Why Tendering and Contract Management Must Be Connected
Too often, public procurement is a broken chain rather than a connected flow.
Public procurement is meant to be a smooth process. A tender sets expectations, outlines requirements, and identifies the most suitable supplier. The contract then formalises that decision and ensures delivery. Two connected stages in the same process.
But in practice, they’re still treated as separate.
Across the public sector, tendering and contract management often sit in different systems, handled by different teams, with little to no link between them. Once a supplier is awarded a contract, the underlying decisions and documentation are handed off manually, stored in disconnected folders, or simply lost in transition. What begins as a clear, structured process quickly becomes fragmented. The contract becomes static, and the rationale behind it fades.
This disconnect comes at a cost. It creates unnecessary complexity in a process that already carries legal, financial, and administrative weight. More importantly, it prevents public buyers from achieving the outcomes they intended.
The Cost of Disconnection
Public buyers consistently highlight the same challenge: contract management is still one of the most overlooked parts of procurement.
Too often, public procurement is a broken chain rather than a connected flow. One team handles the tender. Another oversees contract signing. A third manages delivery. The systems don’t communicate. Key information is retyped, emailed, or uploaded manually. Files live in PDFs or disconnected spreadsheets. And when something goes wrong or a deadline is missed, individuals are left trying to reconstruct what happened, often without the full picture.
This approach slows everything down. It increases risk, adds administrative work, and makes supplier oversight more difficult. Insights from previous tenders aren’t carried forward. Obligations are tracked inconsistently. And the strategic goals defined in the tender often vanish once the contract is signed.
In the words of a public buyer: "Too much time is spent on manual checks and duplicated work. Not because teams aren’t capable, but because their tendering and contract management tools don’t work together."
One Flow from Tender to Contract
The issue isn’t just storage. It’s continuity. Public buyers need a process that flows from tender to contract, through execution and renewal, without starting over at each stage.
When procurement and contract management are part of the same system, there’s no need to re-enter information or chase down lost documents. Every decision, obligation, and clause is tied to its original context. Contract managers—whether central or local—work with the same current data, and can rely on one version of the truth.
A unified system also improves oversight. Every action is logged from the start. Obligations are easier to follow up. And suppliers can be held accountable based on the original terms, not someone’s memory of them.
Rethinking the Role of the Contract
With many public buyers, contracts are still treated as the end of the process. Signed, filed away, and revisited only when something goes wrong. But that approach no longer works in today’s procurement landscape, where financial pressure, sustainability goals, and more complex supplier relationships demand more than basic oversight.
A contract is more than a legal formality. When managed actively, it can support service quality, ensure supplier performance, and provide a framework for long-term value. It is also a policy instrument, one that can help buyers meet environmental targets, respond to change, and build accountability into every agreement.
To deliver real value, contract management must be part of the bigger picture. That means moving beyond isolated systems and embedding contracts within the full procurement flow, from early planning to final outcomes.
To achieve that, buyers need contract management that supports, not separates, the work they already do. One platform that doesn't just track documents, but brings the full lifecycle into one place.
Mercell Tendering Connects the Full Procurement Lifecycle
With the upgraded Mercell Tendering platform, the contract lifecycle begins well before contract award, starting with the planning of the procurement itself. Tendering and contract management are no longer treated as separate phases, but as parts of the same connected process. Once a supplier is awarded, the information flows directly into the contract stage, without the need for manual transfers or disconnected tools. The result is a more coherent workflow, from early planning through to contract follow-up.
Structure and Control from Start to Finish
Mercell’s contract management platform is designed to give procurement teams clarity, structure, and control throughout the entire contract lifecycle, from creation to final renewal.
Instead of relying on fragmented systems and manual handovers, all supplier contracts are managed in one place, with full traceability from start to finish. Reviews, negotiations, renewals, and compliance checks are no longer buried in email threads or tracked in spreadsheets. Obligations are monitored automatically, deadlines are clearly visible, and when deviations arise, buyers can respond directly within the system, complete with context and documentation.
Making Contract Management a Strategic Priority
But the platform does more than organise information. It enables a shift in mindset, moving contract management from something reactive and administrative to something proactive and strategic.
Contracts can be generated in minutes using standardised templates that align with procurement law and internal policies. This approach not only speeds up the process but ensures consistency and compliance across departments. There’s no need to worry about outdated clauses or conflicting terms, every contract follows the same trusted structure.
Everything in One Place
Document storage is just as efficient. Rather than saving files on individual drives or searching through disconnected tools, all contracts live in a secure digital archive that’s searchable by supplier, contract value, lifecycle stage, and more. This makes it easier for teams to find what they need, when they need it, without relying on colleagues or outdated records.
Follow-Up Is Built In
Contract follow-up becomes part of the process, not an afterthought. Automated notifications alert relevant stakeholders when key events are approaching, whether it’s a renewal deadline, a pricing review, or a performance check. Buyers and contract controllers can take timely action, while managers can trust that obligations are being met and risks are under control.
Insights That Support Better Decisions
The platform also provides access to real-time dashboards with insights into contract status, supplier performance, and consumption trends. These reports don’t just help teams manage existing contracts, they inform future procurement decisions, highlight opportunities for savings, and give visibility into long-term performance.
One Platform for the Entire Procurement Team
Every step in the contract lifecycle, from drafting to amendment, is tracked and documented. With role-based access, each user sees what they need and has the appropriate level of control. There’s no confusion about who did what, no risk of version conflicts, and no silos between teams. Everyone works in the same system, with a shared understanding of what the contract is, where it stands, and what comes next.
See how Mercell connects tendering and contract management in one system.
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