Job Summary: 

The SayPro Tenders, Bidding, Quotations, and Proposals Manager will oversee the entire lifecycle of tenders, bids, and proposals within SayPro. This role involves managing the preparation, submission, and evaluation processes for tenders and bids, developing and reviewing proposals, handling contract management, and providing strategic direction for competitive bidding. The role also includes managing supplier and vendor relationships, ensuring legal compliance, and utilizing bid management software to optimize processes. The manager will also explore competitive opportunities with other regions, such as Mozambique, Botswana, and the US, for revenue generation. 

 

Key Responsibilities: 

SayPro Tender Management 

• Tender Preparation: Develop comprehensive tender documents and specifications, ensuring clarity and compliance with all relevant standards. 

• Tender Issuance: Distribute tender invitations to qualified and potential bidders, ensuring broad and appropriate distribution. 

• Tender Submission Management: Collect, organize, and manage all tender submissions, maintaining accurate records. 

• Tender Evaluation: Evaluate tenders using predefined criteria to ensure fairness and transparency in the selection process. 

• Awarding Contracts: Recommend successful bidders and oversee the contract award process, ensuring all decisions are well-documented and justified. 

SayPro Bidding Process Management 

• Bid Strategy Development: Develop effective strategies to enhance the success rate of bids, taking into account market conditions and organizational goals. 

• Bid Preparation: Prepare and compile bid documents and proposals, ensuring they are competitive and meet all requirements. 

• Bid Submission: Submit bids in accordance with guidelines, ensuring all deadlines are met without compromising quality. 

• Bid Evaluation: Review and assess bid responses and proposals to identify the best options for the organization. 

• Bid Negotiation: Negotiate terms and conditions with bidders to secure favorable outcomes for SayPro. 

SayPro Quotation Management 

• Request for Quotation (RFQ) Issuance: Issue RFQs to suppliers or service providers, specifying the requirements clearly. 

• Quotation Collection: Gather and organize received quotations, ensuring they meet the required specifications. 

• Quotation Comparison: Analyze and compare quotations based on pricing, terms, and specifications to determine the best value. 

• Quotation Evaluation: Evaluate quotations thoroughly to select the most suitable supplier. 

• Supplier Negotiation: Negotiate with selected suppliers to achieve the best possible terms. 

SayPro Proposal Development 

• Proposal Writing: Draft detailed proposals, including project scope, methodology, and cost estimates. 

• Proposal Review: Review and revise proposals to ensure accuracy, completeness, and alignment with client requirements. 

• Proposal Submission: Submit proposals to clients or project sponsors on time and in the required format. 

• Proposal Presentation: Present proposals to stakeholders or decision-makers, effectively communicating key points. 

• Feedback Integration: Incorporate feedback from stakeholders into proposals, making necessary adjustments. 

SayPro Bid and Tender Writing Services 

• Bid Writing: Provide professional writing services for bid documents, ensuring clarity and persuasiveness. 

• Tender Writing: Develop comprehensive responses to tender requests, focusing on the strengths of SayPro’s offerings. 

• Proposal Writing: Create detailed and compelling proposals tailored to specific opportunities. 

• Editing and Proofreading: Edit and proofread documents to eliminate errors and improve readability. 

• Compliance Check: Ensure all documents meet regulatory requirements and adhere to best practices. 

SayPro Contract Management 

• Contract Drafting: Draft contracts based on successful tenders and bids, ensuring they reflect agreed terms. 

• Contract Negotiation: Lead negotiations on contract terms and conditions, aiming for mutually beneficial agreements. 

• Contract Monitoring: Monitor contract performance, ensuring compliance with terms and addressing any issues promptly. 

• Contract Amendments: Manage contract modifications and amendments as required, maintaining clear documentation. 

• Contract Renewal: Oversee the contract renewal process, negotiating terms and conditions to benefit SayPro. 

SayPro Supplier and Vendor Management 

• Supplier Evaluation: Assess potential suppliers and vendors based on capability, experience, and reliability. 

• Vendor Selection: Select and onboard suppliers and vendors that align with SayPro’s needs and standards. 

• Performance Monitoring: Regularly review and monitor supplier and vendor performance, ensuring they meet contractual obligations. 

• Supplier Relationship Management: Manage ongoing relationships with suppliers, fostering collaboration and resolving issues. 

• Contract Management: Oversee all supplier contracts, ensuring compliance and managing renewals or terminations. 

SayPro Project Proposal and Tender Support 

• Market Research: Conduct research to inform and support proposal and tender development. 

• Competitive Analysis: Analyze competitors’ proposals and strategies to improve SayPro’s competitive positioning. 

• Technical Support: Provide technical input and expertise for proposals and tenders. 

• Cost Estimation: Develop accurate cost estimates and budgets for proposals and tenders. 

• Risk Assessment: Identify and assess risks associated with proposals and tenders, developing mitigation strategies. 

SayPro Pre-Qualification Services 

• Pre-Qualification Documentation: Prepare documentation required for the pre-qualification of suppliers or contractors. 

• Pre-Qualification Assessment: Evaluate submissions for pre-qualification, ensuring they meet the necessary criteria. 

• Pre-Qualification Review: Review and approve qualified suppliers or contractors, maintaining up-to-date records. 

• Pre-Qualification Updates: Keep pre-qualification lists and records current, reflecting any changes in supplier status. 

• Pre-Qualification Interviews: Conduct interviews or presentations as part of the pre-qualification process, ensuring thorough evaluation. 

10. Legal and Compliance Services 

• Compliance Review: Ensure that all tenders, bids, and proposals comply with legal and regulatory standards. 

• Legal Drafting: Draft legal documents related to procurement activities, ensuring they are clear and enforceable. 

• Risk Management: Identify and mitigate legal risks associated with procurement processes. 

• Contract Review: Review contracts for legal accuracy and compliance, advising on necessary changes. 

• Dispute Resolution: Manage and resolve disputes arising from tenders, bids, and contracts, ensuring fair outcomes. 

SayPro Bid and Tender Training 

• Training Workshops: Organize and conduct workshops focused on bid and tender preparation. 

• Skill Development: Develop team members’ skills in proposal writing and bid management. 

• Compliance Training: Provide training on legal and regulatory compliance in the bidding process. 

• Best Practices: Teach best practices for successful tendering and bidding. 

• Software Training: Train team members on the use of software tools for managing bids and tenders. 

SayPro Tender and Bid Analytics 

• Data Analysis: Analyze data from past tenders and bids to identify trends and areas for improvement. 

• Performance Metrics: Develop and track metrics to measure the success of bidding efforts. 

• Trend Analysis: Identify and respond to trends in bid and tender outcomes to enhance future performance. 

• Cost Analysis: Conduct cost analysis to support pricing decisions in tenders and bids. 

• Reporting: Prepare detailed reports on the outcomes and performance of bids and tenders. 

SayPro Market Intelligence 

• Industry Analysis: Research and analyze industry trends and market conditions to inform bidding strategies. 

• Competitor Analysis: Monitor competitors’ strategies and performance in the tendering space. 

• Opportunity Identification: Identify new business opportunities and potential tenders to pursue. 

• Stakeholder Analysis: Analyze key stakeholders in the bidding process and their influence on outcomes. 

• Market Research Reports: Compile and present market research reports to support strategic decision-making. 

SayPro Bid Management Software Solutions 

• Software Implementation: Implement and manage bid management software to streamline processes. 

• Customization: Customize software solutions to meet SayPro’s specific needs and requirements. 

• Training and Support: Provide training and ongoing support for software users. 

• System Integration: Integrate bid management software with other systems for seamless operations. 

• Data Management: Oversee the management and maintenance of data within bid management software. 

SayPro Costing and Pricing Strategies 

• Cost Estimation: Develop detailed cost estimates for bids and proposals to ensure competitive pricing. 

• Pricing Strategies: Formulate and implement effective pricing strategies for tenders. 

• Budget Preparation: Prepare accurate budgets for project proposals and tenders. 

• Cost-Benefit Analysis: Conduct cost-benefit analysis to guide pricing decisions. 

• Value Engineering: Apply value engineering techniques to optimize cost-effectiveness and value in bids. 

SayPro Proposal Review and Advisory 

• Proposal Review: Review proposals for completeness, competitiveness, and alignment with client needs. 

• Advisory Services: Provide advice on improving proposal quality and effectiveness. 

• Feedback Incorporation: Assist in integrating feedback from proposal evaluations to enhance future submissions. 

• Competitive Positioning: Advise on strategies for positioning proposals to maximize competitive advantage. 

• Compliance Check: Ensure all proposals meet relevant requirements and criteria. 

SayPro Tender and Proposal Documentation 

• Document Preparation: Prepare detailed documentation for tenders and proposals, ensuring clarity and professionalism. 

• Format and Layout: Ensure documents are professionally formatted and meet SayPro’s standards. 

• Document Management: Manage and organize all documentation related to tenders and proposals. 

• Version Control: Maintain version control to track changes in documents and ensure consistency. 

• Submission Preparation: Oversee the preparation and packaging of documents for submission, ensuring they are complete and accurate. 

SayPro Tender and Bid Support Services 

• Administrative Support: Provide administrative support throughout the tendering process, ensuring all tasks are completed efficiently. 

• Documentation Support: Assist with gathering and preparing necessary documentation for bids and tenders. 

• Submission Tracking: Track and confirm the submission of bids and tenders, maintaining accurate records. 

• Bid Clarifications: Address and manage requests for clarification on bids, ensuring clear communication. 

• Proposal Development: Support the development of content for proposals and tenders, contributing to their overall quality and effectiveness. 

SayPro Strategic Bidding and Tendering 

• Strategic Planning: Develop and implement strategic plans for SayPro’s bidding and tendering activities. 

• Opportunity Assessment: Assess and prioritize bidding opportunities based on potential impact and alignment with SayPro’s goals. 

• Competitive Analysis: Analyze competitors and market conditions to inform strategic bidding decisions. 

• Bid Strategy Development: Create and implement strategies to maximize the success rate of bids. 

• Stakeholder Engagement: Engage with stakeholders to build relationships and enhance the likelihood of successful bids. 

SayPro Post-Tender Review 

• Outcome Analysis: Analyze the outcomes of tenders and bids to identify areas for improvement. 

• Lessons Learned: Document and review lessons learned from the bidding process to inform future strategies. 

• Feedback Collection: Gather feedback from clients and stakeholders on the tendering process and outcomes. 

• Process Improvement: Identify and implement improvements to the tendering and bidding processes. 

• Performance Review: Conduct regular performance reviews to evaluate the effectiveness of bid submissions and strategies. 

 

Money-Making and Competitor Analysis: 

• Opportunity Identification: Explore and identify money-making opportunities, including potential partnerships with competitors like online maps from Mozambique, Botswana, and the US. 

• Strategic Competitor Engagement: Analyze the offerings and strategies of competitors in these regions, assessing how they can be leveraged or improved upon for SayPro’s benefit. 

 

Qualifications: 

• Bachelor’s degree in Business Administration, Procurement, Supply Chain Management, or a related field. A Master’s degree is a plus. 

• Proven experience in tender, bidding, and proposal management, ideally in a similar organization. 

• Strong understanding of procurement processes, contract management, and legal compliance. 

• Excellent written and verbal communication skills, with a keen eye for detail. 

• Proficiency in bid management software and Microsoft Office Suite. 

• Strong analytical and negotiation skills. 

• Ability to work under pressure and manage multiple projects simultaneously. 

 

Application Process: 

Interested candidates should submit their resume and a cover letter outlining their qualifications and experience relevant to this role. Applications should be sent to info@saypro.online by 01/012031. 

 

Tagged as: and, Bidding, Proposals, Quotations, SayPro, Tenders