SayPro Provide tools and resources for employees to use in preparing high-quality bids

Task Overview: Develop & Deploy Bid Preparation Tools and Resources

🔍 Objective:

Equip employees across departments with standardized, easy-to-use resources based on SayPro Monthly January SCMR-1 to improve bid quality, consistency, and success rates.

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🔶 1. Curate Key Insights & Guidelines from SCMR-1

• Assigned To: Knowledge Management & Strategy Team
• Deadline: January 9, 2025
• Actions:
  • Extract top 10 bid-related best practices from SCMR-1, focusing on:
    • Structure and formatting
    • Language and tone
    • Proposal customization
    • Common mistakes and red flags
  • Organize these insights into a quick-reference guide titled:
    ✅ SayPro Quick Guide to Bid Excellence – Jan 2025
• Deliverable: PDF/Slide version of the quick guide (for desktop and mobile viewing)

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🔶 2. Develop Bid Preparation Toolkit

• Assigned To: Proposal Development Team
• Deadline: January 12, 2025
• Toolkit to Include:
  • ✅ Editable Templates (MS Word / Google Docs):
    • Executive Summary Template
    • Technical Proposal Template
    • Pricing Table Template
    • Cover Letter Template
  • ✅ Checklists:
    • Pre-Bid Readiness Checklist
    • Bid Submission Compliance Checklist
  • ✅ Reference Materials:
    • SCMR-1-aligned sample sections
    • “Do’s and Don’ts” cheat sheet
    • SayPro Branding & Style Guide for Proposals
  • ✅ Bid Quality Assessment Rubric:
    • Used by team leads for internal review of draft proposals

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🔶 3. Launch Bid Resource Portal (Internal)

• Assigned To: IT + Internal Comms Team
• Deadline: January 13, 2025
• Actions:
  • Create a central digital hub on SayPro’s internal SharePoint or Teams workspace
  • Upload and organize the following:
    • Bid Preparation Toolkit
    • Archived sample proposals
    • Monthly best practices (e.g., SCMR-1 and future editions)
    • FAQ section for common bid-related queries
  • Enable keyword search for rapid resource access
  • Grant role-based access (HR, Project Managers, Procurement, etc.)

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🔶 4. Host Tools Introduction Webinar

• Assigned To: L&D Team + Strategy Office
• Date Scheduled: January 14, 2025 (1:00–2:00 PM)
• Format:
  • Walkthrough of each toolkit component
  • Live Q&A with bid strategists
  • Tips on avoiding common pitfalls
  • Recording to be uploaded post-session

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🔶 5. Track Usage & Collect Feedback

• Assigned To: Strategy Analyst Team
• Deadline: Ongoing (initial feedback review on January 20, 2025)
• Tools:
  • Track downloads/views of toolkit files
  • Post-webinar feedback form
  • Suggestion box on the portal for tool improvements

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📁 Deliverables Summary for Week 2:

Deliverable	Description	Owner	Due Date
Quick Guide to Bid Excellence	One-page reference sheet from SCMR-1	Knowledge Mgmt	Jan 9
Bid Preparation Toolkit	Templates, checklists, rubric	Proposal Dev Team	Jan 12
Bid Resource Portal	Central hub on SharePoint/Teams	IT + Comms	Jan 13
Intro Webinar	Walkthrough & Q&A	L&D + Strategy	Jan 14
Engagement Tracker & Feedback Form	Portal analytics and feedback loop	Strategy Analysts	Ongoing

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📌 Notes:

• Resources should be version-controlled and updated monthly in alignment with each new SCMR.
• All documents must align with SayPro branding and legal standards.