A template for documenting the compliance of quotations, bids, and proposals with relevant laws and regulations
📘 Template Structure & Content:
1. Document Information
- Template ID: SCMR-1/RC-TPL-2025
- Document Version: v1.0 (January 2025)
- Prepared by: [Name, Department]
- Reviewed by Legal Team: [Name, Date]
- Date Created: [Insert Date]
- Applicable To: Bids, Proposals, Quotations (Internal/External)
2. Bid/Proposal/Quotation Summary
- Title of Document:
- Reference Number:
- Client/Recipient:
- Issuing Department:
- Submission Deadline:
- Responsible Officer:
3. Regulatory and Legal Requirements Checklist
| Regulation/Act | Description | Applicable (Y/N) | Compliance Strategy | Notes |
|---|---|---|---|---|
| Public Finance Management Act (PFMA) | Ensures financial accountability | Y/N | Documentation, Audit Trail | – |
| Preferential Procurement Policy Framework Act (PPPFA) | BEE and equity-based procurement | Y/N | BEE Certificate Attached | – |
| Occupational Health & Safety Act (OHSA) | Health/safety in contract execution | Y/N | Safety Plan Included | – |
| Consumer Protection Act (CPA) | Fair, transparent terms | Y/N | Terms Reviewed by Legal | – |
| Protection of Personal Information Act (POPIA) | Data privacy requirements | Y/N | POPIA Clause Included | – |
Add rows as needed for additional regional/international compliance areas.
4. Risk Assessment & Mitigation
- Identified Risks (Legal, reputational, financial, operational)
- Risk Impact Level (Low, Medium, High)
- Mitigation Measures Taken
- Responsibility Assignment
5. Supporting Compliance Documentation
| Document Name | Attached (Y/N) | Reviewer Comments |
|---|---|---|
| BEE Certificate | Y/N | [Enter comments] |
| SARS Tax Clearance Certificate | Y/N | [Enter comments] |
| CIDB Grading | Y/N | [Enter comments] |
| COIDA Proof | Y/N | [Enter comments] |
| Directors’ Declaration of Interest | Y/N | [Enter comments] |
| Safety File | Y/N | [Enter comments] |
| Insurance Documents | Y/N | [Enter comments] |
6. Legal Review Confirmation
- Reviewed by Legal Team on: [Date]
- Reviewer Name:
- Comments/Recommendations:
- Approval Status: ✅ Approved / ❌ Revisions Required
7. Final Compliance Declaration
“I hereby confirm that this quotation/bid/proposal has been reviewed for legal and regulatory compliance in accordance with SayPro’s Legal and Compliance Framework.”
- Prepared By:
- Designation:
- Signature:
- Date:
- Approved By (Legal/Compliance Unit):
- Signature:
- Date:
✅ Usage Instructions:
- Use this template prior to the submission of any commercial offer or proposal.
- Submit the completed template to the Legal & Compliance Services Unit for approval.
- Retain a copy with the project or bid file for audit and record-keeping purposes.
- Update regularly as regulatory frameworks evolve — the latest version is available in the SayPro Legal Template Library.
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