Tender Management

What is the Tender Management Module?

The Tender Management module tracks government and semi-government tenders from initial discovery through submission, evaluation, and award across the GCC. It supports multiple tender sources -- manual entry, eSupply (Dubai), ADGPG (Abu Dhabi Government Procurement Gateway), and federal procurement portals -- providing a unified view of your tender pipeline. Each tender progresses through a structured workflow (Tracking, Preparing, Submitted, Won/Lost) with pre-qualification management, bid document preparation, and completeness checking built in. Win/loss analytics help you refine your bidding strategy over time by identifying patterns in successful and unsuccessful submissions.

How It Connects

Direction	Connected Module	Relationship
Out -->	Compliance	Tender requirements trigger compliance certificate verification
Out -->	Documents	Bid documents (technical proposal, commercial proposal, compliance matrix) are assembled and stored
Out -->	Projects	Won tenders are converted to project records
In <--	Products	Product catalog data feeds into technical proposals
In <--	Trade Finance	Bid bonds are linked to tender submissions
Both	Suppliers	Supplier pre-qualifications and certifications are validated against tender requirements

Step-by-Step Guide

1. Add a tender -- navigate to Tenders > Tender Management > New Tender. Enter the tender from one of four sources:
   • Manual: Enter tender details directly (client, scope, deadline, estimated value).
   • eSupply (Dubai): Import directly from the Dubai Government eSupply portal.
   • ADGPG (Abu Dhabi): Import from the Abu Dhabi Government Procurement Gateway.
   • Federal: Enter tenders from federal-level procurement portals.
2. Set the initial status -- new tenders start as Tracking (monitoring only) or Preparing (actively bidding).
3. Check pre-qualification -- the system checks whether your organization has valid pre-qualification with the issuing entity. If not, a warning is displayed with the pre-qualification requirements and application process.
4. Assemble the bid team -- assign team members responsible for: technical proposal, commercial proposal, compliance review, and overall bid management.
5. Prepare bid documents -- under the Documents tab, build the three core deliverables:
   • Technical Proposal: Scope of work response, methodology, project plan, team CVs, past experience.
   • Commercial Proposal: Pricing schedule, payment terms, validity period.
   • Compliance Matrix: Point-by-point response to tender requirements (Comply / Partially Comply / Deviate / Not Applicable).
6. Run the completeness checker -- click "Check Completeness". The system verifies that all required documents are attached, mandatory fields are filled, compliance matrix is complete, and the bid bond (if required) is in place.
7. Submit the tender -- update the status to Submitted and record the submission date, method (portal upload, physical delivery, email), and confirmation reference.
8. Track the outcome -- when the result is announced, update the status to Won or Lost. For won tenders, click "Convert to Project" to create a project record. For lost tenders, record the reason and any feedback from the client.
9. Review analytics -- use the Win/Loss Dashboard to analyze your bid performance.

Tender Status Lifecycle

Tracking --> Preparing --> Submitted --> Under Evaluation --> Won --> Project Created
                |              |                              |
                v              v                              v
            Cancelled     Withdrawn                         Lost

Pre-Qualification Tracking

Entity	PQ Status	PQ Number	Category	Expiry Date	Days Remaining	Action
Dubai Municipality	Approved	PQ-DM-2025-1234	Electrical	2026-09-15	168	Renewal in 78 days
DEWA	Approved	PQ-DEWA-2025-567	MEP	2026-12-01	245	Active
ADDC	Pending	--	Electrical	--	--	Application submitted
Abu Dhabi Municipality	Expired	PQ-ADM-2024-890	General	2025-11-30	-122	Renew immediately

Completeness Checker Example

Requirement	Status	Notes
Technical Proposal uploaded	Passed	42 pages, PDF
Commercial Proposal uploaded	Passed	Pricing schedule v2
Compliance Matrix completed	Warning	3 of 47 items marked "TBD"
Bid Bond in place	Passed	BG-2026-0045, AED 500,000
Trade License (valid)	Passed	Expires 2027-03-15
ISO 9001 Certificate	Failed	Certificate expired 2025-12-31
Team CVs attached	Warning	4 of 5 required CVs uploaded
Past Experience (3 similar projects)	Passed	3 projects referenced

Key Fields Explained

Field	Description
tender_number	Auto-generated internal reference (format: TND-YYYY-NNNN).
client_reference	The tender/RFP number assigned by the issuing entity.
source	How the tender was identified: Manual, eSupply, ADGPG, or Federal.
issuing_entity	The government or semi-government body that issued the tender.
scope	Description of the work or supply required.
estimated_value	Estimated contract value (used for pipeline reporting and resource planning).
submission_deadline	Date and time by which the bid must be submitted.
submission_method	How to submit: portal upload, physical delivery, email, or combination.
pre_qualification	Whether PQ is required and your current PQ status with the issuing entity.
bid_bond_required	Whether a bid bond is required and the amount/percentage.
status	Current tender state: Tracking, Preparing, Submitted, Under Evaluation, Won, Lost, Withdrawn, Cancelled.
bid_team	Assigned team members and their roles in the bid preparation.
completeness_score	Percentage of completeness checker items that pass (target: 100% before submission).
win_probability	Subjective probability of winning (Low/Medium/High), used for pipeline weighting.
outcome_reason	For closed tenders: reason for win, loss, withdrawal, or cancellation.

Tips & Best Practices

TIP

Add tenders to Tawridy in Tracking status as soon as you become aware of them, even before deciding to bid. This builds a historical database of opportunities in your market segments and feeds into win/loss analytics over time.

WARNING

Never submit a bid without running the completeness checker first. Missing a single required document or certificate can result in immediate disqualification from government tenders -- regardless of how competitive your pricing is. Many GCC government entities enforce strict compliance with submission requirements.

TIP

Maintain a library of reusable bid content in the Documents module: company profiles, past project summaries, team CVs, and methodology templates. This dramatically reduces bid preparation time, especially when responding to multiple tenders simultaneously.

TIP

Set up pre-qualification renewal reminders at 90, 60, and 30 days before expiry. PQ renewal can take weeks or months depending on the entity. An expired PQ means you cannot bid on new tenders from that entity until renewal is complete.

WARNING

eSupply and ADGPG portal submissions have strict technical requirements (file formats, size limits, digital signatures). Verify portal requirements under the tender's Submission Requirements tab before preparing documents. Last-minute format conversion can introduce errors.

FAQ

Q: Can I track private-sector tenders, not just government? A: Yes. Use the Manual source type for private-sector opportunities. The workflow is the same, though private tenders typically have less rigid compliance requirements.

Q: How does the win/loss analytics work? A: The system analyzes all closed tenders (Won + Lost) across dimensions: client entity, category, estimated value range, bid team, and time period. Key metrics include win rate, average discount to estimated value, most common loss reasons, and average bid preparation time. Trends are displayed graphically on the Analytics dashboard.

Q: Can multiple team members work on bid documents simultaneously? A: Yes. Each section of the bid (technical, commercial, compliance) can be assigned to a different team member. The system tracks who last edited each section and prevents conflicting edits with a check-out/check-in mechanism.

Q: What happens when I convert a won tender to a project? A: The system creates a new project record pre-populated with the tender scope, estimated value (now the contract value), client entity, and key dates. Linked documents (technical proposal, commercial proposal) are carried over to the project for reference.

Q: How do I handle tender addendums or amendments? A: When the issuing entity publishes an addendum, add it under the tender's Addendums tab with the date and description. The completeness checker will flag if the addendum introduces new requirements that have not yet been addressed in your bid.