Detailed feedback provided to unsuccessful bidders, ensuring transparency and constructive communication
✉️ Feedback Documentation
Purpose:
The Feedback Documentation is an essential record of the official communication sent to unsuccessful bidders after the conclusion of a competitive bidding process. Its goal is to promote transparency, provide clear and constructive feedback, and ensure that SayPro maintains professional and ethical procurement practices in line with national and international best practices.
This document complements the Bid Rejection Report and forms part of the supporting documentation for the SCMR-1 Monthly Bid Evaluation Report.
📌 Document Title: Feedback Documentation to Unsuccessful Bidders
📋 Required Contents of Feedback Documentation:
- General Information:
- Date of Feedback Letter
- Reference Number: (Linked to the procurement process, e.g., SAYPRO/PROC/2025/001-FDBK)
- Project Title: Name of the procurement opportunity (e.g., “Provision of Cleaning Services for SayPro Offices”)
- Bid Reference Number: Tender/RFQ identifier
- Bid Submission Closing Date
- Name of Bidder: Legal entity or company name of the unsuccessful participant
- Contact Person: (If applicable)
- Acknowledgment of Participation:
- A courteous acknowledgment of the bidder’s interest and effort in participating in the bidding process.
- Example: “Thank you for submitting your proposal in response to the above-mentioned Request for Proposal. We appreciate the time and effort invested in your submission.”
- Outcome of the Process:
- A clear and neutral statement indicating that the bidder was not successful.
- Example: “Following a comprehensive and competitive evaluation process, we regret to inform you that your bid was not successful on this occasion.”
- Summary of Evaluation Results:
- Technical Evaluation Feedback:
- Mention specific strengths and weaknesses
- Identify areas where the bid failed to meet requirements (e.g., insufficient detail, failure to meet technical criteria)
- Use general scoring brackets (e.g., “Your bid scored 55 out of 80 in the technical evaluation”)
- Financial Evaluation Feedback:
- If applicable, provide a general explanation (e.g., pricing above budget range, lack of cost-effectiveness)
- Compliance Issues (if any):
- Missing documents, unsigned forms, late submission, etc.
- Technical Evaluation Feedback:
- Comparative Reasoning (Without Confidential Disclosure):
- A high-level explanation of why another bidder was awarded the contract.
- Note: No confidential information or names of competitors should be disclosed.
- Constructive Suggestions (Optional but Encouraged):
- Provide tips or recommendations for future submissions
- Encourage future participation
- Contact for Clarifications:
- Include contact details of the procurement team in case the bidder wishes to request further clarification or a debrief meeting.
- Official Sign-off:
- Name, Title, and Signature of Procurement Officer or SCM Manager
- SayPro letterhead or digital branding
🔁 Link to SayPro Monthly January SCMR-1: SayPro Monthly Bid Evaluation
The SCMR-1 Report for January must list:
- All tenders evaluated
- Names of unsuccessful bidders
- Date when feedback was issued
- Feedback Documentation reference number (e.g., FDBK/SAYPRO/PROC/2025/001)
⚠️ Important: Every rejected bidder must receive feedback, and copies of this documentation must be attached as supporting evidence to the SCMR-1 file.
⏰ Submission and Communication Timeline:
- Feedback to Bidders must be issued within 7 working days of the final contract award.
- Documents must be uploaded to the Document Management System and cross-referenced in the SCMR-1 report by the 5th working day of the following month.
📌 Compliance and Best Practice:
- Feedback must be clear, unbiased, and professional.
- SayPro staff must avoid any language that could be interpreted as defamatory or overly critical.
- Where bidders request a debrief session, it should be documented and facilitated with the same transparency and professionalism.
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