SayPro Feedback Form for Unsuccessful Bidders

A template for providing constructive feedback to bidders whose proposals were not successful

Section 1: Bidder Information

This section includes basic information about the bidder and their submission to ensure that the feedback is linked to the correct proposal.

Bidder Name	_______________________________
Bid Submission Date	_______________________________
Bid Reference Number	_______________________________
Evaluation Date	_______________________________
Feedback Provided By	_______________________________
Feedback Date	_______________________________

Section 2: Evaluation Summary

This section summarizes the evaluation of the bidder’s proposal, highlighting the key reasons for the proposal’s non-selection, based on the evaluation criteria.

A. Overall Evaluation Score:

Criteria	Max Score	Bidder’s Score
Technical Evaluation	50	_______/50
Financial Evaluation	30	_______/30
Compliance	20	_______/20
Total Score	100	_______/100

B. Key Reasons for Non-Selection:

Technical Evaluation:
- Strengths:
- Areas for Improvement:
Financial Evaluation:
- Strengths:
- Areas for Improvement:
Compliance:
- Strengths:
- Areas for Improvement:
Other Factors:

Section 3: Detailed Feedback

This section provides specific, detailed feedback for the unsuccessful bidder to help them understand the reasons for their proposal’s non-selection and how they can improve in future bids.

A. Technical Strengths

[Bidder Name] demonstrated a clear understanding of the project’s requirements and proposed a technically sound approach.
The bidder’s proposed methodology had some strengths, particularly in the following areas:

B. Technical Weaknesses

However, there were areas in the technical proposal that were found lacking or unclear:
- [Area 1]: The methodology lacked detailed steps for key phases of the project. For example, the timeline for Phase X was not adequately defined.
- [Area 2]: The proposal did not address risk management strategies, which are critical to mitigate potential project delays or cost overruns.

C. Financial Strengths

The financial proposal was competitive and demonstrated a reasonable understanding of the cost requirements.
[Bidder Name] provided a clear breakdown of costs and payment terms.

D. Financial Weaknesses

However, the financial offer raised some concerns in the following areas:
- [Area 1]: The proposed cost structure appeared to underestimate some of the critical resources required for project completion. For example, the costs related to staffing or equipment were below market rates, which may have led to an unrealistic budget.
- [Area 2]: The payment terms proposed were not as favorable as those of other bidders, which could potentially introduce financial risk to the project.

E. Compliance Issues

The proposal generally adhered to most of the compliance requirements.
However, there were some concerns regarding minor documentation discrepancies:
- [Area 1]: Certain required certifications were missing or incomplete, including [specific certification].
- [Area 2]: The project plan lacked a detailed sustainability compliance section, which is an important part of our evaluation process.

F. Other Considerations

[Bidder Name] did not demonstrate sufficient experience in delivering projects of this scale and complexity, which raised concerns about their ability to manage the full scope of work effectively.
Additionally, there were concerns about the availability of key personnel during the proposed project timeline.

Section 4: Recommendations for Future Submissions

This section offers actionable recommendations to help the bidder improve their proposal in future submissions.

A. Technical Recommendations

Clearly define and expand on the proposed project timeline, including a more detailed breakdown of each phase.
Provide a more robust risk management plan that addresses potential challenges in detail.
Ensure that the methodology aligns closely with the stated project objectives, with clear milestones for measurement.

B. Financial Recommendations

Review and refine the cost estimates to ensure they reflect realistic market rates for required resources (staffing, equipment, etc.).
Consider revising payment terms to offer more favorable conditions for both parties and align with industry standards.
Ensure that all cost components are fully accounted for, including any contingencies for unforeseen expenses.

C. Compliance Recommendations

Review the required compliance documentation to ensure all certifications and permits are submitted in full and in a timely manner.
Address any gaps in sustainability or environmental compliance, as these are crucial aspects of our evaluation process.
Double-check all forms and documents for accuracy to avoid minor discrepancies.

D. Other Recommendations

Consider collaborating with experienced project partners if the scope exceeds your organization’s previous experience.
Highlight the availability and qualifications of key personnel who will be involved in delivering the project.

Section 5: Conclusion

This section briefly wraps up the feedback and encourages the bidder to continue participating in future procurement opportunities.

We appreciate the effort and time invested by [Bidder Name] in their proposal. While their submission was not successful on this occasion, we encourage them to take the feedback provided here as an opportunity for growth and improvement. We value your participation and look forward to future opportunities for collaboration.

Evaluator’s Name: ________________________
Evaluator’s Title: ________________________
Date: ________________________

Section 6: Acknowledgment

This section provides space for the bidder to acknowledge receipt of the feedback.

We confirm receipt of this feedback and appreciate the detailed review provided.

Bidder Representative Name: ________________________
Bidder Representative Title: ________________________
Date: ________________________
Signature: ________________________

Conclusion: The SayPro Feedback Form for Unsuccessful Bidders is an essential tool for maintaining transparency, fairness, and constructive communication with bidders whose proposals were not successful. By offering detailed, actionable feedback, SayPro helps unsuccessful bidders understand the reasons for their non-selection and provides them with the opportunity to improve in future bids. This process fosters an environment of continuous improvement, healthy competition, and respect for all participants in the bidding process.