1. Preparation for Publication
Before uploading tender documents to the website, SayPro’s Supply Chain Management (SCM) team performs a final quality check to ensure that all necessary files are complete, accessible, and error-free.
Checklist for Upload Readiness:
- Final signed and approved tender document in PDF format
- Editable formats (if applicable, for annexures or bill of quantities)
- Any technical drawings or attachments compressed into a single ZIP file
- FAQ or clarification document (if issued prior)
- Pre-bid meeting information (date, time, and online/in-person access details)
- Submission instructions and contact details for procurement queries
2. Web Portal Content Structure
To ensure consistency, clarity, and easy navigation, the SayPro website follows a standardized structure for tender postings under the “Opportunities” > “Open Tenders” section.
Key Web Elements Included:
| Web Section | Content Description |
|---|---|
| Tender Title | Clear, concise title indicating goods/services required |
| Tender Reference Number | Unique SCM identifier (e.g., SCMR1/2025/Q1-05) |
| Publishing Entity | SayPro Procurement Office |
| Issue Date | Date the tender was published online |
| Closing Date & Time | Submission deadline, specified in local time zone |
| Brief Description | Summary of the procurement need and scope |
| Downloadable Documents | Links to all tender-related documents in appropriate formats |
| Submission Instructions | How and where to submit bids (online/email/physical delivery) |
| Clarification Contact | Email/phone number for procurement officer managing the tender |
| Pre-Bid Meeting Details | If applicable – platform link or location and RSVP procedure |
| Amendments/Addenda Section | Placeholder for future updates or clarifications |
3. Technical Steps for Uploading
The SCM digital support team works with the IT department to:
- Upload documents to the SayPro secure procurement server
- Link each document to its corresponding tender reference in the CMS
- Assign publication permissions to make files publicly viewable
- Test all download links to ensure functionality and compatibility across devices
- Use metadata tags to improve searchability (e.g., categories like “Consulting Services,” “Office Equipment,” “Construction”)
4. Notification and Outreach
Once the tender is posted:
- Automatic email alerts are sent to all vendors registered in the SayPro Supplier Database, filtered by relevant procurement category.
- Social media and newsletter alerts may be used to broaden outreach.
- SayPro’s tender posting is also shared with public procurement portals, such as eTenderPortal (where applicable) for enhanced visibility.
5. Post-Publication Management
During the open tender window:
- The SCM office monitors website analytics to track interest and downloads.
- Addenda and clarifications (if any) are uploaded to the same webpage and vendors are notified via email.
- A timestamped log of all document updates is maintained for audit and compliance purposes.
6. Compliance with SCMR-1
As required by SayPro Monthly January SCMR-1, all tenders must remain live on the website until the bid closing date, after which:
- Documents are archived but accessible under “Closed Tenders.”
- Submission stats (e.g., number of downloads, vendor inquiries) are included in the Quarterly Bidding Summary Report for internal evaluation and audit purposes.
Conclusion
Posting tender documents on the SayPro website represents a critical transparency milestone in the tender preparation process. By adhering to digital publication standards and SCMR-1 policies, SayPro enhances supplier access, ensures fair competition, and demonstrates compliance with both internal procurement rules and broader public procurement best practices.
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