SayPro Review incoming tenders and quotations

Week 1 (01-01-2025 to 01-07-2025) – Contract Review and Tender Preparation

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🔍 Objective:

To review and assess all incoming tenders and quotations to ensure alignment with SayPro’s operational, legal, and financial requirements as outlined in SayPro Monthly January SCMR-1: SayPro Quarterly Contract Management Report.

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✅ Key Tasks To Be Completed:

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1. Review of Incoming Tenders & Quotations

• Deadline: Ongoing throughout the week.
• Task Owner: SCM (Supply Chain Management) Team
• Description:
  • Collect all incoming tenders and quotations from vendors received during December 2024 and early January 2025.
  • Classify by service type (logistics, consulting, IT, etc.).
  • Check if each submission includes:
    • Completed tender forms.
    • Valid company registration documents.
    • Compliance with SayPro procurement policies.
    • Valid tax clearance certificates.
    • Valid B-BBEE certificates (where applicable).
  • Ensure documentation aligns with the contract criteria set in SCMR-1.

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2. Initial Compliance Screening

• Deadline: By January 4, 2025
• Task Owner: Compliance Officer & Legal Advisor
• Description:
  • Conduct a compliance screening of vendors against SayPro’s code of conduct and procurement compliance checklist.
  • Identify non-compliant submissions for disqualification or clarification follow-up.
  • Log and file all documentation in the central SCMR tracking system.

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3. Technical & Financial Evaluation of Bids

• Deadline: By January 6, 2025
• Task Owner: Procurement Analyst, Finance Department
• Description:
  • Compare vendor technical proposals with the technical specifications outlined in SCMR-1.
  • Conduct a pricing and value-for-money analysis.
  • Assign evaluation scores using SayPro’s approved Tender Evaluation Matrix.
  • Identify high-potential vendors for each category of service.

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4. Shortlisting & Recommendations for Tender Committee

• Deadline: January 7, 2025
• Task Owner: Procurement Manager
• Description:
  • Prepare a summary report including:
    • Shortlisted vendors per category.
    • Evaluation scores and rationale.
    • Risk assessment results.
  • Submit recommendations to the Tender Committee for review and adjudication next week.
  • Schedule Tender Committee meeting for Week 2 (January 8–12, 2025).

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5. Preparation of Draft Contracts

• Deadline: January 7, 2025 (initial drafts)
• Task Owner: Legal Team
• Description:
  • Begin drafting preliminary contract templates for shortlisted vendors.
  • Ensure all draft contracts reflect standard terms and special conditions derived from SCMR-1.
  • Highlight any clauses requiring negotiation or internal escalation.

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📂 Deliverables for Week 1:

• Tender Evaluation Scorecard (All vendors)
• Shortlisted Vendor Summary Report
• Compliance Screening Logs
• Draft Contracts for Review
• Scheduled Tender Committee Meeting (Week 2)