SayPro Tasks to Be Done for the Period: Week 2 (01-08-2025 to 01-14-2025)
Objective:
To conduct the evaluation of all submissions based on the established criteria from SayPro Monthly January SCMR-1: SayPro Monthly Awarding Contracts.
1. Review of Submitted Proposals
Task:
- Review all submissions for SayPro Monthly January SCMR-1 (Awarding Contracts).
- Ensure completeness of each submission against the checklist provided in the SCMR-1 documentation.
- Verify the date of submission to ensure that all proposals are within the eligible submission window.
- Categorize the submissions based on contract type (e.g., consulting, technology, staffing, etc.) for ease of evaluation.
Details:
- Ensure that all necessary documents, forms, and supporting information required by SCMR-1 are present.
- If any proposal is incomplete or lacks required documentation, flag it for follow-up with the respective team or vendor for clarification.
- Log and catalog each submission in the project management system for tracking.
2. Set Evaluation Criteria Review
Task:
- Review the evaluation criteria specified in the SayPro Monthly SCMR-1 (January) Awarding Contracts guidelines.
- Ensure alignment of evaluation procedures with company policies and any external regulatory or contractual standards that apply.
Details:
- Ensure the evaluation criteria cover aspects such as price competitiveness, quality of proposal, vendor experience, compliance with contract terms, delivery timelines, and alignment with SayPro’s strategic goals.
- Double-check that all evaluators are briefed on the criteria and any changes to the evaluation process since the previous month.
- Organize the criteria in a weighted scoring system to ensure that each submission is evaluated fairly and comprehensively.
3. Assign Evaluation Teams
Task:
- Assign evaluation teams to assess submissions based on their areas of expertise.
- Each evaluation team should include at least one person with a technical understanding (for product-related submissions) and one with a business acumen (for financial aspects, contract negotiations, and vendor experience).
Details:
- Document team assignments clearly, ensuring each evaluator understands their role in the process (e.g., financial review, compliance, technical expertise).
- Provide evaluators with training or a refresher on the evaluation process if necessary.
4. Conduct Evaluation of Submissions
Task:
- Evaluate all submissions using the predefined scoring system that is based on the established criteria.
- Ensure that each submission is evaluated thoroughly and scored individually on factors such as:
- Price competitiveness (value for money)
- Experience and track record of the vendor
- Technical proposal (feasibility, quality, innovation)
- Delivery timelines and guarantees
- Compliance with all terms and conditions
- Potential risks and mitigation strategies
Details:
- Assign scores according to the weighted criteria outlined in the SCMR-1 guidelines.
- Make sure to maintain objectivity and transparency throughout the evaluation process. Each evaluator should document the rationale behind their scores.
- If necessary, conduct follow-up interviews with vendors for additional clarifications on specific aspects of their proposal.
5. Consolidation of Evaluation Results
Task:
- Compile the individual scores from all evaluators for each submission.
- Calculate final scores based on the weighted average or other pre-agreed methodology.
- Create a consolidated report summarizing the evaluation results for each submission.
Details:
- Review the scoring consistency among the evaluators to ensure no discrepancies or misunderstandings.
- Ensure that the report includes narrative feedback for each submission, providing constructive insights for decision-makers.
6. Vendor Clarifications (If Needed)
Task:
- Reach out to vendors if there are any uncertainties or missing information in their submission.
- Request clarification or additional documentation where necessary to complete the evaluation.
Details:
- Clearly outline the areas needing clarification, and set a reasonable deadline for the vendor’s response.
- Document any vendor communications and incorporate the new information into the evaluation process.
7. Decision Making and Recommendation
Task:
- Based on the results of the evaluations, recommend the most suitable vendors for contract awards.
- Ensure the recommendations align with SayPro’s strategic goals, budgetary constraints, and quality standards.
Details:
- Review the top scoring submissions to confirm their alignment with business priorities.
- Make final decisions on contract awards based on the evaluation results.
- Ensure that all vendor recommendations are backed by clear documentation from the evaluation process.
8. Feedback to Non-Selected Vendors
Task:
- Notify vendors who were not selected, providing constructive feedback where appropriate.
- Ensure the feedback process is professional and encourages future participation in SayPro opportunities.
Details:
- Use feedback as an opportunity to maintain good relationships with vendors, should they wish to submit in future cycles.
- Document the reasons for non-selection to avoid misunderstandings and ensure fairness.
9. Documentation of Evaluation Process
Task:
- Ensure that the entire evaluation process is properly documented.
- Archive all materials, including evaluation forms, scoring sheets, vendor communications, and final decision documents.
Details:
- Maintain records in compliance with SayPro’s legal, regulatory, and audit requirements.
- Organize the evaluation materials in a way that makes it easy to retrieve for internal audits or external reviews.
10. Final Approval and Contract Award Notification
Task:
- Seek final approval from senior management or the appropriate authority for the selected vendors.
- Send out official notifications to the chosen vendors regarding the award of contracts.
Details:
- Ensure that the notification includes all contract terms, deadlines, and expectations moving forward.
- Coordinate the preparation and signing of contract agreements.
Summary of Tasks
- Review submissions for completeness and categorization.
- Ensure alignment with evaluation criteria.
- Assign evaluators and ensure clear roles.
- Conduct thorough evaluation and scoring of all submissions.
- Compile evaluation results and make recommendations.
- Provide feedback to non-selected vendors.
- Document the process for transparency and accountability.
- Obtain final approval and notify selected vendors.
By the end of Week 2 (01-08-2025 to 01-14-2025), the goal is to complete the evaluation process and have selected vendors ready for contract award.
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