Bidding & Procurement

Overview

The Bidding and Procurement system manages ESP Santa Fe de Antioquia’s public procurement processes (convocatorias/licitaciones). This comprehensive feature handles the publication of bidding opportunities, manages bidder registration and proposals, and ensures transparency in procurement activities.

Legal Compliance

Colombian law requires public entities to conduct transparent procurement processes. This system ensures compliance with legal requirements while streamlining the bidding workflow.

System Components

The procurement system consists of two main modules:

Bidding Processes

NacionLicitante: Manage procurement opportunities, publish requirements, and track timelines

Bidder Registration

BiddingParticipants: Register interested parties and collect proposal submissions

User Workflows

Creating a Procurement Process

Admin Creates Bidding

Administrators create a new procurement process with:

Process name/title
Detailed description and requirements
Start and end dates
Featured image or cover
Related documents

Upload Documents

Attach official documents including:

Terms of reference
Technical specifications
Legal requirements
Financial criteria

Publication

Process goes live on /convocatorias with active status based on date range

Monitor Submissions

Track bidder registrations and proposal submissions throughout the process

Bidder Registration

Discover Opportunity

Bidders browse active procurement processes at /convocatorias

Review Requirements

Access detailed information at /convocatorias/{nameNacionLicitante}

Complete registration form with company/personal details

Submit Proposal

Upload proposal documents and receive confirmation code

Track Status

Use reference code to check submission status at /convocatorias/reference/{reference}

Data Models

Procurement Process (NacionLicitante)

public class Master  // Used for bidding processes
{
    public int Id { get; set; }
    public string NameMaster { get; set; }                    // Process name
    public string UrlMaster { get; set; }                     // URL slug
    public string Description { get; set; }                   // HTML description
    public string CoverPage { get; set; }                     // Cover image
    public DateTime NacionLicitantegStartDate { get; set; }   // Opening date
    public DateTime NacionLicitanteEndDate { get; set; }      // Closing date
    public Boolean NacionLicitante { get; set; }              // Flag: true for procurement
    public Boolean Statud { get; set; }                       // Published status
    public DateTime DateCreate { get; set; }                  // Creation date
    public DateTime DateUpdate { get; set; }                  // Last update
    
    // Navigation properties
    public IEnumerable<FileDocument> FilesDocuments { get; set; }
    public IEnumerable<Document> DelatedDocuments { get; set; }
}

Bidder Participant

public class BiddingParticipant
{
    public int Id { get; set; }
    public Guid Ref { get; set; }                      // Reference tracking code
    public int MasterId { get; set; }                  // FK to procurement process
    public Boolean NaturalPerson { get; set; }         // True = individual, False = company
    public string Name { get; set; }                   // Bidder name/company
    public string IdentificationOrNit { get; set; }    // ID or tax number
    public string Phone { get; set; }                  // Landline
    public string Cellular { get; set; }               // Mobile
    public string Address { get; set; }                // Physical address
    public string City { get; set; }                   // City location
    public string Email { get; set; }                  // Contact email
    public string Proposals { get; set; }              // Uploaded proposal path
    public DateTime DateCreate { get; set; }           // Submission date
}

Controller Actions - Procurement Processes

Admin Routes

List Processes - GET /NacionLicitante

Purpose: Display all procurement processesAccess: SuperAdmin, AdminFeatures:

View all processes (active and closed)
See start and end dates
Monitor creation and update timestamps

[Authorize(Roles = "SuperAdmin,Admin")]
public async Task<IActionResult> Index()
{
    var _model = from a in await _nacionLicitante.GetAll()
                 select new ModelViewNacionLicitante
                 {
                     Id = a.Id,
                     NameMaster = a.NameMaster,
                     UrlMaster = a.UrlMaster,
                     NacionLicitantegStartDate = a.NacionLicitantegStartDate
                         .ToString("MMMM dd, yyyy", 
                         CultureInfo.CreateSpecificCulture("es-CO")),
                     NacionLicitanteEndDate = a.NacionLicitanteEndDate
                         .ToString("MMMM dd, yyyy",
                         CultureInfo.CreateSpecificCulture("es-CO"))
                 };
    return View(_model);
}

Create Process - GET/POST /NacionLicitante/Create

Purpose: Create new procurement processAccess: SuperAdmin, AdminValidation:

Unique process names
Valid date ranges (end after start)
Required document uploads

[Authorize(Roles = "SuperAdmin,Admin")]
[HttpPost]
[ValidateAntiForgeryToken]
public async Task<IActionResult> Create(NacionLicitanteCreateDto model)
{
    var _urlName = _nacionLicitante.DuplicaName(model.NameMaster);

    if (_urlName)
    {
        ViewData["DuplicaName"] = 
            $"El Nombre {model.NameMaster} ya ha sido utilizado, cambielo";
        return View(model);
    }

    if (ModelState.IsValid)
    {
        await _nacionLicitante.Create(model);
        return RedirectToAction(nameof(Index));
    }

    return View(model);
}

Delete Process - GET/POST /NacionLicitante/Delete/{id}

Purpose: Remove procurement processAccess: SuperAdmin, AdminWarning: Also deletes all associated bidder registrations and documents

Public Routes

Browse Opportunities - GET /convocatorias

Purpose: Public listing of active procurement processesAccess: PublicFeatures:

Shows only published processes (Statud = true)
Indicates active status based on current date
Displays cover images and key dates
Links to detailed information

[Route("convocatorias")]
public async Task<IActionResult> ListGetAll()
{
    var _model = from a in await _nacionLicitante.GetAll()
                 where a.Statud == true
                 select new ModelViewNacionLicitante
                 {
                     Id = a.Id,
                     NameMaster = a.NameMaster,
                     UrlMaster = a.UrlMaster,
                     CoverPage = a.CoverPage,
                     Description = a.Description,
                     NacionLicitantegStartDate = a.NacionLicitantegStartDate.ToString(),
                     NacionLicitanteEndDate = a.NacionLicitanteEndDate.ToString(),
                     Statud = ValidateActivo(a)
                 };
    return View(_model);
}

Process Details - GET /convocatorias/{nameNacionLicitante}

Purpose: Display complete procurement informationAccess: PublicFeatures:

Full description and requirements
All attached documents
Start and end dates
Active/closed status indicator
Link to registration form

The system validates active status:

private static bool ValidateActivo(Master _master)
{
    var dateTime = DateTime.Now.Date;
    var statud = false;

    if (dateTime >= _master.NacionLicitantegStartDate)
    {
        if (dateTime <= _master.NacionLicitanteEndDate)
        {
            statud = true;
        }
    }
    return statud;
}

Download Documents - GET /Documento-Oficial-de-la-convocatoria

Purpose: Serve official procurement documentsAccess: Public

[Authorize(Roles = "UserApp")]
[AllowAnonymous]
[ActionName("Documento-Oficial-de-la-convocatoria")]
public FileResult OfficialLicitante(string routeFile)
{
    return File($"/images/filesDocuments/{routeFile}", 
                "application/pdf", 
                $"{routeFile}.pdf");
}

Controller Actions - Bidder Management

Admin Routes

List Bidders - GET /BiddingParticipants

Purpose: View all bidder registrationsAccess: SuperAdmin, AdminFeatures:

Complete list across all processes
Shows associated procurement process
Reference codes for tracking
Submission dates

[Authorize(Roles = "SuperAdmin,Admin")]
public async Task<IActionResult> Index()
{
    var _biddingParticipantGetAll = await _biddingParticipantService.GetAll();
    var _nacionLicitanteGellGetAll = await _nacionLicitante.GetAll();

    var _model = from a in _biddingParticipantGetAll
                 from b in _nacionLicitanteGellGetAll
                 where a.MasterId == b.Id
                 select new ModelViewBiddingParticipant
                 {
                     Id = a.Id,
                     Ref = a.Ref.ToString(),
                     NaturalPerson = a.NaturalPerson,
                     Name = a.Name,
                     IdentificationOrNit = a.IdentificationOrNit,
                     Email = a.Email,
                     City = a.City,
                     Proposals = a.Proposals,
                     DateCreate = a.DateCreate.ToString("MMMM dd, yyyy",
                         CultureInfo.CreateSpecificCulture("es-CO")),
                     NameNocionLicitante = b.NameMaster
                 };

    return View(_model);
}

View Bidder Details - GET /BiddingParticipants/Details/{id}

Purpose: View complete bidder informationAccess: SuperAdmin, Admin, UserAppDisplays all submitted information and uploaded proposals.

Delete Bidder - GET/POST /BiddingParticipants/Delete/{id}

Purpose: Remove invalid or duplicate bidder registrationAccess: SuperAdmin, Admin

Public/Bidder Routes

Purpose: Register interest in procurement processAccess: Public (UserApp role for authenticated users)Validation:

Checks for duplicate ID/NIT per process
Validates required contact information
Ensures proposal file upload

[Authorize(Roles = "SuperAdmin,Admin,UserApp")]
[HttpPost]
[ValidateAntiForgeryToken]
public async Task<IActionResult> Create(BiddingParticipantCreateDTO model)
{
    int _masterId = Convert.ToInt16(model.MasterId);
    var _identificationOrNit = _biddingParticipantService
        .DuplicaIdentificationOrNit(model.IdentificationOrNit, _masterId);

    if (_identificationOrNit)
    {
        ViewData["DuplicaIdentificationOrNit"] = 
            $"Este documento {model.IdentificationOrNit} ya ha sido utilizado";
        return View(model);
    }

    if (ModelState.IsValid)
    {
        var result = await _biddingParticipantService.Create(model);
        _StatusMessaje = true;
        return RedirectToAction("Details", new {@id = result.Id});
    }
    return View(model);
}

Check Submission - GET /convocatorias/reference/{reference}

Purpose: Track submission using reference codeAccess: SuperAdmin, Admin, UserAppAllows bidders to verify their submission was received and view confirmation.

Download Proposal - GET /Documento-participante

Purpose: Download submitted proposal documentsAccess: SuperAdmin, Admin

[Authorize(Roles = "SuperAdmin,Admin")]
[ActionName("Documento-participante")]
public FileResult OfficialLicitante(string nameFile, string routeFile)
{
    return File($"/images/filesBiddingParticipant/{routeFile}", 
                "application/pdf", 
                $"{nameFile}-{DateTime.Now.ToString()}.pdf");
}

Bidder Types

The system supports two types of bidders:

Natural Person

NaturalPerson = trueIndividual bidders with:

Personal ID (Cédula)
Individual name
Personal contact information

Legal Entity

NaturalPerson = falseCompany bidders with:

Tax ID (NIT)
Company name
Corporate contact details

Process Status Logic

Procurement processes have three states:

Upcoming
Active
Closed

Current date is before NacionLicitantegStartDate

Visible but not accepting submissions
Shows “Próximamente” or “Coming Soon”

Current date is after NacionLicitanteEndDate

No longer accepting submissions
Shows “Cerrado” or “Closed”
Information remains accessible

Reference Code System

Each bidder receives a unique GUID reference code:

public Guid Ref { get; set; }  // e.g., 3fa85f64-5717-4562-b3fc-2c963f66afa6

This code:

Confirms successful registration
Allows status tracking
Protects bidder privacy
Facilitates communication with ESP

Document Management

Two types of documents are managed:

Procurement Documents

Stored in /images/filesDocuments/
PDF format
Linked via FileDocument entity
Publicly downloadable

Bidder Proposals

Stored in /images/filesBiddingParticipant/
PDF format
Confidential (admin access only)
Associated with BiddingParticipant records

Validation Rules

Procurement Process

Unique process name
End date after start date
At least one document attached
Valid description and requirements

Bidder Registration

Valid email address
Phone or cellular required
ID/NIT unique per process
Proposal document required
City and address required

Integration Points

Document Management

Procurement processes link to documents through:

Direct file attachments (FileDocument)
References to existing legal documents (DelatedDocuments)

Blog System

Announce new procurement opportunities through blog posts

Email Notifications

Send confirmations to bidders upon successful registration

Compliance & Transparency

This system helps ESP comply with Colombian public procurement regulations including:

Law 80 of 1993 (Public Contracting Statute)
Law 1150 of 2007 (Public Procurement Reform)
Decree 1082 of 2015 (Regulatory framework)

All procurement activities are transparent and publicly accessible.

Document Management - Attach procurement documents
PQRSD Management - Handle bidder questions
Blog System - Announce opportunities

Get Started

Core Features

Architecture

Overview

Legal Compliance

System Components

Bidding Processes

Bidder Registration

User Workflows

Creating a Procurement Process

Bidder Registration

Data Models

Procurement Process (NacionLicitante)

Bidder Participant

Controller Actions - Procurement Processes

Admin Routes

Public Routes

Controller Actions - Bidder Management

Admin Routes

Public/Bidder Routes

Bidder Types

Natural Person

Legal Entity

Process Status Logic

Reference Code System

Document Management

Procurement Documents

Bidder Proposals

Validation Rules

Procurement Process

Bidder Registration

Integration Points

Compliance & Transparency

Build docs developers (and LLMs) love

Get Started

Core Features

Architecture

​Overview

Legal Compliance

​System Components

Bidding Processes

Bidder Registration

​User Workflows

​Creating a Procurement Process

​Bidder Registration

​Data Models

​Procurement Process (NacionLicitante)

​Bidder Participant

​Controller Actions - Procurement Processes

​Admin Routes

​Public Routes

​Controller Actions - Bidder Management

​Admin Routes

​Public/Bidder Routes

​Bidder Types

Natural Person

Legal Entity

​Process Status Logic

​Reference Code System

​Document Management

​Procurement Documents

​Bidder Proposals

​Validation Rules

Procurement Process

Bidder Registration

​Integration Points

​Compliance & Transparency

​Related Features

Build docs developers (and LLMs) love

Overview

System Components

User Workflows

Creating a Procurement Process

Bidder Registration

Data Models

Procurement Process (NacionLicitante)

Bidder Participant

Controller Actions - Procurement Processes

Admin Routes

Public Routes

Controller Actions - Bidder Management

Admin Routes

Public/Bidder Routes

Bidder Types

Process Status Logic

Reference Code System

Document Management

Procurement Documents

Bidder Proposals

Validation Rules

Integration Points

Compliance & Transparency

Related Features