What is e-tendering?
E-tendering is simply where the procurement process is conducted online. So to complete an e-tender you create a user name and password, log on to the relevant portal for your buyer, and from there you can:
- Find tender opportunity
- Submit an expression of interest (EOI)
- Complete and submit a PQQ (pre qualification questionnaire)
- Complete and submit an e tender
- Download all relevant bid and tender documents
- Ask and receive responses for questions pertaining to your PQQ and Tender
- Track the progress of your PQQ and tender
- Receive notifications of any changes to the specification of the PQQ or tender
- Keep all you PQQ and Tenders in one place (for that buyer)
- Upload any relevant documents.
Benefits of e-tenders
E-tendering is useful because it guides you through a very structured process. Unlike conventional tendering, e-tendering takes you step by step through the tender and sometimes you even have to complete one part before you can progress to the next. Even if that is not the case, the e-tender system will be divided into discrete sections and usually, it will have very prescriptive questions so it will be easier to give the client the response they are looking for.
With the layout and the questions clearly stated you do not have to worry about format or form and no one can benefit from any design or creative advantages.
We believe that e-tendering goes some way to levelling the playing field, everyone is answering the same questions and often within a set word limit so it should be much easier for the evaluator to reach an objective decision with an e-tender than a conventional tender.
An e-tender usually has some fool proofing to it. So you cannot submit an e-tender unless you have completed mandatory sections or at the very least it will warn you that you have not attached the documents. This means it is almost impossible to submit a non-compliant bid.
Using an e-tendering portal (e-portal) also means that it is much easier to pick up where you left off, some e-tendering portals even have a percentage telling you much you have completed and how much of your bid is outstanding, which is handy for project management and keeping your tender on track.
Disadvantages of e-tendering
The downside of this type of tendering is that there can be a lot of questions. It can seem like a marathon and often the questions do not seem to link through to one another.
This makes e-tendering difficult to do for long spells. The questions can be disjointed and badly worded and it breaks up the flow. Sometimes the e-tenders are very dense and confusing, difficult to navigate and even more difficult to access in the first place – especially the portals used to host the process.
E-tendering can be quite prescriptive and as such it does not leave as much room for innovation. It can be done but it is much harder as generally you are not allowed design, individuality or many supporting documents.
Whatever you do when you are completing a tender opportunity via an e-tendering system, save your work regularly and leave yourself plenty of time. The e-portals can become slow and unresponsive when a lot of bidders are accessing the site, typically this happens close to the submission deadline so try to log-on and submit your e-tender much earlier.
Some sites are better than others but:
|The website can crash||Your computer can shut down or your desktop may be affected by a power cut|
|Your internet connection may suddenly go down||Your time on the e-tendering site may time out.*|
*Government regulations mean that they websites time out every 15 minutes unless you refresh the content, 15 minutes isn’t long!
Tips for submitting e-tenders
Write your answers in a Word document and then paste them into the answer boxes. This acts as a spellchecker and also retains a record should anything go wrong with the e-tendering e-portal.