SayPro Total Number of Bids to Review

Target to review at least 20 bids during the quarter, ensuring each one undergoes a comprehensive evaluation process

Total Number of Bids to Review:

• Target: Minimum of 20 bids to be reviewed and evaluated during the quarter.

Purpose:
The goal is to ensure a structured, transparent, and high-quality bid evaluation process that aligns with SayPro’s procurement standards and strategic objectives. Each bid must be reviewed against predefined evaluation criteria to promote fairness, value for money, and project suitability.

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Monthly Milestone – January

Document Reference: SCMR-1: SayPro Monthly Bid Evaluation

Key Activities Conducted in January:

• Total Bids Received: [Insert number if available – e.g., 7]
• Bids Reviewed: [Insert number reviewed – e.g., 5]
• Evaluation Team Coordination: Evaluation panels were formed for each bid. Cross-functional team members from Finance, Projects, and Legal were engaged to ensure a comprehensive review.
• Bid Evaluation Reports Generated: Formal reports created for each reviewed bid, detailing compliance with technical specifications, financial viability, risk analysis, and supplier capability.

Evaluation Process Overview:
Each bid underwent the following standardized evaluation steps:

1. Initial Screening: Verification of mandatory documentation and compliance with submission requirements.
2. Technical Evaluation: Review of technical solutions proposed, capacity to deliver, and alignment with SayPro’s project requirements.
3. Financial Evaluation: Cost analysis, pricing structure comparisons, and budget compatibility.
4. Risk and Compliance Review: Assessment of legal, financial, and operational risks.
5. Scoring & Ranking: Each bid was scored based on a weighted evaluation matrix.
6. Recommendations: Final recommendations submitted to the procurement board for approval.

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Quarterly Bid Evaluation Goals (Q1):

• Target Bids to Review: 20
• Evaluation Frequency: Ongoing; recommended minimum 6–7 bids per month to meet the target.
• Reporting Schedule: Monthly submission of bid evaluation summaries, with a cumulative quarterly report at the end of March.
• Monitoring & Oversight: SayPro Procurement Oversight Committee will audit a random sample of evaluated bids for quality assurance.

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Next Steps:

• Ensure all departments submit bid-related documents to SCMR by the 5th of each month.
• Training session for new bid evaluators scheduled for [Insert date].
• Begin February bid reviews by [Insert early-month date].