Author: Zanele Comfort

Week 4: January 22 – January 31, 2025

🎯 Focus: Contract Monitoring and Reporting

📘 Reference Document: SayPro Monthly January SCMR-1 – SayPro Quarterly Contract Management

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🔍 Objective:

To track the progress of all active contracts signed during January 2025, ensure service delivery aligns with agreed milestones and performance indicators, and prepare status reports for executive review.

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✅ Detailed Task Breakdown

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1. 📄 Initiate Contract Implementation Plans

• Date: January 22–23, 2025
• Owner: Project Leads & Procurement Manager
• Actions:
  • Coordinate with internal departments and vendors to initiate contract execution.
  • Develop and distribute Contract Implementation Plans (CIP) for each project, outlining:
    • Milestones and delivery timelines
    • Reporting requirements
    • Payment schedules
    • Risk mitigation plans
  • Schedule formal kick-off meetings for each project to align expectations and confirm deliverables.

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2. 📊 Input Contracts into Monitoring Framework

• Date: January 23–24, 2025
• Owner: Monitoring & Evaluation (M&E) Unit
• Actions:
  • Input all finalized contracts into the SayPro Contract Monitoring Dashboard, using data from the CMS.
  • Set milestone alerts and performance tracking indicators including:
    • Service start dates
    • Payment claim periods
    • Milestone due dates
    • SLA benchmarks
  • Categorize contracts by risk level and reporting frequency (high-risk contracts = weekly monitoring; low-risk = monthly).

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3. 📅 Track Progress Against Key Milestones

• Date: January 24–29, 2025
• Owner: Contract Managers & Project Teams
• Actions:
  • Conduct milestone check-ins (emails, site visits, status calls) with vendors.
  • Collect initial deliverables or progress evidence as per contract timelines.
  • Review vendor reports, project logs, and invoice claims (if applicable).
  • Flag deviations or delays for early intervention.
  • Update the Contract Performance Tracking Log.

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4. 📋 Evaluate Early Performance & Compliance

• Date: January 27–29, 2025
• Owner: Compliance Officer & Quality Assurance Team
• Actions:
  • Assess vendor performance against the following:
    • Contractual KPIs
    • Timeliness and quality of service
    • Adherence to SLA commitments
    • Legal and regulatory compliance (e.g., tax, safety, B-BBEE obligations)
  • Document any compliance issues or early risk indicators.
  • Initiate corrective actions or contract escalation procedures if needed.

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5. 📝 Prepare and Submit Contract Monitoring Reports

• Date: January 30–31, 2025
• Owner: M&E Unit & Procurement Officer
• Actions:
  • Prepare the January Contract Monitoring Report for internal review and filing.
  • Include:
    • Summary of active contracts and vendors
    • Status of implementation against planned milestones
    • Performance grading and compliance notes
    • Issues encountered and mitigation steps taken
    • Next steps and focus areas for February 2025
  • Present key findings to:
    • Executive Management
    • Finance (for payment authorizations)
    • Department Heads (for operational coordination)

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📂 Deliverables by End of Week 4:

• Contract Implementation Plans (CIP)
• Updated Contract Monitoring Dashboard
• Contract Performance Tracking Log (January entries)
• Compliance Review Memos (for each active contract)
• January 2025 Contract Monitoring Report (Executive Summary)
• Risk and Compliance Action List

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📌 Best Practices:

• Keep documentation audit-ready with proper version control and date stamps.
• Ensure vendor communications are formally logged (emails, minutes, memos).
• Use traffic light indicators (RAG status) for visual performance reporting.
• Set up automatic alerts/reminders in CMS for key milestone tracking.

Week 3: January 15 – January 21, 2025

🎯 Focus Area: Contract Finalization and Signature

📘 Guiding Document: SayPro Monthly January SCMR-1 – SayPro Quarterly Contract Management

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🔍 Objective:

To ensure that all finalized contracts from the procurement and negotiation process are properly executed, legally compliant, and formally binding, involving all relevant stakeholders and adhering to SayPro’s internal governance protocols.

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✅ Detailed Task Breakdown

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1. 📑 Verify Contract Readiness for Signature

• Date: January 15–16, 2025
• Owner: Legal Department & Procurement Officer
• Actions:
  • Confirm each contract includes:
    • All agreed terms and negotiated revisions
    • Correct annexures (scope, SLA, pricing schedule)
    • Updated vendor information
    • Required compliance clauses (B-BBEE, tax, data privacy)
  • Run contracts through the SayPro Legal Compliance Checklist to ensure:
    • Jurisdiction clauses are correct
    • Limitation of liability clauses are reviewed
    • All statutory and regulatory obligations are met
  • Validate that final documents are approved internally via Contract Approval Forms (signed by relevant SayPro stakeholders).

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2. 🖋️ Facilitate Signing by SayPro Authorized Signatories

• Date: January 17–18, 2025
• Owner: Legal Advisor & Executive Assistant
• Actions:
  • Confirm authorized signatories per SayPro’s Delegation of Authority Matrix.
  • Schedule document signing session(s) — digitally or in person.
  • Prepare a Contract Signature Brief for each contract, including:
    • Summary of contract contents
    • Negotiation outcomes
    • Any risks or pending clarifications
  • Obtain signatures from SayPro’s CFO, CEO, or delegated official.

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3. 🤝 Coordinate Vendor Signature and Execution

• Date: January 18–19, 2025
• Owner: Procurement Officer & Vendor Liaison
• Actions:
  • Send the SayPro-signed version to the respective vendors with a formal Execution Cover Letter and instructions.
  • Request return of fully signed copies by a set deadline (e.g., 48 hours).
  • Track vendor signatures and confirm:
    • Date of execution
    • Signatory’s authority (validated via company resolution or POA if needed)
  • Return a fully signed contract copy to vendor for their records.

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4. 📂 Final Filing, Archiving, and System Entry

• Date: January 20–21, 2025
• Owner: Records Management Officer & Procurement Admin
• Actions:
  • Log each fully executed contract into the SayPro Contract Management System (CMS) with:
    • Contract ID
    • Parties involved
    • Value, term, and renewal clauses
    • Key deliverables and milestone triggers
  • Save and archive:
    • PDF scans of signed contracts (secure server)
    • Hard copies (central legal filing cabinet)
  • Send contract packages to:
    • Project implementation teams
    • Finance (for payment processing)
    • Legal (for compliance monitoring)

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5. ✅ Post-Signature Compliance & Legal Confirmation

• Date: January 21, 2025
• Owner: Legal and Compliance Team
• Actions:
  • Issue Contract Execution Confirmation Memos to internal stakeholders.
  • Confirm that each executed contract is enforceable and compliant with:
    • Public procurement laws
    • SayPro internal procurement policies
    • Sector-specific regulations (e.g., POPIA, PFMA)
  • Schedule post-contract briefing sessions (kick-off meetings) for Week 4.

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📂 Deliverables by End of Week 3:

• Fully signed contracts (digital and physical copies)
• Completed Legal Compliance Checklists
• Contract Signature Briefs and Execution Cover Letters
• Updated Contract Register (with execution dates and alerts)
• CMS entries with all required metadata
• Contract Execution Confirmation Memos

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📌 Compliance Notes:

• Any contract exceeding threshold limits (as per SCMR-1) must be countersigned by the Board or designated delegate.
• NDAs and background vetting must be attached to contracts involving data access or IP handling.
• Ensure cross-border contracts adhere to applicable international trade and tax laws.

Week 3: January 15 – January 21, 2025

🎯 Focus: Contract Finalization and Signature

📘 Reference: SayPro Monthly January SCMR-1 – SayPro Quarterly Contract Management

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🔍 Objective:

To finalize, approve, and sign vendor contracts resulting from completed negotiations, ensuring legal soundness, operational readiness, and strategic alignment with SayPro’s priorities for Q1 2025.

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✅ Detailed Tasks and Activities

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1. 📋 Internal Review of Negotiated Contract Drafts

• Date: January 15–16, 2025
• Owner: Legal Department & Procurement Manager
• Actions:
  • Conduct a detailed legal and commercial review of all updated contract drafts.
  • Ensure incorporation of negotiated terms such as:
    • Revised pricing and deliverables
    • Updated service level agreements (SLAs)
    • Payment schedules and escalation clauses
    • Termination clauses, dispute mechanisms, and penalties
  • Use Contract Finalization Checklist to verify completeness.
  • Highlight any clauses requiring executive sign-off or board approval.

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2. 📝 Internal Approvals and Governance Sign-Off

• Date: January 16–17, 2025
• Owner: Executive Management, Legal Advisor, Finance Department
• Actions:
  • Submit finalized contract drafts for approval to:
    • Head of Legal
    • CFO (to verify budget alignment)
    • COO or relevant department head (for technical confirmation)
  • Ensure compliance with internal delegation of authority and SayPro’s contract signing matrix.
  • Obtain internal sign-off on Contract Approval Form.
  • Store approvals in the Contract Approval Register.

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3. ✉️ Vendor Review and Confirmation

• Date: January 17–18, 2025
• Owner: Procurement Officer & Legal Liaison
• Actions:
  • Share finalized contracts with each selected vendor.
  • Provide a formal Contract Acceptance Letter with clear return instructions.
  • Address any final questions or minor clarifications vendors may raise.
  • Ensure vendors confirm acceptance and readiness to sign.

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4. 🖊️ Contract Signing and Execution

• Date: January 18–20, 2025
• Owner: SayPro Authorised Signatory & Vendor Representative
• Actions:
  • Arrange in-person or digital signing sessions depending on location and availability.
  • Ensure all parties sign:
    • The main agreement
    • Relevant appendices and annexes (technical specs, pricing schedules, SLAs, etc.)
    • Non-Disclosure Agreements (NDAs), if not previously executed
  • Return scanned signed copies to SayPro and vendors.
  • Register contracts in the SayPro Contract Management System (CMS).

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5. 📂 Contract Archiving and Distribution

• Date: January 21, 2025
• Owner: Procurement Admin Officer & Records Manager
• Actions:
  • Archive fully signed contracts in both physical and digital formats.
  • Distribute final copies to:
    • Finance (for payment scheduling)
    • Project Leads (for implementation oversight)
    • Legal and Compliance (for ongoing monitoring)
  • Update the Contract Register with contract dates, values, durations, and key deliverables.
  • Set reminders for contract performance monitoring (kickoff dates, deliverable milestones).

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📂 Deliverables for Week 3:

• Finalized and signed contracts (all vendors)
• Completed Contract Finalization Checklist
• Executed Contract Approval Forms
• Contract Acceptance Letters (vendor-side)
• Updated Contract Register & CMS entries
• Kick-off brief packages for internal teams

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📌 Best Practices to Follow:

• Maintain version control for all contract drafts.
• Ensure all parties sign identical copies to prevent discrepancies.
• Confirm that all negotiated clauses match the terms summarized in the Negotiation Summary Report from Week 2.
• Double-check that no unsigned annexures or appendices are missing.
• Prepare contract summaries for executive reporting and monitoring dashboards.

Week 2: January 8 – January 14, 2025

🎯 Focus Area: Bid Evaluation and Negotiations

🧩 Task: Initiate and Manage Negotiations with Top Candidates

📘 Reference Document: SayPro Monthly January SCMR-1: SayPro Quarterly Contract Management

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🔍 Objective:

To conduct structured negotiations with top-ranked vendors to refine key commercial, legal, and technical terms—ensuring full alignment with SayPro’s strategic goals, risk appetite, compliance standards, and budget frameworks.

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✅ Detailed Tasks and Workflow

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1. 🔎 Review of Shortlisted Vendors and Pre-Negotiation Prep

• Date: January 8–9, 2025
• Owner: Procurement Manager & Legal Counsel
• Actions:
  • Confirm list of shortlisted vendors approved by Tender Committee.
  • Prepare vendor negotiation profiles that include:
    • Bid summary and evaluation scores.
    • Key strengths and potential risk factors.
    • Points requiring clarification or improvement.
  • Define negotiation objectives per vendor (e.g., cost reductions, delivery guarantees, improved SLAs).
  • Assign lead negotiators and supporting subject matter experts (technical, legal, financial).

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2. 🗓️ Scheduling Negotiation Meetings

• Date: January 9–10, 2025
• Owner: Procurement Admin Officer
• Actions:
  • Schedule virtual/in-person negotiation meetings with 2–3 top vendors per service category.
  • Share agendas and high-level points to be discussed.
  • Ensure internal SayPro negotiation team is briefed on roles and strategy per meeting.
  • Prepare Negotiation Agenda Documents for each vendor.

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3. 🤝 Conducting Negotiations with Top Candidates

• Date: January 10–13, 2025
• Owner: Procurement Lead & Legal Advisor
• Key Discussion Areas:
  • Pricing Adjustments: Justify and negotiate down inflated costs.
  • Timeline Revisions: Shorten delivery schedules where feasible.
  • Contractual Terms: Refine clauses related to:
    • Payment milestones
    • Warranties and indemnities
    • Termination and penalties
    • Performance-based KPIs
  • Value Adds: Request value-enhancing additions such as training, maintenance, or extended warranties.
• Documentation:
  • Record detailed Negotiation Meeting Notes.
  • Identify agreed terms and outstanding items requiring management decision.

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4. 📜 Refinement of Contract Terms Based on Negotiations

• Date: January 13–14, 2025
• Owner: Legal Department
• Actions:
  • Update draft contracts to reflect:
    • Agreed pricing and delivery dates
    • Modified legal terms (from negotiation outcomes)
    • Final technical specifications and annexures
  • Highlight any deviations from standard terms for executive review.
  • Conduct a final compliance check on revised contracts.

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5. 🧾 Internal Review and Pre-Award Recommendation

• Date: January 14, 2025
• Owner: Procurement Manager & Compliance Unit
• Actions:
  • Consolidate negotiation outcomes in a Vendor Negotiation Summary Report.
  • Submit revised contracts and summary report to the Tender Committee for final review.
  • Prepare Award Justification Memo for Executive sign-off in Week 3.

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📂 Deliverables by End of Week 2:

• Vendor Negotiation Profiles
• Negotiation Meeting Agendas and Notes
• Updated Contract Drafts per Vendor
• Vendor Negotiation Summary Report
• Award Justification Memo (drafted)
• Revised Tender Matrix (post-negotiation updates)

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📌 Additional Guidelines:

• Ensure negotiations are conducted ethically, fairly, and in accordance with SayPro’s Procurement Ethics Framework.
• All changes to contract terms must be tracked using the Contract Modification Log.
• Any unresolved issues must be flagged for executive intervention in Week 3.

Week 2: January 8 to January 14, 2025

🎯 Theme: Bid Evaluation and Negotiations

🔍 Goal:

To conduct a comprehensive, transparent, and criteria-based evaluation of all submitted bids, and initiate negotiations with shortlisted vendors for optimal contract terms, in accordance with guidelines in SCMR-1: SayPro Quarterly Contract Management Report.

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✅ Key Tasks and Responsibilities

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1. 📥 Bid Reception Closure and Logging

• Date: January 8, 2025
• Owner: Procurement Admin Officer
• Actions:
  • Officially close the bid submission process as per the deadline in the ITT.
  • Log all received bids into the Bid Submission Register.
  • Confirm that each submission is complete (signed forms, certifications, pricing, technical specs).
  • Assign bid numbers for internal tracking.

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2. 📄 Preliminary Compliance Check

• Date: January 8–9, 2025
• Owner: Compliance Officer & Legal Department
• Actions:
  • Check each bid for mandatory compliance items:
    • Company registration.
    • Valid tax clearance certificate.
    • B-BBEE certificate (if required).
    • Signed Declaration of Interest.
    • Financial disclosures (if applicable).
  • Flag non-compliant bids for disqualification or follow-up.
  • Document all decisions with reason codes in the Compliance Screening Report.

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3. 🧮 Technical and Financial Evaluation

• Date: January 9–11, 2025
• Owner: Bid Evaluation Committee (BEC)
• Actions:
  • Use the SayPro Tender Evaluation Matrix outlined in SCMR-1.
  • Score each bid across:
    • Technical competency.
    • Experience/references.
    • Compliance with project specs.
    • Proposed timelines.
    • Financial pricing and cost-benefit analysis.
  • Prepare a consolidated Bid Evaluation Scorecard.

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4. ⭐ Shortlisting of Preferred Vendors

• Date: January 12, 2025
• Owner: Procurement Manager & BEC
• Actions:
  • Identify top-scoring vendors per project or service category.
  • Compare shortlisted vendors for strategic alignment, risk, and pricing.
  • Prepare a Shortlist Recommendation Report.
  • Present shortlist to the Tender Committee for approval.
  • Approve next steps (negotiations, clarifications, or award pending).

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5. 🤝 Initial Negotiation Meetings

• Date: January 13–14, 2025
• Owner: Procurement Team & Legal Department
• Actions:
  • Schedule negotiation meetings with 2–3 top vendors per lot (as needed).
  • Discuss:
    • Pricing breakdowns.
    • Service levels and delivery timelines.
    • Contractual terms (including liability, escalation, payment schedules).
    • Clarify ambiguities in proposals.
  • Document key agreements in Negotiation Summary Notes.
  • Adjust contract drafts based on outcomes for final review.

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📂 Deliverables by End of Week 2:

• Bid Submission Register (Final)
• Compliance Screening Report
• Bid Evaluation Scorecard
• Shortlist Recommendation Report (Approved by Tender Committee)
• Negotiation Summary Notes
• Updated Draft Contracts (reflecting negotiated terms)

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📌 Important Notes:

• Maintain confidentiality and integrity throughout the evaluation process.
• All documentation must be audit-ready and filed in the Contract Management System.
• Include a gender and equity analysis as per SayPro’s Procurement Policy.
• Prepare a summary update for Executive Management by January 15, 2025.

Week 1 (01-01-2025 to 01-07-2025)

📌 Focus Area: Contract Review and Tender Preparation

🎯 Task: Prepare and Send Out Invitations to Tender (ITT)

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🔍 Objective:

To prepare and distribute clear, accurate, and comprehensive Invitations to Tender (ITT) for various SayPro projects, aligned with project goals, budget, and timelines as outlined in the January SCMR-1 report.

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✅ Key Tasks and Actions

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1. Identify Projects Requiring Tender

• Deadline: January 1–2, 2025
• Task Owner: Project Management Office (PMO) & Procurement Officer
• Actions:
  • Extract list of upcoming and priority projects from SCMR-1.
  • Confirm which require third-party procurement or outsourced services.
  • Categorize projects by type (e.g., construction, training services, logistics, ICT support).
  • Confirm available budget and deadlines per project with the Finance Team.

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2. Draft Invitation to Tender (ITT) Documents

• Deadline: January 3–5, 2025
• Task Owner: Procurement Officer with inputs from Legal and Project Leads
• Components to include in each ITT:
  • Project Overview: Scope, objectives, expected outcomes.
  • Technical Specifications: Clear deliverables, standards, or product/service descriptions.
  • Submission Requirements: Format, due date, contact point, required documentation.
  • Evaluation Criteria: Pricing, experience, technical approach, B-BBEE, etc.
  • Timeline: Proposal submission deadline, evaluation period, expected award date.
  • Contractual Terms: Key conditions drawn from SCMR-1 templates including penalties, payment schedules, duration, etc.

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3. Legal and Compliance Review

• Deadline: January 5, 2025
• Task Owner: Legal Department
• Actions:
  • Review all ITT drafts to ensure legal compliance with procurement law and internal policy.
  • Ensure appropriate non-disclosure clauses and dispute resolution terms are included.
  • Finalize ITT pack for distribution.

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4. ITT Distribution to Approved Vendors

• Deadline: January 6, 2025
• Task Owner: Procurement Administrator
• Actions:
  • Distribute finalized ITTs via:
    • Email (to vendors on SayPro’s approved vendor database).
    • SayPro Procurement Portal (if applicable).
    • Public tender platforms (for open tenders).
  • Ensure acknowledgement of receipt is collected.
  • Provide a central point of contact for clarifications or queries.

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5. Internal Notification and Record Keeping

• Deadline: January 7, 2025
• Task Owner: Procurement and Records Management Officer
• Actions:
  • Record all ITT distributions in the Tender Issuance Register.
  • Notify internal stakeholders (Finance, Legal, SCM, PMO) of all open tenders.
  • Set reminders for the receipt of proposals and begin preparation for Week 2 evaluations.

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📂 Deliverables for Week 1:

• Finalized and approved ITT documents per project.
• Tender Issuance Register (with sent dates, recipients, acknowledgment).
• Legal Compliance Checklist (signed off).
• Vendor Communication Log (including Q&A responses).

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📌 Notes:

• All tender documents must align with SayPro’s Procurement Policy 2023/24 and any amendments in SCMR-1.
• Ensure transparency and fairness in the distribution of ITTs.
• A feedback session should be held with the Procurement Team by January 8, 2025, to evaluate the ITT process for continuous improvement.

Week 1 (01-01-2025 to 01-07-2025) – Contract Review and Tender Preparation

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🔍 Objective:

To review and assess all incoming tenders and quotations to ensure alignment with SayPro’s operational, legal, and financial requirements as outlined in SayPro Monthly January SCMR-1: SayPro Quarterly Contract Management Report.

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✅ Key Tasks To Be Completed:

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1. Review of Incoming Tenders & Quotations

• Deadline: Ongoing throughout the week.
• Task Owner: SCM (Supply Chain Management) Team
• Description:
  • Collect all incoming tenders and quotations from vendors received during December 2024 and early January 2025.
  • Classify by service type (logistics, consulting, IT, etc.).
  • Check if each submission includes:
    • Completed tender forms.
    • Valid company registration documents.
    • Compliance with SayPro procurement policies.
    • Valid tax clearance certificates.
    • Valid B-BBEE certificates (where applicable).
  • Ensure documentation aligns with the contract criteria set in SCMR-1.

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2. Initial Compliance Screening

• Deadline: By January 4, 2025
• Task Owner: Compliance Officer & Legal Advisor
• Description:
  • Conduct a compliance screening of vendors against SayPro’s code of conduct and procurement compliance checklist.
  • Identify non-compliant submissions for disqualification or clarification follow-up.
  • Log and file all documentation in the central SCMR tracking system.

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3. Technical & Financial Evaluation of Bids

• Deadline: By January 6, 2025
• Task Owner: Procurement Analyst, Finance Department
• Description:
  • Compare vendor technical proposals with the technical specifications outlined in SCMR-1.
  • Conduct a pricing and value-for-money analysis.
  • Assign evaluation scores using SayPro’s approved Tender Evaluation Matrix.
  • Identify high-potential vendors for each category of service.

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4. Shortlisting & Recommendations for Tender Committee

• Deadline: January 7, 2025
• Task Owner: Procurement Manager
• Description:
  • Prepare a summary report including:
    • Shortlisted vendors per category.
    • Evaluation scores and rationale.
    • Risk assessment results.
  • Submit recommendations to the Tender Committee for review and adjudication next week.
  • Schedule Tender Committee meeting for Week 2 (January 8–12, 2025).

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5. Preparation of Draft Contracts

• Deadline: January 7, 2025 (initial drafts)
• Task Owner: Legal Team
• Description:
  • Begin drafting preliminary contract templates for shortlisted vendors.
  • Ensure all draft contracts reflect standard terms and special conditions derived from SCMR-1.
  • Highlight any clauses requiring negotiation or internal escalation.

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📂 Deliverables for Week 1:

• Tender Evaluation Scorecard (All vendors)
• Shortlisted Vendor Summary Report
• Compliance Screening Logs
• Draft Contracts for Review
• Scheduled Tender Committee Meeting (Week 2)

Regular reports on the status of ongoing contracts and their compliance with agreed-upon terms

1. Audit Reports

Purpose:
Audit reports provide regular insights into the status of ongoing contracts, evaluating performance, compliance with contractual obligations, and identifying risks or deviations. These reports are essential for maintaining high standards of governance and financial integrity.

Required Submission:

• Title: Monthly Contract Audit Report
• Form Reference: SCMR-1 (SayPro Contract Management Report – 1)
• Frequency: Monthly (Due by the 5th business day of the following month)
• Responsible Person(s): Contract Manager / Procurement Officer / Compliance Analyst

Contents Must Include:

• Contract reference number and vendor details
• Scope of contract and key deliverables
• Milestone progress and status updates
• Compliance status (with contract clauses, timelines, deliverables)
• Financial tracking (payments made, remaining balances, variances)
• Issues identified and actions taken or proposed
• Recommendations for risk mitigation or performance improvement
• Sign-off by internal audit or contract oversight officer (if applicable)

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2. Quarterly Contract Management Reports

Purpose:
The quarterly reports provide a comprehensive view of contract performance, trends across projects, strategic procurement decisions, and supplier evaluations. This forms the basis for executive reviews and organizational decision-making.

Required Submission:

• Title: SayPro Quarterly Contract Management Report
• Form Reference: SCMR-1 (Quarterly Consolidated Report)
• Frequency: Quarterly (Due by the 10th business day after each quarter ends – March, June, September, December)
• Responsible Person(s): Head of Procurement / Senior Contract Manager / Operations Manager

Contents Must Include:

• Summary of all active contracts within the quarter
• Detailed analysis of high-value or high-risk contracts
• Supplier performance metrics and evaluations
• Contract renewals, terminations, or amendments during the quarter
• Risk and issue log
• Contractual disputes and resolutions, if any
• Compliance summary across departments
• Strategic insights and opportunities for contract consolidation or cost saving
• Approval from department head or contract oversight committee

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General Notes:

• All reports must be submitted in digital format (PDF or Word) through the SayPro Contract Management System (CMS).
• Ensure that all data included in the reports are accurate, verifiable, and aligned with internal financial and legal documentation.
• Late or incomplete submissions may result in administrative actions or audit flags.

Signed forms that indicate internal approval of contracts before finalization

1. Purpose of Contract Approval Forms

Contract Approval Forms serve the following key purposes:

• Document internal consent before finalizing contractual agreements.
• Provide an audit trail for decisions related to contract commitments.
• Validate that all financial, legal, operational, and strategic considerations have been reviewed.
• Ensure that contract terms align with SayPro’s policies, risk appetite, and resource capacities.

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2. Key Requirements and Contents of Contract Approval Forms

Every employee responsible for contract preparation or management must ensure that the following information is captured in the Contract Approval Form:

2.1 Contract Summary

• Contract title
• Contract number or reference code
• Client/partner/vendor name
• Contract type (e.g., service agreement, consultancy, supply contract)
• Contract duration (start and end dates)
• Total contract value (with currency)
• Summary of deliverables and obligations

2.2 Internal Review and Evaluation

• Financial review (e.g., affordability, budget allocation)
• Legal review (e.g., compliance, dispute resolution terms)
• Risk assessment (e.g., penalties, liabilities, dependencies)
• Technical/operational feasibility
• Strategic alignment with SayPro goals or objectives

2.3 Sign-Off Section

The following personnel or departments must provide signatures (digital or handwritten, depending on protocol):

Role	Signature Required	Comments
Project/Contract Manager	✅	Confirmation of accuracy and feasibility
Department Head	✅	Approval from business unit or function owner
Finance Officer	✅	Budget and cost verification
Legal Advisor	✅	Compliance and risk review
Executive Approver (e.g., CEO or COO)	✅	Final go-ahead to proceed with contract

Optional fields may include board or committee approval where applicable.

2.4 Supporting Documents

• Draft contract or agreement
• Tender or proposal documents (if applicable)
• Financial cost breakdown or budget
• Risk register or assessment memo
• Any correspondence relevant to the approval process

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3. Submission as Part of SCMR-1

3.1 Monthly Reporting (e.g., January SCMR-1)

For every contract listed in the monthly SCMR-1 report:

• Attach the fully signed Contract Approval Form.
• Ensure that the approval date precedes the contract finalization or signing date.
• Include scanned or digital copies in the document management system (DMS), cross-referenced with the contract reference number.

3.2 Quarterly Compilation

As part of the Quarterly Contract Management Report, Contract Approval Forms from all three months (e.g., January, February, March for Q1) must be compiled, categorized, and submitted for internal audit and governance reviews.

3.3 Deadlines

• Monthly Submission: By the 5th working day of the following month.
• Quarterly Compilation: Submitted no later than the 10th day of the first month of the next quarter.

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4. Employee Responsibilities

• Ensure the Contract Approval Form is initiated as soon as a draft contract is prepared.
• Coordinate with relevant departments for timely sign-offs.
• Verify that all mandatory sections are filled accurately and completely.
• Upload the finalized form and supporting documents to the DMS under the appropriate folder for SCMR-1 reporting.
• Retain copies of the approval forms for internal use and compliance checks.

Documentation of the negotiation process, including terms agreed upon and any changes made during the discussion

1. Purpose of Negotiation Notes

Negotiation Notes serve as an official record of the negotiation process. They provide:

• A transparent trail of discussions with clients, vendors, or partners.
• Justification for any amendments made to the original proposal or contract.
• A reference for project delivery, dispute resolution, and audit trails.
• Evidence of due diligence and compliance with procurement regulations.

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2. Document Scope and Requirements

Employees must compile and submit the following under the Negotiation Notes section:

2.1 Initial Position Statements

• Summary of SayPro’s original proposal or offer.
• Key terms initially presented (e.g., pricing, timelines, deliverables, exclusions).
• Stakeholders involved from SayPro and the counterpart party.

2.2 Record of Discussions

• Date, time, and platform (e.g., email, Zoom, in-person) of each negotiation meeting or exchange.
• Names and designations of participants from both SayPro and the counterpart party.
• Agenda of each meeting.

2.3 Terms Discussed and Outcomes

• Detailed account of all key terms negotiated, including:
  • Price adjustments
  • Scope modifications
  • Changes in timelines or delivery dates
  • Payment terms
  • Penalties or performance clauses
  • Warranties, guarantees, or service level agreements (SLAs)
• Rationale or justification for each change or concession made.

2.4 Final Terms Agreed Upon

• Summary of final agreement reached.
• Highlight any differences between the original offer and final terms.
• Clearly marked list of all amendments made during negotiation.

2.5 Supporting Documents

• Annotated contract drafts showing track changes.
• Email threads or correspondence used during the negotiation phase.
• Meeting minutes or negotiation logs (signed, where applicable).
• Approval sign-offs from SayPro’s management or legal team, where required.

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3. Submission Details within SCMR-1 Reporting

Monthly SCMR-1 (e.g., January Report)

• Include Negotiation Notes for all contracts or tenders actively negotiated or finalized during the reporting period.
• Notes must be appended to each contract record in the SCMR-1 under the “Negotiation Summary” section.

Quarterly Compilation

• All monthly Negotiation Notes (e.g., from January, February, March) must be aggregated and submitted as part of the Quarterly SCMR Report.
• Each note must be referenced to the relevant contract number or tender ID for ease of traceability.

Deadline

• Monthly: By the 5th working day of the following month.
• Quarterly: By the 10th of the first month of the next quarter (e.g., Q1 due April 10th).

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4. Employee Responsibilities

• Ensure all negotiation activities are documented in real-time or shortly after discussions.
• Obtain necessary internal approvals before finalizing any negotiated term.
• File all negotiation documents in the centralized document management system and label according to SayPro’s documentation standards.
• Ensure accuracy, clarity, and professionalism in all submitted notes.