SayPro Compliance Checklist

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

Workshop Title:

SayPro Monthly February Government Department and Municipality Quotation Submission Training Workshop

Training Provider:

SCMR (Supply Chain Management Regulations)

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Checklist for Quotation Submission Compliance

General Requirements

1. Submission Deadline
   • Ensure all quotations are submitted on or before the specified deadline (February [date]).
   • Confirm the submission method (email, physical submission, online portal).
2. Company Details
   • Company Name
   • Contact Information (Phone, Email)
   • Physical Address
   • Registration Number / Tax Identification Number (TIN)
   • VAT Registration Number (if applicable)
3. Quotation Format
   • Ensure the quotation is submitted in the required format (PDF, Excel, or other specified formats).
   • Confirm that the quotation is legible and professionally formatted.
   • The quotation must include a clear breakdown of costs (unit price, total price, VAT, and any additional fees).
4. Quotation Validity Period
   • Ensure the quotation is valid for the required period (typically 30, 60, or 90 days).
   • Confirm that any changes to the quotation due to market fluctuations or changes in regulations are clearly stated.

Documentation and Compliance

5. Tax Clearance Certificate
   • Ensure that a valid Tax Clearance Certificate (TCC) is attached.
   • Verify that the TCC is up to date and in the required format as per government regulations.
6. Company Registration Documents
   • Include the Certificate of Incorporation or equivalent documents.
   • Ensure that the company is registered and compliant with local laws for government contracting.
7. Municipal Compliance
   • Attach proof of registration with the local municipality (if required).
   • Verify that the company meets the necessary local compliance standards for providing services to the municipality.
8. BBBEE Certification (if applicable)
   • Attach valid BBBEE (Broad-Based Black Economic Empowerment) certificate (if applicable).
   • Ensure that the certification is current and has not expired.
9. Health & Safety Compliance
   • Include a valid Health & Safety Compliance Certificate for the company’s operations (if relevant to the service being quoted).
   • Ensure that the company complies with national health and safety regulations.
10. Insurance and Bonding
    • Attach proof of valid insurance coverage for the services being provided.
    • If required, include proof of bonding or guarantee for completion of the contracted work.
11. Government Bid Registration
    • Ensure that the company is registered as a government vendor or has the necessary certification for bidding on government contracts.
    • Attach a copy of any required vendor registration certificates or credentials.

Quotation Content and Pricing

12. Detailed Description of Goods/Services
    • The quotation must include a detailed description of the goods or services being offered, specifying brand names, models, or specifications where applicable.
13. Pricing and Payment Terms
    • Ensure that the payment terms are clearly stated (e.g., net 30 days, deposit requirements).
    • Verify that the quoted price matches the specification requirements.
    • Confirm that the pricing includes all applicable taxes, fees, and charges (VAT, handling, delivery, etc.).
14. Warranty and Service Agreement
    • Attach a warranty certificate (if applicable).
    • Include details of any service agreements or post-service support available.
15. Delivery Terms
    • Specify the delivery timelines and conditions.
    • Include shipping or delivery charges (if any).
16. Previous Government Contracts (if applicable)
    • Provide evidence of prior government contracts successfully completed by the company, including references or performance certificates (if applicable).

Training Participation and Attendance

17. Workshop Registration
    • Confirm that the company representative(s) attending the SayPro Monthly February Workshop is registered for the training session.
    • Attach proof of registration (email confirmation, registration form).
18. Delegate Information
    • Ensure that the representative(s) attending the training workshop have the required qualifications or background to understand the government department and municipality quotation submission processes.
    • Provide delegate contact information.
19. Workshop Attendance and Participation
    • Ensure that attendance is recorded during the workshop and that all relevant documents are signed by the attendees.
    • Confirm that all topics covered in the workshop are understood, particularly regarding compliance in submission procedures and government procurement guidelines.

Submission Checklist Verification

20. Complete Submission
    • Ensure that all required documents are submitted together in the correct order.
    • Check that the quotation complies with all specifications as set by the government or municipality tendering the contract.
21. Final Review and Submission
    • Double-check all documents for completeness, accuracy, and compliance with requirements before submission.
    • Verify that any required cover letter or introductory documents are included.
22. Acknowledgment of Submission
    • Ensure that you have received an acknowledgment of receipt for your submission (whether physical or electronic).

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Compliance Confirmation

By submitting this checklist, I confirm that all necessary documents are attached, and all compliance standards have been met in accordance with the SCMR guidelines for government department and municipality quotations.

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Signature of Responsible Representative

Name: ___________________________
Title: ____________________________
Date: ____________________________

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This checklist ensures that all the necessary documents and compliance steps are in place before submission, helping to streamline the quoting process and adhere to government and municipality requirements.