A report explaining why certain bids were rejected, including feedback provided to the unsuccessful bidders
1. Bid Rejection Report
Purpose:
To document and justify the rejection of any bids received during the procurement process, ensuring transparency and providing constructive feedback to unsuccessful bidders.
Document Title: Bid Rejection Report
Required Contents:
- Bid Reference Number: Corresponding to the RFP or Tender ID
- Procurement Description: Brief overview of the goods/services involved
- Date of Evaluation: When the bids were reviewed
- List of All Bidders: Include names of all companies/entities that submitted bids
- Rejected Bidders: Clearly list all the bids that were rejected
- Reason for Rejection (per Bidder):
Provide detailed explanations such as:- Non-compliance with mandatory criteria
- Failure to meet technical specifications
- Pricing inconsistencies or exceeding budget
- Late submission
- Missing documentation
- Feedback Provided:
Include summaries of any formal feedback given to each unsuccessful bidder, including:- Areas of improvement
- Compliance issues
- Technical or pricing concerns
- Evaluator Names & Signatures: All panel members who reviewed the bids
- Supporting Attachments: Any relevant checklists, scorecards, or correspondence
Deadline: Must be submitted within 5 working days after the finalization of the evaluation process.
2. SayPro Monthly SCMR-1: SayPro Monthly Bid Evaluation
Purpose:
To track and report on all bidding activities conducted within a particular month across departments, ensuring ongoing oversight and accountability.
Document Title: SayPro Monthly SCMR-1 (Supply Chain Management Report)
Required Contents:
- Reporting Month: (e.g., January 2025)
- Department/Division Name
- Bid Reference Numbers: All RFPs/RFQs/Tenders issued during the month
- Project Name or Description
- Bid Opening & Closing Dates
- Number of Bids Received: Total and by supplier name
- Evaluation Outcome:
- Shortlisted Vendors
- Awarded Vendor
- Rejected Vendors (cross-referenced with Bid Rejection Reports)
- Evaluation Panel Members: Names and positions
- Award Justification Summary: Brief rationale for selecting the winning bidder
- Estimated Value of Contract: Final agreed-upon amount
- Status Update:
- Contract Signed (Yes/No)
- Implementation Stage
- Delays or Issues Encountered
- Compliance Notes: Any irregularities or exceptions handled
- Recommendations/Notes: For future improvement
Deadline: Due by the 5th working day of the following month.
💡 Important Notes:
- All documents must be stored digitally in the SayPro Document Management System (DMS).
- Originals or scanned signed copies should be available for internal audit and regulatory review.
- Employees must adhere to confidentiality agreements when handling bidder information.
- Repeated delays or incomplete submissions may lead to performance reviews.
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