SayPro Review Bid Submissions

Conduct a thorough review of all received bids for tenders, proposals, and quotations

📌 Objective:

To ensure a fair, transparent, and methodical assessment of all bids received in response to SayPro tenders, proposals, or quotations. This process is essential for identifying the most responsive, technically compliant, and cost-effective bid in alignment with SayPro’s procurement policies and applicable regulations.

---

🧾 Document Title: Bid Submission Review Report

---

📋 Step-by-Step Review Process of Bid Submissions

The review of bids should be conducted in three main phases:

---

🔹 Phase 1: Receipt & Preliminary Verification

Purpose: Ensure that only compliant bids proceed to full evaluation.

Key Actions:

1. Bid Opening Register:
   • Log each bid received.
   • Include: Date/time received, bidder name, bid reference number, format (physical/electronic), and person who received/opened it.
2. Initial Compliance Screening:
   • Check for:
     • Submission before deadline
     • Properly sealed and marked envelopes
     • Signed and completed forms
     • All mandatory documents included (e.g., tax clearance, company registration, B-BBEE certificate, etc.)
     • Adherence to format and instructions
3. Disqualification (if applicable):
   • Record any non-compliant bids in the Bid Rejection Report
   • Justify the reason for exclusion (e.g., late submission, unsigned documents)

---

🔹 Phase 2: Technical Evaluation

Purpose: Assess how well each bidder meets the technical and functional requirements.

Key Actions:

1. Establish an Evaluation Committee:
   • Minimum of 3 members with relevant expertise
   • Must sign a Conflict of Interest and Confidentiality Declaration
2. Develop a Scorecard:
   • Based on criteria in the RFP/RFQ/Tender
   • Categories may include:
     • Experience and track record
     • Methodology and work plan
     • Team qualifications
     • Compliance with technical specifications
     • Innovation or value-adds
3. Scoring Process:
   • Use agreed scoring matrix (e.g., 0-5 or 0-100 scale)
   • Score independently, then meet to consolidate
   • Record final technical scores for each bidder
4. Minimum Threshold:
   • Only bidders who meet the minimum technical threshold (e.g., 70%) proceed to financial evaluation

---

🔹 Phase 3: Financial Evaluation

Purpose: Compare pricing proposals of technically qualified bidders for value for money.

Key Actions:

1. Open Financial Proposals:
   Only for bidders who passed the technical stage
2. Assess the Following:
   • Total price (including VAT)
   • Cost breakdowns and pricing structure
   • Reasonableness and market competitiveness
   • Any conditional pricing or anomalies
3. Apply Weighted Evaluation (if applicable):
   • E.g., 80/20 or 90/10 scoring split between technical and financial components
4. Price Normalization:
   • Correct for errors or inconsistencies where necessary (e.g., arithmetic checks)

---

🔹 Summary Compilation

Each bid’s results should be summarized in a Bid Evaluation Summary Table that includes:

Bidder	Compliance (Y/N)	Technical Score (%)	Financial Score (%)	Final Score (%)	Rank
Company A	Yes	82	78	80.4	1
Company B	Yes	75	70	73.0	2
Company C	No (Non-compliant)	–	–	–	Rejected

---

📌 Link to SayPro Monthly January SCMR-1: SayPro Monthly Bid Evaluation

For the January SCMR-1 Report:

• Each bid opportunity evaluated must include a Bid Submission Review
• Reference numbers of bids, list of bidders, compliance status, technical and financial scores must be included in the SCMR-1 file
• Supporting documents (evaluation matrices, scoring sheets, compliance checklists) must be attached
• Final ranking must correspond with the Award Decision Memo

---

🗓️ Timeline and Submission Requirements

• Bid Review should be completed within 5–7 working days from the bid closing date
• All completed reviews must be submitted as supporting documentation with the SCMR-1 Report by February 5, 2025

---

✅ Compliance Checklist for Bid Reviews

Item	Description	Completed (✔️/❌)
Bid Opening Register	Logged and signed	✔️
Preliminary Compliance Checklist	Submitted	✔️
Technical Evaluation Scores	Consolidated and signed	✔️
Financial Comparison Table	Completed	✔️
Final Ranking	Confirmed and documented	✔️

---

📎 Optional Attachments

• Evaluation Scorecards
• Bid Comparison Sheet
• Evaluator Declarations
• Meeting Minutes (Evaluation Committee)
• Signed Copy of Tender Document (by winning bidder)