The e-Tendering module enables MDA users to set up a tender and make it available to EOs for consultation and bid submission. In system terms, this entails the creation of an Internet-accessible virtual workspace dedicated to a specific tender that stores all the tender details and configurations needed to support the procurement proceedings.

Once all tender details and configurations are set up, the module supports the necessary functionality for the procurement process (i.e., starts the bid submission period). This is performed by the publication of a tender advert/contract notice or by a direct invitation to certain EOs when the specific nature of the tender permits (or even mandates) this method.

In publication of tender advert, PE user can decide to make the advert open, selective or direct. The procurement method selected determines how EOs can participate in the tender.

TCC Users associated to the tender handle bid opening, bid evaluation, and award. TCC Users are made of Bid Opening Committees, Bid Evaluation Committees, and Auditors.

For direct and selective tender methods, the workspace is accessible only by EOs associated with the tender as well as the TCC. While for open tender method, all EOs will have access to tender workspace of published tenders. These users are provided with all the necessary functionality to perform, at a minimum, the following activities:

• EOs to request clarifications (i.e., questions)
• PE to respond to the received clarification requests (i.e., answers)
• EOs to create their bids electronically
• EOs to submit their bids through the system
• EOs can modify submitted bids before the specified bid closing date and time
• After bid closing date and time, EOs cannot submit bids or modify submitted bids
• Bid Openers and Evaluators do not have access to submitted bids until bid opening date and time

This module provides the necessary system functionalities for PEs to open, decrypt, and evaluate the bids submitted by EOs in the context of a tender, as well as to award contract(s) to the successful bidder(s).

The workspace is accessible only by members of the BOC for bid opening, members of the BEC for bid evaluation, and members of the TCC for contract award. In short, the following functionalities are available:

• Bid Openers and Evaluators do not have access to submitted bids until bid opening date and time
• Bid Evaluators cannot access bids until Bid Openers have opened the bids
• Approve the list of submitted bids that are qualified for opening
• Semi-automated evaluation of bids
• Availability of system generated tender reports
• Award contract to successful bidder

Once the bid opening date and time are reached, the Bid opening committee members are given access to the list of electronically submitted bids. Initially, they are encrypted and their content remains inaccessible until the Bid opening committee authorizes their opening.

After opening, the Bid Evaluation committee members obtain access to the bid contents and functional support for conducting a bid evaluation.

Once the results of the evaluation are approved by all the involved parties, a standstill period is held in which EOs can potentially raise concerns/complaints on the completed process, which in turn may result in the handling of appeals. Once a final decision is taken, TCC members can proceed to contract awarding.

The e-Registration module provides the necessary system functionality for user registration, authentication, and authorization. Categories of users are:

• System Admin
• Procuring Entities & sub-users
• Economic Operators
• Civil Society Organizations
• General public - Guest users

Prior to accessing and using the e-Procurement System:

• The user must have a valid user account, which is created through a registration process
• The user must have been authenticated within the system by means of a log-in process
• The user must have been authorized and granted access to specific data and functionality

The e-Registration module supports contractors/consultants/suppliers to register their companies on the Abia e-Procurement system, submitting all company documents and profiles via the e-GP dashboard. The Abia State Bureau of Procurement will review and approve submitted documentation.

The Abia State e-Procurement Plan module handles creation and publishing of procurement plans from different MDAs. It allows the general public access to download/view procurement plans from MDAs.

This module provides the necessary system functionality for Procuring Entities-MDAs to periodically set up a procurement plan exercise according to their needs, defining the budgets for all goods, works, and services to be secured through procurement competitions.

In system terms, procurement planning entails the use of a single template (e.g., Excel format) and the creation of an Internet accessible virtual workspace dedicated to procurement planning that stores all submitted plans from different MDAs. Once all procurement plan details and configurations have been set up, the module supports the necessary functionality for commencing the planning process (i.e., starting the procurement plan submission period).

The Publishing/Notification module provides necessary system functionalities for timely and effective publishing of information from other modules and providing notifications to authenticated users when certain actions are taken by Admin, PE, EO, and CSO users.

This module handles many actions, including:

• Notification for account registration
• Notification for password reset
• Publishing of procurement plan from Admin to MDAs
• Publishing of procurement plans to general public
• Publishing of tender adverts and contract awards
• Notification sent to all contractors when Tender advert is published
• Notification sent to all contractors when Tender advert is modified
• Notification sent to successful contractor and debriefing to others
• Notification when a user receives system message
• Etc.