Finalize and confirm the specific evaluation criteria used to assess each bid
Objective:
To finalize, standardize, and apply a clear set of evaluation criteria that will be used to assess each bid managed during the quarter. This ensures transparency, consistency, and strategic alignment with SayPro’s organizational goals.
1. Importance of Evaluation Criteria
Evaluation criteria are essential to:
- Improve bid quality and competitiveness
- Identify high-priority and high-potential opportunities
- Guide decision-making on which bids to pursue
- Optimize use of organizational resources
These criteria must be aligned with both the SayPro Strategic Plan and past bid performance as documented in the January SCMR-1 report.
2. Finalized Evaluation Criteria
Based on insights from the SayPro January SCMR-1 Report, the following Evaluation Criteria have been finalized for this quarter:
| # | Evaluation Criteria | Weight (%) | Description |
|---|---|---|---|
| 1 | Strategic Alignment | 20% | How well the bid aligns with SayPro’s mission, focus sectors, and strategic goals. |
| 2 | Funding Potential / Revenue Impact | 20% | Size of the contract, financial viability, and contribution to quarterly revenue targets. |
| 3 | Eligibility & Compliance | 15% | SayPro’s qualification to apply (experience, certifications, sector eligibility, etc.). |
| 4 | Probability of Winning | 15% | Likelihood of success based on past experience, existing relationships, and competitor analysis. |
| 5 | Operational Capacity | 10% | Resource availability, team capacity, and ability to deliver on time and at scale. |
| 6 | Innovation and Impact Potential | 10% | Opportunity to deliver innovative solutions and create measurable social impact. |
| 7 | Partnership Leverage | 5% | Ability to collaborate with other entities or existing networks for enhanced competitiveness. |
| 8 | Geographic Relevance | 5% | Strategic importance of the bid’s location relative to SayPro’s operational footprint. |
Total: 100%
3. Application Process
Each bid will be scored against the above criteria during internal review. A Bid Evaluation Matrix has been developed (linked to the SCMR-1 documentation) to allow weighted scoring for each opportunity. Bids must achieve a minimum composite score of 70% to proceed to full proposal development.
4. Evaluation Team Composition
The Bid Evaluation Team for each quarter will include:
- SCMR Lead: Coordinates the review and final scoring
- Finance Representative: Evaluates funding and cost-revenue ratios
- Technical Advisor: Reviews operational and technical fit
- M&E Officer: Analyzes impact potential and measurement framework
- Strategy Team Member: Assesses alignment with organizational goals
All team members are trained on the updated evaluation criteria to ensure uniform application.
5. Targets for the Quarter
| Target | Metric |
|---|---|
| Finalize and document evaluation criteria | ✅ Completed in January 2025 |
| Train all evaluation team members | ✅ Completed by February 10, 2025 |
| Apply criteria to 100% of bids reviewed | 100% compliance required |
| Maintain documentation for audit & learning | All evaluation matrices stored in central CRM |
6. Monitoring and Learning
A post-bid review process will be instituted for each submitted bid (whether won or lost). This will include:
- Re-evaluation using the same criteria
- Identification of scoring gaps vs outcome
- Recommendations for improving future evaluation
Quarterly learning sessions will be conducted to refine evaluation frameworks as needed.
7. Tools & Templates Used
- Bid Evaluation Matrix Template (SCMR-1 Toolkit)
- Scoring Rubric (Google Sheets/Microsoft Excel)
- Bid Review Checklist (PDF and digital forms)
- SayPro Opportunity Tracker Dashboard
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