SayPro Contract Negotiation Tracker A spreadsheet or tracking system that logs the progress of contract negotiations

SayPro Contract Negotiation Tracker Template

The SayPro Contract Negotiation Tracker is a tool designed to track the progress of contract negotiations between SayPro and vendors. It helps to log critical details such as key dates, pricing, terms, and vendor information in a clear and organized format. This tracker ensures that negotiations are well-documented, deadlines are met, and all terms are agreed upon before contracts are finalized.

Below is an outline for how the Contract Negotiation Tracker can be structured, which can be created in a spreadsheet format (e.g., Microsoft Excel, Google Sheets).

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SayPro Contract Negotiation Tracker – Template

Column Name	Description
Vendor Name	The name of the vendor involved in the negotiation.
Vendor Contact Person	The primary contact person at the vendor (e.g., account manager or sales rep).
Email	Contact email for the vendor representative.
Phone Number	Contact phone number for the vendor representative.
RFP/Contract Reference #	Reference number associated with the RFP or contract, if applicable.
Proposal Submission Date	Date when the vendor submitted their initial proposal.
Negotiation Start Date	Date when the negotiation process started.
Negotiation End Date	Date when the negotiation process was concluded (if applicable).
Key Negotiation Points	Summary of the key points discussed or revised during the negotiation process.
Agreed Terms & Conditions	Key terms and conditions that were agreed upon during the negotiation (e.g., payment terms, deliverables, service levels).
Pricing & Payment Terms	Agreed pricing, including total contract value, payment milestones, and any discounts or payment schedule.
Contract Duration	Duration of the contract, including start and end dates.
Amendments or Changes	Any changes or amendments to the original contract or proposal.
Status	Current status of the contract negotiation (e.g., In Progress, Finalized, Pending Review).
Final Agreement Date	The date when the final contract was signed by both parties.
Signed Contract Version	Version number or reference for the final signed contract.
Post-Negotiation Follow-Up	Follow-up items post-negotiation (e.g., payment setup, contract execution, deliverable timelines).
Notes/Comments	Any additional notes or comments related to the negotiation or contract process.

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How to Use the Tracker

1. Vendor Information: Fill in the vendor’s name, primary contact person, and their contact details (email and phone number). This allows you to quickly reach the vendor when needed.
2. Proposal Submission: Record the date the initial proposal is submitted by the vendor. This helps keep track of timelines and milestones.
3. Negotiation Dates: Capture the dates when the negotiation process starts and ends. This ensures that both parties are working within an agreed timeline.
4. Key Negotiation Points: Document the important terms discussed or changed during negotiations. For example, if the vendor initially proposed a different payment schedule or delivery date, log that here.
5. Agreed Terms & Conditions: Once terms are finalized, summarize the most important points here. These may include deliverables, milestones, payment terms, penalties for non-performance, etc.
6. Pricing & Payment Terms: Track the agreed pricing and payment terms. This section helps to ensure that pricing is competitive and that the payment terms align with your organization’s budget and cash flow needs.
7. Contract Duration: Record the length of the contract, ensuring that start and end dates are clearly noted. This allows for proper contract management.
8. Amendments or Changes: If there are any amendments to the original contract or proposal (e.g., revised delivery dates or terms), be sure to document them here.
9. Status: Keep track of the current negotiation status. For example, if the contract is “in progress,” “finalized,” or “pending review,” this section will help you quickly identify where each contract stands.
10. Final Agreement Date: Once the contract has been signed, document the date it was finalized. This helps to track when the contract officially begins and can be cross-checked against other timelines.
11. Signed Contract Version: Ensure that the version of the contract that is ultimately signed is logged in this section. If the contract undergoes multiple revisions, keep track of the version number for consistency.
12. Post-Negotiation Follow-Up: After the contract is finalized, this section is for any post-negotiation tasks, such as setting up payments, onboarding the vendor, or ensuring the first deliverables are met on time.
13. Notes/Comments: Any additional details that don’t fit into the other categories but are relevant to the contract negotiation process can be added here.

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Example of a Completed Contract Negotiation Tracker

Vendor Name	Vendor Contact Person	Email	Phone Number	RFP/Contract Reference #	Proposal Submission Date	Negotiation Start Date	Negotiation End Date	Key Negotiation Points	Agreed Terms & Conditions	Pricing & Payment Terms	Contract Duration	Amendments or Changes	Status	Final Agreement Date	Signed Contract Version	Post-Negotiation Follow-Up	Notes/Comments
ABC Audio	John Smith	john@abc.com	123-456-7890	RFP1234	01/15/2025	01/20/2025	02/10/2025	Delivery date changed, payment terms revised	– 15 high-quality speakers, setup by May 10, 2025	– $50,000 total contract value	6 months	– Initial payment deferred	Finalized	02/12/2025	v1.0	Payment setup on March 1, 2025	Positive past performance noted
XYZ Lighting	Sarah Green	sarah@xyzlighting.com	987-654-3210	RFP5678	01/18/2025	01/25/2025	02/05/2025	Special effects added, reduced lighting costs	– Lighting design and support for 3 stages	– $35,000 total contract value	4 months	– Reduced equipment rental cost	Pending Review	TBD	TBD	Follow-up for installation timeline	Needs to finalize stage layout
DEF Tech Support	Mark Lee	mark@deftech.com	555-888-1212	RFP9101	01/10/2025	01/15/2025	02/03/2025	Terms on maintenance support extended	– 24/7 technical support during festival	– $20,000 for technical support services	3 months	– Extended post-event support	In Progress	TBD	TBD	Schedule meeting for tech support	Clarify post-event support needs

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Instructions for Use

• Vendor Information: Fill in vendor names and their contact information.
• Proposal and Negotiation Dates: Track when proposals were submitted and when negotiations began and ended.
• Key Negotiation Points: Record the details of the negotiation process to avoid misunderstandings and ensure all aspects are captured.
• Agreed Terms & Pricing: Ensure pricing, deliverables, and other terms are agreed to and documented.
• Status: Regularly update the status of the contract and negotiations.
• Follow-Up Actions: After finalizing the contract, track necessary follow-up tasks.

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Benefits of Using the Tracker

1. Centralized Record: All contract negotiation details are stored in one location for easy reference.
2. Transparency: Stakeholders can quickly access updates on the status of negotiations.
3. Efficiency: Helps ensure timelines are met and important dates aren’t missed.
4. Organized Process: Provides a structured way to track key negotiation points, amendments, and final terms.
5. Contract Compliance: Ensures all agreed terms and conditions are tracked and later referenced during contract execution.

By using this Contract Negotiation Tracker, SayPro can streamline the process of contract management, ensuring that all vendor contracts are negotiated efficiently and transparently.