Notify the winning bidder and communicate the reasons behind the decision to all stakeholders
Objective
To formally and transparently communicate the outcomes of the SayPro Monthly January SCMR-1 bid evaluation process to all relevant stakeholders, including the winning bidder, unsuccessful bidders, and internal/external stakeholders. This ensures transparency, maintains organizational credibility, fosters vendor trust, and fulfills regulatory or donor requirements for open and ethical procurement communication.
1. Prepare Official Notification Documents
Purpose: Develop clear, professional, and standardized communication materials tailored for each type of stakeholder.
Tasks:
- Draft the following communication templates:
- Winning Bidder Notification Letter
- Regret Letters for Unsuccessful Bidders
- Stakeholder Briefing Memo or Report
- Ensure each communication includes:
- Name of the tender/project: SayPro Monthly January SCMR-1
- Date of decision
- Summary of the evaluation process
- Result and rationale
- Next steps (e.g., contract negotiations, debriefing, appeals)
- Review all letters for professionalism, factual accuracy, and sensitivity in wording—particularly in regret letters.
2. Notify the Winning Bidder
Purpose: Formally inform the selected supplier/contractor of their successful bid and initiate the contract finalization process.
Tasks:
- Send a formal award notification to the selected bidder, including:
- Confirmation of selection
- Total contract value and key deliverables
- Expected contract signing date
- Contact person for next steps
- Share a draft contract for review (if not already submitted during the bid).
- Request any remaining documentation (e.g., updated insurance, signed declaration forms).
- Schedule a kick-off meeting with the winning bidder and relevant internal teams (e.g., project manager, finance).
3. Inform Unsuccessful Bidders Respectfully
Purpose: Maintain transparency and professionalism while managing bidder disappointment and safeguarding future vendor relationships.
Tasks:
- Send regret letters to all unsuccessful bidders, including:
- A thank-you message for participation
- The final outcome of the evaluation
- A brief, objective explanation of why their bid was not selected (e.g., lower technical score, higher cost, risk concerns)
- An invitation to request a debriefing session
- Avoid disclosing proprietary or confidential details of competing bids.
- If requested, conduct one-on-one debriefings, providing constructive feedback to help bidders improve future proposals.
4. Brief Internal Stakeholders
Purpose: Ensure transparency and alignment across SayPro departments and leadership following bid selection.
Tasks:
- Prepare a stakeholder briefing report summarizing:
- The bid evaluation process
- Scoring summary
- Selected bidder and rationale for selection
- Any outstanding issues or conditions attached to award
- Share the report with:
- SayPro senior management
- Procurement oversight committees (if any)
- Finance and Legal Departments
- Project Managers for implementation preparation
- Conduct a results presentation or internal meeting if required.
5. Notify External Stakeholders (If Applicable)
Purpose: Meet obligations to donors, partners, or regulatory agencies with appropriate reporting and accountability.
Tasks:
- If the procurement was donor-funded or regulated, prepare and send:
- A formal procurement outcome report
- Copies of the evaluation summary and award recommendation
- Any required disclosure forms or annexures (e.g., conflict of interest declarations, bid scoring sheets)
- Follow specific communication protocols if donor/public disclosure of results is mandatory (e.g., publishing winner on a public procurement portal).
6. Facilitate Feedback and Grievance Handling
Purpose: Provide a clear, documented process for handling bidder feedback, disputes, or appeals.
Tasks:
- Share information on the grievance and appeal process in each notification.
- Designate a contact person (typically the procurement officer) for follow-up communication.
- Respond promptly and professionally to:
- Requests for clarification
- Bidder appeals
- Allegations of bias or irregularities
- Escalate complex cases to SayPro’s legal team or procurement oversight body.
7. Maintain Communication Records
Purpose: Ensure all communication activities are well-documented for audit and accountability purposes.
Tasks:
- Archive copies of all:
- Notification emails/letters
- Meeting notes and debriefing records
- Internal memos and briefing documents
- Update SayPro’s procurement management system or tracker with:
- Awarded vendor name
- Date of notification
- Any follow-up actions or issues raised
- Ensure records are stored securely, accessible only to authorized personnel.
8. Prepare for Public or Media Inquiries (If Applicable)
Purpose: Manage reputational risk and ensure messaging is aligned in case of external interest.
Tasks:
- Draft a public announcement or press release (if required) outlining:
- Project background
- Competitive and fair procurement process
- Name of awarded bidder and contract value
- Coordinate with SayPro’s communications or media team to handle any external inquiries professionally and consistently.
Deliverables
- ✔️ Winning Bidder Notification Letter
- ✔️ Regret Letters for Unsuccessful Bidders
- ✔️ Internal Stakeholder Briefing Report
- ✔️ Debriefing Notes and Appeals Log (if any)
- ✔️ External Stakeholder/Donor Notification (if applicable)
- ✔️ Communication and Documentation Archive
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