Employees must submit any drafts of bids or proposals they have worked on for evaluation and feedback during the training
1. Required Document: Bid and Proposal Samples
Document Description:
Employees must submit drafts, working documents, or finalized versions of any bids, tenders, or proposals they have created or contributed to within their role. This includes but is not limited to:
- Request for Proposal (RFP) responses
- Expression of Interest (EOI) documents
- Quotations and tender submissions
- Budget proposals and technical documentation
- Supplier or partner agreements prepared for bidding
Purpose of Submission:
- To allow trainers to provide tailored feedback during the training
- To identify areas for improvement in structure, compliance, language, and format
- To promote knowledge sharing and encourage peer learning through anonymized sample reviews (where applicable)
2. Submission Guidelines:
Format Requirements:
- Microsoft Word (.docx), PDF, or Excel (.xlsx) formats only
- All sensitive or confidential information must be redacted prior to submission
- Include a cover page that briefly explains the context of the bid (e.g., “Submitted in response to XYZ tender issued by ABC Department”)
Naming Convention:[EmployeeName]_[Department]_[DocumentType]_SCMR1_Jan2025
Example: JaneDoe_Procurement_TechnicalProposal_SCMR1_Jan2025.pdf
Minimum Submission Requirements:
- At least one (1) bid or proposal sample
- Maximum of three (3) documents per employee (if more, submit a summary with highlights)
3. Submission Method and Deadline:
Platform:
- Submit via SayPro’s Learning Portal or email to: training@saypro.co.za
Deadline:
- No later than 3 working days prior to the training date (to allow trainers sufficient time to review)
4. Confidentiality and Compliance:
- All documents are treated with strict confidentiality
- SayPro will use submissions solely for educational and internal development purposes
- If documents contain third-party proprietary data, employees must obtain permission or anonymize content
5. Trainer Use of Submissions:
During the training, submitted documents may be:
- Reviewed one-on-one with the employee during feedback sessions
- Presented as anonymized case studies for group learning
- Used to demonstrate best practices and common errors in bidding
6. Employee Responsibilities:
| Task | Deadline | Notes |
|---|---|---|
| Select suitable bid/proposal sample(s) | 1 week before training | Choose those with learning value |
| Redact or anonymize content | Before submission | Remove company or client-sensitive info |
| Submit via approved method | 3 working days before training | Use naming convention provided |
| Participate in feedback sessions | During training | Be prepared to discuss submission |
Non-Compliance Consequences:
Failure to submit required documents may result in:
- Incomplete participation status for the training
- Ineligibility for a certificate of completion
- Limited individual feedback from trainers
- Notification to the employee’s line manager or HR for non-participation
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