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Situation

The buyer, a large private company based in a country where corruption is a challenge, had a cumbersome existing manual procurement process which included that all suppliers had to hand in a sealed envelope with their tender offers. All offers were placed in a box and opened once a week. This process made them face multiple challenges as the buyer was unable to monitor the progress:

  • Did suppliers understand the specifications?
  • Were all questions responded to?
  • Did suppliers bid for all items tendered?
    And more...

Solution

  • All tenders are now run via Scanmarket
  • To avoid corruption, all events are automatically created as locked (Event manager can't access the questionnaire and the bid list until after event deadline)
  • The Event manager is now able to monitor the progress and follow up on suppliers before deadline:
    • Have suppliers logged in?
    • Are suppliers working on the Tender?
    • Have suppliers answered all questions and submitted bids for all items?
    • Messaging is used to respond to Q&A from suppliers
Result
  • Improved process and ability to monitor progress and supplier activity
  • Better support and communication with suppliers
  • Easier to track compliance for audit documentation and prove that internal policies are complied with
  • Our client has made an active choice to act responsibly and fight corruption by using the “Locked events” feature