Week 3: January 15 – January 21, 2025
🎯 Focus: Contract Finalization and Signature
📘 Reference: SayPro Monthly January SCMR-1 – SayPro Quarterly Contract Management
🔍 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.
✅ 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.
- Submit finalized contract drafts for approval to:
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.
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).
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).
📂 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
📌 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.
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