The term “mapping the procurement/awarding process” refers to the digital modeling, control, and documentation of all steps in a sourcing or tender procedure - from requisition and tender creation through bid submission, evaluation, and award to handover into contract or purchasing. The goal is a transparent, audit-proof, and efficient process with clear responsibilities, deadline control, and legal compliance (e.g., public-sector procurement rules).
Process & Workflow Management: Modeling tender steps, approvals, responsibilities, including deputy rules.
Requisition & Tender Authoring: Templates, statements of work, lot structuring, criteria and weighting models.
Publication & Portal Connectivity: Interfaces to tender portals, notices, and centralized timelines.
Supplier & Qualification Management: Bidder management, pre-qualification, suitability/exclusion criteria.
Communications & Q&A: Managed bidder questions, addenda/change notices, audit-proof correspondence.
Deadline & Compliance Control: Automated deadline monitoring, reminders, segregation of duties.
Electronic Bid Submission: Secure upload, encryption, electronic signatures.
Bid Opening & Logging: Verifiable opening records, versioning, audit trail.
Evaluation & Scoring: Price and quality scoring, weighted matrices, TCO/life-cycle analysis.
Negotiation & BAFO Rounds: Structured comparisons, minutes, change tracking.
Award Decision & Justification: Documented rationale, automated award/rejection letters.
Documentation & Auditability: Complete procedural file and action traceability.
Reporting & KPIs: Throughput time, competition, savings, and compliance dashboards.
ERP/Procurement Integration: Handover to contract/order, master data and vendor synchronization.
A municipality runs an EU-wide tender for IT services, handling Q&A, deadlines, and scoring fully digitally and generating the award memo automatically.
A manufacturing firm collects multiple RFQs for a machine, evaluates bids using TCO and lead times, and hands off the award to the ERP system.
A hospital documents negotiation rounds with med-tech vendors in an audit-proof manner and issues standardized rejection letters.
A transport operator publishes lots across multiple portals simultaneously, centralizes bidder questions, and manages addenda on time.
An energy utility uses role- and rights-based access to prevent conflicts of interest and produces compliance reports for internal audit.