SayPro Support Bidding and Tender Processes

Assist SayPro’s business development and project management teams by ensuring all bids, tenders, and proposals are legally sound and compliant

Key Activities Undertaken (January 2025)

1. Bid and Proposal Legal Review
   • Reviewed 15 bidding documents submitted to national, provincial, and international stakeholders.
   • Ensured legal robustness across sections such as:
     • Scope of Work definitions
     • Service level agreements (SLAs)
     • Pricing terms and payment schedules
     • Confidentiality and intellectual property clauses
     • Compliance with local procurement laws (PFMA, MFMA, PPPFA) and relevant international standards (e.g., ISO compliance for international tenders).
2. Cross-Departmental Collaboration
   • Held joint planning sessions with Business Development, Finance, and Project Management to align tender strategy with legal safeguards.
   • Provided pre-bid risk assessments for high-value contracts, advising on:
     • Potential legal exposure
     • Required licensing and accreditation
     • Jurisdictional legal variations for cross-border opportunities
3. Template Enhancement and Standardization
   • Updated SayPro’s bid and tender templates to reflect changes in legal and regulatory requirements.
   • Incorporated best practices for drafting non-disclosure agreements (NDAs), conflict of interest statements, and due diligence declarations.
   • Created a standard clause bank with legally pre-approved contract language to reduce turnaround time and legal errors in future submissions.
4. Proposal Compliance Verification
   • Conducted final compliance audits on all bid submissions before deadline to verify:
     • Statutory registration documents (CSD, tax clearance, B-BBEE certificates)
     • Directors’ declarations and signed resolutions
     • Proper formatting and alignment with bid specifications
   • Assisted in compiling annexures and appendices required by complex tender terms.

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Highlights and Outcomes

• Supported the successful submission of 4 multimillion-rand tender proposals during the January cycle.
• Helped mitigate risks that could lead to bid disqualification, particularly around:
  • Unclear liability terms
  • Absence of required legal disclosures
  • Misalignment with mandatory bid conditions
• Contributed to a 100% legal compliance rate for January bids submitted.

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Forward-Looking Actions

• Develop a Bidding Legal Toolkit for project managers, including guides and checklists.
• Initiate monthly Legal Drop-In Clinics for bid support during peak tender periods.
• Expand legal support coverage for subcontractor agreements and consortia partnerships in upcoming bids.

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Prepared by:
SayPro Legal and Compliance Division
Date: January 31, 2025
Report Reference: SCMR-1 – Bidding and Tender Legal Support Section