SayPro Tender Submission Template

A template used to document each tender, including the key details (submission date, pricing, success/failure status, etc.)

Tender Information:

Tender ID: [Unique identifier for the tender]
Tender Title: [Descriptive title of the tender]
Tender Reference Number: [Tender reference number from the client or issuing organization]
Client/Issuer: [Name of the client or organization issuing the tender]
Tender Category: [Category of the tender (e.g., IT Services, Construction, etc.)]
Tender Type: [Open, Restricted, Direct Invite, etc.]
Tender Submission Date: [Date when the tender is submitted]
Tender Closing Date: [Date when the tender submission deadline is]
Tender Opening Date: [Date when the tender was opened]
Tender Status: [Pending, Submitted, Awarded, Rejected, etc.]

Project Overview:
[Provide a detailed description of the project associated with the tender. This should include the scope, deliverables, and any relevant specifications or requirements.]
Tender Pricing/Proposal Amount:
- Initial Proposed Amount: [The initial amount quoted in the tender submission]
- Final Proposed Amount (if any adjustments): [The final amount after any changes, negotiations, or discounts]
- Currency: [Currency in which the amount is quoted, e.g., USD, EUR]
Tender Proposal Breakdown:
- [Provide a breakdown of the pricing, such as costs for different project phases, services, or units. This could be itemized or summarized as necessary.]

Evaluation Criteria:
[List the evaluation criteria set by the client/issuer to assess the tender submission (e.g., price, technical ability, delivery schedule, compliance with requirements, etc.)]
Bid Ranking:
[This section will list the rank of your submission based on the evaluation criteria, if provided by the client.]
Additional Considerations:
[Any special considerations or add-ons related to the submission (e.g., compliance with specific regulations, any risk factors, etc.)]

Tender Result:
[State the result of the tender submission, such as “Awarded,” “Not Awarded,” or “Pending.” If the status is “Not Awarded,” provide brief reasons, if available.]
Success/Failure Indicators:
[State the indicators that led to success or failure, such as pricing, quality of submission, experience of the company, etc.]
Feedback from Client (if available):
[Provide any feedback received from the client regarding the submission, whether positive or negative.]

Review Meeting Date:
[Date when the post-tender review meeting occurred]
Review Summary:
[Summarize the discussion from the review meeting, including feedback on why the tender was successful or unsuccessful. Include lessons learned and areas for improvement.]
Action Plan:
[List actions that will be taken based on the review to improve future tender submissions, such as improving technical aspects, refining the proposal format, offering better pricing strategies, or other steps.]
Risk Assessment for Future Tenders:
[If applicable, provide a risk assessment based on this tender experience, such as market conditions, client expectations, or internal capabilities.]

Tender Submission Team:
[List the key team members responsible for the tender submission, including their roles and contact information.]
Client Contact:
[Provide the main contact person at the client or issuing organization for the tender process.]

Tender Submission Document: [List any attached or linked tender submission document]
Pricing Breakdown Document: [List the document containing detailed pricing]
Any Other Relevant Documentation: [List any other relevant documents, such as bid clarification forms, technical proposals, etc.]

Tender Status for January Review:
[Provide an update on the tender’s progress as of the January post-tender review cycle. This could include any changes in status, new developments, or requests for clarification.]
Lessons Learned for Future Tenders:
[Summarize key lessons from the tender that could be applied to future submissions to improve success rates.]