SayPro Review and update existing proposal templates to ensure they are up-to-date

Scope of Work

1. Template Inventory & Review
   • Compile a complete list of all existing proposal templates used within SayPro for tendering, including:
     • Technical proposal templates
     • Financial proposal templates
     • Expression of Interest (EOI) formats
     • Request for Proposal (RFP) response formats
     • Prequalification documents
     • Cover letters and annexures
   • Evaluate each template for:
     • Relevance to current organizational needs
     • Consistency in branding (logo, fonts, color scheme)
     • Updated language and tone aligned with SayPro’s professional standards
     • Completeness of sections (scope, methodology, work plan, etc.)
     • Compliance with latest procurement guidelines and donor requirements (if applicable)
2. Gap Analysis
   • Identify outdated or redundant content within each template.
   • Highlight areas where recent best practices or regulatory updates have not been incorporated.
   • Assess user feedback (if available) from previous tendering processes to identify recurring issues or improvement areas.
3. Template Redesign & Update
   • Redesign layouts to improve readability and presentation.
   • Standardize structure across all templates to ensure uniformity in submission documents.
   • Update placeholders, instructions, and sample content to reflect current formats and expectations.
   • Embed updated SayPro branding and footer/disclaimer content where appropriate.
4. Validation and Approval
   • Share revised templates with relevant internal stakeholders for input and feedback (e.g., Business Development, Legal, Procurement teams).
   • Incorporate feedback and finalize templates.
   • Seek formal approval from designated authority (e.g., Tender Committee or Admin Lead).
5. Template Repository Management
   • Upload approved templates to SayPro’s central document management system or shared drive with proper version control.
   • Archive outdated versions for audit/reference.
   • Clearly label and categorize templates (e.g., by sector, donor, country).
6. Communication and Training
   • Communicate the availability of new templates to relevant staff.
   • Provide short guidance notes or training sessions to ensure effective use of updated templates.
   • Monitor usage and gather feedback for ongoing improvement.

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Timeline for Completion

• Start Date: January 5th
• Review & Analysis: January 5th – 15th
• Template Revision: January 16th – 25th
• Validation & Finalization: January 26th – 30th
• Roll-out & Training: January 31st

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Deliverables

• Updated and standardized proposal templates (in Word and PDF)
• Change log documenting updates made
• Final approval sign-off
• Centralized digital repository access link
• Brief training material (PDF or presentation)