Week 2: January 8 – January 14, 2025
🎯 Focus Area: Bid Evaluation and Negotiations
🧩 Task: Initiate and Manage Negotiations with Top Candidates
📘 Reference Document: SayPro Monthly January SCMR-1: SayPro Quarterly Contract Management
🔍 Objective:
To conduct structured negotiations with top-ranked vendors to refine key commercial, legal, and technical terms—ensuring full alignment with SayPro’s strategic goals, risk appetite, compliance standards, and budget frameworks.
✅ Detailed Tasks and Workflow
1. 🔎 Review of Shortlisted Vendors and Pre-Negotiation Prep
- Date: January 8–9, 2025
- Owner: Procurement Manager & Legal Counsel
- Actions:
- Confirm list of shortlisted vendors approved by Tender Committee.
- Prepare vendor negotiation profiles that include:
- Bid summary and evaluation scores.
- Key strengths and potential risk factors.
- Points requiring clarification or improvement.
- Define negotiation objectives per vendor (e.g., cost reductions, delivery guarantees, improved SLAs).
- Assign lead negotiators and supporting subject matter experts (technical, legal, financial).
2. 🗓️ Scheduling Negotiation Meetings
- Date: January 9–10, 2025
- Owner: Procurement Admin Officer
- Actions:
- Schedule virtual/in-person negotiation meetings with 2–3 top vendors per service category.
- Share agendas and high-level points to be discussed.
- Ensure internal SayPro negotiation team is briefed on roles and strategy per meeting.
- Prepare Negotiation Agenda Documents for each vendor.
3. 🤝 Conducting Negotiations with Top Candidates
- Date: January 10–13, 2025
- Owner: Procurement Lead & Legal Advisor
- Key Discussion Areas:
- Pricing Adjustments: Justify and negotiate down inflated costs.
- Timeline Revisions: Shorten delivery schedules where feasible.
- Contractual Terms: Refine clauses related to:
- Payment milestones
- Warranties and indemnities
- Termination and penalties
- Performance-based KPIs
- Value Adds: Request value-enhancing additions such as training, maintenance, or extended warranties.
- Documentation:
- Record detailed Negotiation Meeting Notes.
- Identify agreed terms and outstanding items requiring management decision.
4. 📜 Refinement of Contract Terms Based on Negotiations
- Date: January 13–14, 2025
- Owner: Legal Department
- Actions:
- Update draft contracts to reflect:
- Agreed pricing and delivery dates
- Modified legal terms (from negotiation outcomes)
- Final technical specifications and annexures
- Highlight any deviations from standard terms for executive review.
- Conduct a final compliance check on revised contracts.
- Update draft contracts to reflect:
5. 🧾 Internal Review and Pre-Award Recommendation
- Date: January 14, 2025
- Owner: Procurement Manager & Compliance Unit
- Actions:
- Consolidate negotiation outcomes in a Vendor Negotiation Summary Report.
- Submit revised contracts and summary report to the Tender Committee for final review.
- Prepare Award Justification Memo for Executive sign-off in Week 3.
📂 Deliverables by End of Week 2:
- Vendor Negotiation Profiles
- Negotiation Meeting Agendas and Notes
- Updated Contract Drafts per Vendor
- Vendor Negotiation Summary Report
- Award Justification Memo (drafted)
- Revised Tender Matrix (post-negotiation updates)
📌 Additional Guidelines:
- Ensure negotiations are conducted ethically, fairly, and in accordance with SayPro’s Procurement Ethics Framework.
- All changes to contract terms must be tracked using the Contract Modification Log.
- Any unresolved issues must be flagged for executive intervention in Week 3.
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