A template for communicating the award of contracts to successful bidders
📄 SayPro Contract Award Notification Template
Ref: SayPro Monthly SCMR-1 | Month: January
[Your Organization’s Letterhead or SayPro Branding]
Date: [Insert Date]
Ref No.: [Insert Reference Number or Contract Number]
To:
[Successful Bidder’s Name]
[Company Name]
[Address]
[Email Address]
🏆 Subject: Contract Award Notification – [Project/Service Title]
Dear [Bidder’s Contact Name],
We are pleased to inform you that your bid submitted on [Bid Submission Date] for the procurement of [Project Name / Goods / Services Title], under the tender reference number [Tender No.], has been successful.
Following a comprehensive evaluation process in accordance with the SayPro Supply Chain Management Regulations and our internal procurement guidelines, your proposal was rated as the most responsive, technically compliant, and financially viable among all received bids.
🔍 Contract Details:
- Contract Title: [Insert Full Contract Title]
- Contract Number: [Insert Contract Number]
- Service/Delivery Location: [Insert Location]
- Total Contract Value: [Insert Amount with Currency, e.g., ZAR 1,250,000.00]
- Contract Duration: [Insert Duration, e.g., 12 Months]
- Commencement Date: [Insert Start Date]
- Contract Manager: [Insert Contact Person from SayPro]
✅ Next Steps:
You are kindly requested to:
- Acknowledge receipt of this notification within [Insert Timeline, e.g., 3 working days].
- Submit the following within [Insert Number of Days]:
- Signed contract (to be provided)
- Valid tax clearance certificate or equivalent documentation
- Proof of insurance (if required)
- B-BBEE certificate (where applicable)
Please note that failure to comply within the stipulated timeframes may result in the withdrawal of the award and reallocation to the next qualifying bidder.
🛡️ Confidentiality & Public Disclosure
This communication is confidential and intended only for the recipient listed above. However, in line with SayPro’s commitment to transparency, award information may be published in the upcoming SayPro Monthly Contract Award Summary (e.g., SCMR-1 January Edition) and on our official procurement portal.
We thank you for your participation and interest in SayPro procurement opportunities. We look forward to a successful partnership and the timely execution of this project.
Should you have any questions, please contact [Contract Manager’s Name] at [Email / Phone].
Kind regards,
[Your Full Name]
[Designation, e.g., SCM Manager]
SayPro Procurement Division
[Email Address] | [Phone Number]
[SayPro Website URL]
CC: Procurement File | Finance Dept. | Contract Manager
Attachments: Draft Contract | Award Summary Sheet
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