SayPro Liaise with clients and vendors to obtain necessary information and documents for bids

Responsibilities:

1. Client Liaison

SayPro’s designated administrative support team actively engages with clients to:

• Clarify tender requirements: Ensure complete understanding of client expectations, evaluation criteria, and submission deadlines.
• Obtain bid specifications: Collect detailed tender documents, including bid invitations, terms of reference, and compliance checklists.
• Coordinate timelines: Work with clients to establish internal timelines aligned with external deadlines, ensuring proper review and sign-off stages are met.

Example Actions:

• Sending structured emails and follow-up reminders to clients.
• Holding brief virtual meetings to confirm document completeness and clarify outstanding issues.
• Maintaining a client liaison log to track communication history and decisions.

2. Vendor Engagement

SayPro liaises with selected or potential vendors/suppliers to:

• Request required documentation: Includes company registration, tax compliance certificates, BBBEE certificates, pricing proposals, and previous work references.
• Facilitate compliance checks: Ensure vendors understand and comply with the procurement requirements set by the issuing authority or SayPro’s standards.
• Verify submissions: Review vendor documents for accuracy and completeness before forwarding them for bid compilation.

Example Actions:

• Distributing standardized vendor information request templates.
• Setting submission deadlines and providing support for document formatting or corrections.
• Maintaining a central database of prequalified vendors and their compliance status.

3. Communication Coordination

To support effective tendering, SayPro manages all communications related to:

• Bid document collection and distribution.
• Clarification notices or requests for additional information (RFIs).
• Tender addenda or updates.
• Post-submission feedback coordination.

Tools Used:

• Shared communication platforms (email groups, cloud folders, or CRM systems).
• Document tracking spreadsheets for version control and submission tracking.
• A central calendar for tracking tender milestones and liaison appointments.

4. Reporting and Documentation

Each month, including January (SCMR-1), SayPro compiles a communication summary report detailing:

• All client and vendor interactions.
• Issues resolved or pending.
• Delays encountered and mitigation actions taken.
• Recommendations for improving communication flow in future tender processes.

Deliverables for January:

• January Liaison Logbook.
• Summary of vendor document collection progress.
• Issues tracker with client follow-ups and resolutions.

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Outcome:

Through efficient communication and liaison, SayPro ensures that all stakeholders remain aligned, deadlines are met, and bid documents are complete and compliant—resulting in a higher success rate in tender awards and enhanced trust with clients and vendors.