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Tender Management Workflow (TND)

Module Purpose: Complete automation of the tender screening, participation, and bidding lifecycle. It eliminates manual reading of 100-page PDF tender documents by using OCR and NLP to extract critical eligibility criteria.

[!TIP] Core Concept: "Bid Smart, Not Hard." Don't waste time reading tenders you can't win. Let the system screen them for turnover, experience, and product specs first.

Use Case Quick Reference

ID Title Priority
TND-001 Tender Document Screening (OCR) P1
TND-001 Tender Document Screening (OCR) P1
TND-002 Competitive Bidding Analysis P1
TND-003 Performance-Based Entity Selection P1
TND-004 GEM Portal Lifecycle Automation P2
TND-004 GEM Portal Lifecycle Automation P2

UC-TND-001: Tender Document Screening

What It Does

Uses OCR and NLP to read complex tender PDFs (often 50-100 pages). It extracts critical data points like "EMD Amount", "Submission Deadline", "Product Specifications", and "Eligibility Criteria" (Turnover, Past Experience).

Who: System AI / Bid Manager
When: New Tender Notification Received

How It Works

  1. Ingestion: User uploads PDF or system scrapes it from GEM/CPP Portal.
  2. OCR Parsing: System converts PDF to text (preserving tables).
  3. Extraction:
  4. Buyer: "Indian Railways"
  5. Item: "Zinc Oxide Grade A"
  6. Quantity: "50 MT"
  7. EMD: "₹50,000"
  8. Criteria: "Minimum Avg Turnover last 3 years > 5 Cr"
  9. Validation:
  10. Checks extracted criteria against Company Profile.
  11. Flag: "🔴 Not Eligible: Turnover < 5 Cr" OR "🟢 Eligible".

Success Signals

✅ Extracts 90% of key fields correctly
✅ Accurately flags Ineligible tenders based on criteria

UC-TND-002: Competitive Bidding Analysis

What It Does

Predicts the winning price by analyzing historical data. It tells you: "For Indian Railways Zinc tenders, L1 (Lowest Bidder) usually quotes between ₹150-155/kg."

Who: System Analytics
When: preparing a financial bid

How It Works

  1. Lookup: Query tender_history for same Buyer + Product.
  2. Analysis:
  3. Last 3 Tenders: L1 was ₹148, ₹152, ₹150.
  4. Competitors: "Alpha Chem", "Beta Corp".
  5. Recommendation:
  6. "To win, quote below ₹149."
  7. "Current Raw Material Cost: ₹140. Projected Margin: 6%."
  8. Decision Support: Bid Manager decides: "Is 6% margin worth it?"

Success Signals

✅ Visual Scatter Plot of past bids
✅ Warning if estimated cost > probable winning price

UC-TND-003: Performance-Based Entity Selection

What It Does

For group companies with multiple legal entities (Entity A, Entity B), the system suggests which entity should bid to maximize chances. Entity A might have the Turnover, but Entity B has the Past Experience certificate.

Who: System Logic
When: Pre-bid Strategy

How It Works

  1. Criteria Input: Tender requires "Turnover > 10Cr" AND "Past Order > 200MT".
  2. Entity Scan:
  3. Entity A: Turnover 50Cr (Pass), Max Order 100MT (Fail).
  4. Entity B: Turnover 5Cr (Fail), Max Order 300MT (Pass).
  5. Consortium: Can we bid as Consortium? (System checks tender clause).
  6. Suggestion:
  7. "Bid using Entity A (Turnover) but submit Entity B's Technical Credentials as Group Company (requires Manufacturer Authorization Form)."

Success Signals

✅ Correctly identifies the strongest eligible entity
✅ Highlights if NO entity qualifies

UC-TND-004: GEM Portal Lifecycle Automation

What It Does

Automates the specific quirks of the Government e-Marketplace (GEM) flow, including catalogue authorization, order acceptance, and invoice upload.

Who: Bid Coordinator
When: GEM Tenders

How It Works

  1. Catalogue Sync: Auto-updates product pricing on GEM profile.
  2. Order Sync: Polls GEM dashboard for new "Direct Orders".
  3. Lifecycle:
  4. Accept Order: One-click in Pebble dashboard accepts order on GEM.
  5. Generate Invoice: Creates GST Invoice via Pebble ERP.
  6. Upload: Pushes Invoice PDF back to GEM portal for payment processing.

Success Signals

✅ Syncs orders from GEM every 15 mins
✅ Validates Invoice format before upload to avoid rejection

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