Overview
Large public sector tenders set qualifying requirements: a bidder must show it has supplied similar equipment, executed similar works or achieved certain performance. The evidence is usually a set of purchase orders, work orders and client certificates. To guard against inflated or forged credentials, many buyers require these documents to be verified and authenticated by an independent agency before the bid is assessed.
Aaditech is approved by NTPC as a third-party agency for authentication of tender documents. We verify bidders’ qualifying documents objectively and record our findings in a form the tendering authority can rely on.
Note: We verify that documents are genuine and consistent. We do not evaluate bids, and the decision on whether a bidder qualifies always rests with the tendering organisation.
What we verify
| Document | What we check |
|---|---|
| Purchase orders and work orders | Issuing organisation, reference numbers, dates, scope, quantities and values |
| Contract agreements | Parties, scope and execution details |
| Completion and performance certificates | Issued by the stated client, matching the order, signed by an authorised person |
| Supply and execution records | Consistency between orders, invoices and certificates where requested |
| Supporting credentials | Other documents that the tender’s qualifying requirements call for |
Where the tender conditions require it, we confirm the authenticity of a document directly with the organisation that issued it.
Common problems we see
Most delays in authentication come from avoidable gaps rather than doubtful documents. The ones we meet most often are:
- Incomplete sets. A completion certificate is submitted without the order it relates to, or an order is submitted without proof that it was executed.
- Mismatched details. Quantities, ratings or dates differ between the order and the certificate, or the company name has changed since the order was placed.
- Unclear authority. A certificate is signed by someone whose designation or authority is not stated.
- Wrong format. The tender asks for documents to be authenticated in a particular way, and the bidder’s papers do not match it.
Raising these points early gives bidders time to obtain clarifications from their clients before the bid deadline.
Who it’s for
- Bidders for NTPC and other tenders that require third-party authentication of qualifying documents.
- Manufacturers and contractors preparing a credentials file for several upcoming tenders.
- Tendering organisations wanting an independent check on documents submitted to them.
Our process
- Tender review. We read the qualifying requirements and the authentication clause to understand exactly what must be verified and in what form.
- Document collection. The bidder provides the documents and the contact details of the issuing organisations.
- Scrutiny. We examine each document for completeness and internal consistency, and against the qualifying requirement it is meant to support.
- Confirmation with issuers. Where required, we seek confirmation from the issuing organisation.
- Authentication. We sign and stamp verified documents, or issue a verification report, in the format the tender requires.
- Record keeping. We keep a record of the verification so it can be referred to if the tendering authority raises a query.
Standards & references
- The document authentication policy and tender conditions of the tendering organisation, such as NTPC.
- Impartiality and confidentiality principles of ISO/IEC 17020, which govern our work as an accredited Type A inspection body.
- The qualifying requirements set out in each tender document.
Why Aaditech
- NTPC approval. We are approved by NTPC as a third-party agency for authentication of tender documents.
- Independence. As an NABCB-accredited Type A inspection body, impartiality is part of how we operate, not just a promise.
- Public sector experience. Our leadership includes a former Director of BIS and a former Joint Director of the Delhi Electricity Regulatory Commission, familiar with government procurement and regulation.
- Clear records. We document what we checked and how, so authentication stands up if questioned.
