SayPro Track Performance of Winning Bidder

After award, monitor the performance of the selected bidder to ensure that terms are met and the project progresses as planned

Tasks & Activities

1. Project Kick-off Coordination

• Action: Organize a kick-off meeting with the winning bidder and internal stakeholders.
• Purpose: To align expectations, clarify deliverables, and establish communication channels.
• Deliverables:
  • Kick-off meeting agenda and minutes.
  • Confirmation of project timelines and responsibilities.

2. Contractual Compliance Review

• Action: Conduct a detailed review of the signed contract to ensure that all deliverables, timelines, and key performance indicators (KPIs) are clearly outlined and understood.
• Purpose: To create a performance tracking matrix and establish monitoring checkpoints.
• Deliverables:
  • Performance monitoring checklist.
  • KPI tracking document.

3. Progress Monitoring

• Action: Track the implementation of the project against agreed timelines.
• Purpose: To ensure the bidder adheres to project milestones and schedule.
• Deliverables:
  • Weekly or bi-weekly progress reports.
  • Gantt chart updates (if applicable).
  • Issue tracker/log for any delays or concerns.

4. Quality Assurance & Inspections

• Action: Conduct site visits, inspections, or evaluations of deliverables based on project scope.
• Purpose: To verify the quality and completeness of work.
• Deliverables:
  • Quality assessment reports.
  • Non-conformance reports (if any).
  • Recommendation logs.

5. Stakeholder Communication

• Action: Facilitate regular check-ins with both the bidder and internal SayPro project teams.
• Purpose: To ensure transparency, troubleshoot issues early, and promote collaborative problem-solving.
• Deliverables:
  • Meeting minutes.
  • Stakeholder feedback forms.

6. Risk Identification & Management

• Action: Proactively identify risks to project performance (e.g., delays, cost overruns, quality concerns).
• Purpose: To implement mitigation strategies in a timely manner.
• Deliverables:
  • Risk register.
  • Mitigation action plans.

7. Documentation & Reporting

• Action: Maintain an up-to-date file of all performance data, communications, and formal correspondences.
• Purpose: To ensure audit readiness and maintain transparency throughout project execution.
• Deliverables:
  • Centralized documentation archive.
  • Monthly performance report to SayPro SCM (Supply Chain Management).

8. Performance Review & Evaluation

• Action: Evaluate bidder performance at key project milestones or upon completion.
• Purpose: To inform future procurement decisions and contractor ratings.
• Deliverables:
  • Mid-term or final performance evaluation report.
  • Lessons learned documentation.

---

Outcome Expected:

• Effective oversight of the winning bidder’s activities.
• Early identification and resolution of performance issues.
• Delivery of the project in line with contract terms, budget, and schedule.
• Improved transparency and accountability in supplier performance.