Bid Management & Tracking System
$1500-3000 USD
Paid on delivery
Bid Tracking System
Overview
This document outlines the requirements for a system designed to track our bidding activities. The goal is to create a robust and efficient platform that allows us to monitor bids, assign tasks to team members, track customer interactions, and manage all related documents.
Core Requirements
User Management
• User Roles: The system should support multiple user roles such as Admin, Manager, and Team Member.
• Permissions: Each user role should have specific permissions. For example, only Admins can delete new bids, while Team Members can create, update and edit bids.
• User Profiles: Each user should have a profile that includes contact information, role, and assigned projects and tasks under each project. The team members are only able to see the bids which are only assigned to him/her but admin and manger should be able to see all the bids on a pipe line view based
We currently use this system. When clicking on a project or bid, a page should open displaying all relevant details, such as documents, team comments, tasks, and key information about the bid.
Please review the end user shown in the screenshot. This individual belongs to the organization where we submitted our bids. We need the system to display all previous bids submitted under this person's name and their completion statuses, so we can understand how many bids we have been awarded within the same organization.
Bid Management
• Create Bids: The system must enable users to generate new bid records, including fields like Title, Bid Number, Organization “Customer”, Assignee, Status, Deadline, Days Left, Percentage Complete, Date Received, Reference, and End User.
• Edit Bids: Users should be able to edit bid details and update their status as needed. The system must support the following statuses, with the flexibility to modify them in the future: "Not Submitted," "Not Awarded," "Cancelled by Customer," "Submitted," "Follow-Up," and "Awarded to Us."
• Bid Dashboard: A dashboard to view all active and closed bids, with filters for sorting by date, client, and status.
Task Assignment
• Task Creation: Users should be able to create tasks under each bid with details like task name, description, assignee, and due date. The team must be notified if the task status changes, someone comments on the task, the due date passes, or a subtask is created.
• Task Assignment: Tasks should be assignable to specific team members. Notifications should be sent to assignees upon task assignment.
• Task Tracking: The system should facilitate monitoring task progress and status updates (e.g., Not Completed, Completed). Each task must include only these fields: Task Name, Assignee, Due Date, and Completed.
Below are the tasks assigned to the staff. Everyone can comment on or add sub-tasks for other team members if necessary. Once a task is completed, it goes to the manager for approval to verify if it has been actually completed. Please check the screenshot below for your reference.
Customer Tracking
• Customer Profiles: The system must maintain comprehensive profiles for each customer, which include their contact information and interaction history. It should also record the number of bids submitted to each customer and handle multiple contacts within the same organization. For instance, when submitting bids to Etisalat, different team members might be involved in each project; therefore, all contacts under Etisalat need to be documented. Their contact details, including phone number and email address, must be stored.
• Bid Submission Tracking: The system must keep track of the number of bids submitted to each customer and their statuses (Accepted, Rejected, Pending). If a bid is rejected, a loss comment must be mandatory for future reference.
• Customer Activity Reports: Generate reports summarizing bids submitted to each customer and their status.
Document Management
• Upload Documents: Users should be able to upload documents related to each bid. Supported formats should include PDF, DOCX, XLSX, etc.
• Access Control: Permissions to view, edit, or delete documents should be based on user roles.
• There will be two types of documents: one that we receive from customer bid documents and another tab for the proposals we submit to the customer. All these must be stored on the bid.
Additional Features
Notifications and Alerts
• Email Notifications: Automated email notifications for task assignments, approaching deadlines, and bid status changes.
• We require a specific notification for bids that have been submitted and are still pending after 90 days. The system should automatically update the status of such bids to "Follow Up" and send reminders to the assigned team members and manager. This reminder will prompt us to contact the customer to verify whether the project has been awarded to another party, canceled, or if any further clarifications are needed.
Reporting
• Custom Reports: Ability to generate custom reports based on various metrics such as bid success rates, team performance, and document updates.
• Export Options: Reports should be exportable in formats like PDF and Excel.
Companies
• The system should monitor the opportunities for each company separately, rather than collectively. For instance, we need to track the opportunities of companies like HPL and AB Group Inc individually.
Dashboard
• The Dashboard should show all activities related to our bidding opportunities, including the total submitted bids, the number of customers, the team members with the most submissions, project statuses (awarded or not), and the number of bids submitted this week, last week, last month, etc.
Our current dashboard requires numerous updates.
Search and Filter
• Advanced Search: A powerful search function to find bids, tasks, documents, and customer information quickly.
• Filter Options: Filters to sort bids, tasks, documents, and customer profiles by various criteria like date, status, and assignee.
Project ID: #38883894
About the project
94 freelancers are bidding on average $2669 for this job
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