SayPro Tender Submission Tracking Template

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SayPro Tender Submission Tracking Template

1. Tender Details:

• Tender Name/Reference: Name or reference number of the tender
• Client/Organization: Name of the government department or municipality
• Contact Person: Name and contact details of the client’s procurement officer
• Bid/Proposal Submission Deadline: Date and time by which the tender proposal must be submitted

2. Proposal Status:

• Submission Status: Current status of the tender proposal (e.g., in progress, submitted, under review)
• Submission Date: Date when the proposal was submitted
• Confirmation Receipt: Confirmation number or acknowledgement of receipt from the client

3. Evaluation Process:

• Evaluation Status: Status of the evaluation process (e.g., pending, in review, decision pending)
• Evaluation Committee: Names or roles of individuals involved in the evaluation process
• Expected Decision Date: Anticipated date for the evaluation results or contract award decision

4. Follow-Up Actions:

• Follow-Up Date: Date for follow-up actions or next steps
• Action Items: Specific tasks or actions to be taken (e.g., clarification requests, additional documentation submission)
• Assigned To: Person responsible for each follow-up action

5. Outcome:

• Outcome of Evaluation: Final decision (e.g., awarded, not awarded, pending decision)
• Contract Award Details: Contract details if awarded (e.g., start date, duration, value)

6. Notes and Comments:

• Notes: Additional comments or updates related to the tender submission or evaluation process
• Attachments: Links or references to related documents (e.g., tender documents, correspondence)

7. Reporting and Analysis:

• Tracking Reports: Generate reports to track overall tender submission performance, success rates, and areas for improvement
• Analysis: Analyze trends and patterns in tender outcomes to inform future bidding strategies and decision-making

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Guidelines for Use:

• Customize the template fields to align with specific tender tracking requirements and organizational preferences.
• Update the template regularly to reflect real-time information and progress for each tender submission.
• Share the tracking template with relevant team members to ensure transparency and collaboration in tender management processes.

This structured Tender Submission Tracking Template serves as a valuable tool for SayPro to monitor and manage multiple tender submissions efficiently, ensuring proactive follow-up and strategic decision-making in government procurement opportunities.