If you are confused about e-tendering, and do not know how it works, requirements are? Then you have come to the right place to know about it.
E-tendering (electronic tendering) is the process of issuing, receiving, and managing tenders through an online electronic platform. Instead of physical paperwork or the traditional bid submission process, e-tendering offers convenience. This term is used by large organizations in the government to PSUs to ensure transparency, efficiency, and fair competition in procurement.
In this blog, we have covered everything about the e-tendering from advantages, disadvantages, challenges, and the difference between traditional tendering and e-tendering. So, read out the guide to learn more!
What is the difference between e-tender and e-tendering?
Due to the similar terms, many bidders get confused about the e-tender and e-tendering. So here is the slight difference:
>> E-tender: It is a single online tender notice or bid.
>> E-tendering: The entire online process of issuing, submitting, and managing tenders.
In simple terms: You apply for an e-tender using the e-tendering system.
How E Tendering Works: Step-by-Step Process
Here is how the e-tendering works:
- Tender Notification: You may get notified when the authority publishes the tenders online.
- Bidder Registration: Vendors register on the e-tender portal.
- Tender Download: Document downloaded after the login.
- Bid Preparation: Technical and financial bids prepared.
- Online Submission: Bids are uploaded before the deadline.
- Bid opening and evaluation: All conducted digitally.
- Award of contract: L1 or QCBS method used.
Learn about QCBS from this guide: What is QCBS Tender?
What are the Requirements for e-Tendering?
To participate in e-tenders, the bidder usually requires the following documents:
>> Digital Signature Certificate (DSC)
>> Valid business registration documents
>> Experience and qualification certificates
>> Earnest Money Deposit (EMD)
>> Bank details and compliance documents.
Advantages and Disadvantages of e-Tendering
These are the advantages and disadvantages of electronic tendering:
Advantage of e-tendering
Faster Process: Submitting a bid is much easier due to the instant submission, uploading the proposal directly to the bidding portals.
Low Cost: Contractors don’t have to travel for the physical submission of the documents and printing papers, which saves time and money.
Transparency: eProcurement provides you with clear digital records, reducing risks of losing papers and proof.
Opportunities: From the government to the eProcurement portal, bidders can access the portal from anywhere to the portal and are able to read the latest e-tender notices and opportunities.
Compliance: The e-tendering process involves automatically checking for the eligibility and required details that help to reduce mistakes and prevent rejection due to small clerical errors.
Disadvantage of e-tendering
Technical challenges: Contractors who don’t have the proper knowledge or are not comfortable with the digital process due to the lack of expertise may struggle with the e-tendering process.
Security: Cyber threats and system outages can affect the submission process; however, the e-tendering system is completely secure.
New technology: Contractors who used to submit bids through traditional tendering may face challenges in adapting to digital portals and processes.
Less personal communication: Due to the online process, contractors may not get the chance to interact in person to clarify the confusion, as electronic tendering restricts the digital channels.
| Advantage | Disadvantage |
| Fast Process | Technical challenges |
| Low Cost | Security |
| Transparency | New technology |
| Opportunities | Less personal communication: |
| Compliance |
Top Common Challenges in e-Tendering
Here are the challenges you may experience in the process of e-tendering:
- You may face technical errors during submission.
- Sometime incorrect document upload can cause the bid rejection.
- Missing deadlines due to network or server issues.
- DSC (Digital Signature Certificate) or a portal compatibility issue.
Effective Tips to Master e-Tendering
These are the effective tips you implement to master e-tendering:
- Read the tender document carefully and completely.
- Check the eligibility and compliance before applying for the bid.
- Upload documents in the correct format (size, type, and quality)
- Double-check the overall application, then submit bids before the deadline.
- Stay updated with the latest information, and track the bids.
- Maintain a tender document checklist.
Difference Between e-Tendering and Manual Tendering: An Easy Way
Both sides of tendering are different from each other, while each one has its own pros and cons. Here in the table below, we clarify some major differences between e-tendering and manual tendering:
| e-Tendering | Traditional Tendering |
| Online Process | Manual paperwork (Takes a longer time) |
| Transparent: No hassle | Limited transparency |
| Faster and efficient | Time consuming |
| Secure digital records. | Risk of document loss |
| Portal is accessible on holiday, and bidding is possible as well | Not available on holidays |
| You can review your submission files | The submission is not shareable |
| Fixed cost: no hidden fees | Costly |
| Automatic corrections and an accurate process | Can cause human errors |
How to find e-tendering tenders?
As online platform makes the tendering process much easier, whether finding private or government tenders. You can find all tenders in one place with up to date DATA available at TenderShark. We have the massive tender lists available from active tenders with opening dates, closing dates, and complete details. You can search tenders by authority, cities, and state, all these at free of cost!
Final Words
E-tendering is a powerful, transparent, and efficient procurement system that absolutely made the tendering process more convenient. By understanding the complete process, requirements, and pros and cons, you can successfully participate and win the tenders with confidence. So stay updated and ahead with new learning!