A standardized evaluation form to assess bids based on criteria like cost, quality, and timeliness
SayPro Bid Evaluation Form
Document Code: SCM-BEF-2025-01
Reference: SayPro Monthly January SCMR-1 & Quarterly Contract Management
Version: 1.0
Evaluation Period: [Insert Date Range]
Tender Reference No: [Insert Tender Number]
Bid Evaluation Panel Members:
- Chairperson: [Name]
- Member 1: [Name]
- Member 2: [Name]
- Observer: [If applicable]
Section A: Bidder Identification
| Field | Details |
|---|---|
| Bidder Name | [Insert Full Name] |
| Contact Person | [Insert Name] |
| Bid Reference Number | [Insert Bid Number] |
| Date of Submission | [Insert Date] |
| Bid Valid Until | [Insert Date] |
Section B: Compliance Check (Preliminary)
This section assesses if the bidder meets the basic compliance requirements as per SCMR-1 and SayPro Procurement Policy.
| Requirement | Submitted? (Yes/No) | Notes |
|---|---|---|
| Valid Company Registration | ||
| Tax Clearance Certificate | ||
| B-BBEE Certificate (if applicable) | ||
| Completed Bid Form | ||
| SCMR-1 Compliance Acknowledgment Form | ||
| Signed Code of Conduct |
✅ Pass/Fail Compliance Check: [Pass / Fail]
(Bidders failing compliance check are disqualified from further evaluation.)
Section C: Technical Evaluation
Weight: 60%
Evaluate the quality, feasibility, and appropriateness of the proposed solution/service.
| Criteria | Max Score | Score Awarded | Notes |
|---|---|---|---|
| Understanding of Terms of Reference / Scope | 15 | ||
| Methodology & Implementation Plan | 15 | ||
| Relevant Experience & Past Performance | 10 | ||
| Qualifications of Team / Staff | 10 | ||
| Innovation or Value-Add | 10 |
🟦 Subtotal (Technical): ___ / 60
Section D: Financial Evaluation
Weight: 30%
Assessed based on cost competitiveness, budget alignment, and value for money.
| Criteria | Max Score | Score Awarded | Notes |
|---|---|---|---|
| Total Cost Submitted | 15 | ||
| Cost Breakdown Transparency | 10 | ||
| Alignment with Budget Envelope | 5 |
💰 Subtotal (Financial): ___ / 30
Section E: Risk & Timeliness Evaluation
Weight: 10%
Evaluates bidder’s ability to deliver on time and mitigate potential risks.
| Criteria | Max Score | Score Awarded | Notes |
|---|---|---|---|
| Delivery Timeline | 5 | ||
| Risk Mitigation Strategies | 5 |
🕒 Subtotal (Risk/Timeliness): ___ / 10
Section F: B-BBEE / Local Empowerment (If Applicable)
This optional section awards bonus points for local empowerment in line with SayPro’s inclusive procurement goals.
| Criteria | Max Score | Score Awarded | Notes |
|---|---|---|---|
| Black-Owned / Youth-Owned / Women-Owned | 5 | ||
| Use of Local Suppliers / Community Involvement | 5 |
🌍 Subtotal (Empowerment): ___ / 10 (if applicable; not included in overall total unless mandated)
Section G: Overall Score Summary
| Evaluation Area | Max Points | Score Awarded |
|---|---|---|
| Technical | 60 | |
| Financial | 30 | |
| Risk & Timeliness | 10 | |
| Total Score | 100 | ___ / 100 |
Section H: Recommendation
✅ Recommended for Award:
[ ] Yes
[ ] No
If No, Reason:
[Provide rationale, e.g., did not meet minimum technical threshold, uncompetitive pricing, failed compliance.]
Section I: Evaluator Signatures
| Evaluator Name | Role | Signature | Date |
|---|---|---|---|
| Chairperson | |||
| Panel Member 1 | |||
| Panel Member 2 | |||
| Observer (Optional) |
Annexures
- Copy of Technical Proposal
- Copy of Financial Proposal
- Clarification Correspondence (if any)
- Compliance Documentation Checklist
- Conflict of Interest Declarations