Advance Tender Management | Bid Management | Bid Evaluation | Tender Portal | Purchase Tender
| Technical name | tk_tender_management |
| License | OPL-1 |
| Website | https://www.techkhedut.com |
Tender Management
Available in Community, Enterprise and Odoo.sh
Explore this app
Tender Management Workflow
Features
Manage all type of Tender
Create and manage all type of tenders (e.g., construction, maintenance, IT) with flexible two options, including choosing one vendor for all products or different vendors for each product.
Tender Details
Efficiently manage tender products, tender documents, and their descriptions. Generate purchase orders after selecting bids and easily create delivery orders from the purchase orders. Simplify the end-to-end tender management process.
Tender Bidding
Vendors can register their profiles on the website, select tender categories, and access relevant tenders. They can apply for bids, upload qualification documents, and conveniently import bid prices using an Excel file. Simplify vendor registration, tender participation, and bid price submission.
Vendor Portal
Vendors can easily register their profiles on the website, select specific tender categories, and access relevant tenders. Vendors can apply for bids, upload qualification documents, and manage the entire process conveniently from the website
Screenshots / Workflow
Advance Dashboard
Tender
- Tender Creation
- Add product via .xlsx file.
- Tender Type
- Documents
- Publish on Website
Vendor Registration on website
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Vendor Register Portal Configuration
Before Vendor registration we need to configure vendor portal for that navigate to the "Settings" menu and select "Tender"
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Vendor Register
During the vendor registration process, vendors are prompted to select the specific categories that align with their business. As a result, only tender opportunities within those selected categories will be displayed to the vendor
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Followup Responsible
Mail notification for new vendor registration to followup responsible.
Followup responsible can give portal access to the vendor
Once the follow-up responsible individual grants portal access to a vendor, an invitation email is automatically sent to the vendor. This email contains instructions for the vendor to activate their account by setting up a username and password
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Vendor
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Vendor's Eligible Tenders
Tender Bidding
Basic Flow For Tender Bidding Process
- Vendor Applies for Bid: Vendors submit their bid applications to express their interest in participating in the tender.
- Eligibility Verification: After applying, vendors must provide evidence to establish their eligibility for the bid. They are required to upload documents, such as "company information" and "balance sheet," as outlined in the tender description.
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Document Review by Admin: The administrative team thoroughly examines the uploaded documents to
evaluate the vendor's qualification for the bid. Based on this review, the vendor is either
deemed qualified or disqualified from further participation in the bid.
- If vendor qualified for Bid Qualification Notification: If the vendor meets the qualification criteria, they receive a notification via email confirming their qualification for the bid. This communication allows them to proceed with the bidding process.
- If vendor disqualified for Bid Disqualification Communication: In case a vendor does not meet the qualification requirements, the admin sends an email informing them about the disqualification. The email may provide the reasons behind the disqualification. Additionally, the admin may specify whether the vendor has the option to resubmit their qualification documents for reconsideration documents.
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Step 1 : Applying for Bid
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Step 2 : After applying, vendors are redirected to their bid or can access "My Account"
to view all their submitted bids
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Step 3 : Vendors are required to upload qualifying documents to be eligible for bidding
on the tender.
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Step 4 : Admin can either qualify or disqualify vendor from bid
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Step 5 : Vendor can submit bid from website
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Step 5 : Admin grant permission for revise vendor or edit vendor bid.
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Step 6 : The vendor can modify their bid after receiving permission to edit.
Tender Bid Selection
The flow of the tender bidding process varies based on the specific type of tender(The entire process is handled by the admin)
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When Tender Type is "Product wise vendor"
- In the "Product Wise Vendor" type, you are required to select individual products from multiple vendors. Based on these selections, multiple purchase orders will be generated, each corresponding to the specific vendor(s) chosen for the respective product(s).(Please refer to the screenshot below for better understanding)
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When Tender Type is "Single Vendor for all Product"
- In the "Single Vendor for all Product" type, you only need to select a single bid. Instead of selecting each product from multiple vendors, this type allows you to choose one vendor who can fulfill all the requirements in a single bid submission(Please refer to the screenshot below for better understanding)
Bid Evaluation and Selection : Product wise vendor(Screenshots)
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When Tender Type is "Product wise vendor"
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Upon receiving bids from vendors, the next step is to proceed to the "Bid Evaluation"
stage on the tender.
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Once you click on "Bid Evaluation," the bidding process is closed, and vendors cannot
bid on the tender anymore. At this stage, a smart button labeled "Bid Evaluation"
appears, and
you can proceed to the bid selection stage to review and choose right bid for tender.
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Clicking on the smart button will redirect you to view all the bids.
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Selected Bid
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Confirm Bid
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Purchase Order
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Notification: When a purchase order is created, a mail notification containing the
details is sent to the vendor, and their bid status is updated to "Won" If no bid is
selected, the vendor receives a mail apologizing for not being chosen, and their bid
status is marked as "Lost"
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Purchase order and bills on website
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Upon receiving bids from vendors, the next step is to proceed to the "Bid Evaluation"
stage on the tender.
Bid Evaluation and Selection : Single Vendor for all Product(Screenshots)
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When Tender Type is "Single Vendor for all Product"
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In the specified tender type "Single Vendor for all Product", vendors are assigned ranks
based on their bid Prices. For example, if your rank is 1, it signifies that your bid is
the lowest among all the participating vendors.
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After receiving bids from vendors, you can access the "Bid Evaluation" section in the
tender. By clicking the "Legit Bid" smart button, you can view legitimate bids that meet
the required criteria
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Legit Bid
- In the "Single Vendor for all Product" type, you are required to select only one bid from a vendor to create a purchase order.
- For a bid to be considered "legit," the vendor must provide valid prices for each and every product included in their bid. This means that the vendor needs to specify a price for every product they are offering.
- If the vendor sets the price of any product to 0 or leaves it blank, their bid will not be considered "legit." This is because a bid with missing or zero prices does not fulfill the tender requirements.
- Only bids that meet the requirement of having valid prices for all the products will be deemed "legit" and eligible for further consideration in the bid evaluation process.
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In our example, out of the total 3 bids received, only 2 bids are considered
"legit." By clicking on the "Legit Bid" option, you can access and review the
bids that meet the necessary requirements
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Bid Selection
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Bid Confirmation
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Mail Notification : Vendor bid is seleted
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Mail Notification : Vendor bid is not Seleted
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Mail Notification : Vendor bid is seleted
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Purchase Order
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Once a purchase order is created, vendors can view the purchase order and
associated bills on their website portal.
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In the specified tender type "Single Vendor for all Product", vendors are assigned ranks
based on their bid Prices. For example, if your rank is 1, it signifies that your bid is
the lowest among all the participating vendors.
Reports
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Tender bid statistic report
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Bid details report
Configuration
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Vendors
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Products
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Tender Types
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Document Types
Need Help?
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