SayPro Collect all submitted tenders, bids, and proposals for upcoming contracts

SayPro Tasks to Be Done for the Period: Week 1 (01-01-2025 to 01-07-2025)

Task 1: Collect All Submitted Tenders, Bids, and Proposals for Upcoming Contracts

• Objective: Gather all tenders, bids, and proposals submitted for upcoming contracts for the month of January 2025, in preparation for the awarding process.
• Action Steps:
  1. Review Contracting Opportunities: Begin by reviewing the full list of contracting opportunities that were open for bidding throughout the previous months, particularly focusing on those that close on or before January 1st, 2025.
  2. Request Submissions from Relevant Departments: Reach out to the procurement department, as well as project management teams, to request access to all tender submissions for upcoming contracts. This may include:
     • Printed or digital tender documents
     • Bids and proposals
     • Any supporting documentation (e.g., technical specifications, compliance certifications, etc.)
  3. Ensure Completeness of Submissions: Cross-check with the procurement team to ensure that all bids and proposals have been fully submitted and include the necessary information required for evaluation. This step may involve following up with contractors and suppliers to ensure that no vital documents are missing.
  4. Digitize Physical Copies: If any of the tenders or proposals are submitted in physical format, digitize them into a standard format (e.g., PDF) for easy storage and access. Utilize a document management system (DMS) or a secure cloud storage service.
  5. Organize Tender Submissions: Sort all collected tenders, bids, and proposals into appropriate categories. For example:
     • By Contract Type: Such as construction, IT services, maintenance, etc.
     • By Vendor/Contractor: Sorting proposals by the name of the submitting party.
     • By Evaluation Criteria: Organizing proposals by key performance indicators (KPIs), compliance with the requirements, etc.
  6. Document Receipt of Submissions: Maintain a log of all submissions, including:
     • The date the submission was received
     • Name of the submitting party
     • Contact details of the point of contact (if applicable)
     • Specific project or contract associated with the tender or bid
  7. Ensure Compliance with Tendering Regulations: Double-check that all tenders are in compliance with relevant regulatory requirements, such as local procurement laws, industry standards, and SayPro’s own internal procurement policies.
  8. Prepare Summary Report: Once all tenders and proposals have been collected, prepare a detailed summary report. This report should include:
     • A list of all tenders, bids, and proposals received
     • Status of each submission (whether complete or incomplete)
     • A brief overview of the projects they relate to
     • An outline of any immediate follow-up or additional clarifications needed
  9. Submit to Procurement Committee: Once the collection and report preparation are complete, submit the full set of documents and the summary report to the Procurement Committee for review. Ensure that all relevant stakeholders are notified for the upcoming awarding process, which will begin according to the SayPro Monthly Awarding Contracts schedule.

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Timeline:

• 01-01-2025: Start collecting all relevant tenders, bids, and proposals from various departments.
• 01-03-2025: Review the submissions to ensure completeness and compliance.
• 01-04-2025: Digitize and organize all submissions in preparation for a detailed summary.
• 01-05-2025 to 01-07-2025: Finalize and submit the summary report to the Procurement Committee, ensuring any necessary follow-ups are initiated.

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By the end of Week 1 (January 1st to January 7th), all tender, bid, and proposal submissions for upcoming contracts should be collected, organized, and made ready for the subsequent stages of the procurement process, as outlined in the SayPro Monthly Awarding Contracts document.