The purchase takes four years. The CRM forgets in ninety days.
A scoping study is published, and the supplier who reads it has four years before an RFQ appears. By then the site has changed operator twice and the rep who knew it has left. We build the CRM that holds the whole arc — the pursuit, the prequalification, the site and the award — on one record.
Procurement publishes. Nobody in sales sees it.
The tender lands in a portal nobody has opened since the last renewal. The prequalification sits with HSE, the site relationship in a rep's phone, the pricing in a spreadsheet, the framework agreement in a legal folder. Nobody can say which prequalifications lapse next quarter, which sites declined the company, or how long an award took after close of submissions.
Prequalification is not paperwork.
Mining — tenders and prequalificationWhat the bid desk needs before the tender opens.
The tender pipeline, staged
Stages modelled on how mining actually buys: vendor registration, expression of interest, prequalification, RFQ, clarification, best and final, award, framework agreement. Each with an entry rule, a date field and an owner, so a slipping tender is visible before the close.
Site, operator, owner
Account structure that matches the asset. A joint venture with two owners, one operator, four sites and a corporate supply function. Contracts roll up, relationships sit at site level, and reporting works in either direction.
The prequalification register
ISNetworld, Avetta, ComplyWorks, Achilles and site-specific inductions held as records with expiry dates, document links and a named owner. Renewal tasks fire before lapse, and every tender checks eligibility before a bid is priced.
The same job, quoted once
SAP, Oracle or Pronto Xi keeps the order, the part number and the delivery. The CRM keeps the pursuit. One-directional sync on awarded value and shipped revenue, so nobody quotes the same job in two places.
Long-cycle forecasting
Pipeline indexed to project stage — scoping, prefeasibility, definitive feasibility, FID — not to a close date invented in a Monday meeting. Commodity price moves capex, the forecast moves with it, and every change is dated.
Community and government relations
Stakeholder register, commitments log and engagement history on the same platform, permissioned so external affairs sees its own records and sales sees none of them. Reporting written for the obligation, not for a slide.
The build, in four steps.
Scoping study
Two weeks inside the tender log, the supplier portals and the ERP. We count bids, awards, lapses and the time between them, then show you the numbers your current reporting cannot produce.
Feasibility
The data model is written and signed off first — pursuit, site, asset, prequalification, framework agreement, offtake — before anything is configured in HubSpot.
Commissioning
HubSpot configured, ERP integration built, portals and inductions tracked, migration run with the old tender history intact. Dashboards by site, region and commodity.
Handover to operations
Your team runs it. Documented objects, admin training, a named owner for every register, and a quarter of support while the first tenders go through the new system.
Approved-vendor status expires quietly.
An ISNetworld grade slips, a certificate of insurance lapses, an Avetta or ComplyWorks renewal is missed — and the company drops off the approved vendor list in the week a tender opens. Compliance owns those portals and sales never looks at them. A prequalification register belongs inside the CRM, with an expiry date, an owner and an alert that fires early.
