SayPro Bidder Communication Log

A template to keep a record of all interactions with bidders during the clarification process

Bidder Communication Log Template

This template can be used as a spreadsheet or database to systematically track all communication with bidders, including emails, phone calls, meetings, and other forms of correspondence related to the clarification process. Each entry should capture the key details of the communication, the date, the type of communication, and the outcome or action taken.

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Columns for the Bidder Communication Log Template

1. Communication ID
   • Description: A unique identifier assigned to each communication record for easy reference.
   • Format: Auto-generated or sequential (e.g., COM-001, COM-002, etc.)
2. Date of Communication
   • Description: The date when the communication occurred.
   • Format: MM/DD/YYYY
3. Bidder Name
   • Description: The name of the bidder involved in the communication.
   • Format: Text (e.g., XYZ Ltd., ABC Enterprises)
4. Bidder Contact
   • Description: The name of the bidder’s representative with whom the communication took place.
   • Format: Text (e.g., John Doe, alice.smith@xyz.com)
5. Communication Type
   • Description: The method of communication (e.g., email, phone call, meeting, etc.).
   • Format: Dropdown list with options like:
     • Email
     • Phone Call
     • In-Person Meeting
     • Virtual Meeting
     • Letter
     • Other (Specify)
6. Subject/Topic of Communication
   • Description: A brief description of the subject or topic discussed.
   • Format: Text (e.g., “Clarification on scope of work,” “Query regarding submission deadline extension”)
7. Details of Communication
   • Description: A summary of the communication, including key points discussed and any decisions or agreements made.
   • Format: Text (e.g., “Bidder requested clarification on scope of work for section 5.1, and the response was provided that clarifies the inclusion of additional tasks in the section.”)
8. Action Taken/Response Given
   • Description: The action or response provided as a result of the communication (e.g., clarification provided, meeting scheduled, documents sent).
   • Format: Text (e.g., “Clarified the scope of work; sent updated document to bidder,” “Scheduled follow-up meeting to discuss concerns”)
9. Follow-Up Required
   • Description: Indicates whether any follow-up is needed and the next steps to take (e.g., sending documents, arranging another meeting, etc.).
   • Format: Dropdown list with options:
     • Yes
     • No
     • Pending
10. Next Action Deadline
    • Description: The deadline by which the next action or follow-up should occur.
    • Format: MM/DD/YYYY
11. Status of Communication
    • Description: The current status of the communication (e.g., closed, pending, completed, etc.).
    • Format: Dropdown list with options:
      • Closed
      • Pending
      • Completed
      • Awaiting Response
12. Remarks/Notes
    • Description: Additional notes or observations regarding the communication (e.g., outcomes, challenges, additional requirements).
    • Format: Text (e.g., “Bidder expressed concern over delivery timelines, further discussions scheduled,” “Clarification resolved; no further action needed”)

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Example Layout for Bidder Communication Log Template

Communication ID	Date of Communication	Bidder Name	Bidder Contact	Communication Type	Subject/Topic of Communication	Details of Communication	Action Taken/Response Given	Follow-Up Required	Next Action Deadline	Status of Communication	Remarks/Notes
COM-001	01/05/2025	XYZ Ltd.	John Doe	Email	Clarification on bid submission format	Bidder requested confirmation on acceptable submission format.	Clarified that electronic submission is required.	No	N/A	Closed	No further action needed
COM-002	01/06/2025	ABC Enterprises	Alice Smith	Phone Call	Scope of work clarification for section 5.1	Bidder sought clarification regarding scope of work for specific tasks in section 5.1.	Provided clarification and sent updated document.	Yes	01/07/2025	Pending	Awaiting updated bid submission
COM-003	01/07/2025	DEF Group	Mark Jones	Virtual Meeting	Request for bid submission deadline extension	Bidder requested a deadline extension due to internal delays.	Agreed to review the request and respond by 01/15/2025.	Yes	01/15/2025	Pending	Decision on extension pending
COM-004	01/08/2025	GHI Solutions	Maria Lopez	Email	Query regarding required documents for bid submission	Bidder asked for a list of mandatory documents for submission.	Sent the list of required documents via email.	No	N/A	Closed	Clarification provided; no further queries

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Instructions for Using the Bidder Communication Log Template

1. Recording Communication:
   • Each interaction with a bidder should be recorded in a new row of the communication log, with all relevant fields completed.
   • When entering the Date of Communication, ensure it is the actual date the communication occurred (whether in-person, by email, or phone).
2. Classifying Communication Type:
   • Choose the appropriate communication method from the dropdown list in the Communication Type column (e.g., email, phone call, etc.).
   • For any other form of communication not listed, select “Other” and provide details in the Details of Communication section.
3. Tracking Communication Subject and Details:
   • Use the Subject/Topic of Communication column to briefly describe the nature of the discussion.
   • In the Details of Communication column, provide a concise summary of the main points, such as specific questions asked by the bidder, responses provided, or key outcomes.
4. Action and Follow-Up:
   • After each communication, document the Action Taken/Response Given. This should summarize what steps were taken as a result of the communication, such as clarifying information, providing additional documents, or scheduling follow-up actions.
   • If follow-up is required, indicate it in the Follow-Up Required column. If no follow-up is necessary, mark it as “No.”
5. Next Action Deadline:
   • If follow-up is needed, include the Next Action Deadline, which will ensure timely action is taken.
6. Status of Communication:
   • Regularly update the Status of Communication column to reflect whether the communication has been closed, is still pending, or has been completed. This helps track the progress of each communication and ensures no communication is overlooked.
7. Remarks/Notes:
   • Use the Remarks/Notes column to record any additional information or observations that could help clarify the communication history or context, especially if there are any outstanding concerns or issues to be addressed.

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Best Practices for Managing the Bidder Communication Log

• Consistency: Ensure that all communication entries are logged consistently to provide a complete history of interactions with each bidder.
• Timeliness: Record all communications as soon as they occur to maintain up-to-date records and avoid missing any important details.
• Clear Action Tracking: Use the Follow-Up Required and Next Action Deadline fields to ensure that no communication is left unanswered or unresolved for too long.
• Transparency: This log can be shared with relevant internal stakeholders (e.g., procurement team, project managers) to keep everyone updated on bidder interactions.

By maintaining a detailed Bidder Communication Log, the SayPro Monthly January SCMR-1 Bid Clarification process will be more organized, transparent, and efficient, ensuring that all bidder communications are tracked, addressed, and acted upon appropriately.