A record of all tenders, proposals, and bids submitted, including submission deadlines and required documents
1. Tender and Proposal Submission Log
Purpose: This document serves as a centralized tracking and management tool that records all tenders, proposals, and bids submitted by SayPro. It helps maintain accountability, ensure timely submissions, and track the progress of various procurement opportunities.
Employee Responsibilities: Employees involved in tendering or proposal preparation must ensure that all entries in the submission log are updated promptly and accurately.
Contents of the Submission Log: Each entry in the Tender and Proposal Submission Log must include the following details:
- Tender/Proposal/Bid Title
- Reference Number (if applicable)
- Client/Issuing Entity
- Sector/Industry (e.g., Education, Health, Infrastructure)
- Submission Deadline Date and Time
- Date Submitted
- Mode of Submission (e.g., online portal, email, hand delivery)
- Responsible Person/Team
- Required Documents Checklist (e.g., B-BBEE certificate, Tax Clearance, CSD report, Company Registration, Technical Proposal, Financial Proposal)
- Status (Submitted, Pending, In Progress, Rejected, Awarded)
- Comments/Notes (e.g., follow-up requirements, clarifications received)
Supporting Documents to be Attached:
- A copy of the submitted tender/proposal
- Proof of submission (confirmation email, portal screenshot, etc.)
- All accompanying documentation submitted with the tender
2. SayPro Monthly January SCMR-1: SayPro Monthly Awarding Contracts
Purpose: The SCMR-1 form is part of SayPro’s internal Supply Chain Management Reporting system. This specific document captures all contracts awarded during the month of January and ensures transparency and proper documentation of procurement activities.
Employee Responsibilities: Employees in the SCM/Procurement department must complete the SCMR-1 at the end of every month, accurately listing all awarded contracts and ensuring supporting documentation is filed.
Contents of SCMR-1:
- Contract Award Reference Number
- Date of Award
- Awarded Supplier/Contractor Name
- Type of Service/Product Procured
- Total Contract Value
- Procurement Method Used (e.g., Open Tender, Quotation, Single Source)
- Number of Bids Received
- BEE Status Level of Supplier
- Contract Period/Duration
- Contract Manager Assigned
- Reason for Award (e.g., Best Price, Technical Score, Compliance)
- Supporting Documents Checklist:
- Bid Evaluation Report
- Bid Adjudication Committee Approval
- Award Letter
- Signed Contract
- Supplier CSD Profile and Compliance Documents
Archiving and Compliance:
- The completed SCMR-1 must be submitted to the Compliance and Finance Department by the 5th working day of the new month.
- Digital and hard copies must be archived according to SayPro’s document retention policy.
🔁 Summary Checklist for Employees:
| Document | Responsible Department | Frequency | Key Actions |
|---|---|---|---|
| Tender and Proposal Submission Log | Business Development/SCM | Ongoing (per submission) | Record all submissions, attach proof, maintain log |
| SCMR-1: Monthly Awarding Contracts | SCM/Procurement | Monthly | List all awarded contracts, complete checklist, submit to Compliance |
Leave a Reply