A document detailing the evaluation of each bid based on predefined criteria, including scores and recommendations
1. Bid Evaluation Matrix
Purpose:
The Bid Evaluation Matrix is a structured document used to assess and compare bids received in response to a tender. It ensures that all submissions are evaluated fairly based on predefined and approved evaluation criteria.
Required Content:
Employees responsible for evaluating bids must complete and submit the Bid Evaluation Matrix with the following elements:
- Bidder Information: Names, company details, and reference numbers for each bidding entity.
- Evaluation Criteria: Clearly defined criteria such as:
- Price and cost competitiveness
- Technical compliance
- Experience and track record
- Financial capability
- B-BBEE score (if applicable)
- Weighting of Criteria: Each criterion should have a predetermined weight approved prior to the bid opening.
- Scoring Sheet: Scores assigned to each bidder per criterion, based on documentation review, presentations, or site visits.
- Total Score and Ranking: Final score and ranking for each bidder based on cumulative weighted scores.
- Comments and Justifications: Written rationale for scores awarded and any notable observations or concerns.
- Evaluation Team Signatures: All evaluators must sign and date the matrix to verify participation and agreement.
2. SayPro Monthly SCMR-1 Report – January Edition
Purpose:
The SayPro Monthly SCMR-1 report consolidates all contracts awarded during the month, including those recommended based on bid evaluations. For the January edition, employees are expected to provide input and documentation related to contracts awarded during that specific period.
Required Submissions:
To contribute to the SCMR-1 report, employees must provide:
- Final Bid Evaluation Matrices: Completed and signed for all awarded contracts.
- Award Recommendation Memorandum: A summary document that:
- Recommends the successful bidder
- Justifies the recommendation
- Details the compliance with procurement policies
- Conflict of Interest Declarations: Completed forms by all bid evaluation committee members.
- Approval Documentation: Minutes of the adjudication committee meeting or relevant authority’s signed approval for the award.
- Compliance Checklist: Confirming adherence to SayPro’s procurement procedures and legislative requirements.
- Contract Summary Sheets: High-level summaries of the contracts awarded, including:
- Contract value
- Duration
- Purpose
- Supplier details
- Risk Assessment Reports: (If applicable) Evaluations of risks associated with the selected supplier or contract.
- Post-Award Communication Logs: Emails or notices sent to both successful and unsuccessful bidders.
Submission Deadlines and Format
- Submission Deadline for January Documents: By 5th February
- Format: PDF format preferred; editable Excel/Word versions may be requested for verification.
- Submission Platform: SayPro SCM Internal Portal > Contract Award Documents > 2025 > January Folder
Compliance Note
Failure to submit the above documentation may result in delays in contract activation, non-compliance with internal controls, and potential audit findings. SayPro reserves the right to request clarification or additional information if discrepancies are identified during the SCMR compilation process.
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