1. Predefined Eligibility Criteria
SayPro’s eligibility criteria are applied uniformly to all procurement processes to ensure that vendors are legally compliant, technically capable, and financially sound. The following mandatory documentation and qualifications were required for all submissions in January:
1.1 Mandatory Documentation
- Company Registration Certificate (CIPC or equivalent)
- Valid SARS Tax Clearance Certificate or PIN
- BBBEE Certificate or Sworn Affidavit
- Bank Confirmation Letter (not older than 3 months)
- Proof of Business Address (utility bill or lease agreement)
- Completed and Signed SBD Forms (including SBD 4, SBD 6.1, SBD 8, and SBD 9)
- Valid Professional or Industry Accreditation (where applicable)
1.2 Technical Eligibility
- Fulfillment of Terms of Reference (TOR) or technical specifications as detailed in the tender or RFQ document.
- Minimum of 3 relevant references from similar projects.
- Submission of a detailed project plan or methodology (for services/consulting projects).
- Compliance with any industry-specific legislation (e.g., CIDB grading for construction).
2. Timeliness Monitoring Process
2.1 Submission Deadline Enforcement
- A cutoff deadline was clearly communicated in all tender documents (e.g., “All bids must be submitted by 31 January 2025 at 16:00 SAST”).
- Submissions received after this deadline were not accepted and recorded in the Late Submission Log.
- SayPro’s eProcurement Portal automatically time-stamped and locked access after the deadline.
2.2 Physical Submissions Protocol
- Submissions were accepted at the SayPro Procurement Office from 08:00–16:00, Monday to Friday.
- Upon receipt, bids were logged into the Tender Receipt Register and secured in a locked tender box until the official opening date.
- Late arrivals (including courier delays) were documented but not evaluated.
3. Bid Opening and Eligibility Check Procedure
3.1 Official Bid Opening
- Conducted on 1 February 2025 at 10:00 AM by the Procurement Officer, in the presence of the Bid Opening Committee.
- A public opening register was signed and published for transparency.
3.2 Initial Eligibility Screening
Each submission underwent a two-tier check:
- Administrative Compliance Check – Verifying completeness and required forms.
- Eligibility Checklist Scoring – Matching documents and qualifications against the minimum requirements.
Submissions that passed were classified as “Eligible for Evaluation.” Those failing one or more criteria were categorized as “Non-Compliant” and excluded from further processing.
| Total Submissions | Compliant | Non-Compliant | Late Submissions |
|---|---|---|---|
| 42 | 35 | 5 | 2 |
4. Documentation and Recordkeeping
All eligibility reviews were documented using:
- Bid Eligibility Checklist Forms
- Non-Compliance Summary Sheet
- Late Submission Register
- Copies of correspondence notifying disqualified vendors of their status and reasons.
These records are archived securely and are auditable by internal and external stakeholders.
5. Notifications to Vendors
Vendors with non-compliant or late submissions were formally notified between 2–5 February 2025. Notifications included:
- Specific reasons for disqualification.
- Clarification channels for vendor queries.
- Encouragement to participate in future opportunities.
Conclusion
By rigorously enforcing eligibility and submission deadlines, SayPro ensured that only qualified, compliant, and punctual vendors advanced to the bid evaluation stage. This process enhances credibility, reduces procurement risk, and upholds SayPro’s commitment to ethical sourcing and responsible financial stewardship.
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