SayPro Quotation Drafting Exercises

SayPro Monthly February Government Department and Municipality Quotation Submission
Training Workshop by SCMR

1. Understanding RFQs and Their Components

• Participants will receive an introduction to Request for Quotations (RFQs) issued by government departments and municipalities.
• Key elements of an RFQ will be explained, including:
  • Scope of Work
  • Technical Specifications
  • Compliance Requirements
  • Pricing Structure
  • Submission Deadlines

2. Reviewing Sample RFQs from Government Departments & Municipalities

• Participants will analyze real RFQs from different sectors, including infrastructure, IT, office supplies, and service contracts.
• Discussion on compliance requirements and best practices for ensuring eligibility.

3. Quotation Drafting Exercise (Hands-On Practice)

• Participants will be divided into teams and assigned different RFQs.
• Each team will prepare a professional quotation response using a structured format.
• The drafting exercise will focus on:
  • Company Information & Compliance Details (CSD registration, B-BBEE status, Tax Clearance, etc.)
  • Pricing and Cost Breakdown
  • Technical Proposal (where applicable)
  • Delivery Timelines & Service Level Agreements (SLAs)
  • Terms & Conditions

4. Reviewing and Refining Draft Quotations

• Each team will present their drafted quotations.
• Facilitators will provide feedback on:
  • Accuracy and completeness of the response.
  • Compliance with the RFQ requirements.
  • Clarity and professionalism in the quotation format.

5. Simulated Quotation Submission & Evaluation

• Participants will submit their quotations within a set deadline, simulating a real RFQ submission process.
• A panel will evaluate the submissions and provide constructive feedback based on government procurement criteria.

6. Common Mistakes & Best Practices in Quotation Submission

• Overview of errors that lead to disqualification (e.g., incomplete documentation, pricing miscalculations, missing compliance documents).
• Strategies to enhance the quality and competitiveness of quotations.

7. Final Q&A and Certification of Participation

• Open floor for participants to ask questions related to quotation drafting and submission.
• Recap of key learning points.
• Issuance of certificates for successful workshop completion.