SayPro :A template for tracking the status of tender submissions, follow-up actions, and any feedback received from government or municipal entities.

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Here’s a SayPro Tender Follow-Up Tracker template designed to help track the status of tender submissions, follow-up actions, and feedback from government or municipal entities. This template is organized to keep all relevant information in one place for efficient management and follow-up.


SayPro Tender Follow-Up Tracker


1. Tender Submission Details

Tender Reference NumberTender TitleClient/OrganizationTender Submission DateSubmitted By (Team/Individual)Submission MethodTender DeadlineStatus
Example: GOV-TNDR-2025-001Construction WorksCity of XJanuary 15, 2025Team AOnline PortalFebruary 1, 2025Submitted

2. Follow-Up Action Plan

Follow-Up ActionAction DatePerson ResponsibleFollow-Up StatusComments
Acknowledge receipt of tender submissionJanuary 16, 2025John Doe (Team A)Completed: AcknowledgedSent email confirmation of submission.
Confirm shortlisting statusFebruary 10, 2025Jane Smith (Team B)PendingAwaiting response from client.

3. Communication Log

DateContact Person/EntityMethod (Email/Call/In-Person)Summary of CommunicationAction Items/Next Steps
January 16, 2025City of X Tender OfficerEmailConfirmation email sent acknowledging submission.No immediate action.
February 5, 2025City of X Tender OfficerPhone CallInformed of next evaluation stage, awaiting results.Follow up in one week.

4. Feedback and Evaluation

Date ReceivedFeedback Source (Govt. Entity/Official)Feedback SummaryKey Points/Areas for ImprovementAction/Response Plan
February 18, 2025City of X Tender CommitteeAwaiting evaluation results.N/AAwaiting further instructions post-evaluation.
February 20, 2025City of X Tender OfficerNo feedback provided yet.N/AFollow-up to inquire about status in two weeks.

5. Status Updates

DateStatus UpdateNext StepsPerson Responsible
February 20, 2025Tender under reviewFollow up on decision next week.Jane Smith (Team B)
February 25, 2025Awaiting resultsConfirm tender outcome by March 1, 2025John Doe (Team A)

6. Key Dates & Reminders

Important MilestoneDateReminder StatusAction Required
Tender Opening DateFebruary 5, 2025CompletedN/A
Client Follow-Up Date (1 Week)February 12, 2025CompletedN/A
Final Decision/Outcome DateMarch 1, 2025PendingConfirm outcome

7. Notes & Observations

  • Use this section to record any additional relevant information that may affect the follow-up strategy or future tender processes.
  • Example: “Tender officer indicated that the decision may be delayed due to changes in project scope.”

Instructions for Use:

  1. Tender Submission Details: Start by entering basic information about the tender submission. This allows you to quickly identify and reference specific tenders.
  2. Follow-Up Action Plan: Set clear deadlines for follow-up actions and assign responsibility to individuals. Track the completion of each action.
  3. Communication Log: Keep detailed records of all communications, including dates, methods, and summaries, to ensure consistent follow-up.
  4. Feedback and Evaluation: Record any feedback from the government or municipal entities to understand where improvements can be made in future tenders or to identify areas where you may have been successful.
  5. Status Updates: Track the current status of the tender and document next steps to ensure all required actions are taken in a timely manner.
  6. Key Dates & Reminders: Use this section to keep track of critical milestones or deadlines associated with the tender submission process.
  7. Notes & Observations: Capture any insights or changes in the tender process that may influence future follow-ups or strategy.

This Tender Follow-Up Tracker provides a structured system to stay organized and manage the progress of tender submissions, actions, and feedback. It helps you ensure timely follow-ups and provides a clear record of interactions, making the tender process more efficient and less prone to oversight.

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