Set a target number for how many bids will be managed during the quarter and track progress
Objective:
To streamline and effectively manage SayPro’s bidding process to ensure alignment with organizational goals, strategic growth, and increased success rate in awarded bids.
1. Number of Bids to Manage
Quarterly Target:
Set a clear and realistic target for the number of bids that SayPro aims to manage in the quarter based on historical data and the company’s strategic priorities.
Target for the Quarter:
20 Bids
This target is derived from previous performance metrics and available in the January SCMR-1 report titled “SayPro Quarterly Bidding Process Management.”
Breakdown by Month:
- January: 6 bids
- February: 7 bids
- March: 7 bids
Note: The monthly breakdown may be adjusted based on opportunity availability, resource capacity, and bid complexity.
2. Source of Information:
SayPro Monthly SCMR-1 Report (January Edition)
This report outlines:
- Historical bid performance
- Success rates
- Resource allocation for previous quarters
- Feedback from bid evaluation panels
- Pipeline of potential bid opportunities
3. Progress Tracking and Monitoring:
- Weekly Status Updates: Each bid’s status (e.g., Identified, Drafted, Submitted, Awarded, Not Awarded) will be updated weekly in the Bid Management Tracker.
- Monthly Reviews: Performance against the monthly target will be reviewed in the first week of the following month.
- Dashboard Reports: A centralized dashboard will display KPIs such as:
- Number of bids submitted
- Win rate percentage
- Average turnaround time for submissions
- Number of cross-functional teams involved per bid
4. Roles & Responsibilities:
- Bid Manager: Lead coordination and ensure timely submission
- SCMR Team: Support in sourcing, tracking, and quality assurance
- Departmental Leads: Provide content, technical support, and budget estimates
- M&E Officer: Evaluate success metrics and lessons learned for future improvement
5. Key Performance Indicators (KPIs):
- Bid Submission Rate: Target of 100% on-time submission
- Success Rate: At least 30% of bids awarded
- Internal Review Completion: 90% of bids undergo pre-submission internal review
- Response Quality Score: Achieve an internal evaluation score of ≥85% for each submitted bid
6. Risks & Mitigation Strategies:
| Risk | Mitigation Strategy |
|---|---|
| Resource overload | Prioritize high-value bids; engage additional consultants |
| Tight deadlines | Implement early identification systems through opportunity alerts |
| Incomplete documentation | Maintain a library of reusable bid templates and documents |
| Coordination delays | Set up weekly bid coordination meetings with strict timelines |
7. Tools & Systems:
- Bid Management Tracker (Excel/CRM system)
- SayPro SCMR Templates
- Cloud-based Document Repository
- Microsoft Teams for Cross-Departmental Collaboration
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