Overview of the budget dedicated to submitting tenders, including any planned marketing expenses for bid preparation
Budget Allocation for Tendering
🧾 Total Quarterly Tendering Budget:
ZAR 1,200,000 (South African Rand)
This budget is segmented across four key areas:
1. Bid Preparation & Documentation – ZAR 500,000
This includes:
- Hiring of external consultants and technical writers to ensure that all bid documents meet professional and industry standards.
- Subscriptions to tender tracking platforms (e.g., Onvia, TenderBulletin).
- Costs related to printing, notarizing, and legal vetting of documents.
- Dedicated staff for compliance and quality control.
2. Marketing & Promotion – ZAR 300,000
This amount supports activities that enhance SayPro’s visibility and perceived value to prospective clients:
- Creation of bid-specific promotional brochures and company profiles.
- Hosting online webinars or briefings about SayPro’s service offerings.
- Travel and hospitality expenses for stakeholder engagement meetings and site visits.
3. Technology & Tools – ZAR 200,000
Investment in:
- Procurement of bid management software (e.g., Tenderly or Proactis).
- Licensing for document automation tools to streamline repetitive bid formats.
- CRM system upgrades for better tracking of client interactions and opportunities.
4. Training & Capacity Building – ZAR 200,000
Planned upskilling for internal teams to enhance bid quality:
- Workshops on proposal writing and procurement law.
- External training from procurement experts.
- Simulation exercises and mock tender evaluations.
📆 Implementation Timeline (January–March 2025)
| Month | Focus Area | Activities |
|---|---|---|
| January | Setup | Budget disbursement, staff assignment |
| February | Execution | Active bidding, marketing, capacity building |
| March | Review & Optimization | Outcome analysis, budget adjustment |
📈 Key Performance Indicators (KPIs)
- Number of tenders submitted: 15+
- Number of shortlisted bids: 10
- Number of tenders awarded: 5
- Cost-per-bid ratio: ≤ ZAR 80,000
- Marketing reach (targeted stakeholders): 1,000+