Authors (including presenting author) :
TONG WC(1), CHENG YF(1), YIP CW(2), WONG WY(2), TSANG KC(2), LEUNG YY(1)
Affiliation :
(1) Procurement & Materials Management Department, (2) Information Technology Department, Kowloon East Cluster
Keyword 2: :
Tender Submission
Introduction :
The tendering procedures of the Hospital Authority have remained largely unchanged since its establishment in 1992. The whole tendering process rely on manual handling of tender documents from sending invitations, submission of tenders, stamping of documents during tender opening, to manually transferring data into working files for evaluation. These processes are time-consuming and prone to human error. KEC Procurement and Information Technology Departments initiated the development of an Electronic Tender Submission System (eTSS) as a pioneering project within HA in 2022. After three years of development, Phase I of the system was launched in August 2025 to modernize tender submission and part of evaluation; Phase II, planned in 2026/27, will explore the adoption of Artificial Intelligence and Large Language Models for functions such as due diligence and compliance checking, tender assessment, and report drafting.
Objectives :
- Modernize HA’s procurement system through eTSS to streamline tender submission and evaluation workflows and enhance efficiency;
- Reduce operational risks arising from manual tender handling through automation; - Promote a barrier-free, environmentally friendly paperless tender submission to facilitate the tendering process
Methodology :
- A Task Force was established in 2022 to define project scope, system design, workflow, budget, deliverables, and timeline. - System workflow and security measures were designed with reference to similar systems used by other organizations and HAPMMM, comprising an internal portal for procurement staff and an external portal for vendors. - Data security was strengthened through features such as two-factor authentication, virus scanning, and password encryption. - Extensive user acceptance tests, stress tests, supplier briefings, and trial runs were conducted prior to live operation.
Result & Outcome :
- By January 2026, over 170 suppliers had registered on the system. Nearly 100 tender or quotation invitations were issued, with over 90 submissions received. - Average submission time was reduced from hours to 5–10 minutes, allowing vendors to submit tenders anytime and anywhere. - Tender opening time decreased from 3–6 hours to under 5 minutes, saving an estimated 1,870 working hours annually. - Satisfaction surveys showed 100% of the respondents were satisfied or very satisfied with the system, in terms of system interface and processing time. The eTSS has transformed traditional manual tendering into a secure, automated, and environmentally sustainable process. It significantly improves efficiency, reduces manual risks, and enhances convenience for both hospital and suppliers. KEC Procurement will continue to enhance the system and explore extending its application to other procurement functions in Phase II.
