Provide regular reports on the progress of tenders, including completed, ongoing, and upcoming activities
1. Executive Summary
This report outlines SayPro’s administrative activities and support provided for the tendering process during the month of January. The aim is to ensure transparency, timely execution, and efficient management of procurement activities. The report is structured around three main areas: completed, ongoing, and upcoming tendering activities. Key performance indicators, bottlenecks, and mitigation strategies are also summarized.
2. Completed Activities (January)
During the reporting period, the following tendering-related activities were completed:
2.1 Finalized Tender Documents
- TDR-001/2025: Procurement of Office Supplies
✔ All specifications reviewed and finalized
✔ Tender document approved and published on 8 January - TDR-002/2025: Catering Services for Q1
✔ Supplier engagement complete
✔ RFQ sent to shortlisted vendors
✔ Evaluation process finalized on 25 January
2.2 Bid Evaluation Committees
- Committees convened for TDR-001 and TDR-002 ✔ Compliance and technical review conducted
✔ Scoring matrices documented and archived
✔ Recommendations forwarded to finance and legal teams for final approval
2.3 Award Notifications
- Award letters issued to successful bidders on 28 and 30 January
✔ Contracts initiated and filed
✔ Unsuccessful bidders notified and debriefings offered
3. Ongoing Activities
As of 31 January, SayPro is actively managing several tendering processes in progress:
3.1 Open Tenders
- TDR-003/2025: IT Infrastructure Upgrade
✔ Published on 25 January
✔ Clarification period ongoing (till 7 February)
✔ Bid submissions due by 14 February
3.2 Supplier Database Update
- ✔ 42 new suppliers registered
- ✔ 18 supplier documents pending verification
- ✔ Revised supplier categorization framework under review
3.3 Internal Reviews and Training
- ✔ Procurement team conducted internal audit of Q4 2024 tender files
- ✔ Staff refresher training on tender evaluation compliance (28 January)
4. Upcoming Activities (February Preview)
4.1 Planned Tenders
- TDR-004/2025: Security Services – Drafting of specifications scheduled for early February
- TDR-005/2025: Office Furniture Replacement – Initial needs assessment ongoing
4.2 Bid Opening & Evaluation (TDR-003)
- ✔ Bid opening set for 14 February
- ✔ Evaluation committee nominations due 5 February
4.3 Procurement Policy Update
- ✔ Review of draft procurement manual updates to align with new donor compliance guidelines
- ✔ Stakeholder consultations scheduled for February 10–14
5. Challenges & Mitigations
| Challenge | Description | Mitigation |
|---|---|---|
| Delayed supplier responses | Late document submissions for verification | Implemented automated reminder system |
| Evaluation delays | Availability of committee members | Advance scheduling and rotation plans |
| System inefficiencies | Manual tracking of RFQ timelines | Pilot rollout of tender management software in February |
6. Recommendations
- Expedite digitization of the bid tracking and evaluation system
- Increase training on compliance to mitigate documentation errors
- Formalize a monthly procurement calendar for better internal coordination
7. Conclusion
SayPro’s administrative support for the tendering process in January has been productive, with multiple tenders successfully completed and a structured pipeline for February. Continued efforts are in place to improve efficiency, transparency, and supplier engagement.
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