SayPro Record and store all documentation related to the bidding process

Tasks to Be Done – Week 4 (01–22–2025 to 01–31–2025)

Focus Area: SayPro Monthly January SCMR-1 – Bidding Documentation & Performance Report Archiving
Primary Objective: Record, organize, and securely store all documentation related to the January procurement cycle, including bids, evaluations, communications, and vendor performance monitoring reports.

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✅ 1. Collect and Consolidate All Procurement Documents (01/22 – 01/25)

Objective: Ensure all documents from the bidding and evaluation phases are gathered and categorized.

Tasks:

• Retrieve all procurement documents from relevant teams (Procurement, SCMR Evaluation Panel, Legal, and Finance), including:
  • Request for Quotations (RFQs) / Request for Proposals (RFPs)
  • Bid submissions from vendors (technical & financial proposals)
  • Bid opening records
  • Bid evaluation scoresheets and committee meeting minutes
  • Approval and adjudication records (SCMR-1 award confirmations)
• Confirm that all documentation is complete and properly labeled by bid reference number and date

📌 Deliverables: All procurement documents collected and prepared for categorization.

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✅ 2. Organize and Label Documentation by Phase and Vendor (01/25 – 01/27)

Objective: Structure documentation for easy retrieval, audit, and future reference.

Tasks:

• Create digital folders within the SayPro Procurement Repository:
  • 📁 01_Jan2025_RFQs-RFPs
  • 📁 02_Jan2025_BidSubmissions
  • 📁 03_Jan2025_Evaluations
  • 📁 04_Jan2025_Awards&Contracts
  • 📁 05_Jan2025_Correspondence
  • 📁 06_Jan2025_PerformanceMonitoring
• Save all scanned hard copies as PDF files with file naming standards:
  • Example: VendorName_BidSubmission_RFP2025-01.pdf
  • Example: EvalReport_RFP2025-01_Jan18.pdf
• Ensure consistency across all file names and metadata

📌 Deliverables: Fully structured and labeled document folders for January SCMR-1 cycle.

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✅ 3. Archive Vendor Performance Monitoring Reports (01/26 – 01/29)

Objective: Record performance data for vendors from previous or pilot contracts where relevant.

Tasks:

• Collect all available performance monitoring reports from:
  • Project Managers
  • Procurement Compliance Officers
  • Site or field supervisors (where applicable)
• Check each report for:
  • Delivery timeliness
  • Quality of goods/services
  • Compliance with contract terms
  • Communication and responsiveness
• Save reports under the folder:
  • 📁 06_Jan2025_PerformanceMonitoring
  • File naming example: PerfReport_VendorABC_Jan2025.pdf
• Create a brief summary log of vendor performance ratings for internal tracking

📌 Deliverables: Archived performance reports and a summarized tracking sheet.

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✅ 4. Upload and Back Up to SayPro Central System (01/29 – 01/30)

Objective: Ensure secure digital storage and back-up of all key documents.

Tasks:

• Upload all documentation to the SayPro Contract & Procurement Management System (CPMS)
• Apply document access permissions based on user roles (Procurement, Legal, Finance)
• Create a monthly “Readiness for Audit” log that includes:
  • Document categories
  • Number of files uploaded
  • Date of upload and responsible person
• Conduct a cross-check with IT/Data Compliance to confirm data integrity and backup

📌 Deliverables: All documents uploaded, permissions set, and backup confirmed.

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✅ 5. Final Documentation Report and Handover (01/31)

Objective: Ensure closure of the documentation phase with a compiled report and audit readiness.

Tasks:

• Prepare a Documentation Completion Report for January SCMR-1, including:
  • Summary of files archived
  • Performance monitoring highlights
  • Compliance notes and observations
• Submit report to:
  • Head of Procurement
  • Compliance & Internal Audit
  • SCMR-1 Chairperson
• Schedule internal debrief (if needed) to discuss any lessons learned or documentation gaps

📌 Deliverables: Documentation Completion Report submitted and logged; archiving process finalized.

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📝 Optional Add-Ons / Follow-Ups:

• Initiate document retention timeline tracker (e.g., archive for 5–7 years)
• Identify files for redaction (in case of future public or stakeholder requests)
• Update procurement documentation SOPs with insights from this cycle