Bidder Database Management System of Roads and Highways
Kazi Sayeda Momtaz
Computer System Analyst, Roads and Highways Department
Roads and highways Department (RHD) plays key role for development of communication infrastructure and is responsible for the construction and the maintenance of the major road and bridge network of Bangladesh on National, Regional and Zilla level.
RHD continuously maintains MIS (containing various databases like organization database, RMMS, BMMS, CMS etc.) to facilitate its day to day activities. To enhance the operational efficiency, RHD undertakes the assignment Bidders Database Management System (BDMS). The purpose is to develop the database for bidders with a web based application where the awarded bidders’ information will be entered and checked and archive documents with verification and approval as necessary to ensure the completeness of bidders database.
There are a large number of bidders/ contractors in Bangladesh who are exclusively involved in the procurement of goods and works in RHD. These bidders always participate in tenders for procurement of works and goods of RHD following PPR 2008.
The assignment shall involve, but not limited to, the following tasks for the development of database for about 200 bidders:
Recording bidder profile and necessary papers/ documents;
Capturing contract information with necessary documents/ papers;
Contract status (such as work progress, delivery status, financial information etc.) monitoring and follow-up for on-going and completed works/ supplies;
Integration with RHD CMS (Central Management System) and iBAS for the information like personnel profile, tender, financial information etc.;
Dynamic and ad-hoc reporting for information visualization and comparison of information with interactive charts, graphs and tables, and availability of integrated information and data analytics in support of evaluation and decision-making purpose;
Provision for future integration with e-GP system.
BDMS at a Glance
01. Web-based and database driven application
02. Accessible through Internet
03. Accessible by only restricted user
04. Access data, document and execute functions by authorized user from anywhere across the globe at any time
05. A single database system containing data and relevant papers of bidder organizations
06. Facilitate tender evaluation activities against time consuming jobs in conventional evaluation process like information searching, necessary calculation, clarification, compare etc. from large volume of tender document
07. Ensures the objective ofGreater Transparency & Faster Evaluation
08. Keep records of Debarred bidders
09. Flexible design with images, layouts and user interfacethat compatible in devices like Desktop, Laptop, Tab and Mobile
10. Developed by open source technology – Java, HTML, Java Script etc. and supported to any relational database system
BDMS: Features and Advantages
Facilitating Bidders and Procuring Entity to build an information and document repository for their own use from anywhere and anytime:
* Bidders and Procuring Entity can store/ update data and document in BDMS as like they manually maintain in their own file cabinet. They can view/ download necessary information and document at anywhere from any device having internet.
Facilitating Procuring Entity to use the information and document repository from anywhere and anytime:
* Procuring Entity can use data and document of bidders from BDMS to meet their information needs about bidders’ qualification, capability, financial strength, litigation, resource etc.
Maintaining multistep process for information and documents verification and approval to ensure an accurate information system:
* System holds easy provision to verify and approve bidders information and documents by concerned users of the PE organization
* Bidders/ concerned user of PE can update information and document into the system at anytime from anywhere. The changes will notbe available for further use (such as for evaluation purpose) until the changesare verified and approved by concerned users of the PE organization.
Facilitating Tender Evaluator by saving time through fast and accurate information analysis and necessary calculations as evaluation criteria:
* Evaluator can know the number of pending litigations, Value of litigation claim, percentage of litigation claimed in against of Net-worth
* Evaluator can know the completed work list with multiple search options, Calculate general experience, and Identify specific experience based on evaluation criteria
* Evaluator can view and analysis from on-going works and current commitments with multiple search options
* Evaluator can calculate value of Works in hand within certain number of next years (for example, next 3 years) from IFT publication date
* Evaluator can view summary and details of turnover of various financial years and can also calculate average Annual Turnover considering certain number of previous years (for example, last 5 years) from IFT publication date
* Evaluator can calculate average Annual Turnover considering best certain years (for example, best 6 years) out of previous 10 years backward from IFT publication date
* Evaluator can viewfinancial year wise Audit report
* Evaluator can calculate Tender capacity based on on-going works, Audit report, Turnover data
* Finally, Evaluator can easily prepare and download a technical evaluation sheet/reports based on evaluation criteria.
BDMS: Captured Information and Documents
BDMS holds the provision of capturing data and documents in the following 09 (nine) categories:
General Profile
a) General Information
b) Contact Person Information
c) Ownership Information
d) Supporting Documents
Legal Profile
a) Legal Name & Status of Bidder’s Organization
b) Bidder’s Year of Registration
c) Certificate of Incorporation Document
d) Bidder’s Registered Address etc.
e) Supporting Documents
Litigation Information
a) Pending Litigation
b) Settlement of Litigation etc.
c) Supporting Documents as relevant
Work Experience
a) Name & Status of Work
b) Contract No.
c) Actual Date of Completion
d) Role & Type of Contractor
e) Type/ Nature of Work etc.
f) Supporting Documents
Financial Capability
a) Annual Turnover
b Audit Report
c) Supporting Documents
Personnel Capability
a) Name & Designation of Key Staff
b) CV of personnel
Equipment Capability
a) Item of Equipment
b) Capacity & Present Status of the Equipment
c) Supporting Documents
Award/ Certification/ Professional Affiliation
a) Name of awards, certifications and professional affiliations
b) Validity of awards and certifications
c) Supporting Documents
Debarment Information
a) Name of PE organization which imposed debarment
b) Reason, Period and Region of debarment
c) Supporting Documents
Finally, we can say that Bidders Database helps procuring entity (PE) to evaluate tender easily and transparently. Initially RHD designs for 200 hundreds Bidders but already 185 Bidders registered to BDMS. It's a great achievement. So in future BDMS helps to evaluate the tender




BDMS: Captured Information and Documents

BDMS holds the provision of capturing data and documents in the following 09 (nine) categories:

General Profile
General Information
Contact Person Information
Ownership Information
Supporting Documents
Legal Profile
Legal Name & Status of Bidder’s Organization
Bidder’s Year of Registration
Certificate of Incorporation Document
Bidder’s Registered Address etc.
Supporting Documents

Litigation Information
Pending Litigation
Settlement of Litigation etc.
Supporting Documents as relevant
Work Experience
Name & Status of Work
Contract No.
Actual Date of Completion
Role & Type of Contractor
Type/ Nature of Work etc.
Supporting Documents
Financial Capability
Annual Turnover
Audit Report
Supporting Documents
Personnel Capability
Name & Designation of Key Staff
CV of personnel
Equipment Capability
Item of Equipment
Capacity & Present Status of the Equipment
Supporting Documents
Award/ Certification/ Professional Affiliation
Name of awards, certifications and professional affiliations
Validity of awards and certifications
Supporting Documents
Debarment Information
Name of PE organization which imposed debarment
Reason, Period and Region of debarment
Supporting Documents

Finally, we can say that Bidders Database helps procuring entity (PE) to evaluate tender easily and transparently. Initially RHD designs for 200 hundreds Bidders but already 185 Bidders registered to BDMS. It’s a great achievement. So in future BDMS helps to evaluate the tender.