SayPro Tender Status Tracking Template

SayPro Tender Status Tracking Template: A template to monitor the status of tenders, including submission deadlines, follow-up actions, and results

1. Tender Overview

1.1. Tender Information

Tender Name/Number: [Insert Tender Name or Number]
Client/Organization: [Insert Client or Tendering Body Name]
Tender Submission Date: [Insert Date of Tender Submission]
Tender Closing Date: [Insert Closing Date for Tender Submissions]
Tender Type: [e.g., Open, Restricted, Framework Agreement]
Tender Scope: [Brief Description of the Work or Service]

2. Tender Status Tracking Table

Tender Name/Number	Client/Organization	Submission Deadline	Submission Status	Follow-Up Actions	Follow-Up Date	Result	Feedback Received	Next Steps
[Insert Tender Name/No.]	[Insert Client Name]	[Insert Date]	[Submitted/Not Submitted]	[Insert Action]	[Insert Date]	[Awarded/Not Awarded]	[Insert Summary of Feedback]	[Insert Next Steps]
[Insert Tender Name/No.]	[Insert Client Name]	[Insert Date]	[Submitted/Not Submitted]	[Insert Action]	[Insert Date]	[Awarded/Not Awarded]	[Insert Summary of Feedback]	[Insert Next Steps]
[Insert Tender Name/No.]	[Insert Client Name]	[Insert Date]	[Submitted/Not Submitted]	[Insert Action]	[Insert Date]	[Awarded/Not Awarded]	[Insert Summary of Feedback]	[Insert Next Steps]
[Insert Tender Name/No.]	[Insert Client Name]	[Insert Date]	[Submitted/Not Submitted]	[Insert Action]	[Insert Date]	[Awarded/Not Awarded]	[Insert Summary of Feedback]	[Insert Next Steps]

3. Detailed Tracking Fields

3.1. Tender Name/Number

Purpose: Identify the tender using a unique name or number to keep track of each submission.
Example: “Tender 12345 – ABC Corporation”.

3.2. Client/Organization

Purpose: Identify the client or organization issuing the tender.
Example: “ABC Corporation”.

3.3. Submission Deadline

Purpose: Specify the official deadline for submitting the tender.
Example: “March 15, 2025”.

3.4. Submission Status

Purpose: Track whether the tender has been submitted or not.
Possible Entries:
- Submitted: The tender has been submitted on time.
- Not Submitted: The tender has not yet been submitted or is pending submission.
- In Progress: The tender is currently being finalized.
- Late: The tender was not submitted by the deadline.

3.5. Follow-Up Actions

Purpose: Record actions that need to be taken to ensure successful submission, address issues, or follow up after submission.
Examples:
- “Follow up with client to confirm receipt of tender.”
- “Provide additional documentation requested.”
- “Clarify any questions or issues raised during the evaluation process.”

3.6. Follow-Up Date

Purpose: Specify the date when the follow-up action is to be performed or has been completed.
Example: “March 20, 2025”.

3.7. Result

Purpose: Record the outcome of the tendering process.
Possible Entries:
- Awarded: The tender has been successfully awarded to SayPro.
- Not Awarded: SayPro was not successful in the tender process.
- Under Review: The tender is still under evaluation by the client.

3.8. Feedback Received

Purpose: Record any feedback received from the client or tendering body after the outcome of the tender process. This can include both positive and constructive feedback.
Example: “Client impressed with pricing but requested further details on technical aspects.”

3.9. Next Steps

Purpose: Outline the actions to be taken based on the tender result and feedback.
Examples:
- “Prepare for contract negotiation.”
- “Review feedback and improve documentation for future submissions.”
- “Send a thank-you letter and inquire about future opportunities.”

4. Key Performance Indicators (KPIs)

To assess the effectiveness of the tendering process, track the following KPIs:

4.1. Submission Timeliness

Objective: Ensure all tenders are submitted on time.
Formula:
- Number of tenders submitted on time / Total tenders submitted = Submission Timeliness Percentage

4.2. Tender Award Rate

Objective: Track the success rate of awarded tenders.
Formula:
- Number of tenders awarded / Total number of tenders = Tender Award Rate

4.3. Follow-Up Efficiency

Objective: Monitor the effectiveness and timeliness of follow-up actions.
Formula:
- Number of follow-ups completed on time / Total follow-up actions = Follow-Up Efficiency Percentage

4.4. Client Satisfaction

Objective: Measure client satisfaction based on feedback and future engagement.
Formula:
- Total Positive Feedback / Total Feedback = Client Satisfaction Rate

5. Summary and Analysis

5.1. Total Number of Tenders Tracked:

[Insert total number of tenders tracked in this period.]

5.2. Number of Tenders Awarded:

[Insert total number of tenders awarded.]

5.3. Tender Award Rate:

[Insert calculated award rate.]

5.4. Follow-Up Status:

[Insert number of follow-up actions completed on time.]

5.5. Key Observations:

[Insert any key observations or trends, such as whether tenders in certain sectors are more likely to win or if deadlines need stricter management.]

6. Review and Actions for Improvement

6.1. Review of Current Process

Reviewed By: [Insert Name/Position]
Review Date: [Insert Date]
Feedback and Observations: [Insert any insights on improving the tendering process.]

6.2. Improvement Plan

Actionable Steps: [Insert any steps that will be taken to improve future tender submissions, communication, follow-up, etc.]
- Example: “Improve submission process by implementing a checklist system to ensure all documents are submitted before the deadline.”

7. Final Notes and Conclusion

This SayPro Tender Status Tracking Template will help the SayPro Tenders, Bidding, Quotations, and Proposals Office stay organized and proactive in managing the tendering process. By systematically tracking deadlines, follow-up actions, and outcomes, this template ensures no key action is missed, and future opportunities for improvement are clearly identified.

The template should be regularly updated, and all relevant stakeholders should have access to it to maintain transparency and streamline communication throughout the tender lifecycle.