Assist in preparing tender documents that detail the terms, conditions, and scope of services for potential contracts
1. Preliminary Planning and Requirements Gathering
a. Needs Assessment
- Collaborate with internal departments (e.g., Operations, Finance, Legal, Procurement) to clearly define the need for external services or goods.
- Identify whether the contract is for new services, recurring needs, or replacement/expansion of existing services.
b. Project Scope Definition
- Outline a high-level scope that includes objectives, deliverables, project timelines, dependencies, and expected outcomes.
- Ensure alignment with SayPro’s strategic goals and service delivery frameworks.
c. Budget Confirmation
- Validate available funding and ensure cost estimation aligns with internal budgeting cycles and thresholds, as per SCMR-1 guidelines.
2. Drafting Core Components of the Tender Document
The tender documents developed by SayPro include the following essential sections:
a. Invitation to Tender (ITT)
- A formal statement inviting qualified suppliers or service providers to participate.
- Includes submission deadlines, contact details, and overview of the process.
b. Instructions to Bidders
- Detailed guidelines on how to complete and submit the bid.
- Specifies formatting, required documentation, submission method (e.g., email, portal), and deadline adherence.
- Includes disqualification conditions and ethical conduct requirements.
c. Scope of Work (SoW) or Terms of Reference (ToR)
- Clear, detailed description of tasks, services, or deliverables required.
- Outlines the expected performance standards, service levels, frequency, locations (if applicable), and duration of the contract.
- Tied directly to KPIs and SLAs relevant to SayPro’s operational benchmarks.
d. Evaluation Criteria and Weighting
- Transparent scoring system for how bids will be evaluated (e.g., technical merit, pricing, compliance, experience).
- Provides weighting for each component, ensuring objectivity and alignment with SCMR-1 procurement governance.
e. Contractual Terms and Conditions (Draft Contract)
- Preliminary contract template including legal terms, payment structure, timelines, data confidentiality, IP rights, dispute resolution, and termination clauses.
- Reviewed and pre-approved by Legal to ensure compliance with SayPro’s risk and legal policies.
f. Vendor Compliance Requirements
- Documentation checklist including tax clearance certificates, company registration documents, B-BBEE certification, references, and proof of similar work.
- Any minimum technical or financial qualifications are outlined here.
3. Internal Review and Governance
a. Cross-Departmental Sign-off
- Prior to release, tender documents are reviewed and signed off by:
- Legal (for compliance and risk)
- Finance (for budgetary validation)
- Procurement (for process adherence)
- Technical Teams (for accuracy of specifications)
b. Approval Through Contract Management Oversight
- Final draft is submitted to the SayPro Contract Management Committee as part of the SCMR-1 quarterly process for approval and tracking.
4. Publication and Communication
a. Tender Advertisement
- The finalized tender is published through SayPro’s preferred platforms (company website, government procurement portals, relevant industry bulletins).
- In certain cases, direct invitations may be sent to pre-qualified suppliers from the SayPro Vendor Database.
b. Pre-Bid Meeting and Clarification Window
- A scheduled Q&A session or briefing is held to address bidder queries.
- A formal channel is provided to request clarifications, with all responses shared with all bidders for fairness.
5. Risk Mitigation in Tender Preparation
In line with SCMR-1, the following measures are embedded in the tender preparation process to mitigate procurement-related risks:
- Avoidance of Ambiguities: All technical and legal language is standardized or explained to reduce misinterpretation.
- Document Version Control: Each iteration is tracked to prevent use of outdated documents.
- Audit Trail: All correspondence and document revisions are logged to comply with internal audit and SCMR-1 standards.
6. Tender Documentation Archiving and Compliance
After release, all tender documents are archived in SayPro’s centralized Contract and Procurement Management System (CPMS):
- Includes version history, reviewer comments, approval workflows, and supporting reference materials.
- Ensures readiness for internal audit, compliance reviews, and future reference for dispute resolution or contract modification.
Conclusion:
The tender document preparation process at SayPro is designed to ensure clarity, transparency, and fairness, while safeguarding operational efficiency and legal compliance. By adhering to the principles outlined in SayPro Monthly January SCMR-1, this process supports informed vendor selection, successful contract implementation, and robust quarterly contract oversight through the SayPro Quarterly Contract Management cycle.
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