About the System

Computers can handle and process information much quicker than humans as they can deal with massive amounts of data in seconds.

Managing your Vendor List and Procurement channels is an area where computers can excel.

It's a tedious job sending out an application form to become a registered vendor by post. It's even more tedious having to complete the form and send it back. It's just as bothersome to have to check and vet the returned form, and then make a qualified decision whether to approve the vendors application or reject it.

We've got human intervention in printing the forms out, putting them together with a covering letter and addressing the package. Manual scrutiny of the returned form needs care and attention and should a section be ambiguous or has been incorrectly answered or omitted the form has to be re-sent out for correction.

In addition to the above, once a vendor is accepted as an approved supplier to your organisation you have to frequently monitor their data to ensure that important things that need renewing are done, and done so properly and that important items such as accident reporting stats are also notified to you.

Keeping on top of this manually without a proper database is arduous and difficult.

With this system you work smart and not hard.

The Mandarin PQQ is tailored to each vendor type, and each question's possible responses are scored.
You set a score between 0 (good) and 5 (bad) against each possible outcome and one special score to indicate a mandatory fail score.

If somebody (a company) wants to become a supplier to your company you can direct them to your website and register; or, if you have to do any work, just take the name and email address of the person who will be in charge of the application process; enter it into Mandarin and push the button to send out an email containing the link to open your electronic PQQ document.

The Pre-Qualification Questionnaire (PQQ) is completed online and submitted along with copies of insurance policy documentation and other required attachments.

You now evaluate the resulting score and note any score items that indicate a partial or total failure within the application process so that you can establish if the failure is because of a mistake or because of a genuine fact within the application disclosure that makes them ineligible at this point in time to supply you.

If you approve the vendor they can be eligible to be selected when you create a new tender work package - E.g. The electric works on a new school you'll be building.

Only eligible approved vendors with up to date records meeting the criteria specified will be included in the filtered results based upon factors such as trade types / materials offered, adequate insurance cover, commercial capability, KPI scores achieved and geographic regions covered.

Each enquiry letter can be tailored from a standard template to suit that particular work package. In most cases, the standard system template will suffice. Data is merged into these letters from the tenders and contracts databases.

You can create as many email letter templates as you like. A standard base template is supplied and this can be customised on a per-work package basis. Accompanying documents such as CAD drawings, bills of quantities and materials and design specifications are not sent as attachments, but instead are directly linked within the outgoing email.

When a tender work package is created you can specify which documents should accompany each work package.

When the enquiry letter goes out as an email it will contain a link for the vendor to click to access a special secure web page area. The vendor can view and download the documents you attached to the work package from here. This special web page will also facilitate your being able to attach a formal quotation document and total cost price by response.

This method results in keeping your outgoing mails small and efficient as the accompanying documents are downloaded directly from your server or from your Cloud storage area, rather than being attached to the emails.

The vendor will receive your email inviting them to respond to your enquiry and will be asked to respond by completing a small form indicating if they will be interested in tendering or not and by supplying a tender price. A full and formal quotation can be attached to the response form.

When a contract is awarded for that particular work package you let the system know who the winning company was so that a KPI assessment can be carried out when the work is complete.

The system prompts you to perform a KPI assessment and when it is processed the system evaluates the scores and produces useful management stats.