Tasks to Be Done – Week 3 (01–15–2025 to 01–21–2025)
Focus Area: SayPro Monthly January SCMR-1 – Monthly Awarding Contracts
Primary Objective: Draft and prepare contracts for awarded vendors and service providers, ensuring legal accuracy, clarity, and alignment with SayPro procurement policies.
✅ 1. Review Awarding Documentation (01/15 – 01/16)
Objective: Ensure clarity on which suppliers have been approved and awarded for January.
- Retrieve final awarding list from SCMR-1 Monthly Evaluation Report
- Cross-check awarded suppliers against initial RFQ/RFPs
- Confirm scope of work, quantities, pricing, delivery terms, and duration
- Schedule meeting/check-in with SCMR-1 Evaluation Committee (if needed)
📌 Deliverable: Verified list of vendors and respective contract terms.
✅ 2. Draft Contracts for Each Awarded Supplier (01/16 – 01/18)
Objective: Develop contract drafts using SayPro standard templates customized to the specific awards.
- Use SayPro Contract Template (Supply/Service-specific)
- Populate each contract with:
- Vendor details
- Awarded scope of work
- Delivery timelines and milestones
- Pricing and payment terms
- Service level agreements (SLAs), if applicable
- Termination clauses, penalties, and compliance standards
- Ensure inclusion of SayPro ethical compliance and B-BBEE clauses
📌 Deliverable: Draft contracts for all awarded vendors (individually saved with vendor names and contract numbers).
✅ 3. Internal Review and Legal Vetting (01/18 – 01/19)
Objective: Ensure all contracts are compliant and ready for signature.
- Submit all drafts to SayPro Legal Team for review
- Incorporate feedback and finalize content
- Confirm alignment with SayPro’s SCM policy and regulatory frameworks
- Conduct internal compliance review (Procurement + Risk Departments)
📌 Deliverable: Legally vetted, final contract versions.
✅ 4. Contract Preparation and Signature Setup (01/19 – 01/21)
Objective: Prepare final versions for signature and distribute accordingly.
- Convert final contracts to PDF (with watermark or version control if required)
- Prepare and send signature requests via SayPro’s e-signature platform or manual channels
- Create a signature tracking sheet (include status, dates, and responsible person)
- Ensure vendor acknowledgment and return timelines are clear
📌 Deliverable: Final contracts sent for signature; tracking system in place for follow-up.
✅ 5. Filing and Recordkeeping (Continuous as Contracts Return)
Objective: Properly archive signed contracts and update contract management system.
- Save signed contracts to SayPro Contracts Repository (date & vendor labeled)
- Update SCMR-1 Awarding Register with signature status
- Notify Finance and Logistics of contract finalization for operational readiness
📌 Deliverable: All contracts signed, stored, and flagged as “executed.”
📝 Optional Add-Ons / Follow-Ups:
- Schedule post-award vendor briefing (if applicable)
- Prepare summary for management on signed contracts for January
- Identify contracts requiring renewal alerts for future weeks
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