Date of Negotiation:
- Date: [Enter the exact date when the negotiation took place]
Vendor Name and Details:
- Vendor Name: [Insert vendor’s full company name]
- Contact Information: [Provide details such as phone number, email, or other relevant contact]
- Vendor Point of Contact: [Name and title of the individual representing the vendor during the negotiation]
- Vendor Background: [Brief description of the vendor, including their services/products, industry experience, and past relationship with your company (if any)]
Agreed-upon Changes and Terms:
- Scope of Work/Deliverables: [Outline any changes to the scope of work that were discussed and agreed upon during the negotiation]
- Price or Payment Terms: [Document any adjustments to pricing, payment schedules, or discounts]
- Timeline and Deadlines: [Specify any agreed-upon changes to project timelines or delivery dates]
- Terms and Conditions: [Highlight any revised terms or conditions such as service level agreements (SLAs), warranties, penalties, or guarantees]
- Other Relevant Changes: [List any other important modifications to the initial agreement, such as ownership of intellectual property, confidentiality clauses, etc.]
Actions Needed Before Finalization:
- Vendor Actions:
- [Detail any tasks or follow-ups required from the vendor’s side before finalizing the contract. Examples could include providing additional documentation, updating terms, or confirming product specifications.]
- Internal Actions:
- [Describe any internal steps or preparations required within your organization. These might include getting approvals from specific departments, completing internal review procedures, or preparing for integration.]
- Final Contract Drafting:
- [Indicate whether a new contract draft needs to be created and who will be responsible for this.]
Internal Feedback on Vendor Performance:
- Communication and Responsiveness: [Provide an evaluation of the vendor’s communication during the negotiation process, such as how quickly and effectively they responded to queries, willingness to discuss adjustments, etc.]
- Flexibility and Collaboration: [Assess how well the vendor was able to adapt to changes, provide solutions, and collaborate to reach mutually beneficial agreements.]
- Understanding of Requirements: [Evaluate whether the vendor demonstrated a clear understanding of your company’s needs and how well they aligned their proposal accordingly.]
- Quality of Proposal: [Rate the overall quality of the vendor’s initial and revised proposals, including pricing accuracy, feasibility, and overall professionalism.]
- Challenges Faced: [Document any specific challenges or concerns that arose during negotiations, such as misunderstandings, delays, or unmet expectations.]
- Vendor’s Reputation/Trustworthiness: [Offer any internal observations regarding the vendor’s reliability based on the negotiation experience, prior dealings, or feedback from other departments or stakeholders.]
Final Contract Approval and Sign-off:
- Contract Status: [Indicate whether the contract has been finalized, is pending, or requires further negotiation]
- Sign-off Responsible Party: [Name of the individual(s) responsible for approving and signing off on the contract from your side]
- Approval Date: [Insert the expected or actual date when the contract is to be approved]
- Notes: [Any additional remarks or conditions needed for the final approval, such as contingent on additional legal review or other requirements.]
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