A template for providing constructive feedback to bidders whose proposals were not successful
Structure and Components of the Feedback Form for Unsuccessful Bidders
1. Bidder Information Section
This section contains basic information about the bidder and the specific bid being evaluated.
- Bidder Name:
- Bid Reference Number:
- Project Title:
- Date of Bid Submission:
- Evaluation Panel Members:
- Bid Outcome (Selected/Unsuccessful):
2. Introduction and Appreciation
This introductory section expresses appreciation for the bidder’s participation and effort in submitting a proposal, acknowledging the value of their time and resources.
Example:
Thank you for your submission to the [Project Title]. We appreciate the time and resources invested in preparing your bid. While your proposal was not selected for this particular project, we want to provide feedback to help improve future submissions.
3. Evaluation Overview
This section provides a high-level overview of the evaluation process and the criteria used to assess the bids. It serves to clarify that the decision was based on objective, established criteria.
Example:
The evaluation of all bids was based on a combination of technical capability, financial competitiveness, compliance with project requirements, and vendor reliability. Each proposal was thoroughly reviewed by the evaluation panel, and the following areas were considered:
- Technical Proposal Quality
- Financial Proposal Evaluation
- Compliance with Submission Requirements
- Vendor Experience and Track Record
4. Detailed Feedback on Evaluation Areas
Here, detailed, constructive feedback is provided based on specific areas where the bidder’s proposal may have fallen short. Feedback is broken down into the main evaluation categories used in the selection process.
| Evaluation Criteria | Feedback/Comments |
|---|---|
| Technical Proposal Quality | While your technical proposal demonstrated a solid understanding of the project requirements, certain aspects, such as the proposed approach to risk management and project timelines, were less detailed compared to the selected bidder’s submission. We encourage you to provide more specifics in these areas in future proposals. |
| Financial Proposal | Your bid was competitive, but the cost was slightly higher than the winning bidder’s proposal. In future submissions, consider reviewing cost breakdowns to ensure they align more closely with industry standards and client expectations. |
| Compliance with Submission Requirements | Your submission was mostly compliant with the tender requirements. However, there were minor discrepancies in the documentation provided, such as missing certifications and incomplete forms. Ensuring full compliance with the submission checklist in future proposals will help to avoid disqualification. |
| Vendor Experience and Track Record | While you have a solid track record, the selected bidder had more direct experience with projects of similar scope and complexity, which contributed to their stronger technical evaluation score. Consider emphasizing specific, relevant experience in future proposals. |
5. Strengths and Positive Aspects of the Bid
This section highlights the positive aspects of the bidder’s proposal, ensuring that they feel encouraged and valued for the effort they put into their submission.
Example:
Strengths of your proposal included the following:
- A comprehensive understanding of the project’s core objectives.
- A well-structured approach to project delivery, with clear milestones and timelines.
- A strong team composition, with experienced personnel proposed for key roles.
6. Areas for Improvement
This section provides a more focused view of areas where the bidder can improve for future bids. The feedback should be actionable and constructive, guiding the bidder to enhance their proposal quality.
Example:
In order to strengthen future proposals, we recommend:
- Providing more detail on risk management strategies: In particular, how you will manage unforeseen challenges and delays.
- Reviewing your financial proposal structure: Ensure that it is both competitive and aligned with market expectations.
- Ensuring full compliance with submission requirements: Double-check all required documentation and forms before submission.
7. Final Encouragement
This section encourages the bidder to continue engaging with SayPro and submitting bids for future opportunities, despite the current rejection. This helps maintain a positive relationship for future engagements.
Example:
We appreciate your effort in submitting a proposal for this project. We encourage you to apply for future opportunities with SayPro, and we look forward to working with you in the future.
8. Contact Information for Follow-Up
Provide clear instructions for the bidder to follow if they have any questions or would like further clarification on the feedback provided. This ensures transparency and allows for constructive dialogue.
Example:
Should you require any additional clarification or wish to discuss your feedback further, please do not hesitate to contact us:
- Contact Name: [Your Name]
- Email Address: [Your Email]
- Phone Number: [Your Phone Number]
Integration in SayPro Monthly January SCMR-1
In the SayPro Monthly January SCMR-1: SayPro Monthly Bid Evaluation, the Feedback Form for Unsuccessful Bidders plays a critical role by:
- Fostering Positive Relationships with Bidders:
By offering constructive and actionable feedback, SayPro maintains professional and transparent relationships with all bidders, encouraging them to participate in future procurement opportunities. - Encouraging Continuous Improvement:
The feedback provided helps bidders identify areas of improvement, thus raising the overall standard of proposals submitted for future tenders. - Supporting Bidder Engagement and Trust:
Clear and well-structured feedback shows that SayPro values the input and effort of all bidders, creating a sense of fairness and transparency in the procurement process. - Aligning with SayPro’s Procurement Governance:
Offering formal feedback helps SayPro ensure the procurement process is aligned with governance standards, fostering accountability and transparency in all bid evaluations.
Best Practices for Using the Feedback Form for Unsuccessful Bidders
- Be Constructive and Objective:
Ensure that feedback is balanced, addressing both strengths and areas for improvement. Avoid vague comments and be specific about the reasons the bid was unsuccessful. - Timeliness:
Provide feedback promptly after the bid decision is made to maintain transparency and goodwill with the bidders. - Personalize the Feedback:
Tailor the feedback to each bidder, acknowledging their unique submission and giving them specific guidance for future improvements. - Maintain a Professional Tone:
While the feedback should be honest and direct, it should also remain respectful and professional to maintain a positive working relationship with the bidder.
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