Skip to content

Welcome

Welcome to the Supplier Guide for the PURCO SA Online Tender System, a secure and intuitive platform designed to streamline the process of managing your organisation’s tender purchases and submissions. Whether you're here to browse open tenders, purchase documents, or submit bids, this guide will help you navigate the system with ease.

What Is This System?

The Tender Management System is designed for suppliers registered with PURCO SA, a leading procurement organisation for educational and public sector institutions across South Africa. As a supplier, this platform allows you to:

  • Browse and purchase tenders
  • Submit bids for tenders electronically
  • Manage your organisation’s profile and contact information
  • Access previous tender purchases and their supporting documentation
  • Communicate directly with PURCO SA about a particular tender via a secure Q&A system
  • Download invoices and track payments

The goal of this system is to create a transparent, efficient, and secure environment for both suppliers and buyers to interact in the tender process.

Key Features at a Glance

  1. Easy Tender Management:

    • Browse tenders and register for those you are interested in with just a few clicks.
    • Securely purchase tender documents and submit bids online using the built-in TenderBox.

  2. Secure Bid Submissions:

    • All bid documents are uploaded to a secure platform and only become accessible to PURCO SA staff and the Bid Committee after the tender submission deadline.
    • Bid files cannot be altered after submission deadlines, ensuring fairness and transparency.

  3. Supplier Hub:

    • Manage your profile, update contact information, and view previous tenders all from one central dashboard.
    • Easily track your tender submissions and download any documentation or invoices you need.

  4. Streamlined Communication:

    • Use the integrated Q&A system to ask questions related to tenders. Responses are tracked and shared with all buyers, improving auditability and reducing the risk of miscommunication.

  5. Comprehensive Payment Management:

    • Manage all tender purchases and payments online.
    • Download invoices for completed payments at any time.

Who Should Use This Guide?

This guide is primarily for suppliers who need to engage with PURCO SA through the tender process. Whether you're a first-time user or someone looking to refresh your knowledge, this guide will cover everything you need, including:

  • How to register and log in
  • How to manage your organisation's profile and permissions
  • How to purchase tenders and submit bids
  • How to manage payments and invoices
  • How to communicate with PURCO SA via the Q&A system

Before You Begin

Here are a few things to keep in mind before you get started:

  1. Account and Registration:

    • Ensure that your organisation is registered on the system and that you have the correct login credentials.
    • If you haven't yet registered, you can do so by following the instructions in the Registering and Logging In section of this guide.

  2. Permissions:

    • Each supplier organisation can have multiple users, each with their own roles and permissions. Make sure you have the appropriate permissions to perform the tasks you need to do, whether it's submitting bids or managing your profile.

  3. Browser Requirements:

    • For the best experience, use an up-to-date version of Chrome, Firefox, or Edge. The system is optimised for these browsers, ensuring smooth navigation and security.

System Overview

The platform is broken down into several key sections, which are accessible via the main navigation menu. These sections are:

  1. Supplier Hub:

    • This is your main dashboard, where you can access all the key supplier features, from managing your organisation’s details to viewing purchased tenders and submitting bids.

  2. Tenders:

    • This section allows you to browse and purchase open tenders. After purchasing a tender, you’ll be able to download the related documents and access the TenderBox for bid submission.

  3. Q&A System:

    • Each tender has a dedicated Q&A section where you can ask questions directly to the tender author. All questions and answers are publicly visible to other buyers, ensuring transparency and fairness.

  4. My Submissions:

    • In this section, you can track and manage the bids you’ve submitted. You can edit or or review your finalised submissions before the submission deadline.

  5. Payments and Invoices:

    • This section allows you to view and download all invoices related to tender purchases. You can also track the status of any payments made via the system.

Terminology Used in This Guide

  • Tender: A formal offer to supply goods or services, usually issued by PURCO SA’s member institutions. Suppliers are invited to submit bids for these tenders.
  • TenderBox: The online system where suppliers upload their bid documents for a tender. This is only accessible after a tender has been purchased and the submission period is open.
  • Organisation Profile: Your company’s details, including contact information, VAT number, and billing address. This is the information used for invoicing and tender communications.
  • Q&A: The question-and-answer section of each tender, where suppliers can ask clarifying questions before submitting a bid.

Getting Help

If you ever find yourself stuck or need additional assistance, here are some options:

  • Support: For any technical issues or inquiries about the tender process, contact PURCO SA directly via phone or email.

    • Phone: (011) 545 0940
    • Email: info@purcosa.co.za

We hope this guide helps you make the most of the Online Tender System. Let’s get started with Registering and Logging In to set up your account and begin your journey.