SayPro Prepare and send out invitations to tender for various SayPro projects

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

📌 Focus Area: Contract Review and Tender Preparation

🎯 Task: Prepare and Send Out Invitations to Tender (ITT)

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🔍 Objective:

To prepare and distribute clear, accurate, and comprehensive Invitations to Tender (ITT) for various SayPro projects, aligned with project goals, budget, and timelines as outlined in the January SCMR-1 report.

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✅ Key Tasks and Actions

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1. Identify Projects Requiring Tender

• Deadline: January 1–2, 2025
• Task Owner: Project Management Office (PMO) & Procurement Officer
• Actions:
  • Extract list of upcoming and priority projects from SCMR-1.
  • Confirm which require third-party procurement or outsourced services.
  • Categorize projects by type (e.g., construction, training services, logistics, ICT support).
  • Confirm available budget and deadlines per project with the Finance Team.

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2. Draft Invitation to Tender (ITT) Documents

• Deadline: January 3–5, 2025
• Task Owner: Procurement Officer with inputs from Legal and Project Leads
• Components to include in each ITT:
  • Project Overview: Scope, objectives, expected outcomes.
  • Technical Specifications: Clear deliverables, standards, or product/service descriptions.
  • Submission Requirements: Format, due date, contact point, required documentation.
  • Evaluation Criteria: Pricing, experience, technical approach, B-BBEE, etc.
  • Timeline: Proposal submission deadline, evaluation period, expected award date.
  • Contractual Terms: Key conditions drawn from SCMR-1 templates including penalties, payment schedules, duration, etc.

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3. Legal and Compliance Review

• Deadline: January 5, 2025
• Task Owner: Legal Department
• Actions:
  • Review all ITT drafts to ensure legal compliance with procurement law and internal policy.
  • Ensure appropriate non-disclosure clauses and dispute resolution terms are included.
  • Finalize ITT pack for distribution.

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4. ITT Distribution to Approved Vendors

• Deadline: January 6, 2025
• Task Owner: Procurement Administrator
• Actions:
  • Distribute finalized ITTs via:
    • Email (to vendors on SayPro’s approved vendor database).
    • SayPro Procurement Portal (if applicable).
    • Public tender platforms (for open tenders).
  • Ensure acknowledgement of receipt is collected.
  • Provide a central point of contact for clarifications or queries.

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5. Internal Notification and Record Keeping

• Deadline: January 7, 2025
• Task Owner: Procurement and Records Management Officer
• Actions:
  • Record all ITT distributions in the Tender Issuance Register.
  • Notify internal stakeholders (Finance, Legal, SCM, PMO) of all open tenders.
  • Set reminders for the receipt of proposals and begin preparation for Week 2 evaluations.

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📂 Deliverables for Week 1:

• Finalized and approved ITT documents per project.
• Tender Issuance Register (with sent dates, recipients, acknowledgment).
• Legal Compliance Checklist (signed off).
• Vendor Communication Log (including Q&A responses).

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📌 Notes:

• All tender documents must align with SayPro’s Procurement Policy 2023/24 and any amendments in SCMR-1.
• Ensure transparency and fairness in the distribution of ITTs.
• A feedback session should be held with the Procurement Team by January 8, 2025, to evaluate the ITT process for continuous improvement.