TenderTailor

You depend on thousands of suppliers for goods and services to maintain the high level of front-line services that the public has come to expect from your organisation. You spend perhaps hundreds of millions of dollars on those suppliers every year. Add to that the complexity of overseeing hundreds of authorised buyers in your organisation (not to mention the unauthorised buyers) and you have a multitude of procurement processes that are extremely hard to control.

Yet the costs of failing to purchase at competitive prices or of choosing inadequate suppliers are immense. The savings potential is huge.

Tender Tailor is the integrated e-Tendering System that enables you to implement your e-procurement strategy to realise your savings potential and increase control.

It offers you a modular, scalable solution built on a fully configurable platform. Its total adherence to open standards ensures future systems compatibility and low costs of integration.

Tender Tailor provides different view for as many types of user as you wish to configure, so whether you are a general buyer or a procurement officer you will only see the information relevant to you.

Furthermore, Tender Tailor will enable your procurement team to achieve far more with its resources through efficiency savings in:

• Tender preparation and execution
• Tender administration
• Supplier performance reporting
• Supplier recruitment and approval
• Preparation of expenditure management information

Supplier Partnership

Many of your suppliers have the ability to impact directly on the quality of your front-line services. But...

• Do you know who they are?
• What else they could be supplying you?
• To what extent they are being used?
• How dependent they are on you as a client?
• And do you know how others in your organisation rate them?

No single individual can be expected to have all the answers, but with Tender Tailor's Supplier Database and Supplier Bidding (Performance) Monitoring modules you have, through a central data repository, all the tools you need to aggregate and disseminate critical information about suppliers held across every department in your organisation.

Modern practices have demonstrated the importance of building relationships with suppliers, and the benefits this brings to both parties. But establishing strong supplier relationships requires time - a resource in short supply.

Tender Tailor Supplier Database module enables you to streamline the process of registering and approving suppliers, allowing you to focus on building the partnership. It also enables you to collaborate on-line with your suppliers in the exchange of information on supply capability, references and questionnaires through RFI. Saving not only your time, but also your suppliers'.

Tender Tailor Supplier Bidding (Performance) Monitoring module enables you to capture and report on the performance of suppliers on every framework contract or project they undertake. Performance criteria for the supply of goods or services, or for the completion of works or consultancy, can be customized and weighted to your organisation's needs.

So when you’re considering using a supplier, Tender Tailor will provide you with a comprehensive picture of past performance and current supply capability to help you make the right buying decision.

E-sourcing

Tender Tailor offers a systematic approach to establishing and implementing your optimal sourcing strategy. It directs buyers in your organisation to the appropriate procedure for their specific purchasing requirement and provides a standardised communication channel to all of your key suppliers.

Studies have consistently shown how the greatest benefits of e-procurement come from the sourcing cycle. Tender Tailor maximises your savings potential through optimising supplier selection and making dramatic efficiency improvements in the administrative processes of preparing tenders and requesting supplier quotations.

The Tender Management module provides a market-leading e-tendering facility for preparing and publishing tenders on-line. It helps you identify tender short-lists, control prequalification processes, create evaluation matrices and administer the return and opening of electronic sealed-bid submissions. Paper-based tenders can of course also be administered through the same system.

There is a wealth of features within the Tender Management module that will streamline and standardise processes to create new tenders from templates, identify appropriate suppliers from past performance or current status and track the progress of tender preparation.

Tender Tailor provides complete guidance throughout the manually time-consuming process of requesting quotes from suppliers - whilst giving you an instant view of who's buying what and from whom. It also gives you peace of mind that only fully authorised suppliers are being used.

Because suppliers can control their own company profile through a secure login to your system, your buyers will always have an up-to-date picture of the available supply base.

Using the Tender Management module, buyers can share documents, compare quotes and benefit from Tender Tailor workflow capability for negotiating with suppliers.

Business Control

You will be aware of how even a small increase in the adoption of framework tenders can generate massive cost savings. Tender Tailor Tender Management module provides you with all the tools you need to improve dramatically the visibility and accessibility of tenders to an unlimited number of users across multiple locations.

A comprehensive set of administrative tools for framework and project-based tenders enables users to control document management, workflow planning, tender variations, payment terms and tender security levels, allowing you to focus on the strategic management of tenders.

The fast and user-friendly search facility shares contract information freely across every corner of your organisation. And built-in XML-based integration capability enables you to link up seamlessly with other contract systems in your organisation.

Information for Decisions

If you believe your procurement operations offer room for improvement then you will be aware of the financial benefits that could be realised from saving even a small fraction of your annual expenditure.

You have the experience and the ability to make the right strategic decisions to bring about these savings, but what you lack is clarity of information. And you will probably also lack the mechanism you need to measure and track the gains you are making - which you need in order to justify further improvements.

With Tender Tailor's Strategic Reporting modules you will have all the tools you need to implement your procurement strategy. You can establish how much (each) department is spending, what they are buying, and how much they are purchasing from which suppliers. You can determine the proportion of contracted spend, establish the usage of unauthorized suppliers, and identify efficiency savings from collaborative purchasing. And you can assess your risk exposure in critical supply areas.

You will have all the information you need to maintain central control of strategic procurement decisions, whilst leaving authorised buyers to make their own operational purchasing decisions.

Having the right information is an essential ingredient to strategic decision-making, but you also need the ability to quantify and monitor the savings you are making.

Tender Tailor enables you to measure and track savings generated from framework tenders. And it gives you complete visibility of supplier and spend activity across all departments.

Every public sector organisation has different information requirements and needs to adopt different strategies in order to make progress.

Only you can determine the optimal procurement strategy to generate tangible savings for your organisation. But Tender Tailor will provide you with all the facts, figures and performance indicators you need to get on with making it happen.

System Features Overview

To accomplish successful transition of a paper based traditional process into a best practice e-Tendering process, our cutting edge Tender Tailor tool has the following critical features:

Central Knowledge Repository

The system maintains a complete cross-reference of all the vendors. The repository archives the purchase history of every item you bought with full details. You can leverage this information while negotiating with existing or new vendors to get the best possible price.

With this powerful knowledge, one-stop access to tender information and documents 24 hours a day is made possible!

• Powerful knowledge base that enables purchasing and sourcing professionals to be more effective in purchasing and procurement management.
• Linking of conceptually identical items for tender price analysis and price negotiation.

Bid and Tender Management

The Bid and Tender Management module provides a market-leading e-tendering facility for preparing and publishing tenders online. It helps to identify tender short-lists, control pre-qualification processes, create evaluation matrices, and administrate the return & opening of electronic sealed-bid submissions. Paper-based tenders can be well managed within the same system.

Tender Tailor provides a collaborative environment in which you can communicate requisitions. Requisitioning module is designed for non-technical users to automate the complete requisitions entry and approval process. Individual user departments can requisition items directly from catalog or in free form mode.

Tender Tailor also provides a collaborative environment in which you can develop BOQs, prepare bid packages and tender documents. Create a request for quotation (RFQ) to vendors from existing requisitions, or simply enter your bid items directly from catalog or in free form mode.

On the other hand, Tender Tailor provides an unique environment for identifying suppliers of specific products and managing relationships with vendors and service providers. Tender Tailor maintains a complete cross-reference of all the vendors that provide each item and all the items that are provided by each vendor. Tender Tailor offers a purchase history of every item you bought, in terms of when you bought the item, from whom, what quantity, and how much you have to pay for it. You can leverage this information while negotiating with existing or new vendors to get the best possible price.

Data mart to perform complex analysis of suppliers and products. Your data is a valuable resource. Our Bid and Tender Management solution provides comprehensive analysis tools and reports to help you improve purchasing efficiency.

Strategic Reporting

With Tender Tailor's Strategic Reporting modules you will have all the tools you need to implement your procurement strategy. You can establish how much (each) department is spending, what they are buying, and how much they are purchasing from which suppliers. You can determine the proportion of contracted spend, establish the usage of unauthorized suppliers, and identify efficiency savings from collaborative purchasing. And you can assess your risk exposure in critical supply areas.

Security

Initiatives have been undertaken that make our e-Tendering process completely secure. The solution has inbuilt security measures that ensure safe data transmission using digital certificates, digital signatures and Public Key Infrastructure (PKI).

• Security - Ability to restrict unauthorized access to data and functions held within the system during all stages of the tender lifecycle.
• Confidentiality - Provision of role and/or time based access to data held within the system.
• Authentication & non-repudiation - Capability of the system to identify and authenticate user entities to negate activity denials.
• Audit trails - The solution essentially carries date and time stamp features to provide a trail of systemic activities by users.

Administrative Tools

A comprehensive set of administrative tools for framework and project-based contracts enables users to control document management, workflow planning, contract variations, interim payments and contract security levels, allowing you to focus on the strategic management of contracts.

Help and Support

The complete guidance in the main tender page helps to handle the manually time-consuming process with details steps.

Process Management

Workflow functionality which routes documents to appropriate people or alerts individuals of actions in the system

• Flexibility of process - Accommodates various tendering formats and requirements.

Data Management

• Globalization - Multi-currency for complex international tenders
• Integrity - Ability to maintain the flow of data through the system from source to destination, and record exceptions.
• Archiving - Capability to archive and retain data to enable recall and analysis.

System Capability

• Reliability – Tender Tailor deployment caters to continuous and sustained traffic, and can be scaled to future increases in load.
• Integration - Ability to leverage existing technology investments by integrating with existing applications.
• Ease of use - Enforcing minimum user requirements in the usage of computers and Internet technology.