Author: Zanele Comfort

A template for communicating the award of contracts to successful bidders

📄 SayPro Contract Award Notification Template

Ref: SayPro Monthly SCMR-1 | Month: January

---

[Your Organization’s Letterhead or SayPro Branding]

Date: [Insert Date]
Ref No.: [Insert Reference Number or Contract Number]

To:
[Successful Bidder’s Name]
[Company Name]
[Address]
[Email Address]

---

🏆 Subject: Contract Award Notification – [Project/Service Title]

Dear [Bidder’s Contact Name],

We are pleased to inform you that your bid submitted on [Bid Submission Date] for the procurement of [Project Name / Goods / Services Title], under the tender reference number [Tender No.], has been successful.

Following a comprehensive evaluation process in accordance with the SayPro Supply Chain Management Regulations and our internal procurement guidelines, your proposal was rated as the most responsive, technically compliant, and financially viable among all received bids.

---

🔍 Contract Details:

• Contract Title: [Insert Full Contract Title]
• Contract Number: [Insert Contract Number]
• Service/Delivery Location: [Insert Location]
• Total Contract Value: [Insert Amount with Currency, e.g., ZAR 1,250,000.00]
• Contract Duration: [Insert Duration, e.g., 12 Months]
• Commencement Date: [Insert Start Date]
• Contract Manager: [Insert Contact Person from SayPro]

---

✅ Next Steps:

You are kindly requested to:

1. Acknowledge receipt of this notification within [Insert Timeline, e.g., 3 working days].
2. Submit the following within [Insert Number of Days]:
   • Signed contract (to be provided)
   • Valid tax clearance certificate or equivalent documentation
   • Proof of insurance (if required)
   • B-BBEE certificate (where applicable)

Please note that failure to comply within the stipulated timeframes may result in the withdrawal of the award and reallocation to the next qualifying bidder.

---

🛡️ Confidentiality & Public Disclosure

This communication is confidential and intended only for the recipient listed above. However, in line with SayPro’s commitment to transparency, award information may be published in the upcoming SayPro Monthly Contract Award Summary (e.g., SCMR-1 January Edition) and on our official procurement portal.

---

We thank you for your participation and interest in SayPro procurement opportunities. We look forward to a successful partnership and the timely execution of this project.

Should you have any questions, please contact [Contract Manager’s Name] at [Email / Phone].

Kind regards,
[Your Full Name]
[Designation, e.g., SCM Manager]
SayPro Procurement Division
[Email Address] | [Phone Number]
[SayPro Website URL]

---

CC: Procurement File | Finance Dept. | Contract Manager
Attachments: Draft Contract | Award Summary Sheet

A standardized form for scoring bids based on predefined evaluation criteria

1. General Information

Item	Details
Procuring Entity	SayPro
Department/Unit	[Insert Department]
Contract Type	[e.g., Goods, Services, Works]
Budget Estimate	[Insert Amount]
Number of Bidders	[Insert Total]
Bid Opening Date	[Insert Date]
Evaluation Start Date	[Insert Date]
Evaluation Completion Date	[Insert Date]

---

2. Compliance Checklist (Preliminary Evaluation)

Evaluate if each bid meets the mandatory requirements. Use ✓ for compliant, ✗ for non-compliant.

Bidder Name	Bid Submission on Time	Valid Tax Clearance	Signed Declaration	Pricing Structure Attached	Compliance Status
[Bidder 1 Name]	✓ / ✗	✓ / ✗	✓ / ✗	✓ / ✗	Compliant/Non
[Bidder 2 Name]	✓ / ✗	✓ / ✗	✓ / ✗	✓ / ✗	Compliant/Non
[etc.]

Note: Only compliant bidders proceed to technical and financial evaluation.

---

3. Technical Evaluation

Evaluation Criteria	Weight (%)	Bidder 1	Bidder 2	Bidder 3	Comments
Understanding of the Terms of Reference	20%	[Score]	[Score]	[Score]	[Insert]
Methodology & Approach	20%	[Score]	[Score]	[Score]	[Insert]
Relevant Experience	15%	[Score]	[Score]	[Score]	[Insert]
Qualifications of Team	15%	[Score]	[Score]	[Score]	[Insert]
Capacity & Resources	10%	[Score]	[Score]	[Score]	[Insert]
Quality Assurance Measures	10%	[Score]	[Score]	[Score]	[Insert]
Innovation/Value Add	10%	[Score]	[Score]	[Score]	[Insert]

Total Technical Score (%) = Sum of (Score × Weight) for each bidder.

---

4. Financial Evaluation

Only bidders that meet the minimum technical threshold (usually 70%) are considered.

Bidder Name	Bid Price (ZAR)	Score Based on Price Formula*	Ranking
[Bidder 1 Name]	[Insert]	[Insert]	[1st/2nd]
[Bidder 2 Name]	[Insert]	[Insert]	[1st/2nd]

*Formula: Lowest Price / Bidder Price × Weight (e.g., 30%)

---

5. Combined Technical and Financial Scores

Bidder Name	Technical Score (70%)	Financial Score (30%)	Total Weighted Score (%)	Rank
[Bidder 1 Name]	[Insert]	[Insert]	[Insert]	[1st]
[Bidder 2 Name]	[Insert]	[Insert]	[Insert]	[2nd]

---

6. Recommendation

Recommended Bidder: [Insert Name]
Justification:

• Highest total score
• Complies with all requirements
• Demonstrated technical capacity and value
• Competitive pricing

Recommended Award Amount: ZAR [Insert Amount]

---

7. Evaluation Committee Sign-Off

Name	Position	Signature	Date
[Evaluator 1]	Evaluation Team Leader		[Insert]
[Evaluator 2]	SCM Practitioner		[Insert]
[Evaluator 3]	Technical Expert		[Insert]

Tasks to Be Done – Week 4 (01–22–2025 to 01–31–2025)

Focus Area: SayPro Monthly January SCMR-1 – Final Reporting on Contract Awards
Primary Objective: Compile, review, and submit a comprehensive final report summarizing the entire January contract awarding process, ensuring transparency, documentation integrity, and readiness for internal/external review.

---

✅ 1. Collect Source Information and Data (01/22 – 01/24)

Objective: Gather all key data and documents to be included in the final report.

Tasks:

• Retrieve finalized:
  • Awarded contract list (vendors, contract reference numbers, amounts)
  • Evaluation panel minutes and scoring sheets
  • Procurement timeline (from advertisement to final award)
  • Signed contracts and confirmation of notifications sent
  • Vendor performance summaries (if applicable)
• Collect attachments that support the report (tables, bid summaries, approval memos)

📌 Deliverables: Central folder of all materials to be included or referenced in the report.

---

✅ 2. Draft the Final Report Document (01/24 – 01/27)

Objective: Create a structured, well-documented final report covering all aspects of the January awards.

Recommended Report Structure:

📘 Title:

SayPro Monthly Procurement Report – January 2025 (SCMR-1)

📑 1. Executive Summary:

• Brief overview of the procurement process and outcomes
• Total number of contracts awarded, total contract value

📑 2. Background:

• Description of SCMR-1 (SayPro Monthly Awarding Process)
• Key dates and phases in the January procurement cycle

📑 3. Bid Solicitation and Response Summary:

• Number of RFQs/RFPs issued
• Number of vendors who responded
• Summary of bidder demographics (e.g., location, B-BBEE level)

📑 4. Evaluation and Awarding Process:

• Evaluation method used (e.g., 80/20, functionality scoring)
• Evaluation committee composition
• Summary of award criteria and scoring outcome

📑 5. List of Awarded Contracts:

Include a table with:

Vendor Name	Contract Reference	Description	Value (ZAR)	Duration	B-BBEE Status

📑 6. Notifications and Communication Summary:

• Date of award notifications sent
• Regret letters issued
• Any feedback sessions conducted

📑 7. Compliance and Governance:

• Confirmation of adherence to SayPro Procurement Policy
• Legal and financial reviews completed
• Conflict of interest disclosures (if any)

📑 8. Observations and Challenges:

• Lessons learned from the process
• Issues encountered (e.g., late submissions, unclear specs)
• Recommendations for next cycle improvement

📑 9. Appendices:

• Copies of contract award letters (redacted if sensitive)
• Summary scoring sheets
• Approval records

📌 Deliverables: Draft version of the final report prepared for internal review.

---

✅ 3. Internal Review and Approval (01/27 – 01/29)

Objective: Ensure the report is accurate, comprehensive, and aligned with governance standards.

Tasks:

• Submit draft to:
  • Procurement Manager
  • Legal Advisor
  • Finance Department (for financial validation)
  • SCMR-1 Chairperson
• Incorporate feedback, address comments, clarify data where needed
• Apply SayPro document formatting standards (cover page, versioning, footer, etc.)

📌 Deliverables: Final approved version of the January SCMR-1 Report.

---

✅ 4. Submission and Distribution (01/30 – 01/31)

Objective: File, publish, and distribute the final report to relevant stakeholders.

Tasks:

• Upload report to the SayPro Procurement Archive
• Email report to:
  • Executive Management
  • Internal Audit
  • SayPro Board (if required)
  • Procurement Oversight Committee
• Save a version for public release (with confidential details redacted)
• Schedule optional debrief session or review presentation

📌 Deliverables: Final report submitted and archived; notifications sent to all relevant parties.

---

📝 Optional Add-Ons / Follow-Ups:

• Upload summary statistics to the SayPro Procurement Dashboard
• Prepare a 1-page infographic or summary for external stakeholders
• Log report into the Annual Procurement Reporting Tracker

Tasks to Be Done – Week 4 (01–22–2025 to 01–31–2025)

Focus Area: SayPro Monthly January SCMR-1 – Bidding Documentation & Performance Report Archiving
Primary Objective: Record, organize, and securely store all documentation related to the January procurement cycle, including bids, evaluations, communications, and vendor performance monitoring reports.

---

✅ 1. Collect and Consolidate All Procurement Documents (01/22 – 01/25)

Objective: Ensure all documents from the bidding and evaluation phases are gathered and categorized.

Tasks:

• Retrieve all procurement documents from relevant teams (Procurement, SCMR Evaluation Panel, Legal, and Finance), including:
  • Request for Quotations (RFQs) / Request for Proposals (RFPs)
  • Bid submissions from vendors (technical & financial proposals)
  • Bid opening records
  • Bid evaluation scoresheets and committee meeting minutes
  • Approval and adjudication records (SCMR-1 award confirmations)
• Confirm that all documentation is complete and properly labeled by bid reference number and date

📌 Deliverables: All procurement documents collected and prepared for categorization.

---

✅ 2. Organize and Label Documentation by Phase and Vendor (01/25 – 01/27)

Objective: Structure documentation for easy retrieval, audit, and future reference.

Tasks:

• Create digital folders within the SayPro Procurement Repository:
  • 📁 01_Jan2025_RFQs-RFPs
  • 📁 02_Jan2025_BidSubmissions
  • 📁 03_Jan2025_Evaluations
  • 📁 04_Jan2025_Awards&Contracts
  • 📁 05_Jan2025_Correspondence
  • 📁 06_Jan2025_PerformanceMonitoring
• Save all scanned hard copies as PDF files with file naming standards:
  • Example: VendorName_BidSubmission_RFP2025-01.pdf
  • Example: EvalReport_RFP2025-01_Jan18.pdf
• Ensure consistency across all file names and metadata

📌 Deliverables: Fully structured and labeled document folders for January SCMR-1 cycle.

---

✅ 3. Archive Vendor Performance Monitoring Reports (01/26 – 01/29)

Objective: Record performance data for vendors from previous or pilot contracts where relevant.

Tasks:

• Collect all available performance monitoring reports from:
  • Project Managers
  • Procurement Compliance Officers
  • Site or field supervisors (where applicable)
• Check each report for:
  • Delivery timeliness
  • Quality of goods/services
  • Compliance with contract terms
  • Communication and responsiveness
• Save reports under the folder:
  • 📁 06_Jan2025_PerformanceMonitoring
  • File naming example: PerfReport_VendorABC_Jan2025.pdf
• Create a brief summary log of vendor performance ratings for internal tracking

📌 Deliverables: Archived performance reports and a summarized tracking sheet.

---

✅ 4. Upload and Back Up to SayPro Central System (01/29 – 01/30)

Objective: Ensure secure digital storage and back-up of all key documents.

Tasks:

• Upload all documentation to the SayPro Contract & Procurement Management System (CPMS)
• Apply document access permissions based on user roles (Procurement, Legal, Finance)
• Create a monthly “Readiness for Audit” log that includes:
  • Document categories
  • Number of files uploaded
  • Date of upload and responsible person
• Conduct a cross-check with IT/Data Compliance to confirm data integrity and backup

📌 Deliverables: All documents uploaded, permissions set, and backup confirmed.

---

✅ 5. Final Documentation Report and Handover (01/31)

Objective: Ensure closure of the documentation phase with a compiled report and audit readiness.

Tasks:

• Prepare a Documentation Completion Report for January SCMR-1, including:
  • Summary of files archived
  • Performance monitoring highlights
  • Compliance notes and observations
• Submit report to:
  • Head of Procurement
  • Compliance & Internal Audit
  • SCMR-1 Chairperson
• Schedule internal debrief (if needed) to discuss any lessons learned or documentation gaps

📌 Deliverables: Documentation Completion Report submitted and logged; archiving process finalized.

---

📝 Optional Add-Ons / Follow-Ups:

• Initiate document retention timeline tracker (e.g., archive for 5–7 years)
• Identify files for redaction (in case of future public or stakeholder requests)
• Update procurement documentation SOPs with insights from this cycle

Tasks to Be Done – Week 4 (01–22–2025 to 01–31–2025)

Focus Area: SayPro Monthly January SCMR-1 – Award Notification and Communication
Primary Objective: Officially notify successful and unsuccessful bidders of the January contract awards, ensuring transparency, fairness, and compliance with SayPro procurement procedures.

---

✅ 1. Finalize and Approve Communication Materials (01/22 – 01/24)

Objective: Develop and internally approve all notification letters and public announcements.

Tasks:

• Draft Award Notification Letters for successful bidders:
  • Include award summary, contract reference number, scope of award, and next steps
  • Congratulatory tone with clear contact details for follow-up
• Draft Regret Letters for unsuccessful bidders:
  • Include bid reference number, confirmation of non-selection, and optional feedback clause
  • Maintain a professional and respectful tone
• Draft Public Announcement Notice:
  • Summary of awarded contracts (without disclosing sensitive pricing info)
  • List awarded suppliers, project descriptions, and contract durations

Approvals:

• Submit letters and announcement drafts for internal review by:
  • Procurement Manager
  • Legal Team (for compliance with disclosure rules)
  • Communications Unit (for formatting and tone consistency)

📌 Deliverables: Final approved versions of all letters and the public announcement draft.

---

✅ 2. Notify Successful Bidders (01/24 – 01/27)

Objective: Communicate formally with all successful vendors.

Tasks:

• Send official award letters via:
  • Email (PDF format on SayPro letterhead)
  • Courier (if required by procurement policy or vendor preference)
• Attach signed contracts (if available) or mention when they will be sent
• Provide instructions on:
  • Initial meetings or onboarding
  • Required documentation (e.g., proof of insurance, tax clearance)
  • SayPro supplier code of conduct acknowledgment

📌 Deliverables: Confirmation of receipt from all awarded vendors, with signed acknowledgments filed.

---

✅ 3. Notify Unsuccessful Bidders (01/24 – 01/28)

Objective: Inform all vendors not selected in a transparent and respectful manner.

Tasks:

• Send regret letters with:
  • Specific bid reference number
  • Option to request debriefing/feedback session
  • Reassurance about eligibility for future opportunities
• Monitor and record responses, especially any requesting feedback or raising concerns
• Coordinate with Procurement and Legal for any necessary post-bid clarification sessions

📌 Deliverables: Regret letters sent and logged; feedback sessions (if requested) scheduled.

---

✅ 4. Publish Public Announcement (01/28 – 01/29)

Objective: Release a formal public summary of awarded contracts to ensure transparency and meet audit requirements.

Channels:

• SayPro Website (Procurement / News section)
• Community Boards / Local Bulletin (if required)
• SayPro internal portal (for stakeholder reference)

📌 Deliverables: Public announcement published and archived; proof of publication saved for audit trail.

---

✅ 5. Post-Notification Follow-Up & Documentation (01/29 – 01/31)

Objective: Finalize documentation, ensure records are updated, and plan any required briefings.

Tasks:

• Update the SCMR-1 January Register with:
  • Notification dates
  • Mode of delivery
  • Vendor acknowledgment status
• Archive copies of all letters and announcements in the Procurement Repository
• Prepare summary report for internal use:
  • Notification completion rate
  • Number of feedback requests received
  • Any complaints or issues flagged during the notification process

📌 Deliverables: Completed and archived communications file; summary report for Procurement Manager.

---

📝 Optional Add-Ons / Follow-Ups:

• Schedule vendor onboarding workshop (if contracts include orientation or training)
• Coordinate with Finance and Logistics to initiate supplier setup (if new vendors were awarded)
• Plan contract performance kick-off meetings with project owners

Tasks to Be Done – Week 3 (01–15–2025 to 01–21–2025)

Focus Area: SayPro Monthly January SCMR-1 – Monthly Awarding Contracts
Primary Objective: Draft and prepare contracts for awarded vendors and service providers, ensuring legal accuracy, clarity, and alignment with SayPro procurement policies.

---

✅ 1. Review Awarding Documentation (01/15 – 01/16)

Objective: Ensure clarity on which suppliers have been approved and awarded for January.

• Retrieve final awarding list from SCMR-1 Monthly Evaluation Report
• Cross-check awarded suppliers against initial RFQ/RFPs
• Confirm scope of work, quantities, pricing, delivery terms, and duration
• Schedule meeting/check-in with SCMR-1 Evaluation Committee (if needed)

📌 Deliverable: Verified list of vendors and respective contract terms.

---

✅ 2. Draft Contracts for Each Awarded Supplier (01/16 – 01/18)

Objective: Develop contract drafts using SayPro standard templates customized to the specific awards.

• Use SayPro Contract Template (Supply/Service-specific)
• Populate each contract with:
  • Vendor details
  • Awarded scope of work
  • Delivery timelines and milestones
  • Pricing and payment terms
  • Service level agreements (SLAs), if applicable
  • Termination clauses, penalties, and compliance standards
• Ensure inclusion of SayPro ethical compliance and B-BBEE clauses

📌 Deliverable: Draft contracts for all awarded vendors (individually saved with vendor names and contract numbers).

---

✅ 3. Internal Review and Legal Vetting (01/18 – 01/19)

Objective: Ensure all contracts are compliant and ready for signature.

• Submit all drafts to SayPro Legal Team for review
• Incorporate feedback and finalize content
• Confirm alignment with SayPro’s SCM policy and regulatory frameworks
• Conduct internal compliance review (Procurement + Risk Departments)

📌 Deliverable: Legally vetted, final contract versions.

---

✅ 4. Contract Preparation and Signature Setup (01/19 – 01/21)

Objective: Prepare final versions for signature and distribute accordingly.

• Convert final contracts to PDF (with watermark or version control if required)
• Prepare and send signature requests via SayPro’s e-signature platform or manual channels
• Create a signature tracking sheet (include status, dates, and responsible person)
• Ensure vendor acknowledgment and return timelines are clear

📌 Deliverable: Final contracts sent for signature; tracking system in place for follow-up.

---

✅ 5. Filing and Recordkeeping (Continuous as Contracts Return)

Objective: Properly archive signed contracts and update contract management system.

• Save signed contracts to SayPro Contracts Repository (date & vendor labeled)
• Update SCMR-1 Awarding Register with signature status
• Notify Finance and Logistics of contract finalization for operational readiness

📌 Deliverable: All contracts signed, stored, and flagged as “executed.”

---

📝 Optional Add-Ons / Follow-Ups:

• Schedule post-award vendor briefing (if applicable)
• Prepare summary for management on signed contracts for January
• Identify contracts requiring renewal alerts for future weeks

Tasks to Be Done for the Period: Week 3 (01-15-2025 to 01-21-2025)

Objective:

To finalize contract recommendations and initiate negotiation processes with selected vendors from SayPro Monthly January SCMR-1: SayPro Monthly Awarding Contracts.

---

1. Final Review of Evaluation Results and Recommendations

Task:

• Conduct a final review of the evaluation results and recommendations to ensure they align with SayPro’s objectives and strategic goals.
• Confirm all contract award recommendations from the evaluation matrix are fully backed by the documented scoring and evaluation process.

Details:

• Double-check the ranking and justification of each vendor to ensure no errors were made in the final assessment.
• Confirm that senior management or the decision-making team has reviewed and approved the recommendations.
• Review any vendor-specific considerations that could affect negotiations, such as special terms, delivery timelines, or risks highlighted during the evaluation.

---

2. Preparation of Final Contract Recommendations

Task:

• Prepare a formal document that outlines the final contract recommendations for each selected vendor, including the rationale for their selection, contract terms, and proposed timelines.

Details:

• Include detailed recommendations for each contract award, specifying the scope of work, value of the contract, and contract duration.
• Ensure the document includes compliance checks with SayPro’s internal procurement guidelines, external regulations, and any specific conditions related to the vendor’s proposals.
• Highlight negotiation points that may need to be discussed with vendors (e.g., price adjustments, delivery schedule, performance expectations).
• Prepare the final contract award decision document to be signed by the responsible authority within SayPro.

---

3. Final Approval of Recommendations

Task:

• Submit the finalized contract recommendations document for final approval by senior leadership or the procurement committee.
• Ensure that all relevant stakeholders are aligned on the selected vendors and contract terms.

Details:

• Ensure that all necessary departments (e.g., legal, finance, operations) have reviewed the recommendations and signed off on them.
• Provide justifications for each selection and be prepared to answer any questions or address concerns from senior management.
• Once approved, obtain signatures from the decision-makers to officially confirm the contract award decisions.

---

4. Initiate Negotiations with Selected Vendors

Task:

• Contact the selected vendors and schedule initial negotiation meetings to discuss the contract terms, pricing, delivery schedules, and any other essential terms.
• Prepare negotiation strategy and identify key points of discussion based on the contract recommendations and evaluation feedback.

Details:

• Notify vendors of their selection and schedule negotiation meetings (either virtual or in-person).
• Prepare a negotiation agenda that outlines the key points for discussion with each vendor, including:
  • Final contract value and any potential pricing adjustments.
  • Delivery timelines and milestones.
  • Specific terms and conditions, including performance guarantees, penalties, or incentives.
  • Compliance with industry standards and regulations.
  • Any additional services or benefits offered by the vendor.
• Involve relevant teams (e.g., legal, procurement, finance) in the negotiation process to ensure that the contract terms align with company policies and standards.

---

5. Legal and Contractual Review

Task:

• Work closely with the legal team to ensure all contract terms are in compliance with relevant laws and regulations.
• Review all proposed contract clauses to ensure they are enforceable and beneficial to SayPro.

Details:

• Review standard contract templates to ensure they are up-to-date with SayPro’s legal requirements and business needs.
• Address any legal concerns raised by the legal team regarding specific terms or conditions, such as intellectual property rights, non-disclosure agreements, or termination clauses.
• Revise the contract language where necessary to ensure clarity and avoid ambiguity in the agreement.

---

6. Vendor Preparation for Negotiations

Task:

• Provide selected vendors with all necessary documentation in advance of the negotiation meetings, including the contract framework and any key issues that will be discussed.

Details:

• Share the draft contract and relevant documentation with the vendors before the negotiation session to ensure they are well-prepared.
• Clearly outline expected outcomes for the negotiations (e.g., contract finalization within a specific timeframe, agreement on price, and delivery timelines).
• Set clear expectations on negotiation parameters, such as budget limits, acceptable contract terms, and any flexibility regarding specific clauses.

---

7. Conduct Negotiations with Selected Vendors

Task:

• Conduct negotiation sessions with each selected vendor to finalize the contract terms.
• Engage in a give-and-take discussion to reach mutually agreeable terms while ensuring that SayPro’s interests are protected.

Details:

• Ensure that the negotiations are collaborative, maintaining a positive working relationship with the vendor while safeguarding SayPro’s best interests.
• Focus on key areas, including but not limited to:
  • Final contract value (price negotiations)
  • Delivery schedules and timelines
  • Payment terms and conditions
  • Performance benchmarks and penalties for non-compliance
  • Risk management and dispute resolution clauses
• Be prepared to compromise where necessary, but stay within the acceptable negotiation parameters set by the leadership team.

---

8. Document Negotiation Outcomes

Task:

• Document all negotiation outcomes and agreements made during the sessions with each vendor.
• Record any changes to the contract terms or conditions resulting from the negotiation process.

Details:

• Update the contract document with any negotiated changes and have both parties review and confirm the revised terms.
• Ensure all changes are clearly noted to prevent confusion or disputes later in the contract execution phase.
• Send updated contract drafts to the legal team for final approval before presenting the final version to the vendor.

---

9. Internal Review and Approval of Final Contracts

Task:

• After negotiations, finalize the contract and send it for internal review and approval.
• Ensure that all terms are agreed upon by both SayPro and the vendor, and that any outstanding issues are addressed.

Details:

• Internal stakeholders (e.g., legal, finance, operations) should review the final contract version to ensure everything is in order.
• Obtain final approval from the relevant department heads before moving to the signing phase.
• Prepare a summary of the contract that highlights key terms, timelines, and deliverables for internal stakeholders.

---

10. Prepare and Execute Contract Signing

Task:

• Coordinate the formal signing of the contract with the selected vendor(s).
• Ensure that all necessary signatures are obtained and the contract is legally binding.

Details:

• Schedule a contract signing meeting or send the documents for electronic signature, depending on the preference and location of the vendor.
• Ensure all contract terms are clearly understood by both parties before signing.
• Provide the vendor with a copy of the signed contract and keep the original contract securely filed for SayPro’s records.

---

11. Notify Non-Selected Vendors

Task:

• Notify non-selected vendors about the decision, thanking them for their participation and offering constructive feedback where appropriate.
• Provide guidance on future opportunities with SayPro.

Details:

• Communicate the decision professionally and respectfully.
• Offer feedback on why they were not selected, focusing on areas they could improve upon for future bids.
• Keep the door open for future collaboration or opportunities within SayPro.

---

12. Archive All Documentation

Task:

• Ensure all documentation related to the contract awarding process is properly archived for future reference or audits.
• Include evaluation matrices, vendor communication, negotiation notes, and final signed contracts.

Details:

• Store all contract-related documents in SayPro’s document management system for easy access and transparency.
• Maintain proper records to meet any legal or audit requirements and to facilitate future reviews of the procurement process.

---

Summary of Tasks for Week 3 (01-15-2025 to 01-21-2025):

• Final review of evaluation results and recommendations.
• Prepare formal contract recommendations document.
• Obtain final approval from senior leadership or procurement committee.
• Initiate negotiations with selected vendors.
• Legal and contractual review to ensure compliance.
• Prepare vendors for negotiations with relevant documents.
• Conduct negotiations and finalize contract terms.
• Document negotiation outcomes and revise contracts.
• Coordinate internal review and approval of final contracts.
• Finalize contract signing with selected vendors.
• Notify non-selected vendors and provide feedback.
• Archive all relevant documentation for transparency and audit.

By the end of Week 3, the goal is to have the selected vendors’ contracts finalized and signed, initiating the formal relationship with the vendors and beginning the contract execution phase.

SayPro Tasks to Be Done for the Period: Week 2 (01-08-2025 to 01-14-2025)

Objective:

To compile results into an evaluation matrix, incorporating clear rankings and recommendations based on SayPro Monthly January SCMR-1: SayPro Monthly Awarding Contracts.

---

1. Finalization of Evaluation Criteria

Task:

• Ensure all evaluators are aligned on the evaluation criteria used in the SayPro Monthly January SCMR-1 document before proceeding with compiling results.
• Confirm scoring methodology and ensure evaluators understand the weighted criteria, with clear emphasis on factors like price, quality, vendor experience, and delivery timelines.

Details:

• The evaluation criteria should be revisited to ensure all evaluators have understood how each component contributes to the overall score. This will ensure consistency when the final scores are compiled into the matrix.
• This task also involves confirming the weightings for each evaluation category (e.g., 40% for cost, 30% for experience, 20% for quality, and 10% for delivery timelines).

---

2. Review and Collation of Evaluation Scores

Task:

• Collect and verify all evaluation scores submitted by individual evaluators for each proposal.
• Cross-check that all submissions have been evaluated according to the established criteria and double-check scoring consistency among evaluators.

Details:

• Confirm that evaluators have submitted their scores and ensure that there are no missing data points or discrepancies between evaluators.
• In the case of significant scoring discrepancies, evaluate whether any clarifications or further evaluations are needed before proceeding.

---

3. Creation of Evaluation Matrix Template

Task:

• Design and prepare an evaluation matrix that will display all submissions, their respective scores, and the individual criteria for evaluation.
• Include columns for rankings, scores per evaluation criterion, and overall scores.

Details:

• Create a matrix format that clearly organizes submissions and scores. A suggested structure might look as follows:

Submission ID	Vendor Name	Price Score	Quality Score	Experience Score	Delivery Score	Total Score	Ranking
Submission 1	Vendor A	80/100	85/100	90/100	70/100	81.25/100	1
Submission 2	Vendor B	75/100	80/100	88/100	75/100	79.5/100	2
Submission 3	Vendor C	90/100	70/100	85/100	80/100	81.25/100	1

• Total score can be calculated based on the weighted average of individual criteria. The Ranking column will list vendors in order of their final score from highest to lowest.

---

4. Input and Validate Scores

Task:

• Input all evaluator scores for each vendor submission into the evaluation matrix.
• Ensure that scores are weighted and calculated correctly according to the predefined scoring methodology.

Details:

• After entering the scores for each vendor and criteria, ensure that the total score for each vendor is automatically calculated using the weighted averages (i.e., using the formula for each individual score).
• Cross-check that no errors were made during data entry, especially in terms of weights and calculations.

---

5. Analysis of Evaluation Results

Task:

• Analyze the compiled results from the evaluation matrix.
• Identify trends, outliers, or any submissions that score significantly higher or lower in certain categories, particularly in key areas like price, vendor experience, or delivery timelines.

Details:

• Look for significant discrepancies between evaluator scores, especially for high-weighted categories like price and delivery timelines. If necessary, initiate discussions to understand the reasoning behind any marked variations in scores.
• Assess overall rankings to confirm that they are logical and consistent with the expected outcomes based on SayPro’s goals for this contract award.

---

6. Draft Recommendations and Insights

Task:

• Based on the evaluation matrix, draft a comprehensive summary report that includes rankings, evaluation breakdowns, and recommendations for awarding contracts to vendors.

Details:

• The summary report should clearly state which vendors are recommended for contract awards, along with a justification for their ranking and final decision.
• The recommendations should reflect not just the highest-scoring vendors, but also align with SayPro’s broader strategic goals and contract requirements.
• The insights should include:
  • Vendor Strengths: Highlight areas where top vendors excel (e.g., exceptional delivery timelines or cost-effectiveness).
  • Potential Risks: Identify any concerns about the highest-ranked vendors, such as risks around delivery or compliance with terms.
  • Rationale for Rankings: Provide a clear explanation of why certain vendors were ranked higher based on the evaluation matrix results.

---

7. Validation of Recommendations

Task:

• Review and validate the recommendations with senior management or the decision-making authority to ensure they align with company expectations and objectives.

Details:

• Provide the evaluation matrix, summary report, and any additional context needed for the senior management to make an informed decision.
• Address any concerns or feedback from the review process and make adjustments to recommendations where necessary.

---

8. Final Approval for Contract Award

Task:

• Obtain final approval from the appropriate authority within SayPro (e.g., senior leadership or procurement committee).
• Once approved, finalize the contract award decision and prepare for official notification.

Details:

• Ensure that final approval includes a clear confirmation of the vendor selection.
• Confirm the overall contract award process timeline and ensure that all necessary documentation is in order to move forward with negotiations.

---

9. Preparation for Vendor Notifications

Task:

• Once recommendations are approved, prepare formal notifications to be sent to the selected and non-selected vendors.

Details:

• Draft official communication for both award winners (offering them the contract and outlining next steps) and non-winners (thanking them for their submission and providing feedback where applicable).
• Notifications should include the necessary details such as the contract value, contract terms, and expected start dates for the awarded vendors.

---

10. Document and Archive Evaluation Matrix

Task:

• Ensure the evaluation matrix and associated documents are properly archived for future reference or auditing purposes.
• Document feedback and lessons learned for future evaluations.

Details:

• The matrix and all evaluation data should be stored securely in the company’s document management system.
• Include a summary of the process to inform future procurement cycles, identifying any improvements to the evaluation procedure.

---

Summary of Tasks for Week 2 (01-08-2025 to 01-14-2025):

• Review evaluation criteria and ensure alignment with the overall objectives.
• Compile scores into an evaluation matrix.
• Analyze results, identify patterns or discrepancies, and rank vendors accordingly.
• Draft recommendations based on the evaluation matrix, highlighting strengths and risks.
• Validate recommendations with senior management and secure approval.
• Prepare vendor notifications for both selected and non-selected vendors.
• Archive all documentation related to the evaluation process for transparency and future use.

By the end of Week 2, the evaluation matrix should be finalized, with rankings and recommendations ready for approval and vendor notification. The goal is to ensure a clear, transparent, and objective contract award process for SayPro Monthly January SCMR-1.

SayPro Tasks to Be Done for the Period: Week 2 (01-08-2025 to 01-14-2025)

Objective:

To conduct the evaluation of all submissions based on the established criteria from SayPro Monthly January SCMR-1: SayPro Monthly Awarding Contracts.

---

1. Review of Submitted Proposals

Task:

• Review all submissions for SayPro Monthly January SCMR-1 (Awarding Contracts).
• Ensure completeness of each submission against the checklist provided in the SCMR-1 documentation.
• Verify the date of submission to ensure that all proposals are within the eligible submission window.
• Categorize the submissions based on contract type (e.g., consulting, technology, staffing, etc.) for ease of evaluation.

Details:

• Ensure that all necessary documents, forms, and supporting information required by SCMR-1 are present.
• If any proposal is incomplete or lacks required documentation, flag it for follow-up with the respective team or vendor for clarification.
• Log and catalog each submission in the project management system for tracking.

---

2. Set Evaluation Criteria Review

Task:

• Review the evaluation criteria specified in the SayPro Monthly SCMR-1 (January) Awarding Contracts guidelines.
• Ensure alignment of evaluation procedures with company policies and any external regulatory or contractual standards that apply.

Details:

• Ensure the evaluation criteria cover aspects such as price competitiveness, quality of proposal, vendor experience, compliance with contract terms, delivery timelines, and alignment with SayPro’s strategic goals.
• Double-check that all evaluators are briefed on the criteria and any changes to the evaluation process since the previous month.
• Organize the criteria in a weighted scoring system to ensure that each submission is evaluated fairly and comprehensively.

---

3. Assign Evaluation Teams

Task:

• Assign evaluation teams to assess submissions based on their areas of expertise.
• Each evaluation team should include at least one person with a technical understanding (for product-related submissions) and one with a business acumen (for financial aspects, contract negotiations, and vendor experience).

Details:

• Document team assignments clearly, ensuring each evaluator understands their role in the process (e.g., financial review, compliance, technical expertise).
• Provide evaluators with training or a refresher on the evaluation process if necessary.

---

4. Conduct Evaluation of Submissions

Task:

• Evaluate all submissions using the predefined scoring system that is based on the established criteria.
• Ensure that each submission is evaluated thoroughly and scored individually on factors such as:
  • Price competitiveness (value for money)
  • Experience and track record of the vendor
  • Technical proposal (feasibility, quality, innovation)
  • Delivery timelines and guarantees
  • Compliance with all terms and conditions
  • Potential risks and mitigation strategies

Details:

• Assign scores according to the weighted criteria outlined in the SCMR-1 guidelines.
• Make sure to maintain objectivity and transparency throughout the evaluation process. Each evaluator should document the rationale behind their scores.
• If necessary, conduct follow-up interviews with vendors for additional clarifications on specific aspects of their proposal.

---

5. Consolidation of Evaluation Results

Task:

• Compile the individual scores from all evaluators for each submission.
• Calculate final scores based on the weighted average or other pre-agreed methodology.
• Create a consolidated report summarizing the evaluation results for each submission.

Details:

• Review the scoring consistency among the evaluators to ensure no discrepancies or misunderstandings.
• Ensure that the report includes narrative feedback for each submission, providing constructive insights for decision-makers.

---

6. Vendor Clarifications (If Needed)

Task:

• Reach out to vendors if there are any uncertainties or missing information in their submission.
• Request clarification or additional documentation where necessary to complete the evaluation.

Details:

• Clearly outline the areas needing clarification, and set a reasonable deadline for the vendor’s response.
• Document any vendor communications and incorporate the new information into the evaluation process.

---

7. Decision Making and Recommendation

Task:

• Based on the results of the evaluations, recommend the most suitable vendors for contract awards.
• Ensure the recommendations align with SayPro’s strategic goals, budgetary constraints, and quality standards.

Details:

• Review the top scoring submissions to confirm their alignment with business priorities.
• Make final decisions on contract awards based on the evaluation results.
• Ensure that all vendor recommendations are backed by clear documentation from the evaluation process.

---

8. Feedback to Non-Selected Vendors

Task:

• Notify vendors who were not selected, providing constructive feedback where appropriate.
• Ensure the feedback process is professional and encourages future participation in SayPro opportunities.

Details:

• Use feedback as an opportunity to maintain good relationships with vendors, should they wish to submit in future cycles.
• Document the reasons for non-selection to avoid misunderstandings and ensure fairness.

---

9. Documentation of Evaluation Process

Task:

• Ensure that the entire evaluation process is properly documented.
• Archive all materials, including evaluation forms, scoring sheets, vendor communications, and final decision documents.

Details:

• Maintain records in compliance with SayPro’s legal, regulatory, and audit requirements.
• Organize the evaluation materials in a way that makes it easy to retrieve for internal audits or external reviews.

---

10. Final Approval and Contract Award Notification

Task:

• Seek final approval from senior management or the appropriate authority for the selected vendors.
• Send out official notifications to the chosen vendors regarding the award of contracts.

Details:

• Ensure that the notification includes all contract terms, deadlines, and expectations moving forward.
• Coordinate the preparation and signing of contract agreements.

---

Summary of Tasks

• Review submissions for completeness and categorization.
• Ensure alignment with evaluation criteria.
• Assign evaluators and ensure clear roles.
• Conduct thorough evaluation and scoring of all submissions.
• Compile evaluation results and make recommendations.
• Provide feedback to non-selected vendors.
• Document the process for transparency and accountability.
• Obtain final approval and notify selected vendors.

By the end of Week 2 (01-08-2025 to 01-14-2025), the goal is to complete the evaluation process and have selected vendors ready for contract award.

SayPro Tasks to Be Done for the Period: Week 1 (01-01-2025 to 01-07-2025)

Task 2: Review and Verify That All Documents Are Complete and Eligible for Evaluation

• Objective: Ensure that all documents submitted as part of the tenders, bids, and proposals for the upcoming contracts are complete, accurate, and eligible for evaluation. This step is crucial to prevent delays and ensure compliance with SayPro’s procurement process before proceeding to the awarding stage.

---

Action Steps:

1. Review All Submitted Documents:
   • Scope of Review: Review each tender, bid, and proposal submitted for compliance with the required documents as outlined in the SayPro Monthly Awarding Contracts (SCMR-1). This includes verifying that each submission contains all necessary paperwork, including:
     • Tender/Bid Proposal Forms
     • Company Profile and Qualifications
     • Technical Specifications or Proposals
     • Financial Bids or Price Quotations
     • Certifications (e.g., financial, regulatory, tax compliance)
     • Supporting Documentation (e.g., performance bonds, insurance certificates, proof of experience)
2. Check for Missing Documents:
   • Identify Gaps: Systematically check each submission to identify missing documents or sections that are required for evaluation. This could include missing signatures, incomplete forms, or lack of supporting documentation.
   • Cross-Reference with Tender Requirements: Refer back to the official tender/bid specifications to cross-check that all mandatory documents have been submitted. If the procurement requirements specify that certain forms, certifications, or compliance documents are necessary (e.g., proof of previous work experience or technical compliance), confirm that these have been included.
3. Verify Document Completeness:
   • Confirm Document Validity: Verify that each document is valid, correctly filled out, and complete. For example:
     • Ensure that the financial proposal includes a breakdown of costs and complies with the budgetary guidelines.
     • Ensure that all certifications are up-to-date, with valid expiry dates if applicable.
     • Confirm that technical proposals fully address the specifications outlined in the tender documents.
4. Verify Eligibility Criteria:
   • Eligibility Requirements: Ensure that all tendering parties meet the eligibility requirements specified in the tender documents. This may involve:
     • Confirming that vendors or contractors have the necessary legal, financial, and technical qualifications.
     • Verifying that bidders have demonstrated past performance on similar projects or that they meet specific certification standards.
     • Ensuring that vendors are registered with relevant authorities and possess necessary licenses (e.g., tax identification, legal status).
5. Cross-Check Compliance with Regulatory and Legal Requirements:
   • Regulatory Compliance: Verify that the tenders comply with local and international procurement laws, industry standards, and SayPro’s internal policies. Check for compliance with the following:
     • Anti-Corruption Policies: Ensure that the submission adheres to anti-bribery and anti-corruption standards, including any declarations of ethical conduct.
     • Equal Opportunity Requirements: Confirm that the process complies with non-discrimination and diversity standards, particularly where applicable.
     • Environmental and Safety Standards: Ensure that the proposal meets required environmental and safety regulations where applicable.
6. Contact Vendors for Clarifications:
   • Follow Up on Incomplete Submissions: If any documents are missing, unclear, or incomplete, reach out to the respective vendors for clarification or resubmission. Allow a reasonable timeframe for vendors to address any gaps. Ensure clear communication on the necessary corrections.
   • Request Additional Information if Needed: If any documents appear ambiguous or unclear, request additional information or clarification from the vendors to ensure the proposal can be evaluated properly.
7. Organize and Update the Submission Record:
   • Log of Completed and Incomplete Submissions: Maintain a log or database indicating which submissions are complete and eligible for evaluation and which require follow-up actions. This log should also track the progress of any clarifications or additional documents requested from vendors.
   • Notify Stakeholders of Document Status: Once the review process is complete, share the results with relevant stakeholders, including the procurement committee and project managers, to keep everyone informed of the status of submissions.
8. Prepare Evaluation Readiness Report:
   • Final Verification: After all required documents have been reviewed and clarified, prepare a summary report that outlines which tenders, bids, or proposals are ready for evaluation and which still need further clarification or action.
   • Prepare Evaluation Committee for Next Steps: Provide the Procurement Committee with a status update, and prepare them for the next phase—evaluating the tenders according to the selection criteria (e.g., cost, technical ability, compliance).
   • Highlight Any Risk Areas: If there are concerns about any of the submissions (e.g., non-compliance with mandatory requirements or late submissions), highlight these in the report for the committee’s awareness.

---

Timeline:

• 01-01-2025: Begin reviewing all tender, bid, and proposal documents for completeness.
• 01-03-2025: Complete the review of all submissions, noting any missing or incomplete documents.
• 01-04-2025: Communicate with vendors for follow-ups and clarification on missing documents.
• 01-05-2025 to 01-07-2025: Finalize the eligibility verification, ensuring all documents are complete, organized, and ready for evaluation by the procurement committee.

---

Expected Outcome by End of Week 1 (January 7, 2025): By the end of Week 1, all submitted tenders, bids, and proposals should be thoroughly reviewed for completeness and eligibility. Any missing or incomplete documents will be addressed and clarified. A comprehensive eligibility report will be prepared, ensuring that the procurement committee is ready to proceed with the evaluation phase in the subsequent weeks.