Documentation of the negotiation process, including terms agreed upon and any changes made during the discussion
1. Purpose of Negotiation Notes
Negotiation Notes serve as an official record of the negotiation process. They provide:
- A transparent trail of discussions with clients, vendors, or partners.
- Justification for any amendments made to the original proposal or contract.
- A reference for project delivery, dispute resolution, and audit trails.
- Evidence of due diligence and compliance with procurement regulations.
2. Document Scope and Requirements
Employees must compile and submit the following under the Negotiation Notes section:
2.1 Initial Position Statements
- Summary of SayPro’s original proposal or offer.
- Key terms initially presented (e.g., pricing, timelines, deliverables, exclusions).
- Stakeholders involved from SayPro and the counterpart party.
2.2 Record of Discussions
- Date, time, and platform (e.g., email, Zoom, in-person) of each negotiation meeting or exchange.
- Names and designations of participants from both SayPro and the counterpart party.
- Agenda of each meeting.
2.3 Terms Discussed and Outcomes
- Detailed account of all key terms negotiated, including:
- Price adjustments
- Scope modifications
- Changes in timelines or delivery dates
- Payment terms
- Penalties or performance clauses
- Warranties, guarantees, or service level agreements (SLAs)
- Rationale or justification for each change or concession made.
2.4 Final Terms Agreed Upon
- Summary of final agreement reached.
- Highlight any differences between the original offer and final terms.
- Clearly marked list of all amendments made during negotiation.
2.5 Supporting Documents
- Annotated contract drafts showing track changes.
- Email threads or correspondence used during the negotiation phase.
- Meeting minutes or negotiation logs (signed, where applicable).
- Approval sign-offs from SayPro’s management or legal team, where required.
3. Submission Details within SCMR-1 Reporting
Monthly SCMR-1 (e.g., January Report)
- Include Negotiation Notes for all contracts or tenders actively negotiated or finalized during the reporting period.
- Notes must be appended to each contract record in the SCMR-1 under the “Negotiation Summary” section.
Quarterly Compilation
- All monthly Negotiation Notes (e.g., from January, February, March) must be aggregated and submitted as part of the Quarterly SCMR Report.
- Each note must be referenced to the relevant contract number or tender ID for ease of traceability.
Deadline
- Monthly: By the 5th working day of the following month.
- Quarterly: By the 10th of the first month of the next quarter (e.g., Q1 due April 10th).
4. Employee Responsibilities
- Ensure all negotiation activities are documented in real-time or shortly after discussions.
- Obtain necessary internal approvals before finalizing any negotiated term.
- File all negotiation documents in the centralized document management system and label according to SayPro’s documentation standards.
- Ensure accuracy, clarity, and professionalism in all submitted notes.
Leave a Reply