A draft contract detailing the terms and conditions that will be agreed upon with the successful bidders
1. Contract Draft
Document Title: Contract Draft – SayPro Monthly January SCMR-1
Purpose:
The Contract Draft serves as the preliminary agreement framework between SayPro and the successful bidder(s). It outlines the terms and conditions, scope of work, performance standards, payment schedules, deliverables, and legal obligations.
Details Required in the Contract Draft:
- Contract Title: Should clearly state the nature of the engagement (e.g., “Provision of Training Services for Community Development – January 2025”).
- Parties Involved:
- SayPro (full legal name and address)
- Contractor (successful bidder’s details)
- Scope of Work:
Clearly defined responsibilities, expected deliverables, and timelines. - Duration of the Contract:
Start and end dates, including renewal or extension clauses if applicable. - Payment Terms:
- Total contract value
- Payment schedule (e.g., 40% on signing, 60% upon completion)
- Mode of payment and invoicing procedures
- Performance Standards:
Key performance indicators (KPIs), service levels, and quality benchmarks. - Reporting Requirements:
Frequency and format of progress reports, evaluation forms, and reviews. - Termination Clause:
Conditions under which the contract may be terminated by either party, notice periods, and consequences of termination. - Confidentiality and Data Protection:
Obligations regarding the handling of SayPro’s and client information. - Dispute Resolution:
Mechanisms for handling disagreements, including arbitration or court jurisdiction. - Signatures and Date:
Authorized signatories from both SayPro and the bidder’s side, including the date of signing.
2. Additional Documents Required from Employees
To ensure the integrity and readiness of the contracting process, the following supporting documents must also be submitted by relevant SayPro employees:
- Conflict of Interest Declaration Form
A signed document confirming that the employee has no personal or financial interest in any of the bidding companies. - Evaluation Committee Report (if applicable)
For employees who participated in bid evaluation, a detailed report outlining the assessment process, scoring, and justification for selection. - Confidentiality Agreement
Signed confidentiality agreement ensuring the employee will not disclose sensitive information related to the procurement process. - Attendance Register (Bid Opening and Evaluation Meetings)
Signed records confirming the employee’s participation in key procurement meetings. - Compliance Checklist
A completed checklist to confirm that all required steps in the procurement process were followed.
Submission Instructions:
- Deadline: All documents must be submitted within 5 working days of contract award notice.
- Format: Submit scanned copies in PDF format via the SayPro Internal Procurement Portal or email to contracts@saypro.org.
- Verification: Each document will be reviewed by the Procurement Compliance Officer before final approval and contract signing.
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