13 August 2020 4 min read

How to Speed up & Automate your Tendering Process

 

Next generation ERP helps you choose the right person for the job in no time! Automate your Tendering Process and have all details in one repository, making your work easier.

There are a variety of ERP - Project Management - systems on the market offering various different solutions. So how can one choose what best suits their needs? By taking a good look in the mirror. Do you need a centralized platform that will allow you to speed up and automate your tendering process? Do you wish for all supplier and subcontractor details to be readily available in one place? If so, you came to the right place: Archdesk provides you with multiple solutions that can be tailored to your business needs.

Methods of Tendering in the Construction Industry

The tendering process follows pretty much the same idea: let’s say that an organisation/individual needs a product/service and wants to find a 3rd party to provide it. They start a tendering process. The problem is - how to choose the best one to do the job?

The 2 most common methods of tendering in construction are:

single-stage selective tendering or

multi-stage selective tendering

Both methods involve the invitation of tenders from firms on a pre-approved or ad hoc list, chosen because they meet specific standards in general criteria such as financial standing, experience, capability, and compliance.

The Tendering Process in ARCHDESK

Companies looking for the right supplier, you will issue an “Invitation to Tender”. This can help find both subcontractors and suppliers alike. But does having a next-generation ERP help? That depends if you are looking to save time and money. If the answer is yes, here is how Archdesk can help you along the way.

1.Project Management and Tendering

Let’s say you have the budget of your project and you have created a quote for the project you wish to start. Once the quote is created inside the system, Archdesk will help you automate the tendering process. All you will need to do is select the items you wish to create a Tender for and move on with the process.

Next comes the set up of the evaluation criteria for the tendering process. In order to help you select the best supplier for your tender you Archdesk let’s you award value to different criteria based on which tender offers will be graded. For example:

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Warranty: how long are the contracted items under warranty

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Price: the lower the better

You can create new criteria or import them from a predefined list.

This allows the system to compare all incoming offers and sort them based on the amount of points they receive. Once we have the criteria set up, it’s time to get tendering started.

2. Tendering Process:

Archdesk allows you to add participants just by selecting them from your existing database. Once the tender is set up and the participants have been selected the system will send the invitations for you.

Invitation to Tender
Archdesk allows you to create a personalised template invitation to the tender which all selected participants will receive at the same time. The invitations will include a tendering package: contract forms, pricing documents, design drawings, personalised invitation letter, etc. Thanks to the proprietary templates used by Archdesk all received tender offer packages will let the system compare them automatically, and evaluate them based on the evaluation criteria, leaving a selected few for you to choose from.

Submission
As a response to the tender invitation, the suppliers will submit their tender documents in bulk (package).

This is when you will receive the offers and add them to the system (by selecting ‘’Add Offer’’ option). Archdesk allows you to create the offer manually, import the offer from file, or create a custom offer (an alternative version).

The system will automatically calculate the winner with the most points however the final choice to whom from the best to offer the tender will be yours. If need be you can send a request for tender revision to all or just the selected suppliers for any additional information through the system.

Tender Negotiations
Once the tender has been awarded you can hold a tender settlement meeting. You can clarify then any outstanding aspects of the contract, and if any changes should prove necessary (and some probably will), you will be able to submit it in the adjustment of the tender document.

Contract Execution
As soon as the contract is agreed upon and signed by all parties, the tendering has come to an end. Thanks to Archdesks easy financial document creation capabilities you will be able to start creating your Purchase Orders based on the awarded tender.

Archdesk helps you create financial documents based on the contact database, quotes, tenders, PO’s, and Invoices as well as send them straight to the suppliers and customers - minimizing the amount of manual labour and the chances of human errors occuring.

Thanks to the understanding of the tendering process and the proprietary solutions within Archdesk, you can automate the lengthy tendering process, minimize bias, and keep all of your data connected and in one place. By defining the rules, details, and attaching all the information needed the system will help you choose the best suppliers for the job. Once the winners reap the spoils, the system will help you smoothly transition straight into the procurement process. Just another part of project management made easy by Archdesk.

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