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Key Features of eProcurement Software

Key Features eTendering System - From raising Indent to placing work orders

Indent Creation

System allows Buyer to raise Indent online
System allows Buyer to approve or reject Indent
System allows Buyer to aggregate Indents for similar products/works
System allows Buyer to split single Indent into multiple tenders.
System allows Buyer to create a Tender out of approved Indent
Indent are digitally signed at time of approval
Approved Indents are seen as upcoming Tenders on the website
Indents are digitally signed at time of approval
At time of Indent approval, Budget availability are checked

Tender Notice

Allow Tender notice to be floated in any format - Colour, Fonts, Size, etc
Support publishing of Tenders in Vernacular languages
Tender notices are visible to Suppliers only after it is approved.
System allows Archive Tenders to be revived
System allows Cancelled Tender to be revived
System allows Live Tenders to be cancelled
System should categorize Tender as New, Live, Archive, Cancelled, etc. for ease
Flexible Search module allows a Tenders to be searched on multiple parameters
Allow image to be attached with Tender Notice
Count the number of times a Tender has been viewed since published
Assign unique internal reference number to a Tender for internal use

Tender Work Flow

System supports Rate Contracts
System supports General Tenders
System supports Single/Multiple Envelope Bidding
System supports Open Tender where any Suppliers can bid
System supports Limited Tender where only limited Supplies can bid
System supports Limited Tender, where empanelled/registered Supplier can bid
System supports ICB/NCB Tenders where Suppliers from across the world can bid
System supports Single/Multiple Currency Bidding
System allows Buyer to add currencies as required
System allows Buyer to add conversion rate for a date/currency as required
System allows Goods Tender - quote for line items
System allows Works Tender - quote in % of the estimated cost
System allows Bidding with or without Joint Venture
System allows only Online Bidding if required
System allows Hybrid Bidding (Online as well as offline bid submission)
Allows Tender document to be downloaded for free of cost

Allows buyer to select any or all of the above parameters as required for a Tender

Tender Staging

System supports Tender with or without Document Fees/EMD
System supports Tender with or without Pre Bid Meeting
System supports Tender with or without Pre Qualification round
System supports Tender with or without Technical Bid
System supports Tender with or without Price Bid

Allows buyer to select any or all of the above parameters as required for a Tender

Allows buyer to sequence the above events in any order

In case of EOI just Technical Bid
In case of Limited Tender EMD > Price Bid
In case of Open Tender Doc Fees> EMD> Pre Qualification> Technical Bid> Price Bid

System has inbuilt check which ensure that incomplete bids in any manner is not accepted
For a Tender if Buyer wishes, he can enable Bid withdrawal option such that Supplier is allowed to withdraw bid, that they might have submitted on or before due date and time. This is an optional feature which Buyer can select for a Tender.

Tender Key Dates

Depending on Stages selected, as explained above system should capture key dates for each and every stage such that bidding can happen only during allowed period and opening can take place on or after due date and time has lapsed.

Start Date & Time
Closing Date & Time
Opening Date & Time
System supports Tenders with a common Start, End and Opening Date and Time instead of stage wise date and time.

Tender Approval

Only authorized Employees can approve/reject Tender notice
Tender Notice are digitally signed at time of approval
Buyer has a facility to view Tender notice before approving it
Tender notice once approved, can only be modified by floating a Corrigendum

Tender Promotion

System allows email alerts to be sent to selected Suppliers
System supports emails to be sent to all registered Suppliers
System supports in sending Tender notice in XML format to Tender portals for wider publicity
System allows Suppliers to create catalogues of products/services they offer
System shows Suppliers Tenders matching their catalogues as My Tenders
Allows Suppliers to upload supporting document along with their catalogues
Allows Buyer to search Suppliers catalogues
Allows Buyer to create groups of Suppliers with same profile for e.g. Software cos.
Allows Buyer to add catalogues on his own for existing registered Suppliers

Tender Document

Buyers are allowed to upload any document, with maximum single file size of 10MB
Buyers are allowed to upload multiple documents for a Tender
Buyers are allowed to map old documents to a new Tender
All document which are uploaded are Digitally Signed
All the uploaded documents are virus scanned before being uploaded
The System does not allow files with extensions such as .exe.
System allows Supplier to zip multiple Tender documents in one folder on the website on the fly, such that he can download them at a go.
Allows Tender document to be downloaded for free, if so required.
Allows Tender document to be downloaded from home page or after Log in
Maintains count of Tender document downloaded from website
Maintains register as who has downloaded Tender document
Allows Buyer to specify a brief description for a Tender Document
System supports addendums to be published
System supports different document to be mapped in different folder like Tender Document, Pre Bid Meeting, Corrigendum, Drawings, etc.
System supports above categories/folder to be created on the fly
Buyers are prompted if he wants to display tender on home page or after login to Suppliers

Tender Corrigendum

System allows correction to be made in approved Tender notice only by floating a Corrigendum
System allows to publish multiple Corrigendum for a Tender
Corrigendum text is clearly visible highlighted in different Colour
New dates as specified in Corrigendum supersedes old dates
System has checks to ensure that unless Corrigendum is approved, the change does not be brought into effect
System has Audit trail facility i.e. Original content & new content are accessible anytime as required for audit purpose.
System allows the Corrigendum mail to be sent on a click to Suppliers
Corrigendum History are available i.e. Corrigendum no. 1, 2, 3…
Suppliers should get to see only new effective dates and content to avoid confusion
Approver has facility to accept or reject a Corrigendum
All Corrigendum are digitally signed

Marquee Management

System supports floating marquee - scrolling text on website
Support Marquee formatting i.e. select font, color, text, size, etc.
Allows Marquee to be previewed before approval
Allows Marquee to posted on Home Page Header
Allows Marquee to posted on Welcome page i.e. page Supplier gets to see after successful login
Allows Marquee to posted on select Tender Page
Allows Marquee to appear for a select period form start date to end date
Allows Buyer to select the speed at which marquee scrolls
Marquees are digitally signed
Allow Buyer to check Marquee currently running on the site
Allow Buyer to edit Marquee running the site

Online Pre Bid Meeting

Allows Buyer to stage a Public Pre Bid Meeting i.e. any Supplier can post question
Allows Buyer to stage a Private Pre Bid Meeting i.e. only selected Supplier can post question i.e. in case of Limited Tenders
Allows Supplier to post any number of questions
Allows Supplier to view questions posted by other Suppliers
Allows Buyer to select whether to mask name of Suppliers form each other or not
Allows Buyer to select whether to mask name of Suppliers from Officer in charge of replying to Suppliers questions or not
Allows Buyer to reply to all or select questions
Does not allow Supplier to post questions after Pre Bid Meeting due date and time has lapsed
Allows Buyer to reply to question as and when question are posted or after all questions have been posted at a go.
System has facility to build FAQ list of question & answer automatically
Allows document to be uploaded during Pre Bid Meeting round by both Buyers and Suppliers
Allow Minutes of Meeting (MOM) document to be uploaded, if conducted in offline manner or MOM of queries received in offline manner by post, fax, email, etc.
Allows Buyers to reject a question
Questions & Answers posted on website are digitally signed
Pre Bid Meeting question & answers are available throughout the Tender cycle

Payment Gateway

System supports online payment gateway i.e. accept payment via credit card
System supports offline payment gateway i.e accept offline payment receive as DD, Pay Order or any other instrument accepted by Buyer
System allows payment exemption for select Suppliers as per Buyer's choice
In case of payment exemption, System allows supporting document to be uploaded by Suppliers
Buyer has facility to accept or reject payment
In case of online payment, the same gets auto approved
System generates comparative of all payments received from different Suppliers
System allows Buyer to view Supplier whose payment has been approved, or is pending or rejected.
Facility to extend payment gateway for collecting security fee

Creating Schedule (Bidding Forms)

System allows various schedules (bidding forms) comprising of `X' columns & `Y' rows to be created
System allows Buyer to define what all fields (columns & rows) are compulsory which Supplier must fill.
System allows Buyer to define field validation for each cells such that uniform bids are received from all Suppliers
System allows Schedules to be saved as Templates such that they can be at used again for new Tenders as required.
System allows Templates to be copied to a Tender such that the same can be used in as it is form or can be modified as per Tender requirements.
System allows any number of new schedules to be added for a Tender for e.g. some Tenders can have one whereas other can have up to 20 or more schedules.
System allows Buyer to add a mixture of new & old schedules to a Tender
System allows Buyer to specify custom Header and Footer for a Schedule
System allows Schedule which can be filled just once for e.g Company Profile schedule
System allows Schedule which can be filled multiple times for eg. past experience (Supplier experience may vary), etc.
System has a facility such that Schedules can be mapped to a stage i.e Technical Bid, Price Bid, etc.
System has facility such that Schedules created in Old Tender can be reused
System allows Schedules to be added/viewed/edited/deleted/ as required
System allows optional schedules which can be filled or left empty by Supplier
System supports creating Schedules with dynamic rows i.e. Supplier can add as many rows for a schedule as required and fill the same.
All Schedules are Digitally signed at time of approval
System has provision to give rebate on the price bid
System has provision to search schedules and reuse them.

Filling Schedule in Offline Fashion

Allows Supplier to fill all schedules in offline manner and submit it at later date online
Allows Supplier to carry his offline filled schedules with him anywhere he wants
Offline schedule preparation has the same validation as that of online Schedule
Offline schedule preparation use XML/Internet Browser or any other open source technology such that Supplier do not have to install any paid proprietary software to use the facility

Home page

View New Tenders which has been posted Today
View Live Tenders which where bid can still be submitted
View Archive Tenders which where bid cannot be submitted
View Cancelled Tenders which can be cancelled & process has been stopped half way.
View Tenders in process which is are being evaluated and not yet awarded
Ability to search Tender on different parameters using Tender search engine
System has Next/Previous/First/Last page navigation tools
View Tender Notice & Corrigendum for free of cost on home page
View Marquee/Banner posted on home page
System should show current Server Time
System should show time left for a Tender to expire Days, Hours, Minutes & Seconds
System has auto refresh facility such that Supplier get to see exact time left.
System has Site news section to flash important messages
System allows Buyers to manage content of the website on his own - like About us, Contact us, and related pages of each and every domain.
System allows Buyer to change look & feel of the site based on templates
System should show the statistics of Tenders enabled and under process on the eProcurement website
Each sub domain has logo of that Department/Organization
Each sub domain has site header of that Department/Organization

Supplier Registration & Administration

New Supplier Registration facility
Buyer can select if Supplier Approval is to be done automatically or manually
Buyers are able to reject Supplier
Only approved supplier are in a position to access the site
Buyers are able to black list a Supplier
Supplier Admin has provision such that he can create ID for multiple
Suppliers for an Organization, which allows them to collaborate and submit single Bid online on behalf of Supplier Company
Provision to assign different access rights to individual Suppliers as per the hierarchy of Supplier Organization
Ability for Supplier Administration to transfer his Administrator right to any one of his colleague
Buyers are able to mange Supplier for his own Department/Organization
Buyers are able to enlist supplier under - AA Class, A Class, B Class, etc.
Supplier Admin has right to change rights of other employees of his Organization

Login Module

Site automatically switches to 128 Bit SSL environment
Strong Login ID & Password protection system
Dual Authentication - Login ID, Password & Digital Certificate Based Login
Checks for Certificate Revocation List at time of Login
User with only approved CA Digital Certificates are allowed
Digital Signer are a freeware and should get automatically downloaded on Supplier machine for Digital Signature purpose
Invalid Certificates like ones with expired dates, not licensed CA, revoked certificates are out rightly rejected.
System shows a Welcome Page after successful login
System shows when the last 5 times user had logged in
System has provision to show a Marquee on this page
System shows the current sever time on this page

Bid Submission

Search Module which allows Supplier to identify Tender of his choice
Ability to save Tender as My Favourite Tender
Bidding Dashboard such that Supplier can view Tender Notice, Corrigendum, Documents, Key Dates, Marquee/Banner, Pre Bid Meeting Links, Time remaining, Bidding links on same page
Document Read confirmation before a Supplier is allowed to submit the bid
In case Joint Venture is allowed for a Tender, system prompts Supplier to select if he will like to bid in JV or on its own
In case of Joint Venture, Supplier is asked to create a Joint Venture online
Check such that supplier who bid in Joint Venture, cannot bid on their own, if required.
Ability to capture who is Lead partner and who are secondary partners
Ability to capture % stake of each partner
System has check such that only Lead Partner can submit the final Bid
Provision such that any partner can exit from Joint Venture before bid is submitted
Once the Joint Venture is created, each partner gets the access rights as defined by Buyer at time of Tender creation
Allows Suppliers to upload Supporting document as required
All Schedules that Buyer submits are digitally signed.
Digital Signature is generated on client machine and not on server
Digital Encryption is done on client machine and not on server
In transition phase, when the bid is under preparation stage, it is encrypted using Supplier Digital Certificate
When the Bid is completed and Supplier wants to submit the same, it gets encrypted with Buyer Digital Certificates and gets submitted.
Supplier should get to see that Buyer Public Key Certificates that is being used for encryption purpose
System is such that Suppliers do not have to download the Buyer Public Key and install the same on his machine to encrypt data
Allows supplier to edit, delete the Schedules as many times, as required
Allows Supplier to save Schedules in his online personal briefcase such that next time for a new Tender if similar schedules are there, he does not have to fill the same again. For e.g. Company Profile, Past Experience, Plants & Machinery Details, Financial Details once created can be saved by Supplier in his online personal briefcase such that for new Tender he does not have to re enter the same again.
Supplier is allowed to copy schedules from his briefcase to a Tender and as per Tender requirement make minor modification and submit the same without having to fill entire schedule.
All auto calculated fields where the formula have been applied gets calculated on click of a mouse i.e. if Quantity & Unit Rate is available then Total Amount in figures & Total Amount in words gets auto calculated on click of a button.
Once the Bid is successfully submitted, the Supplier gets an online receipt of the same.
System has facility by which Supplier can make a request to withdraw the bid he has submitted.
System does not accept any bid after due date and time has lapsed

Uploading Supporting Documents

Allows Suppliers to upload any number of supporting document
Allows Supplier to map document to a stage as selected at time of floating a Tender
System allows Supplier to specify brief description for a document
System ensures that all documents that are uploaded are digitally signed
System allows any type of document to be uploaded word, pdf, jpeg, bmp, etc.
System allows any size of document to be uploaded
System scans for virus before uploading the document

Bid Opening - Approval

Tender Opening links does not get activated before due date and time. Minimum of 2 Department Officers have to give approval to open the bid after due date and time has lapsed to open the Tender and Tender opening link is visible.

Unless the biometric authentication of all officers is done, the electronic sealed Tender box cannot be opened
3rd party Biometric authentication tools are browser based application and run on normal desktop machines
In case of multi envelope Tender, unless the first stage (envelope) is completed, the second stage (envelope) cannot be opened
System supports co-signing facility i.e. the remarks can be given by 2 or more Government officers and the same can digitally signed by both officers with their respective Digital Certificate
As a stage gets completed the comparative chart of Suppliers gets auto generated
Rejected Supplier does not qualify for next round (envelope) automatically
System allows Buyer to view the Bid submitted by Individual Supplier
System allows the buyer to view Bid of 2 or more Suppliers - comparative
System allows the Buyer to generate comparative of select fields as desired dynamically, on the fly as required.
System supports a facility such that comparative chart can be generated for select vendors, rows and columns as desired by Buyers
System has provision to save the comparison in his local machine
System has the facility to export data to spread sheet like excel
System permits to add custom Header & Footer for the comparison chart generated
System allows the Buyer to select Fonts & Size of comparative chart being generated, in case of bigger schedules such that printer friendly reports can be taken
System allows rule based comparative to be generated
System supports online Tender Opening where Suppliers can participate online from their respective offices
System allows the comparatives generated to be shared with Suppliers who had participated in the Tender and have qualified up to that stage
System allows Buyer to share Reports such that it can remain visible for a specified period of time only.
Buyer can chose to share entire bid of other Suppliers or just the summary
System has evaluation templates such that all similar Tender can be evaluated as per the evaluation Template without having to build complex evaluation formula time and again, for e.g. Bid Capacity calculation for Civil Works Tender
System has a provision such that Suppliers can mark their presence online when they try to participate in online Tender opening event.
System has a provision that Buyer can see the name of Suppliers who are present online at time of Online Tender Opening event
System has a provision where bids received in hard copies, can be digitized before online bids are opened such that combined MIS reports of Online and Offline Bids can be generated (Hybrid Bidding)
System has a provision where custom MIS reports can be created in offline manner which summarizes the manual evaluation process and the same reports can be shared with the Suppliers.
System has the provision to generated L1, L2, L3 chart dynamicall

Awarding Tender

After the bids are opened, system has the provision such that Buyer can conduct online negotiation with select Suppliers if required
System supports conducting negotiation with any number of Suppliers in original order of L1..L2..L3
System stores the transcript of the negotiation
System supports exchanging documents during the negotiation rounds
System has a provision such that negotiation transcript cannot be edited or deleted

LOI

System allows Buyer to award Tender to one or more Suppliers and split the work as per his Department/Organization policy
System allows Buyer to capture the Tender Document terms and condition in LOI draft
System allows Buyer to generate LOI online and share it with Supplier
System allows Supplier to either accept or reject the LOI
System supports to issue Multiple LOI for a Tender to multiple Suppliers
LOI stage is optional
System supports copying general terms and conditions of Previous LOI

Work Order

System supports creating Work Order Directly or from LOI
System supports issuing multiple work orders for a Tender
System allows Supplier to accept or reject work order