Tendermaster: Electronic platform for Ukrainian government

Project information

Overview

Tendermaster is an electronic platform where Ukrainian government entities can place their tenders, and commercial organizations can participate in state procurement that goes to the official state platform.

Our task

This web solution was created by the CodeIT team from scratch, following the idea and vision of our client to create both an E-Commerce and Auctioning solution at the same time. The concept of this project focuses on the system that provides business-to-business/consumer/government purchase and sale of supplies, work, and services through the Internet. Thus, the platform requires the following functionalities:

• A person or organization representing the government entity can create a procurement and set up a tender for goods, works or services.
• A person or organization able to provide the requested goods, works, or services can search for the relevant tenders, see the information about the procurement, make a bid for it, and participate in the auction.
• Users can negotiate over the tender, exchange documents and information, sign contracts.
• Users who set up a tender can evaluate proposals and choose the best fit.
• Every user has to be evaluated and approved by the platform moderators to avoid fraud.

According to the above-mentioned functionality, it was decided to create five user roles with different abilities and access levels:

• Guest
• Purchaser
• Supplier
• Admin
• Accountant

Guest Mode

This is the basic mode for every user who visits the website. Without registration, guests can take a look at the following sections:

• Users
• Procurements
• Plans
• Instructions
• News
• About us

For any further actions on the portal, guest users should register. The process is rather simple and fast and requires only the email and password. After the registration, users need to be approved by the administrator, and during this period, they have all the guest users’ functionality plus the ability to edit their profile information, change settings, and select favorite procurements. At this stage, while editing their profiles users choose their roles—purchaser or supplier.

Purchaser Mode

When users select to be Purchasers they have all the above-mentioned functionality plus one of the main and important features—creating procurement.

There are several types of procurements:

• Below-threshold procurement. This means that the procurement does not exceed a fixed limit and has the total planned amount less than set by state law.
• Open bidding. Similar to the 1st option, but here, when the purchaser creates the procurement, he does not indicate the due date for proposal submission and the period during which suppliers can ask for clarifications about the tender.
• Open bidding published in English. The same as the previous type, but here, purchasers have additional fields to fill in the information in English if needed. We have added several more special features to make the work with the platform really easy and understandable.
• Procurement plan. According to the law, before placing a tender, purchasers have to provide procurement plans. The form includes obligatory forms that have to be filled in according to state law. For this purpose, we have created a special user-friendly form with drop-down menus. After the form is filled in, all the information goes to the central database, and the plan gets published. Every person can see the published plans because of the integration with the Prozorro platform through their API.
• Reports/Negotiations. The purchaser holds negotiations with several suppliers – they can ask various questions about the tender and request additional documents. After negotiations, the purchaser selects the supplier, and the contract is signed.
• Negotiation procedure for defense. Performed only for the procurements connected to the defense and military and can be performed on specific terms according to state law.
• Competitive dialogue. This section helps purchasers determine the technical characteristics of the works or services they need from suppliers.
• Competitive dialogue in English. The same as the previous but in English.
• Digital signature. Right after the publication, the purchasers are obliged to attach the digital signature to their tender. After that, the bidding or auctioning for the tender starts, and suppliers can place their bets, specify the details, or request additional information from the purchasers.
• Payment options. The first payment is also made using the invoice. After the first payment is complete, Suppliers can proceed with the other payments via Visa/Mastercard.

The broad functionality of the platform allows purchasers to:

• Easily navigate through the platform
• Communicate with other users in terms of the specific tender
• Switch between the procedures
• Set the digital signature to the documents
• Upload and set contracts
• Select the supplier
• Edit or remove tenders
• Publish the contract implementation report & the completion of the contract

Supplier Mode

With this account type, users have all the functionality available for the registered users, and they can also make transactions, place bids to the tender, and communicate with the purchasers. We integrated the prepayment function, and the transactions were implemented using UPC API. Suppliers can also ask questions and ask for more details or documents about the tender in the Negotiations section. They see the details of the procurement, what stage they are on, what the terms are, what costs are expected, etc.

Suppliers make bids till the due date set by the purchaser – at this stage, users can make bids that are equal to the minimal possible value, but not more than the maximum value set by the purchaser. While they are bidding for the tender, they can upload documents, ask Purchasers for more information or additional documents, and participate in negotiations. When this stage is finished, the auction starts.

Administrator and Accountant

These users control everything that goes on on the platform and have the following capabilities:

• Log. If the platform has any sudden error, the log for this error is created automatically by the system and later the admin with the log ID can see where exactly the problem appeared.
• Email templates. Email templates with special lookup fields created for special occasions and are sent to customers’ email addresses by the system.
• News. Can create, edit, and delete news that appears in the News section on the website.
• SEO. Special pages specifically created for SEO optimization of the platform pages.
• Manage users. Can create, edit, and delete all users.
• Organizations. Manages the list of organizations registered on the platform.
• Approvement. Manages the list of accounts that are awaiting approval.
• Pages. Can create, edit, and delete pages on the website.
• Notifications. Can create, edit, and delete templates of notifications, which are shown by the system in response to the user’s actions on the platform.
• Accountant management. Canages transactions that can be performed through the website due to the integrated UPC API, and on special occasions, adds payments manually (on this page, the administrator plays the part of the accountant manager).

Result

An app that connects businesses to official government procurement tenders

As a result, we received a huge web solution that we maintain and, from time to time, add functionality. The platform gets more than 11,000 monthly visitors and thousands of new tenders weekly. It has more than 1,000 registered users and 562 organizations. This is a perfect solution for government entities to perform state procurements in the market online and out in the open.

Services

Team

Technology stack

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