**SayPro Tender Evaluation and Strategy Development • Review of Tender Scope • Alignment to SCM Policies, PFMA and Bid Requirements • Timelines • Review of Budgets or Evaluation Criteria Means of Verifications

Means of verification for the activities related to tender evaluation and strategy development, including the review of tender scope, alignment to Supply Chain Management (SCM) policies, Public Finance Management Act (PFMA) compliance, bid requirements, timelines, and budgets or evaluation criteria, are essential for ensuring that these processes are executed effectively and efficiently. Here are common means of verification for these activities:

Tender Evaluation and Strategy Development:

1. Tender Evaluation Reports: Maintain records of completed tender evaluation reports, including detailed findings and recommendations.
2. Strategy Development Documentation: Document the developed strategies for responding to specific tender opportunities, including the strategy plan, action items, and responsible parties.
3. Alignment with SCM Policies: Verify that the tender evaluation process aligns with the organization’s SCM policies by documenting and retaining policy adherence records.
4. PFMA Compliance Records: Maintain records and documentation demonstrating compliance with the Public Finance Management Act (PFMA) and other relevant financial regulations during the tender evaluation process.
5. Bid Requirements Adherence Records: Keep records confirming that the bid responses adhere to all specified requirements and criteria in the tender documents.
6. Timelines Adherence Records: Maintain documentation showing that the tender evaluation process adheres to established timelines and deadlines. Include time logs, meeting minutes, or other relevant records.
7. Budget Review Reports: Keep budget review reports that assess the financial implications of each tender response, documenting any adjustments or considerations.
8. Evaluation Criteria Compliance Records: Documentation showing that all evaluation criteria, including technical, financial, and quality aspects, are considered during the evaluation. Include scoring sheets and evaluation forms.
9. Risk Assessment and Mitigation Plans Documentation: Maintain documentation of risk assessments and corresponding mitigation plans associated with each tender response.
10. Resource Utilization Reports: Document the allocation and utilization of resources, including personnel, budget, and technology resources.
11. Feedback and Input from Stakeholders: Maintain records of feedback and input received from relevant stakeholders involved in the evaluation and strategy development process.
12. Compliance Checklists: Completed compliance checklists verifying compliance with SCM policies, PFMA, and specific bid requirements for each tender opportunity.
13. Cost-Benefit Analysis Reports: Documented cost-benefit analyses for each tender opportunity, assessing the financial viability of pursuing specific tenders.
14. Decision Documentation: Maintain records of final decisions, including whether to submit a tender response, negotiate terms, or decline the opportunity. Include decision meeting minutes and approval records.
15. Tender Strategy Implementation Plans: Develop and retain implementation plans for chosen tender strategies, specifying roles and responsibilities.
16. Feedback to Tendering Authorities: Records of feedback or queries submitted to tendering authorities for clarification or additional information. Include communication records.

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