SayPro Proposal and Tender Templates

SayPro Documents Required from Employee

1. Proposal and Tender Templates

Purpose:
To ensure standardization and compliance in all bid submissions made on behalf of SayPro, employees are required to use the official, pre-approved templates.

Required Documents:

• 1.1. Completed Bid Proposal Template
  • Use the SayPro pre-approved Proposal Template for all tenders.
  • Ensure customization with accurate client name, tender number, and relevant project data.
  • Must include sections such as:
    • Executive Summary
    • Scope of Work
    • Methodology
    • Work Plan and Timeframes
    • Team Composition
    • Budget / Pricing
    • References and Previous Work
• 1.2. Compliance Checklist
  • A completed internal checklist confirming:
    • All required sections of the template are filled
    • All supporting documents (e.g. company registration, tax clearance) are attached
    • Formatting and branding comply with SayPro standards
• 1.3. Internal Approval Form
  • Form signed by supervisor or designated manager approving final proposal submission
  • Confirms proposal has been reviewed and approved for submission
• 1.4. Bid Submission Log Entry
  • Documented entry of each submitted bid in SayPro’s Tender Register Log
  • Must include:
    • Tender name
    • Bid submission date
    • Responsible employee
    • Status (e.g., Submitted, Awaiting Feedback)

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2. SayPro Monthly January SCMR-1 Report: Administrative Support for Tendering Process

Purpose:
To track and report the monthly administrative support activities related to the tendering process for the month of January.

Required Report Components:

• 2.1. Report Cover Page
  • Title: “SayPro SCMR-1 Monthly Report – January”
  • Employee name, designation, department
  • Date of submission
• 2.2. Monthly Summary of Activities
  • Detailed summary of all tender-related administrative tasks handled
  • Include:
    • Number of tenders identified
    • Number of bids prepared/submitted
    • Support activities (e.g., document formatting, printing, courier dispatch)
• 2.3. Performance Metrics
  • Tenders submitted vs. tenders identified
  • Average turnaround time for bid preparation
  • Issues encountered and resolved
• 2.4. Lessons Learned & Recommendations
  • Challenges faced during the month
  • Suggested process improvements
  • Tools or resources needed to enhance efficiency
• 2.5. Supporting Attachments
  • Copies of any tender notices, email correspondence, and proof of submission (where applicable)
• 2.6. Supervisor Acknowledgement
  • Section signed by the employee’s direct supervisor confirming accuracy and completeness of the report

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Submission Guidelines

• Deadline: All documents for the month must be submitted by the 5th of the following month (e.g., January documents due by February 5).
• Format: PDF format preferred. Editable Word/Excel versions must also be retained internally.
• Storage: All documents must be uploaded to the designated internal SharePoint or document management system folder titled:
  [Year]_[Month]TenderDocuments[EmployeeName]