ELECTRONIC GOVERNMENT PROCUREMENT (E-GP)

TENDERING
May, 2023
 TENDERING

The Tendering module automates the entire tendering process from live
preparation of the Standard bidding document template,
invitation,
solicitation,
bidding,
complaint management up to evaluation;
 awarding and other main courses of the procurement process.
 Tendering Process
Planning LOTs

SBD Initiation Tenders

Solicitation Bids

Opening Opened
Bids

Evaluation Evaluated
Bids

Awarding Awards
PACKAGING AND INITIATION
Package and Initiation Phase Scope
• Packaging of lot(s) – common procurement mechanism
• Preparation and Generation of bidding document
• Publication of bidding document
• Amendment of bidding document
SOLICITATION
Solicitation – Floating Period Activities
• Tender Discovery
• Registration for Tender
• Site Visits
• Pre-bid Conference
• Clarification
• Complaint Handling
• Bidding Document Amendment
• Bid Security Management
• Preparation and Submission of Bids
• Revision and Submission of Bids
• Withdrawal of Bids
OPENING AND EVALUATION
Bid Opening
• Openers Assignments
• Virtual Opening Ceremony
• Opening Ceremony Checklist & Opening Minutes
Opening – Openers Assignments
• Assign Openers for Tender
• Team Members
• Team Lead
• Generate One Time Passcode for Openers
Opening – Virtual Opening Ceremony Setup
• Schedule/re-schedule Virtual Conference Room – (purpose, date & time)
• Generate Meeting ID and Passcode
• Share Meeting ID and Passcode link to registered bidders
Opening – Opening Ceremony
• Conduct Virtual Tender Opening Ceremony
• General Tender/Participation Checklist
• Bidder’s Bid Document Checklist (e.g. bid security, licensing issues, …..)
• Register Remarks
• Generate Tender Opening Minutes
• Get confirmation from openers (team members)
• Share Tender Opening Minutes to bidders
• Publish Tender Opening Minutes
Evaluation
• Evaluators Assignment
• Evaluation Process
• Evaluation Mechanisms
• Endorsement and Notice
• Compliant Management
• Go/No-Go Decision
Evaluation – Evaluators Assignments
• Assign Evaluators for Tender
• Team Members
• Team Lead
• Confidentiality and Conflict of Interest Statement – after tender closing
• Generate One Time Passcode for Evaluators
Evaluation – Process
Individual Evaluation
(Evaluator 1)
Clarification

Individual Evaluation
(Evaluator 2)

Result
Aggregation Submission
Review Consented
Individual Evaluation
(Evaluator 3)

Individual Evaluation Outlier

(Evaluator n)
AWARDING
 Endorsement & Notice
• Endorsement based on threshold
• Endorsing Committee
• Procurement Unit Head
• Access to bidding document and evaluation results
• Each member provide feedback and recommendation
• Compile recommendations
• Approval of Final recommendation (consent vs. majority decision)
• Result announcement to bidders (notice)
• Publish evaluation result notice
Awarding
• Provision of Award Notice
• Negotiation
• Provision of Contract Notice