Electronic Tender Management
Harpan is a software development company that has researched the tender management process and has adopted international best practice in its design. A comprehensive analysis of your procurement process will be carried out prior to a system being proposed and implemented. This will ensure that a system is designed and implemented around your business process to ensure maximum benefit with minimum interruption usually caused by change management. The software designed will automate and streamline the end-to-end process commencing with the needs analysis to project completion. It will provide a comprehensive system that adds value to your existing business processes. Several techniques and strategies are employed to curb corruption and ensure a cleaner process for the future. The key benefits of implementing such a system are curb corruption, process management, electronic document management, and enhanced communication. Because Harpan has designed the system we are in a position to interface to legacy / propriety / customised systems eg. SAP, AccPac etc.
Needs assessment demand
Features of product
- Analyse needs
- Assess whether they are required at this time
- Can this need be satisfied by reducing losses and increasing performance
- Is the extent of service needed in the foreseeable future
Bid preparation
- Compliance with procurement process
- Verification of requests for similar goods and services
- Ensure all contracting adhere to a common business process
- Provision of adequate evaluation criteria for contractors’ qualify of performance
- Issue of global / national notice
- Adequate planning
- Specification of pre-qualifications requirements
- Provision of document management
Contractor Selection and Awarding
- Transparency of the evaluation team
- Transparency of technical expertise of evaluation committee
- Communication to bidders of the process
- Complaints management
- Online document management
- Ensure a common business process is followed by all according to the schedule
- Record of all tenders and awardees
- Subcontracting and variations
- Comparison of:
- estimates and bid amounts
- bid documents with predefined criteria to find similarities
- bid amounts across tenders
Project Implementation
- Change management
- Online progress reports
- Reports from accredited agencies / professional bodies on goods and services provided with appropriate ratings
- Tracking of
- Delivery of goods or services
- Comparison to tender
- Payments
Project Accountability and Audit
- Online facility for whistle blowers
- Online audit report
- Communication to relevant stake holders
- Comparison of payments with expenditure
- Interface to other legacy / propriety / customised systems e.g. SAP, AccPac etc
- Enhanced transparency
- Increased efficiency
- Standardised simple business process
- Defined procedures to ensure compliance
- Reduce administrative burden
- Public access to information
- Project management with visual alerts
- Risk management
- Curb corruption
- Cost savings
- Minimizing risk and maximizing the impact of the tender