Tasks to Be Done – Week 4 (01–22–2025 to 01–31–2025)
Focus Area: SayPro Monthly January SCMR-1 – Award Notification and Communication
Primary Objective: Officially notify successful and unsuccessful bidders of the January contract awards, ensuring transparency, fairness, and compliance with SayPro procurement procedures.
✅ 1. Finalize and Approve Communication Materials (01/22 – 01/24)
Objective: Develop and internally approve all notification letters and public announcements.
Tasks:
- Draft Award Notification Letters for successful bidders:
- Include award summary, contract reference number, scope of award, and next steps
- Congratulatory tone with clear contact details for follow-up
- Draft Regret Letters for unsuccessful bidders:
- Include bid reference number, confirmation of non-selection, and optional feedback clause
- Maintain a professional and respectful tone
- Draft Public Announcement Notice:
- Summary of awarded contracts (without disclosing sensitive pricing info)
- List awarded suppliers, project descriptions, and contract durations
Approvals:
- Submit letters and announcement drafts for internal review by:
- Procurement Manager
- Legal Team (for compliance with disclosure rules)
- Communications Unit (for formatting and tone consistency)
📌 Deliverables: Final approved versions of all letters and the public announcement draft.
✅ 2. Notify Successful Bidders (01/24 – 01/27)
Objective: Communicate formally with all successful vendors.
Tasks:
- Send official award letters via:
- Email (PDF format on SayPro letterhead)
- Courier (if required by procurement policy or vendor preference)
- Attach signed contracts (if available) or mention when they will be sent
- Provide instructions on:
- Initial meetings or onboarding
- Required documentation (e.g., proof of insurance, tax clearance)
- SayPro supplier code of conduct acknowledgment
📌 Deliverables: Confirmation of receipt from all awarded vendors, with signed acknowledgments filed.
✅ 3. Notify Unsuccessful Bidders (01/24 – 01/28)
Objective: Inform all vendors not selected in a transparent and respectful manner.
Tasks:
- Send regret letters with:
- Specific bid reference number
- Option to request debriefing/feedback session
- Reassurance about eligibility for future opportunities
- Monitor and record responses, especially any requesting feedback or raising concerns
- Coordinate with Procurement and Legal for any necessary post-bid clarification sessions
📌 Deliverables: Regret letters sent and logged; feedback sessions (if requested) scheduled.
✅ 4. Publish Public Announcement (01/28 – 01/29)
Objective: Release a formal public summary of awarded contracts to ensure transparency and meet audit requirements.
Channels:
- SayPro Website (Procurement / News section)
- Community Boards / Local Bulletin (if required)
- SayPro internal portal (for stakeholder reference)
📌 Deliverables: Public announcement published and archived; proof of publication saved for audit trail.
✅ 5. Post-Notification Follow-Up & Documentation (01/29 – 01/31)
Objective: Finalize documentation, ensure records are updated, and plan any required briefings.
Tasks:
- Update the SCMR-1 January Register with:
- Notification dates
- Mode of delivery
- Vendor acknowledgment status
- Archive copies of all letters and announcements in the Procurement Repository
- Prepare summary report for internal use:
- Notification completion rate
- Number of feedback requests received
- Any complaints or issues flagged during the notification process
📌 Deliverables: Completed and archived communications file; summary report for Procurement Manager.
📝 Optional Add-Ons / Follow-Ups:
- Schedule vendor onboarding workshop (if contracts include orientation or training)
- Coordinate with Finance and Logistics to initiate supplier setup (if new vendors were awarded)
- Plan contract performance kick-off meetings with project owners
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