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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.
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.
✅ Detailed Task Breakdown
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.
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).
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.
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.
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
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.
✅ Detailed Task Breakdown
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).
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.
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.
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:
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.
✅ Detailed Tasks and Activities
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.
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.
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.
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.
✅ Detailed Tasks and Workflow
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.
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.
✅ Key Tasks and Responsibilities
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.
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.
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.
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).
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).
