A standardized format for preparing tender documents
Section 1: Cover Page
- Tender Reference Number: [E.g., SAYPRO/PROC/2025/001]
- Tender Title: [E.g., Supply and Delivery of Office Equipment]
- Issue Date: [DD/MM/YYYY]
- Closing Date & Time: [DD/MM/YYYY | HH:MM]
- Contact Information:
- SayPro Procurement Office
- Email: procurement@saypro.org
- Tel: +[Country Code] [Number]
- Physical Address: [SayPro Head Office Address]
Section 2: Table of Contents
- Section 1: Cover Page
- Section 2: Table of Contents
- Section 3: Invitation to Tender
- Section 4: Instructions to Bidders
- Section 5: Terms of Reference / Technical Specifications
- Section 6: Conditions of Contract
- Section 7: Bid Submission Form
- Section 8: Bid Price Schedule
- Section 9: Mandatory Returnable Documents
- Section 10: Evaluation Criteria
- Section 11: Declaration of Interest
- Annexures
Section 3: Invitation to Tender
A brief overview of the opportunity.
SayPro invites qualified and experienced suppliers/contractors to submit bids for [insert project title]. The project forms part of the organization’s quarterly procurement activities aligned with SayPro’s SCMR-1 and Bidding Management Frameworks.
Section 4: Instructions to Bidders
4.1 Submission Guidelines
- All bids must be submitted electronically/in hard copy (as specified).
- Late submissions will not be accepted.
- Ensure all pages are signed and initialed.
4.2 Clarifications and Questions
- Deadline for queries: [DD/MM/YYYY]
- Questions must be sent to: [procurement@saypro.org]
4.3 Bid Validity
- Bids must be valid for at least 90 days from the closing date.
Section 5: Terms of Reference / Technical Specifications
This section outlines the detailed scope of work, deliverables, milestones, expected timelines, and any technical or performance specifications.
Example:
- Supply of XYZ equipment conforming to ISO standards.
- Delivery expected within 30 days of contract signature.
- Training and after-sales support must be provided.
Section 6: Conditions of Contract
Includes:
- General conditions of contract (as per SayPro Procurement Policy)
- Payment terms
- Penalties for non-performance
- Warranty and support provisions
Section 7: Bid Submission Form
Standardized form including:
- Bidder’s information
- Bidder’s declaration of compliance
- Signature and date
Section 8: Bid Price Schedule
Structured price table that allows uniform price comparison.
Includes:
- Item/Service Description
- Quantity
- Unit Price
- Total Price (Incl. VAT)
Section 9: Mandatory Returnable Documents
List of required documents:
- Valid company registration certificate
- Tax clearance certificate
- B-BBEE Certificate (if applicable)
- Proof of similar work experience
- Signed Tender Document
Section 10: Evaluation Criteria
Split into Administrative, Technical, and Financial evaluation components.
Example:
- Administrative: All required documents submitted – Pass/Fail
- Technical: Minimum 70% required to proceed
- Financial: Based on lowest price or best value
Also includes:
- Weightings and scoring methodology
- Use of SayPro’s SCMR-1 evaluation matrix
Section 11: Declaration of Interest
Bidder to declare:
- Any conflict of interest
- Relationship with SayPro employees
- Non-involvement in corrupt activities
Annexures
- Annexure A: Site Visit Confirmation (if applicable)
- Annexure B: SayPro Code of Conduct for Suppliers
- Annexure C: Sample Contract
- Annexure D: Bidder Checklist
Notes (Compliance with SayPro SCMR-1 & Quarterly Bidding):
- This template must be reviewed monthly by the Procurement Manager as per SCMR-1.
- Quarterly updates are done in alignment with SayPro’s approved Bidding Process Calendar.
- Document revisions must be tracked and logged in SCMR-1 Log Sheet.
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