SayPro :A template for tracking the status of tender submissions, follow-up actions, and any feedback received from government or municipal entities.

Here’s a SayPro Tender Follow-Up Tracker template designed to help track the status of tender submissions, follow-up actions, and feedback from government or municipal entities. This template is organized to keep all relevant information in one place for efficient management and follow-up.

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SayPro Tender Follow-Up Tracker

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1. Tender Submission Details

Tender Reference Number	Tender Title	Client/Organization	Tender Submission Date	Submitted By (Team/Individual)	Submission Method	Tender Deadline	Status
Example: GOV-TNDR-2025-001	Construction Works	City of X	January 15, 2025	Team A	Online Portal	February 1, 2025	Submitted

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2. Follow-Up Action Plan

Follow-Up Action	Action Date	Person Responsible	Follow-Up Status	Comments
Acknowledge receipt of tender submission	January 16, 2025	John Doe (Team A)	Completed: Acknowledged	Sent email confirmation of submission.
Confirm shortlisting status	February 10, 2025	Jane Smith (Team B)	Pending	Awaiting response from client.

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3. Communication Log

Date	Contact Person/Entity	Method (Email/Call/In-Person)	Summary of Communication	Action Items/Next Steps
January 16, 2025	City of X Tender Officer	Email	Confirmation email sent acknowledging submission.	No immediate action.
February 5, 2025	City of X Tender Officer	Phone Call	Informed of next evaluation stage, awaiting results.	Follow up in one week.

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4. Feedback and Evaluation

Date Received	Feedback Source (Govt. Entity/Official)	Feedback Summary	Key Points/Areas for Improvement	Action/Response Plan
February 18, 2025	City of X Tender Committee	Awaiting evaluation results.	N/A	Awaiting further instructions post-evaluation.
February 20, 2025	City of X Tender Officer	No feedback provided yet.	N/A	Follow-up to inquire about status in two weeks.

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5. Status Updates

Date	Status Update	Next Steps	Person Responsible
February 20, 2025	Tender under review	Follow up on decision next week.	Jane Smith (Team B)
February 25, 2025	Awaiting results	Confirm tender outcome by March 1, 2025	John Doe (Team A)

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6. Key Dates & Reminders

Important Milestone	Date	Reminder Status	Action Required
Tender Opening Date	February 5, 2025	Completed	N/A
Client Follow-Up Date (1 Week)	February 12, 2025	Completed	N/A
Final Decision/Outcome Date	March 1, 2025	Pending	Confirm outcome

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7. Notes & Observations

• Use this section to record any additional relevant information that may affect the follow-up strategy or future tender processes.
• Example: “Tender officer indicated that the decision may be delayed due to changes in project scope.”

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Instructions for Use:

1. Tender Submission Details: Start by entering basic information about the tender submission. This allows you to quickly identify and reference specific tenders.
2. Follow-Up Action Plan: Set clear deadlines for follow-up actions and assign responsibility to individuals. Track the completion of each action.
3. Communication Log: Keep detailed records of all communications, including dates, methods, and summaries, to ensure consistent follow-up.
4. Feedback and Evaluation: Record any feedback from the government or municipal entities to understand where improvements can be made in future tenders or to identify areas where you may have been successful.
5. Status Updates: Track the current status of the tender and document next steps to ensure all required actions are taken in a timely manner.
6. Key Dates & Reminders: Use this section to keep track of critical milestones or deadlines associated with the tender submission process.
7. Notes & Observations: Capture any insights or changes in the tender process that may influence future follow-ups or strategy.

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This Tender Follow-Up Tracker provides a structured system to stay organized and manage the progress of tender submissions, actions, and feedback. It helps you ensure timely follow-ups and provides a clear record of interactions, making the tender process more efficient and less prone to oversight.