SayPro Bid Evaluation Form

A standardized evaluation form to assess bids based on criteria like cost, quality, and timeliness

Document Code: SCM-BEF-2025-01
Reference: SayPro Monthly January SCMR-1 & Quarterly Contract Management
Version: 1.0
Evaluation Period: [Insert Date Range]
Tender Reference No: [Insert Tender Number]
Bid Evaluation Panel Members:

Chairperson: [Name]
Member 1: [Name]
Member 2: [Name]
Observer: [If applicable]

Section A: Bidder Identification

Field	Details
Bidder Name	[Insert Full Name]
Contact Person	[Insert Name]
Bid Reference Number	[Insert Bid Number]
Date of Submission	[Insert Date]
Bid Valid Until	[Insert Date]

Section B: Compliance Check (Preliminary)

This section assesses if the bidder meets the basic compliance requirements as per SCMR-1 and SayPro Procurement Policy.

Requirement	Submitted? (Yes/No)	Notes
Valid Company Registration
Tax Clearance Certificate
B-BBEE Certificate (if applicable)
Completed Bid Form
SCMR-1 Compliance Acknowledgment Form
Signed Code of Conduct

✅ Pass/Fail Compliance Check: [Pass / Fail]
(Bidders failing compliance check are disqualified from further evaluation.)

Section C: Technical Evaluation

Weight: 60%
Evaluate the quality, feasibility, and appropriateness of the proposed solution/service.

Criteria	Max Score	Score Awarded	Notes
Understanding of Terms of Reference / Scope	15
Methodology & Implementation Plan	15
Relevant Experience & Past Performance	10
Qualifications of Team / Staff	10
Innovation or Value-Add	10

🟦 Subtotal (Technical): ___ / 60

Section D: Financial Evaluation

Weight: 30%
Assessed based on cost competitiveness, budget alignment, and value for money.

Criteria	Max Score	Score Awarded	Notes
Total Cost Submitted	15
Cost Breakdown Transparency	10
Alignment with Budget Envelope	5

💰 Subtotal (Financial): ___ / 30

Section E: Risk & Timeliness Evaluation

Weight: 10%
Evaluates bidder’s ability to deliver on time and mitigate potential risks.

Criteria	Max Score	Score Awarded	Notes
Delivery Timeline	5
Risk Mitigation Strategies	5

🕒 Subtotal (Risk/Timeliness): ___ / 10

Section F: B-BBEE / Local Empowerment (If Applicable)

This optional section awards bonus points for local empowerment in line with SayPro’s inclusive procurement goals.

Criteria	Max Score	Score Awarded	Notes
Black-Owned / Youth-Owned / Women-Owned	5
Use of Local Suppliers / Community Involvement	5

🌍 Subtotal (Empowerment): ___ / 10 (if applicable; not included in overall total unless mandated)

Section G: Overall Score Summary

Evaluation Area	Max Points	Score Awarded
Technical	60
Financial	30
Risk & Timeliness	10
Total Score	100	___ / 100

Section H: Recommendation

✅ Recommended for Award:
[ ] Yes
[ ] No

If No, Reason:
[Provide rationale, e.g., did not meet minimum technical threshold, uncompetitive pricing, failed compliance.]

Section I: Evaluator Signatures

Evaluator Name	Role	Signature	Date
	Chairperson
	Panel Member 1
	Panel Member 2
	Observer (Optional)

Annexures

Copy of Technical Proposal
Copy of Financial Proposal
Clarification Correspondence (if any)
Compliance Documentation Checklist
Conflict of Interest Declarations

SayPro Bid Evaluation Form