members and track appointments where a member can accept or decline the
appointment with reasons. The final approval of the committee is also available.
Learn more about Committee Management
Compile and Approve Specification and Bid Documents
The evaluation criteria, briefing and other details for the bid will also be defined and captured on the system. The solution can assist in the output of this task being the bid document. The solution allows for the compilation of bid document using templates and ensures customisable bid documentation (Invitations, Standard Bidding Document, etc).
Publish Advert
SupplyFlow will allow for the creation of a customisable tender advert through a template. The system allows for the on-line publishing of Tenders and Awards. The solution will also allow for the assistance/automation of the process of bid advertisement:
- Treasury's Tender Portal (http://www.etenders.gov.za).
- I-Tender on CIDB
The solution offers the Electronic Tender box, where vendors can also automatically receive notifications of any tender that match their selected criteria. A facility to inform all CSD supplier that have the commodity group is also available.
Manage Briefing Session
If a tender required a briefing session, either compulsory or optional, SupplyFlow can manage the process of the attendance register for the Briefing session. Vendors will be able to register their attendance electronically at the Briefing session using their CSD details. For online meeting a pin will be distributed at the meeting for registration. Allows for the changes to the briefing session dates.
Manage Tender Document Requests
Once advertised, the tender documents are made available to potential suppliers, through the publicly advertised tender. SupplyFlow allows for the electronic control and monitoring of these Tender requests. The solution will also cater for tender deposits. Should a tender deposit be required to obtain a document or to submit a tender, this can be controlled through the system. Tender Deposits must be collected and managed outside of the system.
Manage Tender Clarifications
Clarifications can be sent and viewed through the system. Suppliers can submit any clarification questions through the supplier portal. These can be answered and will be accessible through the tender portal. For compulsory briefing sessions, these will be published in the supplier portal for suppliers that have attended the briefing session. Notification will be sent to all those that attended the briefing session or for tender document requests.
Establish Bid Evaluation Committee(s)
Once the requirement for the tender has been advertised. The next step of the process is to put in place a Bid Evaluation Committee. Control the establishment of the Bid Evaluation Committee, which includes that addition of members to the committee and the management of their appointment. Invite members through an appointment letter that stipulates the roles and responsibilities of the members and track appointments where a member can accept or decline the
appointment with reasons. The final approval of the committee is also available.
Learn more about Committee Management
Bid Submission and Closing
Suppliers can electronically tenders by uploading the different section of the tender and capturing any declarations. The solution controls the closing date and time. Should hard copy submissions be required, these can be done and will be processed through the next section. Allows for the extension of bid closing dates.
Bid Opening Process at the Closing Date of the Tender
Once the bid has been opened, the solution allows for the capturing of all bids received and the publishing of all responses received. The solution is linked to National Treasury’s Central Supplier Database (CSD).
Pre-compliance against Eligibility Criteria
There are various aspects to this task that can be electronically managed through SupplyFlow. The solution can control the pre-compliance. Eligibility criteria can be setup in the system with default criteria configured. Each bidder can be assessed against each criteria and should any not be met, these can be registered against the bidder. The system will ensure that all CSD requirements are also complied with. A comprehensive pre-compliance report can then be generated with a criteria matrix per bidder compliance. This can also be submitted for ay additional approvals.
Extension of Validity of Bids
These can be raised, communicated and tracked per supplier response. The system will allow for those suppliers whose validity is about to expire to extend their validity prior to the current validity expiring. Vendors will be notified of the extension request and can digitally respond. Validity Extension can be monitored and tracked. The system will also prevent the appointment of bidder whose validity has expired.
Bid Evaluation
There are various aspects to this task that can be electronically managed through SupplyFlow. The solution can control the pre-compliance checklist. The system will ensure that all CSD requirements are also complied with. Conduct the Bid Evaluation Meeting which includes the members debating the relative strengths and weaknesses of each bid prior to scoring of subjective criteria. Each member will then be able to electronically score their individual subjective evaluation criteria with notes. Thereafter, with the dynamic individual scoring, the solution will electronically calculate the consolidated scores per bid.
Finally, SupplyFlow will assist in the compilation of the Bid Evaluation Report in the required format.
Bid Adjudication and Award
Allows for the output of the Bid Adjudication Committee to captured. The final award can be captured on the system. The system will ensure that all CSD requirements are also complied with.
Bid Appeal
Appeals for an award can be lodged on the system and the relevant authority can either uphold or dismiss the appeal. Upheld appeals can result in either the cancellation or re-evaluation of the bid.
Converting to Purchase Order or Contract
The final award can be converted to a Purchase Order or Contract for Contract and Call-Off Management, Variation Order Management and Contract Financial Tracking and Monitoring.
Cancellation of Bids
Bid cancellation can be managed and controlled on the system based on Delegations of Authority. Various types of cancellation can be configured and registered against a bid, including Appeals, Withdrawals and/or Rejections.