Details of any ongoing contracts or agreements that require tender submissions or proposal updates
1. Contractual Obligations
Overview
For this quarter, SayPro has several ongoing contractual obligations which include tenders, service delivery contracts, partnership MOUs, and project-based agreements. To maintain compliance and to ensure business continuity, the following details and actions are necessary:
A. Ongoing Contracts Requiring Tender Submissions or Proposal Updates
| Contract Name | Client/Partner | Contract Duration | Next Submission Deadline | Requirements |
|---|---|---|---|---|
| Youth Skills Development Initiative | Department of Higher Education | Jan 2024 – Dec 2025 | May 20, 2025 | Q2 Progress Report + Renewal Bid |
| ICT Training Program (Phase II) | Local Municipality X | March 2023 – Feb 2026 | June 15, 2025 | Updated Scope of Work Proposal |
| Enterprise Development Project | SEDA | Sept 2023 – Sept 2026 | April 30, 2025 | Financial Performance Review |
| Digital Literacy Outreach | UNICEF Regional Partnership | Jan 2024 – Jan 2026 | May 10, 2025 | Updated KPIs and Mid-Term Review |
| Contractor Mentorship Pilot | DPWI | Oct 2024 – Oct 2025 | Ongoing monitoring, Monthly Reports due | SCMR-1 Templates & Monthly Submission |
Note: For each of the above, dedicated project leads are required to consolidate relevant documentation and performance metrics by April 28, 2025 for internal review.
2. SayPro Monthly January SCMR-1: Best Practices
Purpose of SCMR-1
The SCMR-1 (SayPro Contractual Monitoring Report – 1) is a standardized tool that ensures all contractual obligations are tracked, evaluated, and aligned with organizational performance standards and compliance metrics. Each monthly SCMR-1 report consolidates key data including deliverables, risks, stakeholder feedback, and financial tracking.
Best Practices from January SCMR-1:
- Centralized Documentation Repository:
- All contract documents (originals, amendments, submissions) must be uploaded to SayPro’s internal SharePoint site, categorized by department and contract ID.
- Monthly Milestone Tracking:
- Use a color-coded system (Green – On Track, Yellow – At Risk, Red – Off Track) in the SCMR-1 template to flag deliverables due within the quarter.
- Assign clear ownership with deadlines.
- Internal Compliance Reviews:
- Monthly mini-audits conducted by the Compliance & Legal team help preempt issues and ensure early detection of contractual breaches or lapses in delivery.
- Partner Communication Logs:
- A log of all interactions with external partners and funders is maintained to document commitments, feedback, and expectations.
- Logs must be submitted by the 5th of each month.
- Feedback Integration Loop:
- Lessons learned from stakeholder feedback (e.g., youth beneficiaries, trainers, funders) should be recorded and integrated into proposal updates.
3. Targets for This Quarter (April – June 2025)
Key Deliverables:
- Submit all tender updates and proposal revisions by respective deadlines.
- Complete April, May, and June SCMR-1 reports with updates from contract leads.
- Organize two internal knowledge-sharing sessions to share SCMR-1 insights and improve future reporting.
- Prepare mid-year performance summaries for high-impact contracts by June 20, 2025.
Capacity Development:
- Train five new staff members on SCMR-1 compliance and tender drafting.
- Conduct refresher training on compliance best practices by May 10, 2025.
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