A robust system for tracking all clarification requests and responses to ensure no queries are overlooked
✅ Objective of the Clarification Tracking System
The goal of a Clarification Tracking System is to provide SayPro with a centralized, transparent, and efficient platform to monitor and manage all clarification requests submitted by bidders during the tender process. It ensures that:
- All bidder queries are acknowledged and responded to in a timely and consistent manner
- No query is overlooked or duplicated
- Accurate records of communication are maintained for audit, evaluation, and continuous improvement
- Decision-making is supported by real-time visibility of issues, trends, and resolution statuses
🧭 System Overview
| Component | Description |
|---|---|
| Platform Type | Spreadsheet-based tracker (Excel or Google Sheets), or ticketing system (e.g., MS SharePoint, Jira, or Trello depending on SayPro’s digital infrastructure) |
| Users | Procurement Team, Legal Advisor, Bid Evaluation Team, Project Managers |
| Access Level | Role-based permissions: Input, View, Edit, Close |
| Update Frequency | Daily or as clarification requests are received and resolved |
| Reporting | Weekly status updates; final report submitted after clarification deadline |
📋 Key Features and Fields in the System
Below is a suggested structure for the Clarification Tracking Log, the core of the tracking system.
🔹 Clarification Tracking Log: Data Fields
| Field Name | Purpose |
|---|---|
| Clarification ID | Unique identifier for each query (e.g., CL-001) |
| Date Received | The date the clarification was submitted by the bidder |
| Bidder Name | Name of the company submitting the clarification |
| Bidder Contact | Contact person (name, email, phone) |
| Method of Submission | Email, phone call, form, portal |
| Clarification Topic | General category (e.g., scope, pricing, compliance) |
| Description of Query | Full text or summary of the bidder’s question |
| Response Owner | Person/team responsible for answering the query |
| Status | Pending / In Progress / Responded / Closed |
| Date of Response | When the official response was issued |
| Clarification Response | Final answer provided to the bidder |
| Required Action by SayPro | Any internal action needed to clarify or modify documents |
| Amendment Triggered? (Yes/No) | Indicate if this clarification led to an addendum or revision |
| Reference Documents Updated | List any updated bid documents or reference materials |
| Remarks/Notes | Additional notes, follow-ups, or contextual information |
🧰 System Implementation and Workflow
🛠️ Step-by-Step Clarification Tracking Process
| Step | Activity | Responsible Party |
|---|---|---|
| 1 | Clarification received via email or portal | Procurement Officer |
| 2 | Entry logged into the Clarification Tracking Log | Procurement Administrator |
| 3 | Query categorized and assigned to relevant team | Procurement Lead |
| 4 | Response drafted and reviewed for legal/technical accuracy | Legal Advisor / SCM Expert |
| 5 | Response issued to bidder | Procurement Officer |
| 6 | Log updated with final response and status | Procurement Administrator |
| 7 | If applicable, amendment drafted and shared with all bidders | Bid Manager |
| 8 | Weekly summary shared with internal stakeholders | SCM Support Team |
| 9 | Final log exported and filed for audit purposes | Procurement Compliance Team |
📊 Performance Monitoring Metrics
To assess the effectiveness of the Clarification Tracking System, SayPro can track:
| Metric | Target |
|---|---|
| % of Clarifications Resolved Before Deadline | 100% by January 15, 2025 |
| Avg. Response Time Per Query | ≤ 2 business days |
| % of Clarifications Leading to Amendments | Monitored to identify gaps in tender |
| % of Queries Addressed per Category | Used to track common issue areas |
| Stakeholder Satisfaction | 80%+ positive internal feedback |
🎯 Quarterly Targets: January – March 2025
| Target | Owner | Due Date | Status |
|---|---|---|---|
| Implement a centralized Clarification Tracker in Excel/SharePoint | Procurement Systems | Jan 3, 2025 | ✅ Completed |
| Train procurement staff on usage and updates of the system | Training Coordinator | Jan 5, 2025 | ✅ Completed |
| Maintain real-time updates during clarification period | Procurement Officer | Ongoing (daily) | ✅ In Progress |
| Generate weekly summary for SCMR-1 clarification dashboard | SCM Reporting Team | Every Friday | ✅ In Progress |
| Produce final report and archive log post-clarification deadline | Procurement Compliance | Jan 17, 2025 | ⏳ Pending |
| Use data to design FAQ & clarification automation in next quarter | Digital Solutions Team | Mar 1, 2025 | ⏳ Pending |
📎 Integration with Other SayPro Systems
- Bidder Communication Log: Synchronize entries where clarifications were raised during direct contact
- Clarification Summary Report: Use the tracker to generate summaries and insights
- Amendment Register: Automatically tag clarifications that led to document revisions
- Evaluation Preparation: Ensure technical teams are informed of critical clarifications affecting scoring
📌 Benefits of the System
- ✅ Prevents oversight: No query goes unanswered or undocumented
- ✅ Audit readiness: Provides traceable records for compliance
- ✅ Process improvement: Identifies weak points in the original tender design
- ✅ Informed decision-making: Insights assist in better bidder engagement and document preparation
- ✅ Transparency: Builds trust among bidders and stakeholders
🔐 System Security and Confidentiality
- Bidder information and questions must be handled confidentially
- Access to the tracker should be role-based (Read/Write permissions)
- All external communications should go through approved SayPro channels
✅ Conclusion
A well-structured Clarification Tracking System is an indispensable tool for managing the high volume and complexity of bidder inquiries during the SayPro procurement process. For the SCMR-1 January 2025 tender, this system supports better communication, ensures accountability, and sets a high standard for efficiency and professionalism in public procurement practices.
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