A template for providing feedback to unsuccessful bidders
SayPro Vendor Feedback Template
Ref: SayPro Monthly SCMR-1 | Month: January
[SayPro Letterhead / Branding]
Date: [Insert Date]
Ref No.: [Insert Tender or Bid Reference Number]
To:
[Vendor Name]
[Contact Person’s Name]
[Company Name]
[Address]
[Email Address]
❗ Subject: Feedback on Your Bid Submission – [Project/Service Title]
Dear [Contact Person’s Name],
We appreciate your interest and the effort your organization put into responding to our tender [Insert Tender Title], reference number [Insert Tender Number], issued under the SayPro Monthly January SCMR-1 Procurement Process.
After a detailed and objective evaluation process, we regret to inform you that your bid was not successful in this instance.
We understand the time and resources required to prepare a compliant submission, and we thank you for participating in our procurement process. As part of our commitment to fairness and transparency, we would like to provide feedback on your submission to help strengthen your future bids.
📊 Evaluation Summary:
| Evaluation Criteria | Weighting (%) | Your Score | Comments |
|---|---|---|---|
| Technical Compliance | [e.g., 40%] | [XX%] | [Brief feedback on shortcomings or strengths] |
| Experience and Track Record | [e.g., 20%] | [XX%] | [E.g., Limited evidence of past similar work] |
| Pricing / Cost Competitiveness | [e.g., 30%] | [XX%] | [E.g., Pricing higher than average received] |
| B-BBEE and Local Empowerment (if applicable) | [e.g., 10%] | [XX%] | [E.g., Certificate submitted but not valid] |
Overall Evaluation Result:
Your bid received a total score of [XX]%, while the minimum threshold for consideration was [YY]%. The contract was awarded to the bidder who achieved a total score of [ZZ]%.
📝 General Feedback:
- Strengths:
[Highlight specific positives, e.g., “Your company’s safety protocols were well documented.”] - Areas for Improvement:
[Constructive suggestions, e.g., “Consider aligning your pricing with market benchmarks and providing more detailed methodology.”] - Documentation Issues (if any):
[E.g., “Missing annexure on key personnel CVs” or “Uncertified B-BBEE document submitted.”]
🤝 Looking Ahead:
We encourage you to continue participating in SayPro tenders. Many successful vendors have strengthened their submissions over time by acting on feedback and maintaining consistency in quality and compliance.
Upcoming opportunities and bid documents can be found on our procurement portal: [Insert Link to SayPro Procurement Portal].
For any further queries regarding this feedback, you may contact our Procurement Office at [Insert Contact Email/Phone Number].
Thank you again for your interest in partnering with SayPro. We look forward to receiving future submissions from your team.
Kind regards,
[Your Full Name]
[Designation, e.g., Supply Chain Specialist]
SayPro Procurement Division
[Email Address] | [Phone Number]
[SayPro Website URL]
CC: Procurement File | Evaluation Committee Chair | Contracting Officer
Attachments (if applicable): Evaluation Scorecard | Clarification Summary
Leave a Reply