SayPro Negotiation Checklist

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.

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🔍 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)

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💬 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
Staffing and Subcontracting	Approve key personnel, discuss subcontracting terms
Confidentiality and Data Protection	Ensure compliance with SayPro policies and legal standards
Intellectual Property (if applicable)	Clarify ownership of deliverables, licenses, usage rights
Local Content / B-BBEE (if applicable)	Discuss empowerment targets or local hiring requirements
Post-Award Contract Management	Agree on quarterly review sessions per SayPro guidelines

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📝 Documentation and Post-Negotiation Actions

Action Item	Responsible Party	Due Date	Completed (✓/✗)	Notes
Document agreed changes	Procurement Lead	[Insert Date]
Update draft contract	Legal or Contracts Officer	[Insert Date]
Share negotiation summary with stakeholders	SCM/Finance/Legal	[Insert Date]
Final internal approval for award	Contract Committee or Authorized Signatory	[Insert Date]
Incorporate in SCMR-1/Qtrly Management Docs	M&E or Contract Oversight Officer	[Insert Date]

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🧾 Sign-Off

Name	Role	Signature	Date
	Procurement Lead
	Finance Representative
	Legal/Compliance Officer
	Observer (if present)

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📎 Annexures

• Annex A: Final Bid Evaluation Summary (from Bid Evaluation Form)
• Annex B: Draft Contract with Marked Changes
• Annex C: SCMR-1 Compliance Tracker
• Annex D: Internal Approval Form (pre-negotiation)
• Annex E: Conflict of Interest Declaration (signed by all parties)