Week 3: January 15 – January 21, 2025
🎯 Focus Area: Contract Finalization and Signature
📘 Guiding Document: SayPro Monthly January SCMR-1 – SayPro Quarterly Contract Management
🔍 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.
✅ 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).
- Confirm each contract includes:
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:
- 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)
- Log each fully executed contract into the SayPro Contract Management System (CMS) with:
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.
📂 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
📌 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.
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