SayPro Bid Evaluation Checklist Template

A standardized checklist used to evaluate bids on technical, financial, and compliance parameters

Bid Evaluation Checklist Template

Purpose:
The Bid Evaluation Checklist Template is a standardized tool developed by SayPro to ensure a fair, transparent, and consistent assessment of all bids received during procurement processes. This template is a core component in the SayPro Monthly January SCMR-1: SayPro Monthly Bid Evaluation report and is used to evaluate bids on three key parameters: Technical, Financial, and Compliance.

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Structure and Components of the Checklist

1. Bidder Identification Section

• Bidder Name
• Bid Reference Number
• Date of Submission
• Contact Information

2. Technical Evaluation Criteria

Assesses the bidder’s ability to meet the technical specifications outlined in the RFP/RFQ. Criteria may include:

• Understanding of the Scope of Work
• Technical Approach and Methodology
• Experience with Similar Projects
• Team Composition and Qualifications
• Equipment and Technology Proposed
• Delivery Schedule and Milestones

Scoring Format:
Each criterion is scored on a standardized scale (e.g., 1–10 or Pass/Fail), and weights are assigned to reflect the importance of each component.

3. Financial Evaluation Criteria

Analyzes the financial viability and competitiveness of the bid. Key parameters include:

• Total Bid Price
• Breakdown of Costs (Materials, Labor, Overheads)
• Payment Terms
• Value for Money
• Pricing Consistency with Market Rates

Note: Lowest cost is not always the most favorable; evaluation considers cost-effectiveness in relation to quality.

4. Compliance Evaluation Criteria

Ensures that the bid meets all mandatory legal, administrative, and policy requirements. Items checked:

• Submission of All Required Documents
• Valid Business Registration and Licensing
• Tax Compliance Certificate
• Signed Declaration of Interest and Non-Collusion
• Compliance with SayPro Procurement Policy
• Adherence to Submission Guidelines

5. Overall Evaluation Summary

This section consolidates scores across all categories, and includes:

• Total Score
• Strengths and Weaknesses
• Recommendation: Qualified / Disqualified / Shortlisted

6. Panel Review and Comments

• Evaluators’ Names and Signatures
• Evaluation Date
• Observations or Recommendations
• Notes on Any Discrepancies or Clarifications Requested

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Integration in SayPro Monthly January SCMR-1

The Bid Evaluation Checklist Template feeds directly into the SayPro Monthly SCMR-1 report. Here’s how it’s used in the context of the January edition:

1. Compilation of All Evaluated Bids
   Each bid submitted during the month is assessed using the checklist, and results are summarized in SCMR-1.
2. Comparative Analysis Table
   A side-by-side comparison of technical, financial, and compliance scores for each bidder.
3. Justification for Awards or Rejections
   Decisions are documented clearly, referencing checklist outcomes to support transparency and audit readiness.
4. Risk Identification and Mitigation
   Any concerns identified during evaluation (e.g., weak financials or poor compliance history) are flagged with proposed mitigation steps.
5. Monthly Trends and Insights
   Repeated issues, high-performing vendors, or gaps in bid quality are highlighted for continuous improvement.

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Best Practices Using the Template

• Use a minimum of three evaluators to ensure objectivity.
• Store completed checklists with procurement records for audit trails.
• Regularly review and update checklist criteria based on evolving project or regulatory requirements.
• Customize weightings per project based on priority (e.g., higher technical weighting for specialized services).