Customer Details
Customer
One of the largest market leaders in manufacturing, healthcare, oil & gas, construction, and more
Industry
Manufacturing
A privately held business group in the Middle East, with more than 10,000 employees, ran requests for quotation on scrap metal and scrap AC units, along with the bidding rounds that followed, without any dedicated system. Quotation requests, vendor responses, and bid submissions moved through email or phone instead of a shared record, so tracking which vendors had been approached or where a bidding round stood required constant manual follow-up by procurement staff. For scrap and materials disposal, where several vendors typically bid, that made it hard to keep a clear, auditable trail of each transaction.
The group built a dedicated RFQ and Bidding System on Joget for scrap and materials procurement, letting staff raise quotation requests, specify materials and quantities, and track responses in one place. A separate e-procurement app added smart, closed-bidding functionality, so vendors submit bids through a controlled process instead of informal channels, with individual bids kept confidential from other vendors during the bidding period. Procurement staff now manage full bidding rounds with a centralized, documented record, and the manual coordination once needed to chase quotes and bids across vendors has dropped, leaving a clearer audit trail for procurement decisions.
Related
CHALLENGES
Scattered Quotes, No Single Record
- Operational processes such as requests for quotation on scrap materials including scrap metal and scrap AC units — and the bidding rounds that followed were coordinated without a dedicated system to manage the process end to end.
- Quotation requests, vendor responses, and bid submissions were typically exchanged through channels such as email or phone, rather than being logged in a shared, structured record.
- Because there was no central system of record, tracking which vendors had been approached, what quotes had come in, and where a given bidding round stood required manual follow-up and consolidation by procurement staff.
- This made it harder to maintain a consistent, auditable trail of the RFQ and bidding process for each transaction — particularly important for scrap and materials disposal, where multiple vendors are typically invited to bid and the process benefits from clear
documentation.
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SOLUTIONS
One Platform for RFQs and Closed Bidding
- A dedicated RFP and Bidding System was built on Joget for scrap and materials procurement, allowing procurement staff to raise quotation requests, specify materials and quantities, and track responses directly within Joget.
- A separate e-procurement app with smart, closed-bidding functionality was also implemented, enabling vendors to submit bids through a controlled, structured process rather than through open or informal channels such as email.
- The closed-bidding design keeps individual bids confidential from other vendors during the bidding period, supporting a fair and consistent evaluation process across all participants.
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RESULTS
Clearer Records, Less Manual Chasing
100%
Enhanced RFQ workflows
Related
100%
Reduced manual coordination
Related
Procurement staff now raise RFQs and manage full bidding rounds within the implemented system, with a clear, centralized record of quotation requests, vendor responses, and submitted bids in one place.
The closed-bidding structure ensures bids are collected and evaluated through a defined, consistent process, with each round documented for reference and audit purposes.
Consolidating RFQ and bidding activity into a single system has reduced the manual coordination previously needed to track quotes and bids across multiple vendors, and provides a clearer audit trail for procurement decisions on scrap and materials disposal.