SayPro Evaluate Proposals Based on Criteria

Use predefined evaluation criteria (e.g., cost, timeline, technical expertise, compliance) to assess and score each bid accurately and objectively

Core Evaluation Criteria Used by SayPro:

1. Cost and Financial Value:
   Each bid is assessed for overall cost-effectiveness, not just the lowest price. This includes:
   • Total cost of ownership (TCO)
   • Price breakdown and clarity
   • Cost realism and justification
   • Financial terms and flexibility
     SayPro ensures that pricing is competitive, transparent, and sustainable over the life of the project.
2. Technical Expertise and Capability:
   SayPro evaluates the bidder’s ability to meet the technical requirements of the project, including:
   • Methodology and approach
   • Technological innovation or solutions proposed
   • Track record in similar projects
   • Availability of skilled personnel and resources
     This ensures that only qualified and competent bidders are considered for award.
3. Timeline and Delivery Schedule:
   Proposals are scored based on their ability to meet required project deadlines and milestones. This includes:
   • Realism of proposed timelines
   • Resource planning and implementation schedule
   • Capacity to handle urgent or time-sensitive deliverables
     SayPro prioritizes vendors who can deliver on time without compromising quality.
4. Regulatory and Policy Compliance:
   Bidders must demonstrate compliance with all legal, regulatory, and internal requirements, such as:
   • Health and safety standards
   • Environmental regulations
   • SayPro’s procurement policies and ethical guidelines
     Non-compliance may result in disqualification or lower scores.
5. Quality Assurance and Risk Mitigation:
   Proposals are evaluated for their approach to managing risk and ensuring quality, including:
   • Quality control processes
   • Risk mitigation strategies
   • Warranties and after-sales support
     Bidders who offer robust safeguards and risk management plans receive higher scores.
6. Value-Added Features:
   SayPro also considers any additional benefits offered by bidders, such as:
   • Training and capacity-building for SayPro staff
   • Local supplier development or community impact
   • Technological enhancements beyond the minimum scope

Scoring and Weighting Framework:

Each evaluation criterion is assigned a specific weighting, depending on the nature and priority of the procurement. For example:

• Cost: 30%
• Technical Expertise: 25%
• Timeline: 20%
• Compliance: 15%
• Value-Adds: 10%

Bids are scored against each criterion using a standardized scoring matrix (e.g., 1 to 5 scale), and the total weighted score determines the ranking of proposals.

Benefits of Using Predefined Evaluation Criteria:

• Objectivity and Fairness: All proposals are measured against the same standards, minimizing bias.
• Consistency Across Procurements: Ensures uniformity in evaluation, especially for recurring procurement categories.
• Transparency and Accountability: Justifications for scores are documented, facilitating internal review and external audits.
• Strategic Alignment: Ensures selected bids contribute meaningfully to SayPro’s goals, mission, and operational standards.

By evaluating proposals based on clearly defined and consistently applied criteria, SayPro reinforces its commitment to effective, transparent, and value-driven procurement practices—supporting both operational performance and long-term strategic growth.