A template that includes the required scope of work, specifications, and expectations for vendors or service providers
1. Tender Notice
Title of Tender:
[Insert full title of the tender]
Tender Number:
[Insert tender reference number]
Issuing Department:
[Insert name of the SayPro department issuing the tender]
Issue Date:
[Insert date]
Closing Date & Time:
[Insert date and time]
Tender Submission Address:
[Insert physical/email address where tenders should be submitted]
2. Introduction & Background
Provide a brief description of SayPro, its mission, and the context in which this procurement is being made.
Example:
SayPro is a youth-focused development organization operating across Africa to improve access to education, employment, and entrepreneurship. This tender seeks qualified vendors/service providers to [brief description of service/product].
3. Scope of Work
Detail the precise work to be carried out by the selected vendor or service provider.
3.1 Objectives
- Clearly define the goals of the contract (e.g., implementation of a training program, delivery of equipment, consulting services).
3.2 Tasks and Activities
- List all the tasks the vendor is expected to perform.
- Example: Develop training modules, deliver workshops, conduct evaluations, provide reports.
3.3 Deliverables
- List all expected deliverables with timelines and formats.
- Example:
- Inception Report – Within 7 days of contract signing
- Final Training Manual – By Week 4
- Monthly Progress Reports – As per SCMR-1 standards
4. Technical Specifications
Provide details of the technical or quality requirements for goods or services.
- Materials to be used
- Software or platforms preferred
- Quality assurance processes
- Compliance with SayPro standards
5. Contract Duration
Provide clear timelines including:
- Start Date
- Duration (e.g., 6 months)
- Expected milestones or review checkpoints (e.g., Quarterly review in line with Contract Management Report Q1)
6. Budget and Payment Terms
Provide budget expectations and payment structure.
- Total available budget (if applicable)
- Milestone-based payments (e.g., 30% on contract signing, 40% mid-project, 30% on delivery)
- Invoicing and financial reporting expectations (aligned with SayPro’s SCMR submission dates)
7. Vendor Requirements
Specify the mandatory and preferred criteria for applicants.
7.1 Eligibility Criteria
- Legal registration in operating country
- At least [X] years of relevant experience
- References from similar projects
7.2 Evaluation Criteria
- Technical Proposal (40%)
- Financial Proposal (30%)
- Past Performance/Experience (20%)
- Local Content and Empowerment (10%)
8. Submission Requirements
- Proposal Submission Format (separate Technical & Financial Proposals)
- Mandatory documents:
- Company registration documents
- Tax clearance certificate
- B-BBEE Certificate (if applicable)
- SCMR-1 Compliance Acknowledgment Form
9. Tender Evaluation Process
Describe the evaluation process in detail, including:
- Evaluation Panel composition
- Steps of technical and financial assessment
- Due diligence or site visits
10. Terms and Conditions
- SayPro reserves the right to reject any or all proposals
- Late submissions will not be considered
- All disputes will be handled in accordance with SayPro’s Procurement Policy
11. Contact for Clarifications
Contact Person: [Insert Name]
Email: [Insert Contact Email]
Phone: [Insert Number]
Clarification Deadline: [Insert Date, usually 5 working days before submission deadline]
12. Annexures (Attach Relevant Documents)
- Annexure A: SCMR-1 Compliance Template
- Annexure B: SayPro Supplier Code of Conduct
- Annexure C: Price Schedule Template
- Annexure D: Draft Contract for Review
- Annexure E: Quarterly Contract Monitoring Template
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