Tender Invitation Handling
Comprehensive workflow for managing construction tender invitations from receipt through qualification document preparation to submission
Objective
Efficiently manage tender invitations with systematic evaluation and documentation processes
Participants (5 roles)
Input
Tender invitation from client
Output
Complete tender submission or decision not to proceed
Process Flow
flowchart LR
node0["Received Invitation"]
node1["Interest of Tender"]
node2["Prepare Qualification Docs"]
node3["Request & Approve Payment"]
node4["Collect Tender Docs"]
node0 --> node1
node1 --> node2
node2 --> node3
node3 --> node4
classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px
Performance Metrics
1-2 weeks
Avg. Completion Time
20-30%
successRate
3-5 days
documentPreparationTime
10-30 tenders
monthlyVolume
Stages Overview
| PROPERTIES | STAGE 1
Received Invitation | STAGE 2
Interest of Tender | STAGE 3
Prepare Qualification Docs | STAGE 4
Request & Approve Payment | STAGE 5
Collect Tender Docs |
|---|---|---|---|---|---|
| Stage Owners | Business Development | Tender Manager | Admin Team | Tender Manager | Tender Manager |
| Stage Workers | Tender Manager | Technical Team | Business Development | Finance Manager | Business Development |
| Duration | 2-4 hours | 1-2 days | 3-5 days | 4-8 hours | 1-2 days |
| Output Fields | •
Tender Number* •
Submission Deadline* •
Client Name* | •
Decision of Interest* •
Decision Rationale* •
Risk Assessment* | •
Tender Fee* •
Documents Checklist* •
Missing Documents | •
Payment Approved* •
Payment Receipt* •
Payment Method* | •
Technical Proposal* •
Commercial Proposal* •
Submission Confirmation* |
| To-dos | • Log tender invitation in tracking system • Initial assessment of requirements and scope | • Analyze requirements against company capabilities • Notify team about decision to proceed | • Gather certifications and compliance documents • Compile project history and company profiles | • Submit payment request for tender fee • Obtain finance approval and process payment | • Compile all tender documents for submission • Submit complete tender package to client |
Automation Rules
Automation 1: Field Value Alert
If Submission Deadline less_than, Then send notification to Tender Manager with message: "Urgent: Tender deadline approaching - expedite preparation"
Automation 2: Custom Automation
If stage_overdue, Then escalate to Business Development with message: "Document preparation delayed - risk of missing deadline"
Workflow Summary
Total Stages
5
Total To-dos
10
Output Fields
15
Automations
2