Evaluate bids from potential contractors, suppliers, and partners to ensure the best value for SayPro
1. Bid Opening and Initial Compliance Screening
a. Controlled Bid Opening Procedure
- Bids are opened by a designated Bid Evaluation Committee (BEC) on or after the specified deadline, ensuring that:
- No late submissions are accepted.
- All opened bids are logged in the Bid Receipt Register with timestamps and digital or physical copies stored securely.
b. Preliminary Compliance Check
- Each bid is reviewed to ensure that mandatory documents and minimum eligibility requirements are met, including:
- Valid tax clearance certificate.
- Company registration documents.
- Declaration of interest forms.
- Technical compliance checklist.
- Non-compliant bids are disqualified from further evaluation and documented accordingly, as per SCMR-1 governance.
2. Technical Evaluation
a. Alignment with Scope of Work (SoW)
- Each bid is analyzed to determine how well the proposed solution meets the technical specifications and deliverables outlined in the Tender Document.
- Evaluators assess:
- Methodology and approach.
- Project timelines and milestone planning.
- Technology or systems proposed.
- Team structure, roles, and qualifications.
b. Scoring Against Technical Criteria
- Pre-defined evaluation matrix is applied, as set out in the tender documentation.
- Typical scoring criteria and weightings include:
- Experience and track record (20%)
- Technical approach and innovation (25%)
- Resource capacity and team qualifications (20%)
- Compliance with service standards (15%)
- Risk mitigation strategies (10%)
- Environmental and social responsibility (10%)
c. Threshold Requirement
- A minimum technical score (e.g., 70%) must be achieved to qualify for financial evaluation. This ensures only technically sound bids move forward.
3. Financial Evaluation
a. Cost Analysis
- For bids that pass the technical phase, pricing is analyzed for:
- Total cost of ownership.
- Cost breakdowns by deliverables, resources, or timeframes.
- Hidden costs or potential future escalations.
- Bids are ranked on cost efficiency while maintaining quality.
b. Value for Money Assessment
- Evaluation goes beyond lowest cost, focusing on best value for SayPro, factoring:
- Lifecycle costs.
- Risk premiums.
- Added value services (e.g., training, after-sales support, warranties).
- Long-term strategic alignment with SayPro’s service delivery goals.
c. Pricing Reasonableness Check
- Outlier bids (too high or unrealistically low) are flagged and may be disqualified or queried further to verify accuracy or identify risks of underperformance.
4. BEE, Local Content, and Preferential Points
- In accordance with SayPro’s procurement policies and South African regulations (where applicable), points are awarded for:
- B-BBEE contribution level.
- Local sourcing or subcontracting to SMEs.
- Employment equity and community impact.
- These preferential criteria are integrated into the overall evaluation score, as mandated in SCMR-1.
5. Consolidated Evaluation and Scoring Matrix
A master scoring sheet is used to consolidate:
| Bidder Name | Technical Score | Financial Score | Preferential Score | Total Score (%) | Ranking |
|---|---|---|---|---|---|
| Bidder A | 82% | 88% | 8% | 89.3% | 1st |
| Bidder B | 78% | 92% | 6% | 88.4% | 2nd |
| Bidder C | 69% (disqualified) | — | — | — | N/A |
- Only the highest-ranked, technically and financially compliant bids proceed to the recommendation stage.
6. Bid Evaluation Report and Recommendation
a. Final Evaluation Report
- A formal report is prepared documenting:
- Evaluation methodology.
- Scores and rankings.
- Rationale for recommendations or disqualifications.
- Any conditions to be included in the final contract award.
b. Committee Approval and Governance
- The Evaluation Report is submitted to the SayPro Procurement Committee and Contract Management Oversight Panel (as per SCMR-1).
- Final award is only made upon formal approval and in adherence to SayPro’s Delegation of Authority (DoA) framework.
7. Post-Evaluation Procedures
a. Notifications
- Successful and unsuccessful bidders are notified in writing.
- Optionally, debriefings may be provided upon request to promote transparency and bidder development.
b. Contract Negotiation (if applicable)
- Clarification or negotiation of final terms occurs post-approval and is limited to permissible scope changes without violating fairness.
c. Archiving and Compliance Documentation
- All bid documents, evaluation notes, and committee minutes are archived in the SayPro Contract and Procurement Management System (CPMS).
- This ensures audit readiness and supports the SCMR-1 requirement for quarterly procurement review.
Conclusion:
The Bid Evaluation process is a critical pillar in SayPro’s procurement lifecycle, ensuring that service providers are selected based on merit, value, and compliance. By adhering to the SCMR-1 protocols, SayPro achieves procurement integrity, value for money, and risk-controlled contracting, supporting the wider goals of the SayPro Quarterly Contract Management framework.
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