A visual representation of the steps involved in the tendering process, which helps ensure everyone follows the same procedure
Tender Process Flowchart (Textual Description with Icons)
1. Procurement Planning & Needs Identification
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- Define procurement objectives
- Conduct internal needs analysis
- Confirm budget availability
- Draft procurement plan
SayPro Tip: Align needs with strategic and operational goals.
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2. Tender Strategy Development
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- Select tender type (Open, Restricted, Negotiated)
- Define evaluation criteria and weightings
- Decide on procurement method (RFQ, RFP, ITT, etc.)
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3. Tender Documentation Preparation
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- Draft tender documents: Scope of Work, Terms & Conditions, Instructions to Bidders
- Include evaluation matrix, pricing templates, submission checklist
- Obtain internal approvals for documents
Best Practice: Use standardized templates to maintain consistency.
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4. Tender Advertisement / Issuance
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- Advertise tender (eProcurement portal, newspapers, etc.)
- Distribute documents to qualified vendors
- Set clear submission deadline and contact points
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5. Pre-Bid Meeting / Clarification Period
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- Host Q&A sessions with prospective bidders
- Respond to written queries
- Issue formal addenda if clarifications are significant
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6. Bid Submission & Opening
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- Receive bids before the deadline
- Log and timestamp submissions
- Conduct public or internal bid opening (as per policy)
- Document receipt
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7. Bid Evaluation
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- Conduct technical and financial evaluation
- Use predefined scoring matrix
- Ensure evaluators sign conflict-of-interest and confidentiality declarations
SayPro Note: Use multi-disciplinary evaluation panels.
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8. Recommendation & Approval
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- Compile evaluation report
- Recommend most responsive and responsible bidder
- Get internal or board approval (depending on thresholds)
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9. Contract Award & Notification
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- Issue contract to successful bidder
- Notify unsuccessful bidders (with optional feedback form)
- Sign and archive contract
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10. Debriefing & Feedback (Optional but encouraged)
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- Provide structured feedback to unsuccessful bidders
- Use standardized SayPro Feedback Form Template
- Document learning points for internal improvement
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11. Contract Management & Performance Monitoring
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- Monitor service delivery and milestones
- Enforce KPIs and reporting obligations
- Log vendor performance for future reference
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12. Post-Award Review / Lessons Learned
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- Conduct project closure or procurement audit
- Review what worked and areas to improve
- Archive all documentation
🧠 SayPro Best Practices Box (Include in Footer of Visual)
| Practice | Tip |
|---|---|
| Documentation | Keep records at each step for audit and transparency |
| Stakeholder Engagement | Involve legal, finance, and technical experts early |
| Timeline Discipline | Adhere to published schedules unless justified |
| Fairness | Use consistent communication for all bidders |
| Confidentiality | Ensure secure handling of bids and evaluations |
📁 Optional Deliverables:
- Editable Flowchart in Visio / Lucidchart / PowerPoint
- Printable Poster Format (A3 or A2 size)
- Interactive Digital Workflow (via Microsoft Power Automate, Monday.com, etc.)
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