SayPro Supplier Negotiation Template

Objective:
This template is designed to record key negotiation points during supplier discussions. It helps ensure that all aspects of the negotiation, including pricing, terms, and conditions, are clearly documented for future reference and contract finalization.

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1. Supplier Information

• Supplier Name: [Supplier’s Name]
• Contact Person: [Name and Position of Supplier Representative]
• Date of Negotiation: [Date]
• Location/Method of Negotiation: [Location or virtual meeting platform]
• Negotiation Team (SayPro): [Names and positions of the SayPro team members involved]

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2. Product/Service Details

• Product/Service Description: [Detailed description of the product or service being negotiated]
• Specifications/Requirements: [Any technical or quality specifications]
• Volume/Quantity: [Required quantity or volume per period, e.g., per month, year]
• Delivery Date(s): [Requested delivery timeline]
• Packaging Requirements: [Any specific packaging requests, if applicable]

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3. Pricing Negotiation

• Original Price Offered by Supplier: [Initial price presented by the supplier]
• SayPro’s Target Price: [SayPro’s target or budget price]
• Discount Structure:
  • [Details of any bulk discounts, early payment discounts, or other pricing offers]
  • Discounts Applied: [Final agreed-upon discount rate/amount]
• Total Cost After Discount: [Total cost after applying any discounts]
• Payment Terms:
  • [Net terms, early payment discounts, credit terms, etc.]
  • [Any agreements on payment schedules or milestones]

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4. Terms and Conditions

a. Delivery Terms

• Delivery Timeframe: [Agreed lead time for delivery, e.g., 2 weeks from order date]
• Delivery Method: [Agreed shipping or delivery method, e.g., FOB, CIF, DDP, etc.]
• Shipping Costs: [Who will bear the cost of shipping?]
• Risk Transfer: [Where and when the risk is transferred from supplier to SayPro]

b. Quality Assurance

• Quality Standards: [Specific quality criteria and any required certifications (e.g., ISO, CE, etc.)]
• Inspection Procedures: [How and when the goods will be inspected upon arrival]
• Defective Goods Policy: [How defective goods will be handled: returns, replacements, etc.]

c. Warranty/Guarantees

• Warranty Terms: [Duration of the warranty, what it covers, and any exclusions]
• Return Policy: [Conditions under which returns or replacements are acceptable]

d. Lead Time and Replenishment

• Order Lead Time: [Time required from order placement to product availability]
• Replenishment Process: [How often replenishment orders will be placed and the process involved]

e. Performance Review and Monitoring

• KPIs for Supplier Performance: [KPIs to measure on-time delivery, quality standards, etc.]
• Review Period: [Frequency of performance reviews: quarterly, semi-annual, etc.]
• Escalation Process: [Process for addressing performance failures or delays]

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5. Legal and Compliance Terms

• Contract Duration: [Length of the agreement, e.g., 1 year, 3 years, etc.]
• Confidentiality Agreement: [Any NDA or confidentiality clauses]
• Termination Clause: [Conditions under which the contract can be terminated, either by supplier or by SayPro]
• Force Majeure: [Clauses covering unforeseen events that may affect performance]

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6. Additional Negotiation Points

• Incentives or Penalties: [Any performance incentives or penalties for failing to meet agreed terms]
• Exclusivity Agreement: [Whether the supplier agrees to provide exclusive rights to SayPro for the product/service]
• Future Price Adjustments: [Terms for future pricing adjustments, e.g., based on market conditions, inflation, or raw material costs]
• Support and Service: [Any after-sale support services, training, or customer service provisions]
• Contract Renewal Terms: [Conditions under which the contract can be renewed or renegotiated]

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7. Agreed Terms Summary

• Final Price: [Final agreed price after all negotiations]
• Discounts/Promotions: [Specific details of agreed discounts]
• Payment Terms: [Agreed upon payment schedule and terms]
• Delivery Terms: [Final delivery timeframes and conditions]
• Other Key Terms: [Any other important points agreed upon during the negotiation]

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8. Action Plan/Next Steps

• Sign-off Date: [Date by which the agreement must be finalized and signed]
• Follow-up Actions: [Any actions to be completed before the next negotiation or prior to signing the contract]
• Responsibility for Actions: [Person or department responsible for follow-up actions]
• Final Approval: [Who will approve the finalized agreement and sign the contract]

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9. Additional Notes and Comments

• Notes: [Any additional details not captured elsewhere in the template]
• Supplier Concerns: [Any concerns raised by the supplier during negotiations]
• SayPro Concerns: [Any concerns or conditions set by SayPro during the negotiations]

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10. Signatures and Approval

• Supplier Representative:
  • Name: [Supplier’s Name]
  • Title: [Supplier’s Title]
  • Date: [Date]
• SayPro Representative:
  • Name: [SayPro’s Name]
  • Title: [SayPro’s Title]
  • Date: [Date]

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This Supplier Negotiation Template helps ensure that every negotiation is well-documented, transparent, and aligned with SayPro’s goals. It allows both parties to review key aspects of the negotiation and ensures that there are no misunderstandings when it comes time to finalize the agreement.