SayPro Tender/Bid Document

SayPro Documents Required from Employee:

Tender/Bid Document: A copy of the tender or bid that outlines the terms of the contract

1. Tender/Bid Document

• Description: A copy of the tender or bid document that outlines the specific terms, conditions, and specifications of the contract under which the project or procurement is being executed.
• Required Details:
  • Tender/Bid Number: Unique identifier for the tender or bid.
  • Project Name: The title of the project or service being procured.
  • Terms and Conditions: Detailed clauses that define the scope, deliverables, and obligations of both the client and the vendor.
  • Payment Terms: Clear outline of the payment schedule, method of payment, and any penalties or bonuses associated with the contract.
  • Specifications: Specific technical, operational, or qualitative requirements that the goods, services, or outcomes must meet.
• Source: This document is issued by the SayPro Tenders, Bidding, Quotations, and Proposals Office. It serves as the foundation for contract drafting and negotiation.

---

2. SayPro Monthly SCMR-1

• Description: This is a detailed report documenting the monthly updates and activities of the Supply Chain Management (SCM) process, especially focusing on the project bids and tenders.
• Required Details:
  • Monthly Procurement Status: Summary of procurements, purchases, and bids that were initiated or completed within the month.
  • Current Tender or Bid Status: Status updates on ongoing tenders, including whether they have been won, under review, or in the process of negotiation.
  • Challenges or Issues: Any challenges faced during the bidding or procurement process, including issues in compliance, delayed delivery, or disputes.
• Source: This document is generated within the SayPro system and shared with relevant departments, particularly those in project management and financial oversight.

---

3. SayPro Monthly Contract Drafting

• Description: A contract draft based on the successful tenders and bids that have been finalized for the month. This contract is to formalize the agreement between SayPro and the vendor or service provider.
• Required Details:
  • Project Title: Name of the project or service being contracted.
  • Parties Involved: Details of all entities entering the contract, including full legal names, addresses, and points of contact.
  • Scope of Work: A detailed description of the work or deliverables the vendor is responsible for under the contract.
  • Contract Duration: Start and end dates of the contract, along with key milestones and deadlines.
  • Performance Metrics and Deliverables: Clearly defined expectations for the performance of goods, services, or outcomes, along with any penalties or incentives related to performance.
  • Confidentiality Clause: Any clauses ensuring that proprietary information or confidential data is protected during the course of the contract.
  • Dispute Resolution: Detailed procedures for handling disputes, including mediation or arbitration processes.
• Source: Drafted by the SayPro Tenders, Bidding, Quotations, and Proposals Office under SayPro Marketing Royalty SCMR guidelines. It ensures that all successful bids and tenders have formal, binding contracts in place for execution.

---

4. SayPro Marketing Royalty SCMR

• Description: This section pertains to the management of royalties and commissions related to SayPro’s marketing efforts.
• Required Details:
  • Royalty Agreement: A formal agreement between SayPro and the vendor that specifies the royalty payments due to SayPro for services or products sold through marketing channels.
  • Royalty Payment Schedule: A timeline for payments, which can include monthly, quarterly, or annual settlements.
  • Commission Structure: Details on the percentage of revenue or profit allocated as royalty payments, including any tiers or scaling based on sales or performance.
  • Marketing Activities Covered: Outlines the scope of marketing activities for which SayPro is entitled to royalties, such as product promotions, advertising campaigns, or brand partnerships.
• Source: Managed within the SayPro Marketing Department as part of the overall financial and royalty distribution system for services or products marketed by the company.

---

5. Additional Required Documentation

In addition to the primary documents outlined above, employees must also provide the following:

• Identity Verification: Proof of identity for employee records and verification purposes.
• Contractor/Vendor Information: Contact details, legal status, and banking information for vendors or contractors involved in the contract.
• Payment Authorization Forms: Official forms authorizing payments to be processed in line with the contract terms.
• Compliance Certificates: Any certifications, licenses, or insurance documents required by law or industry standards related to the project.

---

Process Overview:

1. Tender/Bid Submission: Employees are required to submit the tender or bid document that outlines the terms of the contract.
2. Contract Drafting: Based on the successful tender or bid, the SayPro Contract Drafting team will create the formal contract that binds both parties.
3. Marketing and Royalties: The SayPro Marketing team will then track royalties and payments due to SayPro, ensuring that all agreements are followed through according to the terms specified.