SayPro Tender/Bid Details

Clear documentation of the tender or bid requirements, specifications, and timelines to help manage clarifications accurately

To provide a clear, centralized documentation of all tender/bid requirements, specifications, and timelines related to the SayPro Monthly January SCMR-1. This information is critical for:

• Managing clarification requests accurately and consistently
• Ensuring all stakeholders and bidders operate from the same reference point
• Preventing misinterpretation of requirements or deliverables
• Supporting transparency and fairness throughout the procurement process

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📌 1. Tender Overview

Item	Description
Tender Title	SayPro Monthly January SCMR-1
Reference Number	SCMR-1/01/2025
Procurement Type	Open Tender
Procurement Method	Competitive Bidding
Issuing Department	SayPro Supply Chain Management
Tender Objective	To procure services/goods for SayPro’s monthly operational and program needs.

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🧾 2. Scope of Work / Requirements

Provide a concise yet detailed summary of what the tender requires from potential bidders.

2.1 Scope of Work Summary

• Supply and delivery of monthly program materials (e.g., training kits, educational supplies)
• Provision of logistical support for field-based SayPro operations
• Monthly reporting and quality assurance of supplied goods/services

2.2 Key Deliverables

Deliverable	Description
Monthly Supplies	Training kits, printing materials, outreach toolkits
Logistics Coordination	Transport and scheduling support for field activities
Compliance Documentation	Invoices, delivery notes, inspection reports
Reporting	Monthly performance and issue tracking report

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🗓️ 3. Timeline and Milestones

Milestone	Deadline/Date
Tender Publication Date	January 2, 2025
Clarification Period Opens	January 2, 2025
Clarification Period Closes	January 15, 2025
Deadline for Submission of Bids	January 20, 2025 @ 17:00 (SAST)
Evaluation and Shortlisting	January 21–28, 2025
Final Selection and Notification	January 31, 2025
Contract Award and Kickoff	February 5, 2025

⏳ Note: All bidders were informed that any clarifications submitted after January 15, 2025, may not receive a response.

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🧷 4. Bid Submission Requirements

Requirement	Details
Submission Format	Electronic PDF (email submission), with scanned signed documents
Bid Document Language	English
Bid Validity Period	60 days from submission deadline
Email for Submission	tenders@saypro.online
Technical Proposal	Detailed methodology, team structure, past performance
Financial Proposal	Itemized breakdown of all costs, VAT included
Required Attachments	Company registration, Tax clearance, B-BBEE certificate (if applicable)
Envelope Label (if printed)	“CONFIDENTIAL – SCMR-1 January Tender Submission”

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📚 5. Evaluation Criteria

Criteria	Weighting	Description
Technical Capability	40%	Experience, understanding of scope, resources
Financial Proposal	30%	Cost-effectiveness and value for money
B-BBEE & Local Empowerment	20%	Level of compliance and social impact contribution
Compliance with Submission Format	10%	Adherence to bid instructions and completeness

🎯 Important: Bidders scoring below 70% on the technical criteria will not proceed to financial evaluation.

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❗ 6. Common Clarification Topics Identified

Understanding which areas caused confusion allows SayPro to update or clarify future tenders proactively.

Topic	Clarification Summary
Scope of Work Definition	Bidders requested more clarity on monthly deliverables and logistics roles
Submission Method	Some bidders were unclear on whether email-only submissions were allowed
Evaluation Breakdown	Bidders wanted more transparency on how scoring is applied
Delivery Location Expectations	Questions raised about regional delivery requirements and access conditions

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🔍 7. Risk Considerations (from Clarification Process)

Risk Identified	Impact	Proposed Mitigation
Ambiguity in Logistics Requirements	Delays or cost miscalculations by bidders	Attach logistics schedule/map in future RFQs
Overlapping Roles in Scope	Double charging or scope confusion	Clearly separate responsibilities in ToR
Unclear Document Checklist	Incomplete submissions	Include a standardized checklist next round

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🧭 8. Targets for the Quarter (Procurement-Specific)

Target	Owner	Deadline	Progress Notes
Finalize Supplier for SCMR-1	Procurement Lead	January 31, 2025	Evaluation pending; clarification phase completed
Improve Submission Guide Template	Documentation Team	February 10, 2025	To include FAQs, checklist, standard forms
Analyze Clarification Logs for Future Training	SCM Support Unit	February 20, 2025	Use to create internal training and supplier guides
Publish Bidder FAQ Guide for February Cycle	Procurement Officer	February 1, 2025	In development using Jan SCMR-1 feedback

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📎 Annexes (Optional Attachments)

• Annex A: Original Tender Document (SCMR-1 January)
• Annex B: Clarification Responses Issued to Bidders
• Annex C: Bidder Submission Checklist Template
• Annex D: Sample Evaluation Matrix
• Annex E: Timetable Graphic (Gantt format for visual timeline)

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✅ Conclusion

By capturing all bid requirements, timelines, submission formats, and evaluation processes in one standardized reference document, SayPro ensures accuracy and efficiency in managing bidder clarifications and evaluations. This section also serves as a valuable resource for internal alignment and process improvement in subsequent quarters.