Category: SayPro Government Insights

Ensure that the chosen vendors meet the project’s timelines and quality requirements

1. Objective Overview

The main goal for this quarter is to ensure that selected vendors meet the predefined timelines and quality standards for each project, in line with the SayPro Quarterly Bidding Process. This will contribute to the overall success of each contract awarded and align with SayPro Monthly January SCMR-1 requirements.

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2. Key Focus Area: Vendor Performance

Target:

Ensure that all chosen vendors consistently meet the following performance criteria for the quarter:

• Timely Delivery: All vendors must meet project milestones and final delivery dates as specified in the awarded contracts.
• Quality Requirements: All goods and services must meet the specified quality standards and performance benchmarks as outlined in the contract terms.

Guiding Document:

• SayPro Monthly January SCMR-1 – This document includes vendor performance metrics, quality standards, and the expectations for the vendor management process throughout the quarter.

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3. Actions & Requirements

a. Vendor Selection & Performance Criteria

• Timelines: When awarding contracts, ensure that vendors commit to specific project milestones with clear deadlines. The contract must include:
  • Detailed Project Timeline: Milestones, deadlines, and delivery dates must be outlined and agreed upon before the contract award.
  • Penalties for Delays: Contracts must include clauses outlining penalties for any delays that exceed a predefined grace period.
• Quality Standards:
  • All vendors must meet the quality standards outlined in the SayPro Procurement Manual.
  • For each project, establish clear quality benchmarks that vendors are expected to meet upon delivery.
  • Quality assurance processes must be integrated into vendor selection, including pre-award assessments of vendor capabilities.

b. Vendor Performance Tracking Mechanism

• A centralized Vendor Performance Tracking System (VPTS) should be used to:
  • Monitor vendor progress against project timelines and milestones.
  • Track quality compliance through regular inspections, audits, and performance reviews.
  • Use data analytics to predict potential delays or quality issues and take corrective actions.
• Regular Vendor Reviews:
  • Bi-weekly progress meetings with vendors to review their performance on timelines and quality.
  • Monthly performance reports submitted by vendors, documenting progress and any challenges.

c. Vendor Evaluation & Continuous Improvement

• Quarterly Vendor Evaluation: A formal review of each vendor’s performance at the end of the quarter based on:
  • On-Time Delivery Rates: Percentage of projects delivered on time.
  • Quality Compliance Rates: Percentage of work meeting or exceeding contract specifications.
  • Customer Satisfaction Ratings: Feedback from project managers or stakeholders about vendor performance.
• Performance Ratings: Vendors will be rated on a scale from 1 (poor) to 5 (excellent). These ratings will be used to:
  • Grade Vendor Eligibility: Vendors with ratings below 3 will be considered for probation or removal from the vendor list.
  • Identify Underperforming Vendors: Any vendor with consistent issues (e.g., missed deadlines, quality defects) will be flagged for review and possible termination.

d. Corrective Action Plan (CAP) for Underperforming Vendors

• For vendors that fail to meet the required performance standards (either in terms of timelines or quality):
  • A Corrective Action Plan (CAP) should be developed, detailing the steps the vendor will take to rectify the situation.
  • The CAP must include:
    • Specific measures to improve timeliness (e.g., workforce allocation, logistics improvement).
    • A plan to address quality issues (e.g., revising processes, additional quality checks).
  • Vendors failing to implement a successful CAP may face penalties, contract termination, or exclusion from future bidding opportunities.

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4. Monitoring & Reporting

Monthly Reporting Milestones:

• End of Month 1: Vendor performance progress report, indicating initial challenges or successes in meeting timelines and quality expectations.
• End of Month 2: Mid-quarter vendor performance review to assess the level of adherence to project milestones and quality benchmarks.
• End of Month 3: Final vendor performance assessment and report, summarizing adherence to the contract terms, followed by vendor evaluations.

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5. Compliance and Governance

• All awarded contracts must have vendor performance clauses that:
  • Define timelines, milestones, and deadlines.
  • Establish quality standards and required certifications.
  • Set forth penalties and consequences for failure to meet agreed-upon performance metrics.
• Internal Audits: SayPro’s Internal Audit Team will perform random audits on vendor compliance regarding timelines and quality, ensuring that vendors are adhering to contract terms.
• Vendor Performance Reviews: Vendors with repeated issues may face exclusion from future bidding rounds for up to one year, depending on the severity of performance failures.

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6. Risk Mitigation Measures

• Pre-screening Vendors: Ensure that vendors have a proven track record of meeting timelines and quality standards before awarding contracts. This will involve reviewing their previous performance, checking references, and conducting assessments.
• Contingency Planning: Implement contingency measures for high-risk projects that are critical to the overall success of the quarter. This could include backup vendors or additional resources to mitigate delays.

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7. Vendor Communication & Support

• Regular Communication: Establish open lines of communication with all vendors through scheduled check-ins, email correspondence, and dedicated project management systems.
• Support Structures: Provide support for vendors who may encounter challenges in meeting deadlines or quality standards by offering solutions such as technical assistance, project management consultation, or extended resource allocation.

Ensure that the total budget for awarded contracts does not exceed the predetermined limits

1. Objective Overview

The primary objective for this quarter is to ensure the efficient and transparent allocation of budgets through the SayPro Quarterly Bidding Process. This includes the awarding of contracts aligned with procurement needs while strictly adhering to the budgetary limits established in SayPro Monthly January SCMR-1.

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2. Key Focus Area: Budget Allocation

Target:

Ensure that the total value of awarded contracts does not exceed the quarterly budget limits as defined in SCMR-1.

Guiding Document:

• SayPro Monthly January SCMR-1 – This document outlines the total allowable budget for each procurement category and sets financial thresholds per project and supplier engagement.

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3. Actions & Requirements

a. Contract Valuation and Approval Workflow

• All contract proposals must go through a pre-award budget compliance check.
• Each contract’s estimated cost must be logged and approved by the SayPro Finance Oversight Committee (FOC).
• Procurement officers must cross-reference proposed bids with the remaining quarterly budget allocation before issuing any contract award notices.

b. Budget Tracking Mechanism

• A real-time digital tracking system should be used to:
  • Record awarded contract values.
  • Compare cumulative contract values against category-specific quarterly budget caps.
  • Trigger alerts when 80% of the budget cap is reached.

c. Procurement Category Allocations

From SCMR-1, the budget allocations for the quarter are divided as follows:

• Infrastructure & Facilities: ZAR 5,000,000
• Technology & Systems: ZAR 2,500,000
• Training & Development Services: ZAR 1,200,000
• Consulting & Professional Services: ZAR 800,000
• Operational Supplies & Logistics: ZAR 1,500,000

Note: Any adjustments or reallocation of unused funds between categories require prior approval from the FOC.

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4. Monitoring & Reporting

Monthly Reporting Milestones:

• End of Month 1: Preliminary budget usage report, identifying potential over-allocations or underspendings.
• End of Month 2: Mid-term performance review to realign procurement strategies.
• End of Month 3: Final budget and contract award reconciliation submitted to SCM Review Board.

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5. Compliance and Governance

• All awarded contracts must include a compliance certification statement indicating adherence to the quarterly budget.
• Random audits will be conducted by SayPro Internal Audit Unit to assess adherence to the SCMR-1 provisions.
• Any procurement unit found in breach of budget constraints will be required to submit a Corrective Action Report (CAR) within 10 business days.

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6. Risk Mitigation Measures

• Implement a Contractual Cap Buffer System to reserve 5–10% of the total quarterly budget as a contingency.
• Design a Procurement Forecasting Tool to better anticipate high-value bidding items earlier in the quarter.

Finalize and confirm the specific evaluation criteria used to assess each bid

Objective:

To finalize, standardize, and apply a clear set of evaluation criteria that will be used to assess each bid managed during the quarter. This ensures transparency, consistency, and strategic alignment with SayPro’s organizational goals.

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1. Importance of Evaluation Criteria

Evaluation criteria are essential to:

• Improve bid quality and competitiveness
• Identify high-priority and high-potential opportunities
• Guide decision-making on which bids to pursue
• Optimize use of organizational resources

These criteria must be aligned with both the SayPro Strategic Plan and past bid performance as documented in the January SCMR-1 report.

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2. Finalized Evaluation Criteria

Based on insights from the SayPro January SCMR-1 Report, the following Evaluation Criteria have been finalized for this quarter:

#	Evaluation Criteria	Weight (%)	Description
1	Strategic Alignment	20%	How well the bid aligns with SayPro’s mission, focus sectors, and strategic goals.
2	Funding Potential / Revenue Impact	20%	Size of the contract, financial viability, and contribution to quarterly revenue targets.
3	Eligibility & Compliance	15%	SayPro’s qualification to apply (experience, certifications, sector eligibility, etc.).
4	Probability of Winning	15%	Likelihood of success based on past experience, existing relationships, and competitor analysis.
5	Operational Capacity	10%	Resource availability, team capacity, and ability to deliver on time and at scale.
6	Innovation and Impact Potential	10%	Opportunity to deliver innovative solutions and create measurable social impact.
7	Partnership Leverage	5%	Ability to collaborate with other entities or existing networks for enhanced competitiveness.
8	Geographic Relevance	5%	Strategic importance of the bid’s location relative to SayPro’s operational footprint.

Total: 100%

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3. Application Process

Each bid will be scored against the above criteria during internal review. A Bid Evaluation Matrix has been developed (linked to the SCMR-1 documentation) to allow weighted scoring for each opportunity. Bids must achieve a minimum composite score of 70% to proceed to full proposal development.

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4. Evaluation Team Composition

The Bid Evaluation Team for each quarter will include:

• SCMR Lead: Coordinates the review and final scoring
• Finance Representative: Evaluates funding and cost-revenue ratios
• Technical Advisor: Reviews operational and technical fit
• M&E Officer: Analyzes impact potential and measurement framework
• Strategy Team Member: Assesses alignment with organizational goals

All team members are trained on the updated evaluation criteria to ensure uniform application.

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5. Targets for the Quarter

Target	Metric
Finalize and document evaluation criteria	✅ Completed in January 2025
Train all evaluation team members	✅ Completed by February 10, 2025
Apply criteria to 100% of bids reviewed	100% compliance required
Maintain documentation for audit & learning	All evaluation matrices stored in central CRM

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6. Monitoring and Learning

A post-bid review process will be instituted for each submitted bid (whether won or lost). This will include:

• Re-evaluation using the same criteria
• Identification of scoring gaps vs outcome
• Recommendations for improving future evaluation

Quarterly learning sessions will be conducted to refine evaluation frameworks as needed.

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7. Tools & Templates Used

• Bid Evaluation Matrix Template (SCMR-1 Toolkit)
• Scoring Rubric (Google Sheets/Microsoft Excel)
• Bid Review Checklist (PDF and digital forms)
• SayPro Opportunity Tracker Dashboard

Set a target number for how many bids will be managed during the quarter and track progress

Objective:

To streamline and effectively manage SayPro’s bidding process to ensure alignment with organizational goals, strategic growth, and increased success rate in awarded bids.

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1. Number of Bids to Manage

Quarterly Target:
Set a clear and realistic target for the number of bids that SayPro aims to manage in the quarter based on historical data and the company’s strategic priorities.

Target for the Quarter:

20 Bids
This target is derived from previous performance metrics and available in the January SCMR-1 report titled “SayPro Quarterly Bidding Process Management.”

Breakdown by Month:

• January: 6 bids
• February: 7 bids
• March: 7 bids

Note: The monthly breakdown may be adjusted based on opportunity availability, resource capacity, and bid complexity.

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2. Source of Information:

SayPro Monthly SCMR-1 Report (January Edition)
This report outlines:

• Historical bid performance
• Success rates
• Resource allocation for previous quarters
• Feedback from bid evaluation panels
• Pipeline of potential bid opportunities

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3. Progress Tracking and Monitoring:

• Weekly Status Updates: Each bid’s status (e.g., Identified, Drafted, Submitted, Awarded, Not Awarded) will be updated weekly in the Bid Management Tracker.
• Monthly Reviews: Performance against the monthly target will be reviewed in the first week of the following month.
• Dashboard Reports: A centralized dashboard will display KPIs such as:
  • Number of bids submitted
  • Win rate percentage
  • Average turnaround time for submissions
  • Number of cross-functional teams involved per bid

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4. Roles & Responsibilities:

• Bid Manager: Lead coordination and ensure timely submission
• SCMR Team: Support in sourcing, tracking, and quality assurance
• Departmental Leads: Provide content, technical support, and budget estimates
• M&E Officer: Evaluate success metrics and lessons learned for future improvement

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5. Key Performance Indicators (KPIs):

• Bid Submission Rate: Target of 100% on-time submission
• Success Rate: At least 30% of bids awarded
• Internal Review Completion: 90% of bids undergo pre-submission internal review
• Response Quality Score: Achieve an internal evaluation score of ≥85% for each submitted bid

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6. Risks & Mitigation Strategies:

Risk	Mitigation Strategy
Resource overload	Prioritize high-value bids; engage additional consultants
Tight deadlines	Implement early identification systems through opportunity alerts
Incomplete documentation	Maintain a library of reusable bid templates and documents
Coordination delays	Set up weekly bid coordination meetings with strict timelines

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7. Tools & Systems:

• Bid Management Tracker (Excel/CRM system)
• SayPro SCMR Templates
• Cloud-based Document Repository
• Microsoft Teams for Cross-Departmental Collaboration

A checklist of steps for onboarding the winning vendor and ensuring they understand the project requirements

✅ SECTION 1: Vendor Information & Documentation

#	Task	Responsible Party	Status	Notes
1.	Confirm vendor contact details (Admin, Technical, Finance reps)	SayPro Procurement	☐
2.	Verify legal business registration & tax clearance certificates	SayPro Legal & Compliance	☐
3.	Collect signed contract documents	Vendor / SayPro Legal	☐
4.	Submit vendor banking details (with proof)	Vendor	☐	Secure submission required
5.	Upload vendor profile to internal procurement system	SayPro Procurement	☐

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📄 SECTION 2: Project Kick-Off Readiness

#	Task	Responsible Party	Status	Notes
6.	Schedule and confirm kick-off meeting date	SayPro Project Manager	☐	Within 5 working days of contract signing
7.	Distribute project scope, schedule, and key milestones	SayPro Project Manager	☐
8.	Review project deliverables and timelines	Vendor & SayPro	☐	Meeting agenda item
9.	Discuss compliance and reporting expectations	SayPro Compliance Officer	☐	Includes ESG or social impact commitments
10.	Introduce SayPro project team and roles	SayPro Project Lead	☐

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📂 SECTION 3: Operational Alignment

#	Task	Responsible Party	Status	Notes
11.	Provide access to SayPro systems/portals (if applicable)	SayPro IT/Systems Admin	☐
12.	Vendor submits detailed project plan	Vendor	☐	Within 7 days of kick-off
13.	Align on reporting format, frequency, and channels	Vendor & SayPro	☐	Monthly progress reports due by 5th of each month
14.	Confirm quality assurance procedures and acceptance criteria	SayPro QA Officer	☐
15.	Review risk management plan and escalation process	SayPro Risk Manager	☐

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📜 SECTION 4: Governance, Ethics & Code of Conduct

#	Task	Responsible Party	Status	Notes
16.	Review and sign SayPro Code of Conduct	Vendor	☐	Mandatory for all vendors
17.	Conduct ethics & compliance orientation (online or in person)	SayPro Ethics Officer	☐	Schedule within 10 days of award
18.	Confirm understanding of data confidentiality and IP policies	Vendor	☐

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🗓️ SECTION 5: Milestone Preparation and Execution Start

#	Task	Responsible Party	Status	Notes
19.	Confirm milestone 1 readiness checklist	Vendor & SayPro PM	☐	Typically includes staffing, tools, timelines
20.	Submit project resource list and team bios	Vendor	☐	For SayPro records and contact reference
21.	Launch project execution (milestone 1)	SayPro & Vendor	☐	Confirmed via official “Go-Live” notice
22.	Review initial performance expectations	SayPro Monitoring & Evaluation	☐	Within first 2 weeks

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📌 NOTES & SIGN-OFF

• This checklist must be completed and signed off by the SayPro Project Manager before the vendor may commence full project implementation.
• Any deviations or delays must be logged and approved by the SayPro SCM Oversight Committee.

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Prepared by:
[Full Name]
[Job Title]
SayPro Procurement Department
Date: [Insert Date]

A formal letter template for notifying successful bidders

📄 SayPro Contract Award Notification Template

[SayPro Letterhead]
SayPro Procurement Department
[Street Address]
[City, Province, ZIP Code]
Tel: [Phone Number] | Email: [Procurement Email]
Website: [SayPro URL]

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Date: [Insert Date]

To:
[Recipient Name]
[Recipient Company Name]
[Company Address]
[City, Province, ZIP Code]

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Subject: Contract Award Notification – SayPro Quarterly Bidding Process (SCMR-1 January)

Dear [Recipient Name],

We are pleased to inform you that, following the evaluation of submissions for the SayPro Quarterly Bidding Process Management – January SCMR-1, your bid for [Insert Tender Name/Reference Number] has been successful.

After a thorough assessment based on technical and financial evaluation criteria outlined in the bidding documents, your proposal was determined to be the most responsive and cost-effective. Therefore, SayPro has decided to award the contract to your organization as the preferred service provider for the following scope:

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📌 Contract Details:

• Bid Reference No.: SCMR-1/Jan/[Year]/[Tender Number]
• Awarded To: [Company Name]
• Scope of Work: [Brief Description of Goods/Services/Work Awarded]
• Contract Duration: [Start Date] to [End Date]
• Contract Value (Excl. VAT): [Insert Amount and Currency]
• Contact Person (SayPro): [Procurement Contact Name, Title]
• Contract Sign-Off Deadline: [Insert Date]

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✅ Next Steps:

Please review and sign the attached contract documents. We request that you return a signed copy to our office no later than [Insert Deadline Date]. Kindly note that failure to return signed documentation within the stated period may lead to the withdrawal of this award.

A kick-off meeting will be scheduled upon receipt of the signed contract to discuss the implementation plan, deliverables, and reporting obligations.

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📎 Attached Documents:

1. Final Contract Agreement
2. Scope of Work and Deliverables
3. General Terms and Conditions
4. Code of Ethics & Confidentiality Agreement

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SayPro looks forward to a productive partnership and successful delivery of services. Should you have any questions or require clarification regarding any part of the contract, please do not hesitate to contact us.

Thank you once again for your interest in partnering with SayPro.

Yours sincerely,

[Your Full Name]
[Your Title/Position]
SayPro Procurement Department
Email: [Your Email Address]
Phone: [Direct Contact Number]
Website: [www.saypro.online]

A scoring sheet to assess bids based on cost, quality, timelines, and other criteria

Cover Page

• Bid Evaluation Title: [E.g., Evaluation of Tenders – Supply of Office Furniture]
• Tender Reference Number: [SAYPRO/PROC/2025/001]
• Procurement Officer: [Full Name & Contact Info]
• Evaluation Date: [DD/MM/YYYY]
• Panel Members:
  • Member 1: Name | Title | Signature
  • Member 2: Name | Title | Signature
  • Member 3: Name | Title | Signature

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Section A: Bid Opening Summary

Bidder No.	Bidder Name	Submission Status	Date Received	Time Received	Remarks
1		On Time / Late
2

Note: Only timely, complete, and compliant bids proceed to evaluation.

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Section B: Compliance Check (Administrative Evaluation)

Compliance Criteria	Mandatory (Yes/No)	Bidder 1	Bidder 2	Bidder 3	Remarks
Valid Business Registration	Yes	✔ / ✖	✔ / ✖	✔ / ✖
Tax Clearance Certificate	Yes	✔ / ✖	✔ / ✖	✔ / ✖
Signed Bid Submission Form	Yes	✔ / ✖	✔ / ✖	✔ / ✖
Proof of Similar Work (3 references)	Yes	✔ / ✖	✔ / ✖	✔ / ✖
B-BBEE Certificate (if applicable)	No	✔ / ✖	✔ / ✖	✔ / ✖

Outcome: Bidders who do not meet all mandatory requirements are disqualified.

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Section C: Technical Evaluation

Minimum score required to proceed: 70%
Scoring Key:

• 1 = Poor
• 2 = Fair
• 3 = Good
• 4 = Very Good
• 5 = Excellent

Criteria	Weight (%)	Bidder 1	Score	Bidder 2	Score	Bidder 3	Score
Understanding of Scope	20%
Experience in Similar Projects	15%
Technical Approach/Methodology	20%
Delivery Timeframe	10%
Quality Assurance & Risk Management	15%
Key Personnel Qualifications	10%
Warranty & Support Provisions	10%

Total Weighted Technical Score (%) = (Σ Score × Weight)

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Section D: Financial Evaluation

Scores based on lowest cost proposal. The lowest priced bidder receives 100%, and others are calculated proportionally.

Bidder Name	Quoted Price (Incl. VAT)	Formula: (Lowest Price / Bidder Price) x 100	Score (%)
Bidder 1
Bidder 2
Bidder 3

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Section E: B-BBEE & Preferential Points

Bidder Name	B-BBEE Level	Preferential Score (Max 20 points)
Bidder 1
Bidder 2
Bidder 3

Optional – Based on SayPro’s applicable preferential procurement policies.

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Section F: Final Scoring Summary

Bidder Name	Technical Score (70%)	Financial Score (30%)	Preferential Score (if any)	Final Weighted Score (%)
Bidder 1
Bidder 2
Bidder 3

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Section G: Recommendations

• Recommended Bidder: [Bidder Name]
• Justification:
  • Highest total score
  • Meets or exceeds all technical and administrative requirements
  • Offers best value for money

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Section H: Evaluation Panel Sign-Off

Name	Role	Signature	Date

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Annexures

• Annex A: Copy of All Submitted Bids
• Annex B: Clarification Questions (if any)
• Annex C: Evaluation Matrix Screenshots/Notes
• Annex D: SCMR-1 Monthly Log Entry Sheet

A standardized format for preparing tender documents

Section 1: Cover Page

• Tender Reference Number: [E.g., SAYPRO/PROC/2025/001]
• Tender Title: [E.g., Supply and Delivery of Office Equipment]
• Issue Date: [DD/MM/YYYY]
• Closing Date & Time: [DD/MM/YYYY | HH:MM]
• Contact Information:
  • SayPro Procurement Office
  • Email: procurement@saypro.org
  • Tel: +[Country Code] [Number]
  • Physical Address: [SayPro Head Office Address]

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Section 2: Table of Contents

• Section 1: Cover Page
• Section 2: Table of Contents
• Section 3: Invitation to Tender
• Section 4: Instructions to Bidders
• Section 5: Terms of Reference / Technical Specifications
• Section 6: Conditions of Contract
• Section 7: Bid Submission Form
• Section 8: Bid Price Schedule
• Section 9: Mandatory Returnable Documents
• Section 10: Evaluation Criteria
• Section 11: Declaration of Interest
• Annexures

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Section 3: Invitation to Tender

A brief overview of the opportunity.

SayPro invites qualified and experienced suppliers/contractors to submit bids for [insert project title]. The project forms part of the organization’s quarterly procurement activities aligned with SayPro’s SCMR-1 and Bidding Management Frameworks.

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Section 4: Instructions to Bidders

4.1 Submission Guidelines

• All bids must be submitted electronically/in hard copy (as specified).
• Late submissions will not be accepted.
• Ensure all pages are signed and initialed.

4.2 Clarifications and Questions

• Deadline for queries: [DD/MM/YYYY]
• Questions must be sent to: [procurement@saypro.org]

4.3 Bid Validity

• Bids must be valid for at least 90 days from the closing date.

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Section 5: Terms of Reference / Technical Specifications

This section outlines the detailed scope of work, deliverables, milestones, expected timelines, and any technical or performance specifications.

Example:

• Supply of XYZ equipment conforming to ISO standards.
• Delivery expected within 30 days of contract signature.
• Training and after-sales support must be provided.

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Section 6: Conditions of Contract

Includes:

• General conditions of contract (as per SayPro Procurement Policy)
• Payment terms
• Penalties for non-performance
• Warranty and support provisions

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Section 7: Bid Submission Form

Standardized form including:

• Bidder’s information
• Bidder’s declaration of compliance
• Signature and date

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Section 8: Bid Price Schedule

Structured price table that allows uniform price comparison.
Includes:

• Item/Service Description
• Quantity
• Unit Price
• Total Price (Incl. VAT)

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Section 9: Mandatory Returnable Documents

List of required documents:

• Valid company registration certificate
• Tax clearance certificate
• B-BBEE Certificate (if applicable)
• Proof of similar work experience
• Signed Tender Document

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Section 10: Evaluation Criteria

Split into Administrative, Technical, and Financial evaluation components.

Example:

• Administrative: All required documents submitted – Pass/Fail
• Technical: Minimum 70% required to proceed
• Financial: Based on lowest price or best value

Also includes:

• Weightings and scoring methodology
• Use of SayPro’s SCMR-1 evaluation matrix

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Section 11: Declaration of Interest

Bidder to declare:

• Any conflict of interest
• Relationship with SayPro employees
• Non-involvement in corrupt activities

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Annexures

• Annexure A: Site Visit Confirmation (if applicable)
• Annexure B: SayPro Code of Conduct for Suppliers
• Annexure C: Sample Contract
• Annexure D: Bidder Checklist

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Notes (Compliance with SayPro SCMR-1 & Quarterly Bidding):

• This template must be reviewed monthly by the Procurement Manager as per SCMR-1.
• Quarterly updates are done in alignment with SayPro’s approved Bidding Process Calendar.
• Document revisions must be tracked and logged in SCMR-1 Log Sheet.

📅 Week 4 Tasks – January 22 to January 31, 2025

From: SayPro Monthly January SCMR-1
Focus Area: SayPro Quarterly Bidding Process Management
Objective: Prepare all documentation for awarded contracts and ensure proper storage on the SayPro website.

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🔹 1. Finalize Contract Documentation for Awarded Bids

Task Description:
Collect, verify, and finalize all contract documents related to the awarded suppliers or service providers from the quarterly bidding process.

Sub-Tasks:

• ✅ Review bid evaluation reports to confirm awarded suppliers.
• ✅ Verify supplier compliance documents (tax clearance, B-BBEE, etc.).
• ✅ Draft final contract templates based on standard legal formats.
• ✅ Customize contract terms based on specific bid conditions (duration, pricing, deliverables).
• ✅ Obtain internal approvals (Legal, SCM Head, Executive Director).

Responsible Person(s):
SCM Officer, Legal Officer, Bid Adjudication Committee

Due Date:
January 26, 2025

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🔹 2. Digitally Organize Contract Files

Task Description:
Ensure all contract documents are professionally formatted, properly labeled, and converted to PDF format for digital filing.

Sub-Tasks:

• ✅ File naming convention: SayPro_Contract_[SupplierName]_[BidNumber]_Q1-2025.pdf
• ✅ Consolidate all supporting documents into a single PDF per awardee.
• ✅ Compress files if needed to reduce size for upload.

Responsible Person(s):
Document Control Assistant, SCM Intern

Due Date:
January 28, 2025

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🔹 3. Upload Contracts to SayPro Website

Task Description:
Upload all awarded contract documents to the designated section of the SayPro website for public access and internal reference.

Sub-Tasks:

• ✅ Coordinate with IT to access secure upload portal.
• ✅ Upload contracts under the “Quarterly Bid Awards – January 2025” folder.
• ✅ Ensure metadata is added (contract title, supplier, duration, contract value).
• ✅ Test file access (public and internal user permissions).
• ✅ Send confirmation email to SCM stakeholders once upload is complete.

Responsible Person(s):
SCM Web Admin, IT Support

Due Date:
January 30, 2025

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🔹 4. Update Contract Register and Reporting Logs

Task Description:
Update SayPro’s internal contract register and include awarded bids in the SCMR January 2025 Report.

Sub-Tasks:

• ✅ Enter contract details into SayPro Contract Register spreadsheet.
• ✅ Tag contracts with relevant category codes and dates.
• ✅ Submit updated register to Compliance and Audit for review.
• ✅ Include summary in SCMR Monthly Report: number of contracts awarded, total value, top categories.

Responsible Person(s):
SCM Compliance Officer, Monitoring & Evaluation Officer

Due Date:
January 31, 2025

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🔹 5. Backup and Archive

Task Description:
Ensure all contract documentation is backed up on SayPro’s secure server and external cloud storage for redundancy.

Sub-Tasks:

• ✅ Upload to SayPro SharePoint or designated secure drive.
• ✅ Backup to encrypted external cloud (e.g., Google Workspace/Dropbox Business).
• ✅ Confirm retention period settings (minimum 5 years).

Responsible Person(s):
SCM IT Liaison, Records Management Officer

Due Date:
January 31, 2025

Week 4 (01-22-2025 to 01-31-2025)

Finalize Contract Awards and Communicate Decisions to Successful and Unsuccessful Bidders

From SayPro Monthly January SCMR-1: SayPro Quarterly Bidding Process Management

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Overview:

During this period, the primary focus is on the completion of the bidding process and finalizing the contract awards for the quarter. This includes formalizing the decisions on which bidders have been successful and communicating the outcomes to both successful and unsuccessful bidders. This process is part of the SayPro Quarterly Bidding Process Management as outlined in the SCMR-1 (Supply Chain Management Report).

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Tasks to Be Completed:

1. Review and Finalize Contract Awards

• Objective: Review the evaluation results and ensure all decisions align with procurement policies and contract award criteria.
• Details:
  • Final Evaluation: Verify the evaluation of bids against the specified requirements and criteria, ensuring the most suitable bidder is selected based on value for money, compliance, and delivery capabilities.
  • Approval Process: Ensure that internal stakeholders (e.g., procurement managers, legal, finance) approve the final contract awards.
  • Document Preparation: Prepare all necessary documentation to confirm the final award decisions, including reasons for selection and non-selection where applicable.
  • Contract Negotiation: If required, initiate negotiations with the successful bidder(s) to finalize the terms and conditions of the contract.
• Responsible Parties:
  • Procurement team
  • Legal and Compliance departments
  • Finance team (for budgetary approval)
• Deadline: By January 31, 2025, complete the review and sign off on the final contract awards.

2. Communicate Award Decisions to Bidders

• Objective: Inform both successful and unsuccessful bidders about the outcomes of the bidding process.
• Details:
  • Successful Bidders:
    • Notify the successful bidders in writing, outlining the award decision and any next steps, such as contract signing or negotiations.
    • Provide the awarded contract details, including the scope, value, timeline, and performance expectations.
  • Unsuccessful Bidders:
    • Notify unsuccessful bidders with a formal letter or email. Include feedback on their bid performance if appropriate, and offer constructive suggestions for improvement.
    • Ensure the communication is polite, professional, and transparent, maintaining a positive relationship for future opportunities.
  • Public Announcements (if applicable):
    • Post a public announcement or update on the SayPro website or through other communication channels to announce the results of the bidding process.
• Responsible Parties:
  • Procurement team (for drafting communication)
  • Legal department (for ensuring proper contractual language)
• Deadline: Send all notifications by January 29, 2025.

3. Update Stakeholders and Internal Systems

• Objective: Ensure that all relevant internal systems and stakeholders are updated with the final decision on the contracts awarded.
• Details:
  • Internal Systems Update: Update the SayPro procurement database and contract management system with the finalized bidder details, including contract values, terms, and timelines.
  • Stakeholder Notification: Brief relevant internal departments (e.g., Finance, Legal, Operations) about the outcomes and ensure the contract details are passed on for further processing (e.g., budget allocation, project planning, etc.).
• Responsible Parties:
  • IT team (for system updates)
  • Procurement team (for internal communications)
  • Department heads (to ensure smooth handover of contract details)
• Deadline: Complete updates and notifications by January 31, 2025.

4. Address any Bidder Queries or Disputes

• Objective: Resolve any issues, queries, or disputes raised by bidders in response to the award decisions.
• Details:
  • Bidder Queries: Address any questions or concerns raised by unsuccessful bidders regarding the evaluation or the reasons behind their non-selection.
  • Dispute Resolution: If any bidder formally disputes the award decision, review the grievance, and follow the established procedure for dispute resolution, which could involve re-evaluating the bid or holding discussions with the concerned bidder.
  • Documentation: Ensure all responses to queries or disputes are documented thoroughly, and that the decisions are based on clear and fair rationale.
• Responsible Parties:
  • Procurement team
  • Legal department (for dispute handling)
• Deadline: Resolve all issues and close out by January 31, 2025.

5. Finalize Contract Signing and Prepare for Project Kickoff (if applicable)

• Objective: After finalizing the award, proceed with the official signing of contracts with the successful bidder(s) and prepare for the project commencement.
• Details:
  • Contract Signing: Coordinate with the legal and procurement teams to schedule the contract signing with the successful bidders.
  • Pre-Contract Meetings: If applicable, set up meetings to discuss the details of the contract and project initiation, ensuring the bidder understands the expectations and deliverables.
  • Project Kickoff: Coordinate with the project team to ensure that the awarded contract is seamlessly integrated into the project planning phase.
• Responsible Parties:
  • Procurement team (for coordination)
  • Legal team (for contract execution)
  • Project managers (for planning and coordination)
• Deadline: By January 31, 2025, contracts should be signed, and the project kickoff should be scheduled if applicable.

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Key Milestones and Deadlines:

1. Review and finalize contract awards: January 31, 2025
2. Communicate award decisions to bidders: January 29, 2025
3. Update internal systems and notify stakeholders: January 31, 2025
4. Resolve bidder queries/disputes: January 31, 2025
5. Finalize contract signing and project kickoff preparation: January 31, 2025

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Summary:

The tasks for this period focus on the completion of the quarterly bidding process, ensuring that all successful and unsuccessful bidders are properly notified, contracts are finalized and signed, and all relevant internal systems and stakeholders are updated. The process requires clear communication, adherence to policies, and ensuring that any disputes or queries are resolved promptly.