SayPro Learn how to follow up on submitted bids

1. Following Up on Submitted Bids

After submission, following up on the status of a bid is essential to ensure that the bid is being processed correctly, any issues are addressed promptly, and SayPro is kept informed about the next steps.

Best Practices for Following Up:

1. Acknowledge Receipt of Bid
   • Ensure that you receive confirmation from the client or tender authority that your bid has been received. This can be done by email or a signed acknowledgment of receipt.
   • SCMR-1 Tip: Save the acknowledgment email as a reference for future follow-up.
2. Establish Contact with the Procurement Officer
   • Identify the key contact at the procuring organization, typically the Procurement Officer or Tender Administrator. They are responsible for handling the bid evaluation and can provide updates.
   • Develop a professional relationship with this person to stay informed and address any concerns swiftly.
3. Regular Follow-Up
   • Set a schedule for following up on the bid status. Generally, you should follow up:
     • Within one week of submission to confirm receipt and ask for next steps.
     • At regular intervals (e.g., every 10-14 days) until the evaluation process is completed.
   • Always follow up in a polite and professional manner, demonstrating your interest in the opportunity without appearing impatient.
4. Use Tender Tracking Systems (if applicable)
   • Many government or institutional tender processes use online tracking portals. Use these systems to monitor the progress of your submission and receive notifications of key events (e.g., clarifications, bid opening).

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2. Handling Bid Clarifications

It is common for procuring entities to request clarifications on a submitted bid. These can range from minor administrative questions to detailed technical or financial queries.

Steps for Handling Clarifications:

1. Respond Promptly and Professionally
   • When a request for clarification is received, aim to respond within 24-48 hours.
   • Provide clear, concise, and accurate information. Be specific in your answers and avoid vagueness, as it can create the impression that you don’t fully understand the bid requirements.
2. Clarify Only What is Requested
   • Stick to answering only the specific questions asked by the client. Providing unnecessary or unsolicited additional information can confuse the evaluation panel and might even detract from the strengths of your bid.
3. Document All Clarifications
   • Keep detailed records of all clarifications provided, as they form part of the bid process and may be referenced later in the evaluation or award process.
   • If the clarification changes or modifies part of your original proposal (e.g., a cost structure), ensure that the amended documents are submitted and marked as updated.
4. Clarification Meetings (if applicable)
   • In some cases, procurement officers may request a meeting (in person or virtual) to discuss specific aspects of the bid.
   • Prepare thoroughly for such meetings, bringing along all relevant documents and any supporting materials that can help clarify any points of concern.

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3. Participation in Bid Opening Process

Depending on the tendering process, SayPro may be invited to participate in a bid opening. This is typically done for tenders in the public or government sector to ensure transparency and fairness.

Steps for Participating in Bid Opening:

1. Know the Time and Location
   • If the bid opening is public, make sure you have the exact date, time, and venue for the opening. It is common for tendering authorities to announce the time of bid openings ahead of time, and attending helps ensure transparency.
   • SCMR-1 Tip: Mark this on your calendar as a key milestone to avoid missing it.
2. Prepare for the Opening
   • For in-person openings, bring your company identification and any documents you may need to confirm your presence.
   • Some virtual openings may require you to have web access to the official platform (e.g., Zoom, MS Teams) and a secure connection.
3. Understand the Opening Process
   • At the opening, the authority typically reads out the names of the tenderers and confirms the receipt of all bids. They may also mention whether the submissions are compliant and whether all required documents were included.
   • SCMR-1 Insight: No evaluation or scoring typically occurs during the opening—this is merely an administrative check of bids.
4. Ensure Proper Representation
   • It’s good practice to send a representative to observe the process. This can be someone from SayPro’s Legal or Procurement Team, who can ensure that the opening process is fair and transparent.

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4. Participation in the Evaluation Process

After the bid opening, the procuring entity will evaluate the tenders. Some organizations allow or even encourage bidders to participate in the evaluation process, especially when the tender is complex and may require further clarification or technical discussions.

Steps for Participating in the Evaluation Process:

1. Confirm Participation
   • If the evaluation process involves bidder presentations, interviews, or clarification meetings, confirm your availability and willingness to participate. Such events are sometimes scheduled after the bid opening and are meant to address the evaluation panel’s questions.
   • SCMR-1 Tip: Designate a team member with technical expertise to represent SayPro in these meetings.
2. Prepare for Presentations or Discussions
   • If required to present, prepare your team for a concise and focused presentation that highlights the key strengths of your proposal. Address potential weaknesses or concerns identified in the bid evaluation.
   • Review your original submission thoroughly and be ready to clarify any ambiguities or questions from the evaluators.
3. Stay Informed of the Evaluation Criteria
   • Always know the criteria on which your bid will be evaluated (e.g., cost, technical merit, social impact, compliance). This information is typically included in the tender documents and should be used to tailor your clarification or presentation.
4. Respond Professionally to Evaluation Queries
   • If during the evaluation process, you receive requests for more details or clarifications, respond professionally and promptly.
   • Keep responses objective and factual, avoiding any emotional or defensive language. The goal is to demonstrate that SayPro can effectively meet the client’s requirements.

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5. Monitoring the Outcome and Feedback

Once the evaluation process is completed, the procuring entity will announce the winning bidder. However, even if SayPro is not selected, it is valuable to engage in a feedback process.

After the Bid Decision:

1. Request Feedback
   • Regardless of whether the bid is successful, ask for feedback on your submission. This helps SayPro improve future bids.
2. Stay Engaged for Future Opportunities
   • If you were not successful, express your interest in future tenders with the same client. Maintain a professional relationship and be open to learning from the experience.

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Conclusion

The post-bid submission process plays a crucial role in ensuring that SayPro’s proposals are considered fairly and are presented in the best possible light. By actively following up on submissions, managing clarifications promptly, and participating in the bid opening and evaluation processes, SayPro can significantly improve its chances of success. The January SCMR-1 Bid and Tender Training equips SayPro teams with the tools and techniques needed to navigate this process efficiently and professionally.