SayPro Tender Document Review Checklist

A checklist that ensures all legal aspects of the tender document have been reviewed and comply with required regulations

Section 1: Preliminary Review

Checklist Item	Description	Status (Yes/No/N.A.)	Reviewer Notes
1.1 Document Version Control	Confirm tender version is final and approved for legal review.
1.2 Submission Deadline Verified	Verify that all timelines for submission are known and achievable.
1.3 Internal Approval Secured	Ensure that all required SayPro internal sign-offs (e.g., finance, technical, operations) are obtained.

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Section 2: Legal Compliance

Checklist Item	Description	Status (Yes/No/N.A.)	Reviewer Notes
2.1 Applicable Legal Frameworks Identified	Ensure tender is aligned with local laws, procurement legislation, industry-specific regulations, and international laws (if applicable).
2.2 Compliance with SayPro Procurement Policy	Cross-check tender against internal SayPro procurement policies and procedures.
2.3 Ethical Declarations Included	Ensure ethical compliance forms are signed (e.g., no conflict of interest, anti-bribery).
2.4 Tax Clearance Certificate	Confirm up-to-date tax compliance certificate is attached.
2.5 BBBEE Compliance Documentation	If relevant, ensure Black Economic Empowerment status documentation is included.

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Section 3: Contractual Terms & Risk Review

Checklist Item	Description	Status (Yes/No/N.A.)	Reviewer Notes
3.1 Liability Clauses Reviewed	Assess if proposed liabilities are within SayPro’s acceptable limits.
3.2 Indemnity Clauses Identified	Ensure clarity on indemnification obligations and protections.
3.3 Intellectual Property Rights	Confirm ownership and usage of IP are clearly defined.
3.4 Payment Terms Evaluated	Review payment timelines, conditions, and penalties.
3.5 Termination Clauses Reviewed	Check termination conditions for fairness and clarity.
3.6 Insurance Requirements Verified	Confirm required insurance coverage is included (e.g., professional indemnity, public liability).

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Section 4: Document Attachments & Disclosures

Checklist Item	Description	Status (Yes/No/N.A.)	Reviewer Notes
4.1 Company Registration Documents	Include CIPC registration or equivalent.
4.2 Director ID Documents & Declarations	Ensure certified copies of ID and conflict-of-interest declarations are attached.
4.3 Financial Statements	Attach most recent audited financials or management accounts.
4.4 CVs of Key Personnel	Include CVs and qualifications of proposed team members.
4.5 Relevant Project Experience & References	Provide detailed project case studies and references.

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Section 5: Final Review & Certification

Checklist Item	Description	Status (Yes/No/N.A.)	Reviewer Notes
5.1 Legal Risk Summary Completed	Document risk summary and provide mitigation recommendations.
5.2 Final Compliance Sign-Off by Legal	Confirm that the legal department has signed off the full tender pack.
5.3 Submission Copy Archived	Ensure a copy of the full tender submission is archived in the legal compliance system.
5.4 Checklist Uploaded to Compliance Portal	Upload completed checklist to SayPro’s compliance document system.

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Reviewer Acknowledgement

I confirm that I have reviewed this tender document according to SayPro’s legal and compliance standards. All identified legal concerns have been addressed or flagged for executive decision-making.

Name:
Position:
Signature:
Date:

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Attachments

• Appendix A: Tender Risk Register Snapshot
• Appendix B: SayPro Tender Policy Excerpt
• Appendix C: Previous Tender Compliance Lessons Learned