SayPro Evaluate bids from potential vendors and suppliers

Week 2: January 8 to January 14, 2025

🎯 Theme: Bid Evaluation and Negotiations

🔍 Goal:

To conduct a comprehensive, transparent, and criteria-based evaluation of all submitted bids, and initiate negotiations with shortlisted vendors for optimal contract terms, in accordance with guidelines in SCMR-1: SayPro Quarterly Contract Management Report.

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✅ Key Tasks and Responsibilities

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1. 📥 Bid Reception Closure and Logging

• Date: January 8, 2025
• Owner: Procurement Admin Officer
• Actions:
  • Officially close the bid submission process as per the deadline in the ITT.
  • Log all received bids into the Bid Submission Register.
  • Confirm that each submission is complete (signed forms, certifications, pricing, technical specs).
  • Assign bid numbers for internal tracking.

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2. 📄 Preliminary Compliance Check

• Date: January 8–9, 2025
• Owner: Compliance Officer & Legal Department
• Actions:
  • Check each bid for mandatory compliance items:
    • Company registration.
    • Valid tax clearance certificate.
    • B-BBEE certificate (if required).
    • Signed Declaration of Interest.
    • Financial disclosures (if applicable).
  • Flag non-compliant bids for disqualification or follow-up.
  • Document all decisions with reason codes in the Compliance Screening Report.

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3. 🧮 Technical and Financial Evaluation

• Date: January 9–11, 2025
• Owner: Bid Evaluation Committee (BEC)
• Actions:
  • Use the SayPro Tender Evaluation Matrix outlined in SCMR-1.
  • Score each bid across:
    • Technical competency.
    • Experience/references.
    • Compliance with project specs.
    • Proposed timelines.
    • Financial pricing and cost-benefit analysis.
  • Prepare a consolidated Bid Evaluation Scorecard.

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4. ⭐ Shortlisting of Preferred Vendors

• Date: January 12, 2025
• Owner: Procurement Manager & BEC
• Actions:
  • Identify top-scoring vendors per project or service category.
  • Compare shortlisted vendors for strategic alignment, risk, and pricing.
  • Prepare a Shortlist Recommendation Report.
  • Present shortlist to the Tender Committee for approval.
  • Approve next steps (negotiations, clarifications, or award pending).

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5. 🤝 Initial Negotiation Meetings

• Date: January 13–14, 2025
• Owner: Procurement Team & Legal Department
• Actions:
  • Schedule negotiation meetings with 2–3 top vendors per lot (as needed).
  • Discuss:
    • Pricing breakdowns.
    • Service levels and delivery timelines.
    • Contractual terms (including liability, escalation, payment schedules).
    • Clarify ambiguities in proposals.
  • Document key agreements in Negotiation Summary Notes.
  • Adjust contract drafts based on outcomes for final review.

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📂 Deliverables by End of Week 2:

• Bid Submission Register (Final)
• Compliance Screening Report
• Bid Evaluation Scorecard
• Shortlist Recommendation Report (Approved by Tender Committee)
• Negotiation Summary Notes
• Updated Draft Contracts (reflecting negotiated terms)

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📌 Important Notes:

• Maintain confidentiality and integrity throughout the evaluation process.
• All documentation must be audit-ready and filed in the Contract Management System.
• Include a gender and equity analysis as per SayPro’s Procurement Policy.
• Prepare a summary update for Executive Management by January 15, 2025.