Tender management

  • Tender Management 23

How does Four’s tender management system work?

Paper-based tender management systems take up disproportionate amounts of time and  energy. Four offers contract lifecycle and tender management software that work hand-in-hand, making life easier and more successful for everyone.

Our tender management process

 Business prepares a bid/tender for the product or service

  • Creates a tender management record with tracking fields
  • Assigns the responsible individuals (department and employee)
  • Upload related documents and files (RFP documents, requirements)\Workflow tasks and alerts assigned (early e-mail and calendars)
  • Authorised users can access, review, approve, modify documents before release to respondents (suppliers/bidders)

Business releases RFx and related files to the public tendering site

  • Public documents attached and marked as public
  • Option: assign interested respondents
  • Option: send group e-mail notices to respondents
  • Personnel may respond to questions, post answers, and mark as public if needed

Option: potential respondents review posted bid opportunities

  • Respondents view solicitation posting summary via the Tender Management Portal/Gateway
  • Respondents may download/view files
  • Respondents may log in to respond, or post a bid

Respondents log in and prepare their response

  • Respondents may download/view related files
  • Respondents may ask questions
  • Respondents may add themselves as an interested party
  • Respondents may review questions and answers that are posted
  • Respondents may upload their prepared response and files prior to close
  • Respondents may upload their prepared response and files prior to close

Business reviews and scores qualified respondents

  • Rate and score respondents
  • Perform follow-up communication internally and externally
  • Create a contract record from the solicitation
  • Make a selection or award

Contract personnel create and manage the contract

  • Review the contract record
  • Track important data fields about the contract
  • Track important workflow tasks and approval alerts (e-mail/calendar)
  • Track and/or draft contract from template (with merging fields, version tracking)
  • Upload external files and documents (with date/time/user/version tracking)
  • Track costs
  • Create and manage post signature tasks (alerts, notifications, reminders)
  • Perform supplier/contract ratings (and monitor performance alerts)

Helpful Information

What is an RFP?

A request for proposal (RFP) is a document that solicits a proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

What is an RFX?

“RfX” is a collective term for business invitation processes such as a request for information (RFI), request for proposal (RFP), or request for quotation (RFQ).