client under nda

A Humanitarian Organisation

encrypted until the tender closes

We cannot name this client. Everything below is the work itself, described in full without identifying them.

A Humanitarian Organisation product screens
A procurement and e-auction platform: the organisation issues acquisition requests, pre-approved vendors return sealed bids.

the challenge

A manual, multi-approver acquisition process where auditability mattered most: external auditors occasionally review a whole year of tenders at once. The organisation spends donated money, so every step has to be provable.

objectives

  • Make competitive procurement fast enough that people use it and rigorous enough that it survives review, with bid confidentiality enforced in code rather than by policy.

our solution

Six roles: administrator, team member, decision maker, auditor, external auditor with individually scoped access, and vendor.

A team member creates an acquisition request: items, service category, estimated costs, required documents, vendor scoring criteria. Three approvals open the auction, plus an auditor's once a configurable value threshold is crossed. Approved requests go to vendors in the matching category, who are notified and bid. Bid data stays encrypted until the tender closes, so nobody inside the organisation sees a competitor's number early.
Each auction carries a general chat between requester and vendors, narrowing to one-to-one with the winner after selection. A single approved decision is formed before any accept or reject reaches a bidder. On award, a contract is generated from the vendor's own data and the winner uploads their documents. Admins configure approvers, currency, auditors, and the vendor registration and bid submission fields.

inside the product

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