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
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