SayPro Bid Tracking Template

for keeping track of bid progress, feedback, and outcomes

Key Sections of the SayPro Bid Tracking Template

1. Bid Identification Information

• Bid Number: A unique identifier assigned to each bid to facilitate tracking.
• Project Name: The name of the project or contract for which the bid is being prepared.
• Bid Submission Date: The date the bid was formally submitted to the client.
• Bid Deadline: The final date by which bids must be submitted or reviewed.

2. Bid Details

• Bid Status: The current status of the bid. Common statuses include:
  • Submitted
  • Under Review
  • Awarded
  • Rejected
  • Pending Feedback
  • Revised
• Bid Amount: The proposed financial value of the bid (total cost for the project or service).
• Scope of Work: A brief summary of what the bid covers, including key deliverables or services proposed.

3. Client and Stakeholder Information

• Client Name: The organization or individual receiving the bid.
• Contact Person: The specific individual or team within the client organization who is responsible for the bid review or decision-making process.
• Client Feedback: Any feedback, comments, or responses received from the client after the bid was submitted. This could be in the form of:
  • Request for Clarifications
  • Additional Requirements
  • Revisions to the Proposal
  • Questions Regarding Pricing or Scope
• Decision Date: The anticipated or actual date when the client will make a decision about the bid (Award or Rejection).

4. Bid Progress and Feedback Tracking

• Initial Submission Feedback: Notes on feedback provided at the time of initial submission, including any immediate concerns or client queries.
• Mid-Review Feedback: Any comments received during the review phase, particularly for bids under review.
• Final Outcome: Record of whether the bid was awarded or rejected.
  • If awarded: Include the date and details of the award, contract sign-off, or next steps.
  • If rejected: Record reasons for rejection, so improvements can be made for future bids.

5. Outcome and Action Items

• Awarded?: Yes/No field to indicate whether the bid was successful.
• Outcome Date: The actual or estimated date when the final decision was communicated.
• Contract Start Date: If the bid is awarded, the date when the contract is scheduled to begin.
• Follow-Up Action: Any next steps or actions required based on the outcome of the bid. This could include follow-up discussions, clarifications, or preparing a revised bid for submission.

6. Bid Review and Lessons Learned

• Bid Review Date: The date when the bid is reviewed internally within SayPro to evaluate what worked and what didn’t.
• Lessons Learned: Insights from the bid process that can improve future bids. This may include:
  • Client preferences or feedback that weren’t initially considered.
  • Insights into competitive pricing or scope offerings.
  • Areas where the proposal could be strengthened or refined.

7. Additional Comments or Notes

• This section provides space for any additional information related to the bid. This could include specific details about negotiations, internal team discussions, or client-specific requirements.

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Example Layout of the SayPro Bid Tracking Template for January SCMR-1

Field	Details
Bid Number	SCMR-1-2025-001
Project Name	Strategic Contract for IT Services
Bid Submission Date	January 15, 2025
Bid Deadline	February 1, 2025
Bid Status	Under Review
Bid Amount	$500,000
Scope of Work	IT infrastructure upgrade and maintenance services
Client Name	XYZ Corporation
Contact Person	Jane Doe, Procurement Manager
Client Feedback	Requested clarification on service level guarantees
Decision Date	February 10, 2025
Initial Submission Feedback	Requested more details on project timeline and staffing plan
Mid-Review Feedback	Client asked for revised pricing structure
Final Outcome	Pending
Awarded?	No/Yes
Outcome Date	TBD
Contract Start Date	TBD
Follow-Up Action	Revise proposal to include detailed timeline and updated pricing
Bid Review Date	February 15, 2025
Lessons Learned	Be more detailed in pricing breakdown and staffing arrangements
Additional Notes	Follow up with procurement team for further clarifications

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How to Use the Template Effectively:

• Regular Updates: The template should be updated regularly to reflect the current status of each bid. This ensures that everyone involved in the bid preparation process has access to the most current information.
• Collaboration: Multiple team members (e.g., bid managers, procurement teams, and project leads) can contribute their input to the template, ensuring that all aspects of the bid process are documented.
• Decision Tracking: By tracking decisions and feedback, SayPro can learn from past bids and continuously improve the quality of future bids.
• Reporting: The template allows easy generation of reports for internal review or for sharing with senior management. It provides a clear overview of the bid landscape at any point in time.

In conclusion, the SayPro Bid Tracking Template is an essential tool in ensuring a structured, transparent, and strategic approach to bid management. By keeping track of bid progress, feedback, and outcomes, SayPro can improve the success rate of bids and increase the efficiency of the bidding process.