SayPro Completed Tender Submissions

Ensure that all required documents are collected, formatted, and submitted according to tender specifications

SayPro Documents Required from Employee

Completed Tender Submissions

Document Category: Tender Submission Documentation
Reporting Reference: SayPro Monthly SCMR-1: Administrative Support for Tendering Process

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1. Purpose

The Completed Tender Submissions documentation ensures that every tender bid submitted by SayPro complies with the client’s requirements, is professionally prepared, and is fully aligned with the technical, administrative, and financial criteria of the specific tender. This documentation serves as both a compliance measure and a quality assurance tool for the organization’s tendering operations.

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2. Document Requirements and Content

Each employee involved in the preparation and submission of tenders is required to compile, organize, and submit the following as part of the Completed Tender Submission Package:

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A. Tender Submission Package Contents

1. Cover Letter
   • Addressed to the tendering authority
   • Signed by authorized personnel
   • States the intent to bid and lists included documents
2. Completed Bid Forms
   • Standard forms provided in the tender document
   • Properly filled out, signed, and stamped (if required)
3. Technical Proposal (if applicable)
   • Methodology and approach
   • Implementation plan
   • Qualifications and experience of team members
   • Organization’s experience and project references
   • Compliance with technical specifications
4. Financial Proposal / Quotation
   • Detailed cost breakdown
   • Pricing validity period
   • Any applicable taxes and duties clearly indicated
5. Company Registration Documents
   • Certificate of Incorporation
   • Tax Clearance Certificate
   • B-BBEE Certificate (for South African tenders)
   • Proof of banking details (if required)
6. Declarations and Affidavits
   • Conflict of Interest
   • Non-Collusion Affidavit
   • Any other forms required by the RFP/RFQ
7. Supporting Documentation
   • CVs of key personnel
   • References or recommendation letters
   • Product brochures or catalogues
   • Project work plans and schedules
8. Proof of Submission
   • Email submission receipt or courier tracking slip
   • Signed submission register (if physically submitted)

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B. Formatting and Compliance Checklist

Employees must ensure the following before final submission:

• All documents are clearly labeled and compiled in the order specified in the tender
• Page numbers, section dividers, and table of contents included
• Digital copies (PDF format) prepared for record-keeping
• Hard copies (if required) properly bound, stamped, and signed

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3. Frequency of Submission

• Submitted as needed, each time SayPro submits a bid for a tender opportunity
• A summary and record of the tender submission must be included in the Monthly SCMR-1 Report for the month in which the tender was submitted

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4. Submission Responsibility

• Prepared by: Assigned Bid Coordinator or Procurement Officer
• Reviewed by: Procurement Manager or Team Leader
• Approved by: Authorized Signatory or Executive Director (depending on bid value)

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5. Archiving and Record-Keeping

Once the submission is complete, all documents must be:

• Uploaded to the SayPro tender archive system under the appropriate folder (e.g., Tender_Submissions_2025 > TenderName_Date)
• Named consistently using the following format:
  Tender_RefNo_SayPro_Submission_YYYYMMDD
• Included in the SCMR-1 monthly report under the “Tender Submission Activities” section

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This document set is critical for audit trails, performance tracking, and lessons learned analysis in future tendering activities.