1. Overview
SayPro places high importance on transparency, accountability, and compliance with procurement regulations. As part of its Supply Chain Management Reporting (SCMR) system, SayPro meticulously maintains comprehensive records at every stage of the tendering and contract awarding process. This documentation ensures traceability, allows for performance audits, and supports future procurement planning.
2. Tendering Process Documentation
2.1. Tender Advertisements and Notices
SayPro records all tender advertisements, including dates, publication platforms (e.g., government bulletins, SayPro website, newspapers), and the full tender descriptions.
- Example Entry (January 2025):
- Tender Ref: SP/25/01
- Published: 5 Jan 2025
- Platforms: SayPro website, Government Gazette, Daily Dispatch
- Category: Infrastructure Development – Solar Energy Systems
2.2. Bid Registration and Collection Logs
All bidders who collect tender documents are recorded in a register that captures:
- Company name
- Representative’s name and contact
- Date of collection
- Tender reference number
2.3. Bid Submission Records
SayPro maintains a timestamped log of all submitted bids, including:
- Submission date and time
- Tender box/online portal confirmation
- Sealed package confirmation (for physical submissions)
- Bidder’s name and bid reference
3. Bid Evaluation Process Documentation
3.1. Bid Opening Register
Bids are opened in the presence of designated officials and sometimes public observers. The bid opening register records:
- Time and date of opening
- Names of attendees
- Bid prices (if applicable)
- Bid validity and completeness
3.2. Evaluation Committee Reports
A formal evaluation committee reviews bids based on predetermined criteria (price, B-BBEE status, functionality, etc.).
Documentation includes:
- Evaluation criteria score sheets
- Conflict of interest declarations
- Committee member names and signatures
- Summary and justification of scoring outcomes
3.3. Recommendation Reports
The Supply Chain Unit drafts a recommendation report summarizing the evaluation process and proposing the preferred bidder(s) for approval.
4. Communication with Bidders
4.1. Notifications of Outcome
SayPro documents all formal communications with bidders, including:
- Letters/emails to successful bidders (award letters)
- Letters/emails to unsuccessful bidders (including reasons if requested)
- Bidder queries and clarifications
- Pre-award negotiations and correspondences
4.2. Debriefing and Appeals Logs
Records of debriefing sessions held with unsuccessful bidders and any appeals or disputes raised are maintained, including resolution outcomes.
5. Contract Award and Administration
5.1. Award Register
Each awarded contract is recorded in the monthly SCMR-1 report, including:
- Contract number and description
- Awarded service provider
- Award value
- Duration of contract
- Approval date and authority
5.2. Signed Contracts Repository
SayPro maintains a secure and indexed digital archive of signed contracts, including appendices, SLA agreements, and any amendments or addenda.
5.3. Vendor Performance Monitoring Records
Post-award, SayPro tracks vendor performance against key deliverables. These records include:
- Delivery milestones and inspection reports
- Payment certificates
- Site meeting minutes
- Non-compliance notices (if any)
6. Storage and Retention Policy
All procurement records are:
- Digitally archived on SayPro’s SCM portal with restricted access
- Backed up bi-weekly to a secure off-site location
- Retained for a minimum of five years, or longer where legally required
7. Compliance and Audit
Internal and external audits are supported through:
- Full access to all documented records
- Real-time tracking logs (for digital submissions)
- Compliance checklists for each procurement project
- Historical records of previous SCMR reports for trend analysis
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