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5 Biggest Challenges of Online Tender Submissions and How To Avoid Them
TenderingClaris Zimbiti | Jul 28, 2024 | | | |
The EGP System is here! This is great news because it means:
- More convenience
- No need for printing multiple copies or incurring shipping charges
- Extra time to polish your proposal
It’s so cool, right?
But online submissions in tender portals come with their own set of challenges.
In this blog we are going to discuss how a bidder missed a submission deadline due to contradicting instructions on the EGP and tender documents.
We will talk about 5 other common challenges that we are seeing when bidding tenders online and I will give you some strategies to avoid them.
So let’s jump in.
Table of Contents
Real- life tender submission challenge- Contradicting instructions
What could they have done to avoid this situation?
Here are 5 more challenges of submitting bids on electronic platforms
- Technical difficulties
- Separate File Submission
- Strict Formatting and Compliance
- System Timeouts
- Unfamiliarity with the system
Real- life tender submission challenge- Contradicting instructions
One of our community group members encountered an issue with a specific tender on the EGP system.
The tender document stated a submission deadline of 10:30. On the EGP portal, the deadline was 00:00.
They usually submit their bids at 09:00 on the day of the deadline. But when they got to work on the deadline of the submission day, they found that the tender had closed.
They tried to get in touch with that government agency.They wrote letters but they were ignored.They were later told that the deadline was based on EGP time.
What could they have done to avoid this situation?
1.Double Check Submission Deadline
The moment they downloaded the tender documents, they should have checked and confirmed the submission details, both on the EGP portal and the actual tender documents.
2.Seek Clarification
Once they noticed that the closing date and time are different, they should have proactively send a question to clarify that ambiguity.
3.Submit Early
They should have submitted their bid at least a day before or well before the deadline to allow for any unforeseen issues that may arise during the submission process. Early submission also provides time for follow-up in case of upload errors or technical difficulties.
Here are 5 more challenges of submitting bids on electronic platforms
1.Technical difficulties
Technology is often unreliable.
Sometime back, I was conducting online training with a client when, suddenly, the internet went down. I tried to check what was wrong with my connection, only to find out it was an issue with the service provider. It was so embarrassing.
In your situation, it could be the internet or the EGP system experiencing a heavy load due to several people trying to access it simultaneously. This can make it painfully slow and difficult to submit your proposal on time.
Technical issues such as server downtime, slow loading times, and system crashes can cause significant stress and anxiety.
How to overcome this
- Aim to submit your bid well before the deadline to allow time to resolve any technical issues.
- Keep backups of all documents and regularly save your progress while working on the portal.
2.Separate File Submission
Before the EGP, the usual practice was to submit your proposal as a single document. So, you plan to upload one big, compiled final document.
It's only when you log in to the site that you realize the purchaser wants all proposal sections uploaded as separate documents.
Yes, it is doable, but it’s a pain. And when you are running out of time, breaking down that proposal is time-consuming and complex. You are bound to make errors, which can result in disqualification.
How to overcome this
- Always login and do a walk-through at least one full week before submission.
- Be prepared to upload proposal sections as separate documents if required.
- Clearly label and organize all required files before starting the submission
3.Strict Formatting and Compliance
Online tender portals often have strict formatting and compliance requirements, such as specific file types, size limits, and document templates. Failure to adhere to these requirements can lead to rejection of your bid.
How to overcome this
- Carefully review all submission guidelines and requirements before starting the submission process.
- Ensure all documents are in the correct format as specified by the submission instructions.
- Convert files ahead of time to avoid last-minute issues.
4.System Timeouts
Online tender portals have session timeouts for security reasons, which can cause loss of data if not saved properly. This can be frustrating and disrupt your workflow.
How to overcome this
- Save your progress regularly to prevent data loss.
- Prepare your bid documents offline and upload them in one session to minimize the risk of timeouts.
5.Unfamiliarity with the system
There is a famous quote which says “ Unfamiliarity breeds contempt”.
This means that when we experience things or technology, we become familiar with them, perhaps understand them, and come to accept them as a normal part of life.
But when we first encounter something that we have not previously experienced, there is a natural tendency to slow down or get confused. This complexity can lead to errors and incomplete submissions.
If you don’t log into the site early, it can lead to errors and incomplete submissions.
How to overcome this
- Log into the submission site well before the deadline to familiarize yourself with the process. Identify any potential issues early.
- Take advantage of any training materials or tutorials provided by the portal.
- Perform practice runs or mock submissions to become familiar with the interface
If you need help to do so, get in touch with Tenderube experts.
Wrap up
Though online tender submissions bring numerous benefits, they are sometimes not a walk in the park. They have their own share of problems.
Always do a walk-through at least one full week before submission. Log in and take a look. You don't have to do it on the first day, but you should make submission preparation early enough.
Stay informed, seek clarification early, and leverage available resources to ensure a smooth and successful bid submission process.
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