SayPro Post tenders on the website and open the bidding period

Week 1 (01-01-2025 to 01-07-2025)

1. Post Tenders on the SayPro Website

Task Overview: The first task for this week involves posting the tenders for the SayPro Monthly January SCMR-1 project. This is an essential task to kick off the procurement process for the January cycle.

Detailed Steps:

1. Review Tender Documents:
   • Ensure all tender documents are finalized and approved by the relevant department heads. This includes all terms, conditions, and scope of work.
   • Verify the completeness of technical specifications, timelines, and other important contractual details.
2. Prepare Tender Information:
   • Create a summary of the tender information to be posted, ensuring all necessary details are included (e.g., project description, bidding guidelines, submission requirements).
   • Ensure clarity on eligibility criteria, submission deadline, required qualifications, and any other relevant terms.
3. Update Website Listings:
   • Log into the SayPro website’s Tender Management portal.
   • Upload the finalized tender documents, ensuring they are properly linked and accessible to bidders.
   • Include all required tendering details such as the tender name, bid submission instructions, relevant dates, and other pertinent information.
4. Quality Assurance:
   • Perform a final check to confirm that all documents are formatted correctly, and links to the downloadable files are working.
   • Verify that all information on the website is clear and free from errors, especially dates and tender requirements.
5. Public Announcement:
   • Once the tenders are posted on the website, send an official communication to stakeholders, suppliers, and bidders, informing them of the availability of the tender. This could include email alerts or notifications through the SayPro system.
   • Announce the opening of the bidding period to the public, via the website or any other communication channels in place.
6. Monitor Website Activity:
   • Monitor the website for any issues regarding the accessibility of the tender or any technical problems that could hinder bidders from accessing necessary information.

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2. Open the Bidding Period from SayPro Monthly January SCMR-1

Task Overview: The second task for this week involves officially opening the bidding period for SayPro Monthly January SCMR-1. This marks the beginning of the process where bidders can submit their proposals.

Detailed Steps:

1. Set Bidding Period Start and End Dates:
   • Confirm the official start and end dates for the bidding period as per the schedule for SCMR-1.
   • Ensure that the website reflects these dates, and bidders are made aware of the exact timeline for submitting their proposals.
2. Activate Bidding on the Platform:
   • Activate the bidding function on the SayPro website, allowing suppliers and contractors to begin submitting their proposals.
   • Ensure that all the required forms or systems for submitting bids are properly set up and functioning.
3. Communicate Opening of Bidding:
   • Notify potential bidders and relevant stakeholders via email or other communication channels that the bidding period is officially open.
   • Provide clear instructions on how to submit bids, where to find the necessary forms, and any guidelines regarding the submission process (e.g., document formatting, file size limitations).
4. Monitor Submission Process:
   • Regularly monitor the system during the first few days of the bidding period to ensure there are no technical issues.
   • Provide technical support or clarification for any bidders facing issues with the submission process.
5. Ensure Compliance with Bid Guidelines:
   • As bids are submitted, ensure that all bidders are adhering to the prescribed guidelines and conditions (e.g., bid format, documentation completeness).
   • Address any issues that arise regarding non-compliance or incomplete submissions, and provide guidance on correcting these errors.
6. Prepare for Bid Evaluation:
   • Start gathering the necessary internal resources and team members for the upcoming bid evaluation phase. This includes creating evaluation criteria and preparing any necessary templates or tools for assessing bids.

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Additional Considerations for the Week:

• Compliance Check:
  • Ensure that all tender processes align with company policies, legal requirements, and ethical standards.
• Communication with Stakeholders:
  • Keep all relevant stakeholders informed about the progress of the bidding process and any changes in timelines or procedures.

By completing these tasks, SayPro will successfully initiate the January SCMR-1 bidding process and ensure a smooth start to the procurement cycle for the month.