SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Email: info@saypro.online Call/WhatsApp: Use Chat Button 👇
A list of potential vendors, suppliers, and partners for upcoming projects, along with their capabilities, pricing, and references
1. Overview
This section provides a curated and vetted list of potential vendors, suppliers, and strategic partners for SayPro’s upcoming and ongoing projects. It includes details on their service offerings, pricing brackets, industry references, and suitability based on SayPro’s project scope, compliance requirements, and transformation goals (B-BBEE, SME support, etc.).
This vendor list serves as a pre-procurement planning tool and aligns with SayPro’s value-for-money and risk mitigation priorities for Q1.
2. Vendor Shortlist by Project Category
A. Skills Development and Training Providers
Vendor Name
Core Services
Pricing Estimate
Certifications / References
B-BBEE Level
Notes
LearnGrow Africa
Accredited skills training, curriculum design
R850,000 for 3-month program
ETDP SETA Accredited, Gauteng Dept of Education
Level 1
Ideal for youth-focused upskilling
ProTech Skills Solutions
Technical and vocational training
R1,000 per learner/day
SAP Skills Pilot Project (2023)
Level 2
Includes digital onboarding tools
Ubuntu Facilitation Services
Community-based training, life skills, language support
R500,000 flat project fee
SEDA Recommended Vendor
Level 1
Strong rural delivery record
B. ICT, Software & Digital Services
Vendor Name
Capabilities
Pricing Estimate
Past Clients
B-BBEE Level
Notes
CodeSpark SA
Custom software development, LMS integration
R1.5M – R2.2M
City of Tshwane, TVET Colleges
Level 2
Suitable for E-Learning upgrade
BrightByte Solutions
Cloud hosting, platform maintenance
R15,000/month
NGO sector, eLearning clients
Level 1
SLA flexibility and 24/7 support
EduStream Technologies
E-learning content creation, gamification
R200,000 per module
Department of Basic Education
Level 4
Great for interactive training content
C. Logistics, Transport & Events Management
Vendor Name
Services
Pricing Estimate
Major Events Delivered
B-BBEE Level
Notes
Ziya Logistics
Fleet management, interprovincial transport
R100/km or R25,000/week
Health Outreach for SANAC
Level 1
National reach, responsive support
Venue & Vibe Events
End-to-end event management
R350,000 per event
Gauteng Youth Expo
Level 1
Excellent for Women Empowerment Summit
Leano Catering & Supplies
Catering, decor, event support
R150/head (buffet)
SASSA Workshops
Level 2
Quality service, includes setup team
D. Monitoring, Evaluation & Compliance
Vendor Name
Service Area
Pricing Estimate
Reference Projects
B-BBEE Level
Notes
Impact Insight Consulting
M&E Frameworks, Results-Based Management
R400,000/project
UNICEF, DBE
Level 2
Data-driven dashboards provided
ComplianceCore
Contract audits, vendor compliance
R50,000 – R80,000/project
Municipalities, DFIs
Level 1
Strong PFMA, PPPFA knowledge
KPI & Co. Advisory
Performance tracking, KPI analysis
R90,000/month
NGO Sector
Level 3
Ongoing vendor performance reviews
3. Vendor Evaluation Criteria
To support consistent and transparent vendor selection for Q1, SayPro will use the following evaluation criteria:
Criteria
Weighting (%)
Price Competitiveness
25%
B-BBEE and SME Compliance
20%
Technical Capability and Experience
30%
References and Track Record
15%
Innovation / Value-Added Services
10%
4. Strategic Vendor Engagement Targets for Q1
Onboard 10 new vendors (at least 50% must be black-owned or youth-owned enterprises).
Ensure all contracts above R500,000 undergo comparative analysis of at least three vendor quotes.
Develop a preferred vendor list by end of Q1, categorized by service area.
Conduct due diligence checks (CIPC, SARS compliance, COIDA, B-BBEE certificates) for all active vendors.
An overview of the budget available for procurement and vendor management, helping to ensure cost-effective contract negotiations
1. Overview
This section provides an overview of SayPro’s budget allocation and forecast for procurement and vendor management activities during the first quarter. It is designed to assist in guiding cost-conscious decisions, ensuring the financial sustainability of projects, and supporting compliant and value-driven contract negotiations.
2. Total Procurement Budget Allocation for Q1
Category
Allocated Budget (ZAR)
Purpose
Goods Procurement
R2,500,000
Equipment, materials, technology
Services Procurement
R5,200,000
Training, consulting, logistics
Event Management
R1,000,000
Venues, catering, logistics (e.g., Women Empowerment Summit)
Software and Licensing
R1,500,000
E-learning platform, digital tools
Vendor Management & Auditing
R300,000
SLA reviews, performance audits
Total Available
R10,500,000
For Q1 contract-related procurement
Note: Budget allocations are subject to periodic review and may shift depending on project implementation velocity and re-prioritization.
3. Project-Specific Budget Forecasts
Project/Initiative
Estimated Contract Value (ZAR)
Forecast Type
Comments
Skills Development Program – Phase II
R1,200,000
Confirmed
Contract renewal with minor adjustments
E-Learning Platform Upgrade
R2,000,000
Confirmed
Major vendor contract, long-term cost
Youth Employment Incubator Expansion
R500,000
Tentative
RFQ stage, awaiting supplier selection
Community Health Outreach
R750,000
Tentative
Budgeted for full logistics tender
Women Empowerment Summit
R1,000,000
Confirmed
Multi-vendor procurement for March 2025
Digital Skills Training
R1,500,000
Forecast
To be finalized by mid-February
Skills Accreditation Campaign
R800,000
Forecast
Pending SCM and program sign-off
4. Budget Efficiency and Cost-Saving Targets
Target Area
Q1 Goal
Action Plan
Cost Savings in Vendor Negotiations
8% below quoted average
Benchmark pricing, competitive bidding
Value-Added Services
At least 3 contracts to include additional benefits
Negotiate free training, extended warranties
Improved Payment Terms
Secure 60-day payment terms for 50% of vendors
Prioritized for contracts >R500,000
SME Inclusion
30% of procurement spend to go to SMEs
Actively source and onboard Level 1–2 B-BBEE suppliers
5. Key Financial Oversight Mechanisms
Monthly Budget Utilization Reports Prepared by Finance and shared with SCM and Project Leads. These ensure ongoing alignment between spend and budget.
Quarterly Financial Review Sessions Next session scheduled: 18 March 2025 Includes contract managers, finance, and executive program teams.
Procurement Plan Adjustments Triggered by major underspend/overspend alerts, reviewed every 4 weeks.
6. Risk Analysis: Budget-Related Challenges
Risk
Likelihood
Impact
Mitigation Strategy
Supplier quotes exceed budget
Medium
High
Use RFQs and open tenders to drive competition
Delayed project start = unspent funds
High
Medium
Roll-over strategy and accelerated procurement in following quarter
Budget misalignment with implementation priorities
Medium
High
Frequent coordination meetings between Finance, SCM, and Implementation
A timeline for key contract milestones, such as signature dates, implementation deadlines, and performance reviews
1. Overview
This section outlines the key contract lifecycle milestones for the quarter, highlighting critical signature dates, contract implementation deadlines, and scheduled performance review checkpoints. These milestones are essential for ensuring compliance, timely execution of deliverables, and efficient contract management in alignment with SayPro’s strategic goals.
2. Key Contract Milestones Timeline
Project/Contract
Milestone
Target Date
Responsible Department
Status
Skills Development Program – Phase II
Contract Renewal Signed
12 Feb 2025
SCM & Legal
Upcoming
Implementation Kick-Off
20 Feb 2025
Project Implementation
Pending
Mid-Term Review
30 Mar 2025
M&E
Scheduled
Youth Employment Incubator Expansion
RFQ Issued
10 Jan 2025
SCM
Completed
Supplier Appointment
22 Jan 2025
SCM
Completed
Equipment Delivery
10 Feb 2025
Supplier / Project Manager
On Track
Performance Review
28 Feb 2025
SCM & Implementation
Scheduled
Community Health Outreach
Tender Opening
5 Feb 2025
SCM
Upcoming
Contract Signing
28 Feb 2025
Legal
Scheduled
Project Go-Live
10 Mar 2025
Program Team
Not Started
First Progress Report
25 Mar 2025
M&E
Scheduled
E-Learning Platform Upgrade
Procurement Finalized
15 Jan 2025
SCM
Completed
SLA Sign-Off
25 Jan 2025
Legal & Vendor
Completed
Development Phase Start
1 Feb 2025
IT Department
In Progress
Beta Testing Phase
15 Mar 2025
IT & M&E
Scheduled
Review Meeting
28 Mar 2025
Steering Committee
Scheduled
3. Strategic Contracting Targets
To ensure project success and alignment with SayPro’s governance standards, the following targets have been set for Q1:
100% of contracts to be signed before implementation kick-off dates.
No delays in milestone adherence exceeding 5 working days.
All major contracts must include at least one performance review checkpoint within the quarter.
Utilize contract milestone dashboards for real-time monitoring (launch scheduled for mid-Feb 2025).
A detailed list of all ongoing and upcoming projects that will require contracts, tenders, or quotations during the quarter
1. Overview
This section outlines the critical information and performance targets necessary for effective contract and procurement management at SayPro for the current quarter. It includes a project pipeline summary, contractual needs, tendering requirements, and internal targets to ensure smooth execution and compliance with SayPro’s procurement policies.
2. Project List: Contracts, Tenders, and Quotations Required This Quarter
The following is a comprehensive list of all ongoing and upcoming projects for Q1 that will require contractual action (tenders, quotations, procurement planning, etc.).
A. Ongoing Projects Requiring Contractual Actions
Project Name
Project Manager
Contractual Needs
Estimated Value
Timeline
Skills Development Program – Phase II
T. Maseko
Renew Service Provider Contract
R1,200,000
Feb 2025
Youth Employment Incubator Expansion
N. Dlamini
Issue RFQ for ICT Equipment
R500,000
Jan 2025
Community Health Outreach
L. Ncube
Tender for transport and logistics provider
R750,000
March 2025
E-Learning Platform Upgrade
K. Mahlangu
Contract for software development & maintenance
R2,000,000
March 2025
B. Upcoming/New Projects
Project Name
Initiation Date
Required Action
Budget Estimate
Notes
Women Empowerment Summit 2025
March 15, 2025
Request for Quotations (event management, venue, catering)
R1,000,000
Multi-vendor procurement
Skills Accreditation & Certification Drive
March 1, 2025
Issue service provider contracts for training and assessment
R800,000
Compliance-heavy
Digital Skills Training for NEET Youth
Feb 10, 2025
Tender for content creation and facilitator sourcing
R1,500,000
National rollout
3. Quarterly Contractual & Procurement Targets
A. Administrative and Compliance Targets
Ensure 100% compliance with procurement policy and public sector procurement regulations (PFMA, PPPFA, B-BBEE).
Maintain updated contracts database with renewal alerts and performance tracking.
Finalize at least 85% of contract drafting and sign-off within 10 business days of award notification.
B. Strategic Sourcing Targets
Complete the tender process for all Q1 projects requiring bidding within 30 days from tender notice publication.
Increase B-BBEE Level 1 and 2 supplier participation in tenders by 20% compared to the previous quarter.
Identify and onboard 5 new SMEs or youth-owned businesses as registered vendors.
C. Value for Money and Cost Control
Secure cost reductions or value-adds through negotiation in at least 3 major contracts this quarter.
Conduct market analysis for top 10 spend categories to guide price benchmarking and supplier evaluation.
4. Internal Stakeholder Collaboration and Planning
To ensure effective contract and procurement delivery, the following departments will be involved:
Department
Role
Program Implementation
Identify project-specific needs, monitor service delivery
Finance
Budget verification, payment scheduling, and cost tracking
Legal
Review and vetting of contracts and SLA compliance
SCM (Supply Chain Management)
Facilitate all tenders, RFQs, contract awards, and vendor communication
5. Key Risks and Mitigation Plans
Risk
Impact
Mitigation
Delayed contract sign-off
Project delivery disruption
Implement pre-approved contract templates
Supplier non-performance
Loss of service quality
Strengthen performance clauses and regular monitoring
Budget overruns
Financial non-compliance
Engage finance early, regular cost reviews
6. Monitoring and Reporting Schedule
Monthly SCM Progress Review – Last Friday of every month
Contract Renewal and Performance Audit – Mid-quarter
Quarterly Procurement Compliance Check – Final week of March
This section monitors the agreed deliverables and their progress as per the contract timeline.
Milestone / Deliverable
Due Date
Status (On Track / Delayed / Completed)
Date Delivered
Notes / Variance Explanation
[Insert deliverable 1]
[Date]
[Status]
[Date]
[Reason for delay or success]
[Insert deliverable 2]
[Date]
[Status]
[Date]
[Add notes if applicable]
🟢 Overall Progress Summary: [Summarize performance: e.g., “3 out of 4 milestones completed. One delayed due to supplier equipment failure; extension granted.”]
🔹 Section C: Contract Performance
KPI / SLA Item
Target
Actual
Status (Met / Not Met / In Progress)
Comments
Delivery Timeliness
100% on-time
80%
Not Met
2 out of 5 deliveries were delayed
Quality Standards
No quality complaints
0
Met
–
Report Submission
Monthly
2 submitted, 1 late
In Progress
January report submitted late
Budget Usage
≤ Budget
85% of budget used
Met
On track financially
📊 Performance Rating: [Use color codes or ratings: e.g., GREEN – On Track, YELLOW – Monitor, RED – Off Track]
🔹 Section D: Financial Overview
Item
Amount (ZAR)
Comments
Contract Value
[Insert amount]
Amount Invoiced to Date
[Insert]
Amount Paid
[Insert]
Balance Remaining
[Insert]
Variance (if any)
[Insert]
Explain over/under-spending
📎 Attach copies of invoices, payment records, and finance summaries where applicable.
🔹 Section E: Risks & Issues
Risk/Issue
Description
Impact Level (Low/Med/High)
Mitigation / Action Taken
Status
Supplier staff turnover
Project delayed in Jan
Medium
Replacement approved
Resolved
Delivery delay
Equipment late
High
Schedule adjusted, penalty waived
Ongoing
⚠️ Escalation Required? [Yes / No] If yes, detail next steps and stakeholders to engage.
🔹 Section F: Compliance & Reporting
Requirement
Compliant? (Yes/No)
Notes
SCMR-1 Monthly Reporting
Yes
All reports submitted
Quarterly Contract Review
Yes
Conducted in March 2025
Financial Reporting
Yes
Finance team approved
Procurement Policy Adherence
Yes
Verified by compliance
✅ Audit Ready? [Yes / No] 📝 Comments: [Insert any internal audit notes or requirements for improvement]
🔹 Section G: Stakeholder Feedback
Summarize input from beneficiaries, internal teams, or external stakeholders on performance and value delivered.
Example: “Training participants rated the delivery 4.7/5. Logistics team noted delays in material delivery. Overall satisfaction is high.”
A document outlining key points to be covered during negotiations, ensuring nothing is overlooked
Purpose
This checklist is designed to guide SayPro’s procurement and contract managers through structured and compliant negotiations, ensuring all critical elements are addressed per the SCMR-1 and Quarterly Contract Oversight guidelines.
🔍 Pre-Negotiation Preparation
Item
Description
Completed (✓/✗)
Notes
Review SCMR-1 bid evaluation results
Ensure all panel feedback is consolidated
Verify compliance documents
Confirm bidder meets all compliance requirements
Set negotiation objectives
Define clear goals (e.g., price reduction, service level, delivery terms)
Obtain internal approvals
Ensure negotiation plan is signed off by authorized personnel
Define roles within negotiation team
Who leads pricing discussion, who covers technical clarifications, etc.
Prepare alternative scenarios
Consider BATNA (Best Alternative To Negotiated Agreement)
💬 Key Negotiation Topics Checklist
Topic
Objective
Covered (✓/✗)
Notes
Pricing/Cost Structure
Confirm final cost, discounts, payment schedule, taxes
Scope of Work Clarification
Ensure mutual understanding of services, deliverables, and KPIs
Timeline and Delivery Schedule
Confirm realistic timelines and phased delivery plans
Quality Standards
Review quality assurance processes and performance metrics
Risk Allocation
Define how risks are shared or mitigated (e.g., penalties for delays)
Invoicing and Reporting
Clarify invoicing format, frequency, and link to deliverables
SCMR-1 Reporting Obligations
Reinforce need for compliance with monthly/quarterly reporting
Contract Duration and Renewal
Confirm contract period, renewal terms, early exit clauses
Dispute Resolution
Agree on method (mediation, arbitration, etc.) and jurisdiction
Service Level Agreements (SLAs)
Set minimum performance standards with penalties/incentives
A template that includes the required scope of work, specifications, and expectations for vendors or service providers
1. Tender Notice
Title of Tender: [Insert full title of the tender]
Tender Number: [Insert tender reference number]
Issuing Department: [Insert name of the SayPro department issuing the tender]
Issue Date: [Insert date]
Closing Date & Time: [Insert date and time]
Tender Submission Address: [Insert physical/email address where tenders should be submitted]
2. Introduction & Background
Provide a brief description of SayPro, its mission, and the context in which this procurement is being made.
Example: SayPro is a youth-focused development organization operating across Africa to improve access to education, employment, and entrepreneurship. This tender seeks qualified vendors/service providers to [brief description of service/product].
3. Scope of Work
Detail the precise work to be carried out by the selected vendor or service provider.
3.1 Objectives
Clearly define the goals of the contract (e.g., implementation of a training program, delivery of equipment, consulting services).
3.2 Tasks and Activities
List all the tasks the vendor is expected to perform.
Example: Develop training modules, deliver workshops, conduct evaluations, provide reports.
3.3 Deliverables
List all expected deliverables with timelines and formats.
Example:
Inception Report – Within 7 days of contract signing
Final Training Manual – By Week 4
Monthly Progress Reports – As per SCMR-1 standards
4. Technical Specifications
Provide details of the technical or quality requirements for goods or services.
Materials to be used
Software or platforms preferred
Quality assurance processes
Compliance with SayPro standards
5. Contract Duration
Provide clear timelines including:
Start Date
Duration (e.g., 6 months)
Expected milestones or review checkpoints (e.g., Quarterly review in line with Contract Management Report Q1)
6. Budget and Payment Terms
Provide budget expectations and payment structure.
Total available budget (if applicable)
Milestone-based payments (e.g., 30% on contract signing, 40% mid-project, 30% on delivery)
Invoicing and financial reporting expectations (aligned with SayPro’s SCMR submission dates)
7. Vendor Requirements
Specify the mandatory and preferred criteria for applicants.
7.1 Eligibility Criteria
Legal registration in operating country
At least [X] years of relevant experience
References from similar projects
7.2 Evaluation Criteria
Technical Proposal (40%)
Financial Proposal (30%)
Past Performance/Experience (20%)
Local Content and Empowerment (10%)
8. Submission Requirements
Proposal Submission Format (separate Technical & Financial Proposals)
Mandatory documents:
Company registration documents
Tax clearance certificate
B-BBEE Certificate (if applicable)
SCMR-1 Compliance Acknowledgment Form
9. Tender Evaluation Process
Describe the evaluation process in detail, including:
Evaluation Panel composition
Steps of technical and financial assessment
Due diligence or site visits
10. Terms and Conditions
SayPro reserves the right to reject any or all proposals
Late submissions will not be considered
All disputes will be handled in accordance with SayPro’s Procurement Policy
11. Contact for Clarifications
Contact Person: [Insert Name] Email: [Insert Contact Email] Phone: [Insert Number] Clarification Deadline: [Insert Date, usually 5 working days before submission deadline]
A customizable template for various types of agreements, including service contracts, vendor agreements, and partnership contracts
1. Overview
The SayPro Contract Template (SCMR-1) is a dynamic, modular agreement framework designed to streamline the contract lifecycle across departments and vendors. Created for flexibility and compliance, this template allows SayPro users to swiftly generate and manage contracts that adhere to organizational and regulatory standards.
Step 1: Initiate from SayPro Contract Dashboard Step 2: Select SCMR-1 Template and input deal details Step 3: Customize sections based on the contract type Step 4: Review and Legal Approval via SayPro Workflow Step 5: E-Sign via integrated SayProSign Step 6: Store and Monitor via Contract Repository
To compile and present detailed contract performance updates to senior management, identify potential risks, and recommend amendments to contracts where performance gaps, changes in scope, or unforeseen challenges have emerged.
✅ Detailed Task Breakdown
1. 📥 Collect and Consolidate Contract Performance Data
Date: January 22–25, 2025
Owner: Contract Managers & Monitoring and Evaluation (M&E) Unit
Actions:
Gather updates from all active contracts using:
Contract Implementation Plans (CIPs)
Service provider progress reports
Internal project reports and feedback
Milestone tracking logs
Review key indicators:
Timeliness of deliverables
Budget adherence
Fulfillment of technical and service specifications
Vendor responsiveness and communication
2. 🧮 Analyze Progress Against Contractual Obligations
Date: January 25–27, 2025
Owner: M&E Unit with Legal and Finance inputs
Actions:
Compare current performance vs. the planned project timelines and deliverables.
Highlight discrepancies, delays, or underperformance.
Assess financial compliance:
Invoicing accuracy
Value for money (VfM)
Budget overspend or underspend trends
Identify contracts that require amendment or corrective action.
3. 📝 Draft the January 2025 Contract Status Report
Date: January 27–29, 2025
Owner: M&E Specialist & Procurement Manager
Components of the Report:
Executive Summary: Overview of contract implementation status.
Contract Performance Matrix: Summary table of contracts by status (On Track, At Risk, Delayed).
Key Findings:
Contracts performing as expected
Contracts requiring intervention
Contracts with risks or external dependencies
Issues Identified: Procurement delays, non-performance, scope creep, or vendor non-compliance.
Recommendations:
Amend contract terms (scope, timelines, pricing)
Issue warnings or notices of default
Reallocate or increase budget where required
Initiate formal change control procedures
4. 🗣️ Present Report to Senior Management
Date: January 30, 2025
Owner: Head of Procurement & M&E Lead
Actions:
Schedule and conduct presentation to:
Executive Management Team (EMT)
Finance and Legal Heads
Relevant Department Directors
Highlight:
Contracts that are performing well and those that are off track
Financial implications of delays or changes
Proposed amendments or escalation actions
Use visual aids (dashboards, Gantt charts, RAG status indicators) for clarity.
5. ✍️ Document Management Feedback and Action Points
Date: January 31, 2025
Owner: Compliance & Procurement Admin
Actions:
Record decisions made by management:
Approvals for contract amendments
Authorizations to issue corrective action notices
Recommendations for legal review or renegotiation
Update Contract Change Logs and the Contract Register accordingly.
Distribute summarized Management Action Report to relevant teams for implementation in February.
📂 Deliverables by End of Week 4:
January 2025 Contract Status Report
Contract Performance Matrix (Summary Table)
Management Presentation Slide Deck
Contract Amendment Recommendations Report
Updated Contract Register & Change Logs
Management Action Report (Follow-up Plan)
📌 Best Practices:
Ensure reporting language is clear, data-driven, and actionable.
Use color-coded indicators (Red–Amber–Green) to show performance status.
Secure approval for all recommended amendments before initiating change processes.
Maintain a full audit trail of decisions and communications for governance.
