Templates to Use: Tender Tracking Spreadsheet: A document to track the status, deadlines, and submissions of all tenders
Structure of the Tender Tracking Spreadsheet:
The Tender Tracking Spreadsheet is divided into several key sections or columns that help SayPro track and manage various aspects of each tender. Below is an outline of the template’s structure and the information that each column should contain:
1. Tender ID/Reference Number
Purpose:
- Identification: This unique identifier (often provided by the tender issuer) allows easy reference to each tender. It helps organize and quickly locate details about the tender in the spreadsheet.
Example:
- T12345
- TNDR2025-01
2. Tender Title
Purpose:
- Summary of the Tender: This column contains a concise title or description of the tender. It helps identify the subject or type of project for which the tender is issued.
Example:
- Supply of IT Equipment to XYZ Corporation
- Construction Services for ABC Development Project
3. Issuing Organization
Purpose:
- Tender Issuer Information: This column tracks the name of the organization that issued the tender, ensuring that all submissions are tailored according to the specific requirements of each organization.
Example:
- XYZ Corporation
- ABC Municipal Council
4. Tender Deadline
Purpose:
- Important Date: This column records the final submission date for the tender. It is crucial to track this to ensure that proposals are submitted on time, preventing any missed opportunities.
Example:
- January 30, 2025
- March 15, 2025
5. Tender Status
Purpose:
- Current Status of the Tender: This column tracks the current stage of each tender submission process. It allows the team to easily identify tenders that are still in progress, completed, or in need of follow-up.
Example:
- In Progress
- Submitted
- Awarded
- Not Awarded
- Rejected
6. Key Contact Person
Purpose:
- Primary Contact Information: This column stores the name, position, and contact details (phone number/email) of the primary person to communicate with at the issuing organization. It ensures that all communications are directed to the right individual.
Example:
- John Smith – Procurement Manager
- Jane Doe – Tender Officer
7. Submission Status
Purpose:
- Submission Progress: This column indicates whether the proposal has been submitted, is still in preparation, or is pending review. It also tracks whether additional documentation is needed to complete the submission.
Example:
- Submitted
- In Preparation
- Pending Review
8. Documents Required
Purpose:
- List of Documents: This column tracks all the specific documents required for the tender submission. It helps ensure that nothing is missed and that the proposal is compliant with the issuer’s requirements.
Example:
- Company Profile
- Financial Proposal
- Technical Specifications
- Proof of Insurance
- Licensing Documents
9. Proposal Preparation Status
Purpose:
- Internal Progress: This column tracks the internal preparation status of the proposal. It ensures that all internal teams are on track with their respective responsibilities, such as technical, financial, and legal.
Example:
- Drafting Proposal
- In Review
- Finalizing Proposal
- Ready for Submission
10. Submission Method
Purpose:
- How Proposal is Submitted: This column tracks how the proposal is being submitted, whether electronically, via mail, or in person. It helps identify any logistical needs for submitting tenders on time.
Example:
- Electronic Submission
- Hard Copy Submission
- In-Person Delivery
11. Follow-Up Actions Required
Purpose:
- Tracking Post-Submission Activities: This column tracks any necessary follow-up actions after submission, such as clarification requests, revisions, or additional documentation required by the tender issuer.
Example:
- Follow-up Email Sent for Clarification
- Additional Documentation Requested
- Schedule Interview for Clarification
12. Notes/Comments
Purpose:
- Additional Information: This column can be used for any notes or comments that may be important, such as special instructions from the tender issuer, internal team updates, or observations that could impact the tendering process.
Example:
- Deadline extended by one week
- Client requires specific project management certifications
- Document formatting not accepted by tender issuer
13. Evaluation and Award Status
Purpose:
- Tender Outcome: This column tracks whether the tender has been awarded to SayPro or another competitor. If the tender has been awarded, this section will also capture details about the award status, such as contract terms.
Example:
- Awarded to SayPro – Contract Signed
- Awarded to Competitor – Pending Feedback
- Not Awarded
14. Payment Terms/Contract Terms (if applicable)
Purpose:
- Terms for Payment/Contract: Once the tender is awarded, this section captures the payment structure and any contract terms that are relevant for the project. These terms should align with SayPro’s internal policies and agreements with the tender issuer.
Example:
- 40% upfront payment, 60% upon completion
- Bi-monthly payments
- Performance-based payments tied to project milestones
Sample Tender Tracking Spreadsheet Layout
| Tender ID | Tender Title | Issuing Organization | Tender Deadline | Tender Status | Key Contact Person | Submission Status | Documents Required | Proposal Preparation Status | Submission Method | Follow-Up Actions Required | Notes/Comments | Evaluation and Award Status | Payment/Contract Terms |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| T12345 | Supply of IT Equipment to XYZ Corp | XYZ Corporation | Jan 30, 2025 | In Progress | John Smith – Procurement | In Preparation | Financial Proposal, Technical Specs | Drafting Proposal | Electronic Submission | Follow-up for technical clarification | Requires additional certifications | Awarded to Competitor | N/A |
| TNDR2025-01 | Construction Services for ABC Dev | ABC Municipal Council | March 15, 2025 | Submitted | Jane Doe – Tender Officer | Submitted | Company Profile, Insurance | Ready for Submission | Hard Copy Submission | Additional Documents Needed | Project scope change after submission | Pending Evaluation | 40% upfront, 60% upon completion |
| T98765 | Security Systems Installation | DEF Solutions | Feb 5, 2025 | Not Awarded | Mark Johnson – Procurement Officer | Pending Review | Insurance, Certifications | In Review | Electronic Submission | Awaiting feedback on technical specs | Bid rejected, no further action | N/A |
Key Features of the Tender Tracking Spreadsheet:
- Centralized Data: The spreadsheet allows SayPro to keep all tender information in one place, which improves transparency and collaboration across teams.
- Real-Time Updates: Teams can update the spreadsheet in real-time, ensuring that the entire team stays on top of progress and upcoming deadlines.
- Status Monitoring: The tracking system ensures that each tender’s status is easily identifiable, allowing team members to quickly assess what actions are needed.
- Customizable Columns: The template can be adjusted to accommodate additional details or specific internal processes.
- Clear Visibility of Deadlines: The tender deadline column ensures that all team members are aware of submission deadlines, minimizing the risk of missing any critical dates.
- Post-Submission Management: The follow-up actions column tracks what needs to be done after submission, ensuring that no post-submission tasks are overlooked.
Conclusion:
The Tender Tracking Spreadsheet is an indispensable tool for SayPro to efficiently manage multiple tenders, ensure deadlines are met, and maintain organized records of all submissions and communications. By using this template, SayPro can streamline its tender management process, reduce errors, and increase the likelihood of successful outcomes in its tendering efforts.
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