Updated tender tracking sheets to monitor the progress of ongoing tenders
SayPro Documents Required from Employee
To ensure efficient and transparent operations in relation to the tendering process, employees involved in procurement and tender administration at SayPro are required to prepare and submit the following documents regularly. These are essential for effective tracking, compliance, and reporting.
1. Tracking Sheets
Document Title: Updated Tender Tracking Sheets
Purpose:
To monitor and record the progress of all ongoing tenders managed by SayPro. This sheet serves as a live document that helps track deadlines, submission statuses, bid evaluation progress, and contract award details.
Details to Include:
- Tender Reference Number
- Tender Title / Description
- Date of Issue
- Submission Deadline
- Responsible Officer
- Tender Stage (e.g., Open, Evaluation, Awarded)
- Number of Bids Received
- Evaluation Status
- Award Details (if applicable)
- Notes / Comments
Frequency of Submission:
- Monthly, submitted along with SCMR-1 report
- On-demand, when requested by the SCM team or management
Format:
- Excel spreadsheet or centralized cloud-based template provided by SayPro
Responsibility:
- All SCM/procurement officers managing tenders
- Reviewed and approved by the Senior Supply Chain Coordinator
2. SayPro Monthly SCMR-1 Report
Document Title: SayPro Monthly Administrative Support for Tendering Process (SCMR-1)
Purpose:
To provide a structured report summarizing the administrative activities conducted in support of the tendering process. This report ensures that all tender-related actions are properly documented and reviewed for compliance with internal and external regulations.
Details to Include:
- Summary of Tenders Handled (Reference Numbers & Titles)
- Key Activities Conducted (e.g., advert placements, bid openings, evaluation meetings)
- Challenges Faced and Resolutions (if any)
- Recommendations for Improving Tender Process
- Procurement Timeline Compliance
- Attachments: Tender Notices, Opening Minutes, Evaluation Reports, etc.
Frequency of Submission:
- Monthly, by the 5th of each month for the previous month’s activities
Format:
- Standardized template (SCMR-1) in PDF or Word format
Responsibility:
- Procurement/Admin Officers
- Reviewed by: Procurement Manager or Compliance Officer
Submission Process
All documents must be:
- Uploaded to SayPro’s internal document management system
- Properly named using the format:
Department_TenderTracking_YYYYMMorDepartment_SCMR1_YYYYMM - Submitted with digital signatures (where applicable)
These documents are essential for ensuring procurement transparency, audit readiness, and alignment with SayPro’s supply chain management framework.
Leave a Reply