A formal memo that outlines the decision to award the contract to the selected bidder, including the key reasons for the decision
🏆 Award Decision Memo
Purpose:
The Award Decision Memo serves as a formal and auditable record of the decision to award a contract to a selected bidder following a competitive procurement process. This memo is essential for demonstrating compliance with procurement policies, ensuring transparency in the selection process, and providing a reference for internal and external audits.
📌 Document Title: Award Decision Memo
🗂️ Required Contents of the Award Decision Memo:
- Header Information:
- Date of Memo
- Memo Reference Number (linked to bid/tender reference)
- Prepared By: Name and title of the person compiling the memo
- Reviewed and Approved By: Names and titles of decision-makers or approvers
- Project and Procurement Details:
- Bid Reference Number: From the original RFP/RFQ/Tender (e.g., SAYPRO/PROC/2025/001)
- Project/Procurement Title: Brief title (e.g., “Supply and Delivery of Laptops for SayPro Offices”)
- Department/Division Responsible: Name of the unit managing the procurement
- Type of Procurement: (Open Tender, Request for Quotation, Limited Bidding, etc.)
- Bid Issuance and Closing Dates
- Bidding Process Summary:
- Number of Bidders Responded: List of bidder names
- Evaluation Period: Dates of evaluation panel meetings
- Evaluation Methodology Used: Technical/Financial weighting, scoring criteria, etc.
- Names of Evaluation Committee Members: Full names and designations
- Selected Bidder Information:
- Awarded Bidder Name
- Bidder Contact Details
- Final Evaluated Score and Ranking
- Contract Value: Amount being awarded (inclusive/exclusive of VAT)
- Contract Duration/Term
- Key Reasons for Award Decision:
- Technical Merit: How the winning bid met or exceeded technical specifications
- Financial Competitiveness: Justification of cost/value analysis
- Compliance with Requirements: Documentation, legal, regulatory
- Past Experience and References: Where applicable
- Risk and Capacity Analysis: Ability to deliver without undue risk
- Scoring Summary: Brief table of scores across all bidders (optional but recommended)
- Recommendations and Approvals:
- Final Recommendation: Statement confirming the evaluation committee’s decision
- Signatures of Evaluation Panel Members: For consensus validation
- Authorized Approval: Signature and stamp from Head of Procurement/Finance or CEO (as per threshold)
- Attachments to Include:
- Bid evaluation summary matrix
- Bidder scorecards
- Compliance checklist
- Pricing comparison table
- Any correspondence (e.g., clarification emails)
🔁 Link to SayPro Monthly January SCMR-1: SayPro Monthly Bid Evaluation
The Award Decision Memo is a key supporting document for the SCMR-1 Report. For the January submission:
- Each awarded contract listed in the SCMR-1 must be accompanied by the corresponding Award Decision Memo
- Memos provide the narrative behind the tabulated data in the monthly report
- SCMR-1 forms must reference the Memo Number under each award decision line item
- If a project is still under evaluation, the memo should be marked as Pending Submission
⏰ Submission Timeline:
- Award Decision Memos must be finalized and uploaded to the Document Management System within 3 working days of the contract award.
- For inclusion in the SayPro Monthly SCMR-1 Report (January), all memos must be submitted by February 5th, 2025.
📌 Compliance Notes:
- Any delays or missing memos will be escalated to SCM Oversight.
- Templates must be used (available in the SayPro Intranet under “Procurement Templates”).
- Revisions to a previously submitted memo must be marked “Amended” and include justification.
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