SayPro Open the bidding period and manage the submission process

1. Opening the Bidding Period

The bidding period officially opens on the date announced via the SayPro Procurement Calendar and is aligned with the timelines set forth in the SayPro SCMR-1 Schedule (January Edition). The process is initiated through the following steps:

• Announcement Publication:
  • Bidding opportunities are published on the SayPro official website (www.saypro.online), under the Procurement section.
  • Notifications are also sent via email to all registered vendors and posted on SayPro’s preferred procurement portals and social media platforms.
• Bid Pack Availability:
  • All relevant documents, including the Request for Quotation (RFQ), Terms of Reference (TOR), Bid Submission Guidelines, Evaluation Criteria, and Contractual Conditions, are made available for download.
  • Vendors must acknowledge receipt of the bid pack and confirm their intent to bid through the portal.

2. Submission Process Through the SayPro Website

To streamline and safeguard the submission process, SayPro mandates that all bids be submitted through its online procurement platform. The platform ensures that submissions are time-stamped, securely stored, and accessible only by authorized personnel post-deadline. The submission process is as follows:

Step-by-Step Submission Instructions:

1. Vendor Registration/Login:
   • Bidders must be registered on the SayPro Vendor Portal.
   • New vendors can sign up by completing the online vendor application form and uploading their compliance documentation.
2. Accessing Active Tenders:
   • Once logged in, vendors navigate to the “Active Bids” section.
   • Select the relevant bid identified in the Quarterly Bidding Process (e.g., SCMR-1 January).
3. Bid Upload:
   • Vendors upload the required documents in PDF format. Each file must be clearly labeled (e.g., “Technical Proposal”, “Financial Proposal”, “Company Profile”, etc.).
   • A digital signature is required to authenticate the submission.
   • Optional: Supporting videos or presentations can be uploaded if specified in the bid instructions.
4. Declaration and Submission:
   • Vendors complete an online declaration form confirming compliance with SayPro’s procurement policy.
   • Once confirmed, the system generates a Bid Submission Confirmation Number and a submission receipt.
5. Deadline Adherence:
   • All submissions must be completed before the deadline stated in the RFQ.
   • Late submissions are automatically disqualified by the system and cannot be reopened.

3. Post-Submission Procedures

• Upon closure of the bidding period, SayPro’s procurement team begins the Evaluation Process in accordance with the criteria outlined in the SCMR-1 framework.
• An Acknowledgment of Receipt is sent to all bidders.
• Bids remain confidential until the conclusion of the evaluation and awarding process.

4. Support and Technical Assistance

SayPro provides dedicated procurement support throughout the bidding window. Assistance is available via:

• Email: procurement@saypro.online
• Live chat support on the website
• Weekly virtual info sessions during the open bidding phase

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Important Notes:

• Compliance: All bidders must adhere strictly to the guidelines outlined in the SCMR-1 documentation. Non-compliant bids will not be evaluated.
• Transparency: SayPro ensures full transparency and accountability in line with public procurement best practices.
• Equal Opportunity: SayPro encourages bids from small businesses, women-owned enterprises, and historically disadvantaged groups.