SayPro Feedback Log Template: A template to document feedback from clients or tendering bodies
1. Tender Overview
1.1. Tender Information
- Tender Name/Number: [Insert Tender Name or Number]
- Client/Organization: [Insert Name of Client or Tendering Body]
- Tender Submission Date: [Insert Date of Submission]
- Tender Closing Date: [Insert Closing Date]
- Tender Outcome: [Awarded/Not Awarded/Under Review]
- Feedback Date: [Insert Date when Feedback is Received]
1.2. Tender Type and Scope
- Type of Tender: [e.g., Open Tender, Restricted Tender, Framework Agreement]
- Scope of Work/Service: [Brief Description of the Work or Service Provided]
2. Client/Tendering Body Feedback Categories
2.1. General Feedback
- Client/Tendering Body Name: [Insert Name of the Person or Department Providing Feedback]
- Position/Title: [Insert the Position/Title of the Person Providing Feedback]
- Feedback Method: [e.g., Email, Phone Call, Formal Review Meeting]
- Feedback Summary:
- [Insert a brief summary of the client or tendering body’s feedback on the overall tender, including positives and areas for improvement.]
2.2. Technical Aspects of Tender Submission
- Clarity and Precision of Proposal:
- [Rate or comment on how clear and precise the technical aspects of the proposal were, e.g., whether the tender met the technical specifications.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert specific comments related to technical performance.]
- Compliance with Tender Requirements:
- [Rate or comment on how well the submission met the mandatory requirements outlined in the tender documentation.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert specific comments on compliance.]
- Innovation and Added Value:
- [Rate or comment on how innovative or value-added the proposal was compared to others.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert comments or suggestions for improvement.]
2.3. Financial Aspects of Tender Submission
- Pricing and Cost Competitiveness:
- [Rate or comment on the pricing structure submitted, including whether it was competitive.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert feedback regarding cost competitiveness.]
- Clarity of Financial Breakdown:
- [Rate or comment on how clearly the financial breakdown was presented.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert feedback on the clarity and transparency of the financial breakdown.]
2.4. Presentation and Documentation Quality
- Quality of Documentation:
- [Rate or comment on the quality of the submitted documents, including layout, formatting, and professionalism.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert feedback about the quality of documents submitted.]
- Supporting Materials:
- [Rate or comment on the quality and appropriateness of supporting materials (e.g., references, case studies, certifications).]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert specific comments about supporting materials.]
2.5. Communication and Process Feedback
- Communication During Tender Process:
- [Rate or comment on the quality of communication throughout the tender process, including responsiveness, clarity, and professionalism.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert feedback on communication.]
- Timeliness of Response to Queries:
- [Rate or comment on how timely SayPro was in responding to any inquiries or requests for clarification.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert specific comments on response times.]
- Tender Submission Process:
- [Rate or comment on the ease and efficiency of the tender submission process, including the use of any online platforms, submission forms, or documentation.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert feedback on the submission process.]
2.6. Evaluation Criteria Feedback
- Alignment with Evaluation Criteria:
- [Rate or comment on how well the submitted tender aligned with the evaluation criteria outlined by the client or tendering body.]
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert any comments on alignment with criteria.]
3. Areas for Improvement and Action Plan
3.1. Identified Areas for Improvement
- Tender Document Quality: [Insert any feedback regarding areas of the document or submission that need improvement.]
- Technical Aspects: [Insert feedback on specific technical aspects that require enhancement.]
- Financial Aspects: [Insert feedback on pricing, cost breakdown, or any other financial aspects.]
3.2. Recommended Action Plan
- Document Quality Enhancement: [Specify actions to improve the quality and presentation of documents.]
- Technical Capability: [Specify actions to enhance the technical aspects or capabilities offered in future tenders.]
- Pricing Strategy Adjustments: [Specify any adjustments in pricing or cost competitiveness strategies.]
4. Client/Tendering Body Satisfaction
4.1. Overall Satisfaction Rating
- Rating: [Excellent/Good/Fair/Poor]
- Comments: [Insert any general comments regarding the client’s overall satisfaction.]
4.2. Likelihood of Future Engagement
- Likelihood of Future Tender Opportunities: [Rate or comment on whether the client is likely to engage SayPro in future tenders.]
- Rating: [Very Likely/Likely/Unlikely/Very Unlikely]
- Comments: [Insert any related comments.]
5. Review and Actions Taken by SayPro
5.1. Internal Review of Feedback
- Reviewed By: [Insert Name/Position]
- Date of Review: [Insert Date]
- Actions Taken: [Insert any internal steps taken in response to the feedback received, such as revising processes, training, etc.]
5.2. Follow-Up Actions
- Follow-Up Date: [Insert Date when follow-up actions were completed or scheduled]
- Follow-Up Actions: [Insert actions taken based on feedback, e.g., follow-up meetings, clarifications provided.]
6. Summary of Feedback Log
| Category | Feedback | Action Taken | Follow-Up Date |
|---|---|---|---|
| General Feedback | [Insert Summary] | [Insert Action Taken] | [Insert Date] |
| Technical Aspects of Tender Submission | [Insert Summary] | [Insert Action Taken] | [Insert Date] |
| Financial Aspects of Tender Submission | [Insert Summary] | [Insert Action Taken] | [Insert Date] |
| Documentation and Presentation | [Insert Summary] | [Insert Action Taken] | [Insert Date] |
| Communication and Process Feedback | [Insert Summary] | [Insert Action Taken] | [Insert Date] |
7. Final Notes and Observations
- Overall Observations: [Insert any additional observations based on the feedback received.]
- Key Learnings for Future Tenders: [Insert any key takeaways or improvements that will be implemented in future tenders.]
This feedback log will be regularly reviewed by the SayPro Tenders, Bidding, Quotations, and Proposals Office and used to ensure continuous improvement in the quality of tender submissions and client relationships. Each section should be filled out completely to guarantee that all feedback is captured and appropriately addressed for future enhancements.
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