SayPro Coordinate meetings and interviews related to the tender preparation process

1. Scheduling Planning and Pre-Coordination

Scope:
Meetings and interviews to be coordinated may include:

• Internal procurement planning meetings
• Bid specification drafting sessions
• Supplier information/briefing sessions
• Pre-bid conferences
• Bid evaluation committee meetings
• Supplier interviews (technical/financial clarifications)
• Post-tender review meetings

Initial Planning Steps:

• Review the monthly procurement calendar and tender timelines
• Identify all required meetings based on the stage of the tender (planning, publishing, evaluation, or awarding)
• Prepare a meeting matrix including:
  • Purpose of the meeting
  • Participants
  • Preferred dates and times
  • Duration
  • Format (in-person, virtual, hybrid)

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2. Invitations and Scheduling Tools

Communication Methods:

• Use professional calendar tools such as Outlook, Google Calendar, or Microsoft Teams Scheduler to send invites
• Include a clear subject line and agenda in all invitations
• Attach relevant documents in advance (draft tender docs, supplier lists, etc.)

Invite Content Example:

EditSubject: SayPro Pre-Bid Meeting – Office Equipment Tender (SP-JAN2025-001)
Date: 12 January 2025
Time: 10:00 AM – 11:30 AM
Location: SayPro Boardroom A / Microsoft Teams
Agenda:
1. Overview of Tender Objectives
2. Supplier Clarifications
3. Submission Timelines
4. Q&A Session
Attached: Tender Document Draft v1.3, Supplier List

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3. Venue and Technology Management

In-Person Meetings:

• Reserve appropriate meeting rooms (with projector, whiteboard, audio equipment)
• Ensure venue capacity matches participant count
• Arrange refreshments for longer sessions (>2 hours)

Virtual/Hybrid Meetings:

• Create a Teams/Zoom/Meet link with access settings (waiting room, password if needed)
• Test connectivity and audio-visual settings before the session
• Assign a co-host to manage participant entry and technical issues

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4. Confirmation and Follow-up

Reminders and Confirmations:

• Send confirmation 24–48 hours before each meeting
• Include any updated documents or agenda changes
• Ensure all participants acknowledge receipt and availability

Post-Meeting Tasks:

• Circulate meeting minutes within 48 hours
• Include:
  • Date and time
  • Attendance
  • Summary of discussions
  • Action items with responsible persons and deadlines
• Track action item follow-ups weekly

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5. Documentation and Archiving

Folder Organization:
In the centralized document repository, create a dedicated folder:

SayPro_Tender_Documents/
└── 2025/
    └── January/
        └── SCMR-1_AdminSupport/
            └── Meeting_Minutes_And_Schedules/
                ├── Internal_Planning_Meetings/
                ├── Supplier_Information_Sessions/
                ├── Evaluation_Committee/
                └── Interviews_With_Suppliers/

File Naming Convention Example:

• 2025-01-12_PreBidMeeting_Minutes_SP-JAN2025-001.pdf
• 2025-01-18_SupplierInterview_SupplierA_SP-JAN2025-001.docx

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6. Coordination Best Practices

Checklist for Each Meeting:

• Define clear objectives
• Identify all necessary attendees
• Confirm logistics and access details
• Prepare and share the agenda and documents in advance
• Assign a notetaker or use recording (with permission)
• Document decisions and next steps

Risk Mitigation Tips:

• Have backup platforms (e.g., Teams and Zoom) in case of connectivity issues
• Maintain a list of alternative times for critical meetings
• Keep a running tracker of attendance and decisions made

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Conclusion:

Efficient coordination and scheduling of tender-related meetings and interviews are critical for maintaining momentum, ensuring accountability, and enabling informed decision-making within the SayPro procurement lifecycle. By following structured protocols and maintaining consistent communication, SayPro ensures all stakeholders are engaged, timelines are respected, and documentation is properly archived — in full alignment with the goals of SayPro Monthly January SCMR-1.