• Procurement Network

The Best e-Procurement Systems for Public Procurement - 24 Rules

Updated: May 12

Selecting the right e-procurement system is always a long-lasting puzzle in public institutions and International Organizations.

In the world of Public Procurement there are 24 rules to evaluate the quality of your procurement software. If your e-procurement system encompasses 75% - 80% of these rules, you can consider you have a good product. If more – the best in class. If less, you will eventually have to move to another e-procurement solution provider. It’s just a matter of time.

The rules described below (not in order of importance) provide vital parameters for every e-procurement system that aims at organizing and managing open, transparent, effective and fair tenders.

Rule 1: Platforms automatically transmit all their notices to a single point of access for publication

Rule 2: Vendors and contracting authorities benefit from affordable training plans

Rule 3: Platforms have communication plans in place to promote the use of e-Procurement

Rule 4: Vendors can access and retrieve contract notices and tender specifications as anonymous users

Rule 5: Vendors can register on the platform without having to provide country-specific information

Rule 6: Vendors complete their registration on a platform by clicking an activation link sent by email

Rule 7: Platforms support English in addition to the official language(s) of the state(s) where it is used

Rule 8: Vendors can use a username and a password to log in to a platform

Rule 9: Vendors can search contract notices (tenders) using a set of search criteria

Rule 10: Vendors can evaluate whether tender specifications are relevant for them based on information available in contract notices

Rule 11: Vendors are notified of any changes to tender specifications

Rule 12: Platforms support automatic transmission of all types of notices to the main e-procurement platform in the country (unless the platform in question is the main one)

Rule 13: Vendors and contracting authorities can search CPV categories based on their code or their description

Rule 14: Contracting authorities can re-use information contained in their profile or in previous notices to create contract notices, tender specifications and award notices

Rule 15: Vendors can choose to manually or electronically sign a submission report containing the hash value of each submitted document

Rule 16: Vendors receive a proof of delivery upon successful submission of their offer

Rule 17: Vendors can resubmit their offers up until the submission deadline

Rule 18: Platforms keep offers encrypted until the opening session

Rule 19: Contracting authorities can evaluate part of their tenders automatically based on pre- defined criteria

Rule 20: Platforms use recognized e-Signature validation services to validate e-Signatures during e-Submission

Rule 21: Platforms clearly indicate all costs related to use of the platform

Rule 22: Vendors can create offers using a core set of structured data and unstructured documents

Rule 23: Vendors have the freedom to choose the platform of their preference without being locked in by the choice of the contracting authority

Rule 24: Platforms use standard specifications to structure their data and to promote interoperability

These rules are public e-procurement basics and, certainly, each rule can be elaborated and made even better. Today’s market of e-procurement solutions for public institutions and International Organizations is lacking best in class products. Therefore, these basic rules are the “scanner” for all new e-procurement platforms marketed to your organization. Bookmark this page for your future reference.