SayPro Ensure that all required documentation (e.g., references, licenses, insurance) is submitted

1. Overview of Required Documentation

All bidders responding to a SayPro tender must upload the full set of required documents as specified in the respective Request for Quotation (RFQ) or Bid Terms of Reference (TOR). These typically include but are not limited to:

A. Company Legal and Compliance Documents

• Company Registration Certificate (CIPC or equivalent)
• Valid Tax Clearance Certificate or Tax Compliance Status Pin
• BBBEE Certificate or Sworn Affidavit (if applicable)
• Director ID Copies or certified identification documents

B. Technical Capability and Experience

• Detailed Company Profile
• Portfolio of Previous Work/Projects
• Client References (minimum of 2–3 recent references)
• CVs of Key Personnel (if applicable)

C. Financial and Risk Documentation

• Proof of Business Insurance Coverage (e.g., public liability, professional indemnity, or any bid-specific insurance as stipulated)
• Financial Statements or Bank Statements (as required)

D. Sector-Specific Licenses and Certifications

• Relevant Trade Licenses or Professional Registrations
• Health and Safety Certificates (for physical works or service delivery)
• Accreditations or Training Certifications (where required)

E. Bid-Specific Documents

• Signed Bid Declaration Forms
• Completed Pricing Schedule
• Compliance Checklists
• Conflict of Interest Declaration
• Joint Venture Agreements (if bidding in consortium)

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2. Document Submission Process

Step-by-Step Procedure:

1. Log into SayPro Vendor Portal: All documents must be uploaded via the SayPro procurement platform at www.saypro.online.
2. Select Active Tender: Navigate to the appropriate bidding opportunity (e.g., SCMR-1-2025Q1).
3. Document Upload Interface:
   • Upload each required document into the designated field.
   • All documents must be submitted in PDF format unless otherwise stated.
   • Each file should be labeled clearly (e.g., “Tax Clearance Certificate – XYZ Ltd”).
4. Final Review Checklist:
   • Before submission, the system displays a summary checklist showing which documents have been uploaded or are missing.
   • Missing documents will trigger a warning; incomplete submissions are flagged as non-compliant.

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3. Compliance Verification and Rejection Policy

• Initial Screening: Upon bid submission, SayPro’s procurement system conducts an automated preliminary compliance check to verify completeness.
• Manual Verification: A procurement officer then manually verifies authenticity and accuracy.
• Non-Compliance Consequences:
  • Incomplete Bids: Automatically disqualified unless missing documentation is due to system errors or pre-approved exemptions.
  • Falsified or Expired Documents: Will lead to immediate disqualification and potential blacklisting.

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4. Notification and Follow-Up

• Submission Receipt: Upon successful submission, vendors receive a confirmation email including:
  • A list of all documents received
  • A unique bid reference number
• Clarification Requests: If minor document issues are found, SayPro may issue a Request for Clarification allowing 48 hours for corrections (at the discretion of the procurement team).

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5. Document Confidentiality and Data Protection

• All uploaded documentation is stored on secure, encrypted servers.
• Access is restricted to authorized procurement personnel only.
• SayPro complies fully with the Protection of Personal Information Act (POPIA) and related data privacy standards.

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6. Support for Document Preparation

• Template Documents Available: Standard templates for declarations, checklists, and compliance forms are available for download on each bid page.
• One-on-One Assistance: Vendors may request document review support prior to submission.
• Workshops and Training: SayPro hosts periodic virtual training sessions focused on proper bid documentation and compliance best practices.

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Summary: Required Document Checklist

Category	Document Type	Mandatory?
Legal & Compliance	Company Registration	✅
	Tax Clearance	✅
	BBBEE Certificate	✅ (if applicable)
Technical Capacity	Company Profile	✅
	Project References	✅
	CVs of Key Staff	✅ (project-based)
Risk & Insurance	Business Insurance	✅
	Financials	✅
Licensing	Sector Certificates	✅ (industry-dependent)
Bid Forms	Signed Declarations	✅
	Pricing Proposal	✅

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By strictly enforcing the submission of all required documentation, SayPro ensures a fair, compliant, and professionally managed bidding process—where only complete and qualified bids move forward for evaluation.