SayPro Target for the Quarter
Objective:
To ensure that all tenders submitted within the quarter are completed on time, comply with all the stipulated requirements, and meet the expectations outlined in the SayPro Monthly SCMR-1: SayPro Monthly Administrative Support for Tendering Process.
Detailed Breakdown of Target
1. Scope of Support Provided
- Tender Identification & Pre-Qualification: Support the team by identifying suitable tenders and ensuring the pre-qualification criteria (e.g., company registration, compliance certificates, financial health, etc.) are met before proceeding with preparation.
- Administrative Checklist Compliance: Use the SayPro Monthly SCMR-1 checklist to ensure every requirement in the tender documentation is addressed. This includes verifying the completeness of:
- Technical documents
- Financial proposals
- Legal and compliance documents
- Attachments such as case studies, references, and proof of capability
- Timely Submissions: Set and manage deadlines for the collection of required documents, drafts, and internal reviews, ensuring that the tender is submitted prior to the official closing date. This will include continuous monitoring of progress.
- Coordination Across Teams: Facilitate communication between relevant departments (e.g., legal, finance, operations) to ensure that all internal stakeholders contribute to the submission and that no essential documents or information are overlooked.
- Quality Control & Review: Perform an internal review of the completed tender to ensure that all sections are aligned with the specific tender requirements. Proofread for clarity, professionalism, and accuracy.
2. Key Activities by Month
| Month | Activities Planned | Expected Output |
|---|---|---|
| January | – Review upcoming tenders. – Begin documentation preparation for tenders closing later in the quarter. – Create a timeline with buffer periods for review and submission. | – All necessary documents identified and obtained for the first tenders. – Submission timeline set with key milestones. |
| February | – Ensure that documents are finalized. – Perform quality assurance checks on the draft tenders. – Submit tenders on time and ensure internal stakeholders are aligned. | – On-time submission of tenders. – All internal reviews completed with no missed deadlines. |
| March | – Conduct post-submission follow-up, answering clarification requests. – Review any new tenders and initiate preparation process. | – Final submission of all tenders. – All post-submission queries addressed promptly. |
3. Performance Indicators
- Compliance: 100% compliance with all tender requirements (no incomplete submissions).
- Timeliness: All tenders submitted at least 1 day before the official deadline to allow for last-minute issues or revisions.
- Internal Review Efficiency: All internal documents reviewed within the allotted time frame, ensuring no delays from internal teams.
- Zero Missed Requirements: Every tender meeting all requested information, formats, and documents per the SCMR-1 checklist.
4. Risk Management and Mitigation Strategies
| Risk | Mitigation Strategy |
|---|---|
| Delayed Documentation | Create a centralized document repository accessible to all teams, and set internal deadlines to ensure timely preparation of documents. |
| Incomplete or Incorrect Tender Responses | Use the SayPro SCMR-1 checklist to ensure that all required sections are covered and reviewed. Schedule internal cross-checks to avoid errors. |
| Technical Issues with Online Submissions | Conduct test submissions well before the official deadline, allowing time to resolve any technical issues with online portals. |
| Last-Minute Changes to Requirements | Assign a project lead to keep track of any late amendments to tender documentation and ensure they are incorporated before submission. |
5. Expected Outcomes
- Enhanced Efficiency: Tenders will be submitted efficiently, without delays, ensuring compliance with deadlines.
- Improved Accuracy and Compliance: All tenders will meet or exceed the submission requirements, increasing the likelihood of success.
- Strengthened Tendering Process: By adhering to the structured administrative support framework in SayPro Monthly SCMR-1, the overall tendering process will be streamlined and more reliable.
- Higher Success Rate: With thorough administrative support and adherence to the checklist, tenders are more likely to meet the evaluation criteria, improving the chance of being awarded contracts.
6. Action Plan Summary
- Tender Preparation:
- Ensure that the documents are gathered in advance.
- Set a submission calendar, and establish internal checkpoints.
- Internal Coordination:
- Ensure cross-departmental cooperation to compile required data.
- Monitor progress at regular intervals to meet deadlines.
- Submission Management:
- Use automated reminders for internal deadlines.
- Submit tenders early, leaving room for final checks and troubleshooting.
By following these structured activities, risks, and performance indicators, the SayPro Target for the Quarter will ensure that all tenders are submitted on time and meet all required criteria, leading to an effective and successful quarter.
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