**SayPro Appointment of Bidder and Bidder Support to AEMFC Staff • Support to Contract Managers • Evaluation of Contracts, Quotations and Deliverables • Advisory and Support to SCM Units and Departmental Staff Means of Verifications

Means of verification for the activities related to the appointment of bidders, bidder support to AEMFC (African Exploration Mining and Finance Corporation) staff, support to contract managers, evaluation of contracts, quotations, and deliverables, and advisory and support to Supply Chain Management (SCM) units and departmental staff are essential for ensuring the effectiveness and transparency of procurement and contract management processes. Here are common means of verification for these activities:

Appointment of Bidder and Bidder Support to AEMFC Staff:

1. Bidder Appointment Records:

• Maintain records of bidder appointments, including bid evaluation results and award decisions.

1. Bidder Support Requests:

• Document support requests from AEMFC staff, including communication records or support tickets.

1. Bidder Support Reports:

• Maintain reports detailing the support provided to AEMFC staff in managing interactions with bidders.

Support to Contract Managers:

4. Contract Manager Support Requests:

• Document support requests from contract managers, including communication records or support tickets.

4. Contract Manager Support Reports:

• Maintain reports on the assistance and support provided to contract managers, including specific challenges addressed.

Evaluation of Contracts, Quotations, and Deliverables:

6. Contract Evaluation Reports:

• Documented reports on the evaluation of contracts, including findings, recommendations, and sign-offs.

6. Quotation Evaluation Records:

• Maintain records of the evaluation of quotations received from suppliers or service providers, including scoring sheets and evaluation criteria.

6. Deliverables Evaluation Records:

• Records of the evaluation of deliverables from suppliers or service providers, ensuring quality and compliance.

Advisory and Support to SCM Units and Departmental Staff:

9. Advisory Requests:

• Document requests for advisory support from SCM units and departmental staff, including communication records or support tickets.

9. Advisory Reports:
   • Maintain reports on the advisory and support services provided, including specific issues addressed and recommendations.
10. Compliance Assessments:
    • Records of assessments conducted to evaluate the compliance of SCM unit and departmental staff with procurement policies and procedures.
11. Capacity Building Initiatives:
    • Records of training or capacity-building initiatives conducted to enhance the procurement and contract management capabilities of SCM units and departmental staff.
12. Quality of Interaction Records:
    • Document interactions between SCM units, departmental staff, and bidders, including meeting minutes and communication records.

These means of verification help ensure that the procurement and contract management processes are well-documented, transparent, and compliant with relevant regulations and policies. They support accountability, effective decision-making, and continuous improvement in the procurement and contract management process.