1. Purpose of the Collection Process
The primary objective of the tender and bid collection is to:
- Ensure transparency and accountability in procurement.
- Promote competitive bidding and fair opportunity for all service providers.
- Create a central repository for all procurement submissions received.
- Support the evaluation and awarding process conducted by the Bid Evaluation Committee.
2. Collection Period
- Timeframe: 01 January – 31 January
- Submission Deadline: 31 January, 16:00 (SAST)
- Location for Submission: SayPro Procurement Office (Physical Submissions) & SayPro eProcurement Portal (Electronic Submissions)
3. Types of Submissions Collected
During January, SayPro received a variety of procurement submissions, categorized as follows:
3.1. Open Tenders
- For large-scale contracts and long-term service agreements.
- Example Projects:
- Construction of community learning centers.
- ICT infrastructure upgrade for SayPro offices.
- Logistics services for rural outreach programs.
3.2. Request for Quotations (RFQs)
- For low-value, standard procurement items.
- Examples:
- Office stationery and supplies.
- Routine vehicle maintenance.
- Catering for training events.
3.3. Proposals
- For specialized services and consulting assignments.
- Examples:
- Curriculum development consultancy.
- Impact assessment of youth employment programs.
3.4. Framework Agreements
- Long-term arrangements for repetitive procurement needs.
- Examples:
- Approved panel of travel agencies.
- Framework agreement with legal service providers.
4. Summary of Bids and Tenders Collected
| Bid Reference | Project Title | Type | # of Bids Received | Submission Mode |
|---|---|---|---|---|
| SAYPRO/01/2025 | Community Center Construction | Open Tender | 12 | Mixed (Email & Hard Copy) |
| SAYPRO/02/2025 | Youth ICT Training Equipment Supply | RFQ | 7 | eProcurement Portal |
| SAYPRO/03/2025 | Monitoring & Evaluation Consulting | Proposal | 5 | Email Only |
| SAYPRO/04/2025 | Framework: Legal Advisory Services | Framework RFP | 8 | eProcurement Portal |
| SAYPRO/05/2025 | Catering for Training Workshops | RFQ | 10 | Hard Copy Only |
5. Submission Handling & Documentation Process
- Receipt Logs: All submissions were logged into the Tender Receipt Register with date, time, bidder name, and method of submission.
- Secure Storage: Physical documents stored in the Procurement Office Safe; electronic submissions archived in the SayPro Procurement Cloud Server.
- Acknowledgment: Each bidder received a formal acknowledgment of submission via email or physical receipt.
6. Compliance Check
Before formal evaluation, the SCM Compliance Officer verified that each submission met the mandatory requirements:
- Valid company registration documents.
- Tax clearance certificates.
- Signed Declaration of Interest forms.
- Compliance with technical specifications or TORs.
Submissions failing to meet compliance were flagged and excluded from the evaluation stage, with reasons recorded in the Non-Compliant Submission Register.
7. Next Steps
- Bid Evaluation Committee Review: Shortlisting and technical evaluation (Scheduled: 05–09 February).
- Financial Evaluation: Comparative costing and value-for-money assessment.
- Award Notification: Expected release of final contract awards on 15 February 2025 in the next SCMR issue.
- Feedback to Unsuccessful Bidders: SayPro will issue official letters by 20 February 2025.
Conclusion
The January tender and bid collection phase under SCMR-1 has successfully gathered all relevant procurement documents from interested vendors. SayPro remains committed to ethical procurement practices, encouraging competitive participation and fair adjudication in the awarding of public sector contracts.
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