SayPro Supplier Evaluation Template

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

Supplier Evaluation Template for Government Quotation Submissions

1. General Information

• Date of Evaluation: [Insert Date]
• Department Name: [Insert Department Name]
• Supplier Name: [Insert Supplier Name]
• Quotation Reference Number: [Insert Quotation Ref. Number]
• Evaluation Team Members: [List Names of Evaluators]

2. Supplier Compliance Checklist

• 2.1 Supplier Registration Status
  • Is the supplier registered with the relevant government body?
  • Yes [ ] / No [ ]
  • If Yes, registration number: [Insert Number]
  • If No, explain reason: [Insert Reason]
• 2.2 Tax Compliance
  • Does the supplier have a valid Tax Compliance Certificate (TCC)?
  • Yes [ ] / No [ ]
  • If Yes, TCC Number: [Insert Number]
  • If No, reason for non-compliance: [Insert Reason]
• 2.3 BEE Status
  • Does the supplier provide a valid BEE certificate?
  • Yes [ ] / No [ ]
  • If Yes, BEE Status Level: [Insert Level]
  • If No, explain: [Insert Reason]
• 2.4 Other Compliance Documents
  • Valid Company Registration
  • Proof of Address
  • Audited Financial Statements (if applicable)
  • Certificate of Good Standing
  • Any additional compliance documentation

3. Price Evaluation

• 3.1 Quotation Price Comparison
  • Price Offered by Supplier: [Insert Price]
  • Government Department’s Budgeted Price: [Insert Budgeted Price]
  • Price Analysis:
    • Is the price within acceptable government limits? Yes [ ] / No [ ]
    • Is the price competitive relative to other suppliers? Yes [ ] / No [ ]
    • Price Breakdown Analysis: [Provide detailed breakdown if necessary]
• 3.2 Price Justification
  • Is there a clear and reasonable justification for the quoted price?
    • Yes [ ] / No [ ]
  • Comments on Price Justification: [Insert Comments]

4. Technical Evaluation

• 4.1 Product/Service Specifications
  • Are the items/services offered in the quotation meeting the required specifications?
    • Yes [ ] / No [ ]
  • Comments on Product/Service Specifications: [Provide specific details on compliance with specifications]
• 4.2 Delivery and Lead Time
  • Is the delivery lead time reasonable and in line with the department’s needs?
    • Yes [ ] / No [ ]
  • If No, propose a more suitable timeline: [Insert Proposed Timeframe]
  • Comments on Lead Time: [Insert Comments]
• 4.3 Quality of Offering
  • Does the supplier offer quality products/services that meet or exceed expectations?
    • Yes [ ] / No [ ]
  • Attach supporting documents (e.g., test results, certifications, etc.) [Insert Attachments]
  • Comments on Quality Assurance: [Insert Comments]

5. Supplier Performance & Reputation

• 5.1 Past Performance/References
  • Have you reviewed the supplier’s past performance with government contracts?
    • Yes [ ] / No [ ]
  • Attach references or evaluation reports from previous contracts: [Attach Documents]
  • Comments on Past Performance: [Insert Comments]
• 5.2 Supplier’s Reputation
  • Are there any known issues with this supplier’s previous dealings with government entities?
    • Yes [ ] / No [ ]
  • If Yes, explain: [Insert Details]

6. Risk Assessment

• 6.1 Financial Stability
  • Is the supplier financially stable to deliver the product/service?
    • Yes [ ] / No [ ]
  • Comments on Financial Stability (e.g., credit report, financial audit): [Insert Comments]
• 6.2 Capacity to Deliver
  • Does the supplier have the capacity (e.g., resources, staff, infrastructure) to meet the demand of the government contract?
    • Yes [ ] / No [ ]
  • Comments on Capacity: [Insert Comments]

7. Environmental & Social Responsibility

• 7.1 Environmental Impact
  • Does the supplier adhere to sustainable or environmentally friendly practices?
    • Yes [ ] / No [ ]
  • Comments on Environmental Practices: [Insert Comments]
• 7.2 Social Responsibility
  • Does the supplier have any recognized social responsibility initiatives (e.g., community support, employee welfare)?
    • Yes [ ] / No [ ]
  • Comments on Social Responsibility: [Insert Comments]

8. Final Assessment & Scorecard

• Overall Compliance Rating:
  • Fully Compliant
  • Partially Compliant
  • Non-Compliant
• Evaluation Summary:
  • Based on the compliance with documentation, pricing, technical specifications, supplier reputation, and past performance, the supplier’s bid is rated as follows:
    • Price Competitiveness: [Insert Rating]
    • Technical Compliance: [Insert Rating]
    • Past Performance/Reputation: [Insert Rating]
    • Risk Assessment: [Insert Rating]
    • Environmental & Social Responsibility: [Insert Rating]
• Total Evaluation Score: [Insert Score]
  • Recommended Action:
    • Award contract
    • Request clarification or re-submission
    • Reject bid

9. Evaluation Sign-off

• Evaluation Team Signatures:
  • Evaluator 1: [Name & Signature]
  • Evaluator 2: [Name & Signature]
  • Evaluator 3: [Name & Signature]

---

Note:

• This template ensures that suppliers are evaluated based on a comprehensive, standardized process, promoting transparency, fairness, and alignment with government procurement criteria.
• Each section includes detailed analysis, ensuring decisions are backed by relevant documentation and justifications.
• The use of a scorecard at the end helps in objectively comparing suppliers’ bids and making informed decisions.