Below is a structured approach to evaluate 3–5 potential strategic goods partners for SayPro, ensuring alignment with procurement goals, compliance standards, and long-term value creation.
Objective: To assess and compare 3–5 potential goods partners based on SayPro’s procurement priorities—quality, cost-efficiency, reliability, compliance, and alignment with strategic values.
Here’s a structured SayPro Goods Procurement Request List template that can be used to submit updated procurement requests for goods. This list ensures that all requested items are documented properly and submitted for approval or processing.
📄 SayPro Goods Procurement Request List
For Internal Submission and Review of Goods Procurement
Submission Date: [DD/MM/YYYY] Requestor Name: [Full Name] Department / Unit: [Department Name] Email / Contact Number: [Contact Information] Project / Activity Name: [Project Name or Code]
🛒 Procurement Details:
#
Item Description
Quantity
Unit
Estimated Cost per Unit
Total Estimated Cost
Supplier/Brand (if known)
Purpose/Use in Project
Priority (Low/Medium/High)
Comments
1
[Item Name]
[Qty]
[Unit]
[Cost]
[Total Cost]
[Supplier/Brand]
[Purpose]
[Priority]
[Notes]
2
[Item Name]
[Qty]
[Unit]
[Cost]
[Total Cost]
[Supplier/Brand]
[Purpose]
[Priority]
[Notes]
3
[Item Name]
[Qty]
[Unit]
[Cost]
[Total Cost]
[Supplier/Brand]
[Purpose]
[Priority]
[Notes]
4
[Item Name]
[Qty]
[Unit]
[Cost]
[Total Cost]
[Supplier/Brand]
[Purpose]
[Priority]
[Notes]
5
[Item Name]
[Qty]
[Unit]
[Cost]
[Total Cost]
[Supplier/Brand]
[Purpose]
[Priority]
[Notes]
Total Estimated Cost for All Items: [Total Cost of All Items]
📝 Additional Information:
Requested By (Name and Signature): ______________________
Justification for Procurement:Provide a brief explanation for why these goods are required, including any supporting project or operational needs.
Approval by Department Head / Line Manager:
Name: __________________________
Signature: ______________________
Date: __________________________
Finance Department Review (if applicable):
Approved Budget Line / Cost Code: ______________________
Signature: ______________________
Date: __________________________
📥 Submission Instructions:
Complete the Goods Procurement Request List with detailed information.
Obtain the necessary managerial approval (Line Manager or Department Head).
Submit the list to the SayPro Procurement Unit via email at [procurement@saypro.org] or upload via the SayPro Procurement Portal.
Attach any relevant quotations, supplier details, and other documentation if required.
Below is a professional and formal SayPro Signed Goods Strategic Partnership Commitment Declaration, tailored for use by SayPro goods partners (suppliers, manufacturers, or distributors) as part of the onboarding or renewal process. This declaration would typically be hosted on the SayPro website or completed via the SayPro Procurement Portal.
Declaration of Alignment with SayPro Values, Ethics, and Partnership Standards
This declaration affirms the commitment of the undersigned partner to uphold the strategic values, operational standards, and ethical expectations of SayPro in all goods-based partnerships.
By signing this document, we, the undersigned partner, declare that:
We commit to supporting SayPro’s mission through the ethical, timely, and quality-driven delivery of goods and services aligned with agreed procurement terms.
We will comply with all applicable laws, trade regulations, tax requirements, and customs rules in the jurisdictions where we operate.
We support fair labor practices and affirm that no forced labor, child labor, or human rights abuses are involved in our supply chain.
We uphold environmental sustainability principles and agree to reduce waste, packaging, and negative environmental impact where possible.
We will maintain transparency and accountability, including the timely submission of quotations, delivery notes, invoices, and proof of delivery.
We will participate in supplier evaluations, audits, and compliance checks as requested by SayPro.
We agree to respect confidentiality, anti-corruption, and anti-bribery principles, as well as report any conflict of interest that may arise.
We understand that failure to meet these obligations may result in partnership suspension or termination.
✍️ Section 3: Signature and Confirmation
Field
Details
Authorized Signatory Name
Designation / Title
Organization Name
Signature
___________________________
Date
___________________________
Company Stamp (if available)
(Affix here)
Submit this signed declaration to: 📧 partners@saypro.org or upload via the SayPro Supplier Portal 📍 Keep a signed copy on file for audit and verification purposes.
Below is a detailed and professional SayPro Risk and Compliance Assessment template for evaluating goods partners (e.g., suppliers, manufacturers, distributors). This tool ensures SayPro only engages with partners who meet ethical, legal, operational, and financial standards.
✅ SayPro Risk and Compliance Assessment Form
For Goods Suppliers, Manufacturers, and Distribution Partners
Here is a professional SayPro Internal Requisition Form template, including fields for management approval. This form is used when a SayPro staff member or department requests goods, services, or supplies for internal use.
📄 SayPro Internal Requisition Form
For Internal Use of Goods, Supplies, or Services Form Code: SYP-REQ-[YYYYMMDD-###]
🧍 Section A: Requestor Details
Field
Information
Requestor Name
Department / Unit
Designation
Contact Number / Email
Date of Request
📦 Section B: Requisition Details
Item Description
Quantity
Unit
Purpose/Use
Urgency Level (Low/Med/High)
Attach separate list or quotation if items exceed space.
🏢 Section C: Delivery / Usage Information
Field
Information
Required By (Date)
Delivery / Usage Location
Related Project or Activity Code
Is this a repeat requisition?
[ ] Yes [ ] No – If yes, previous ref: _______
💬 Section D: Justification / Comments
Briefly explain why the items are needed and how they will be used.
📝 Section E: Requestor Acknowledgment
I confirm that the above items are necessary for operational purposes and request approval for procurement or internal release.
Below is a professional SayPro Budget Approval Letter for Goods Procurement, which can be issued by the Finance or Strategic Partnerships Office to confirm allocated funding for a specific procurement request.
To: [Requestor’s Name] [Position/Department] SayPro [Project Name or Code]
Subject: Budget Approval for Goods Procurement
Dear [Requestor’s Name],
This letter serves as formal confirmation that budget approval has been granted for the procurement of goods as outlined in your submitted Goods Request Form dated [insert date].
🧾 Procurement Details
Procurement Title: [e.g., Supply of Hygiene Kits for Outreach Program]
Department / Project: [e.g., Community Health Division / Project HOPE]
Supplier(s) (if identified): [Optional – include shortlisted/preferred vendors]
✅ Approval Status
Your request has been reviewed and approved based on:
Availability of funds within the relevant budget line
Alignment with SayPro procurement policy and project objectives
Compliance with internal goods requisition procedures
You are authorized to proceed with the procurement process in coordination with the SayPro Procurement Unit, ensuring all supplier evaluations, quotations, contracts, and delivery documentation are properly completed and submitted.
Please retain this letter for your records and include a copy in your procurement documentation package.
Sincerely, [Name of Approver] [Title – e.g., Head of Finance / Strategic Partnerships Officer] SayPro
Here’s a detailed and professional SayPro Goods Partner Evaluation Checklist, designed to assess and score current or potential suppliers, manufacturers, and distributors based on SayPro’s standards.
✅ SayPro Goods Partner Evaluation Checklist
Tool for Assessing the Performance, Reliability, and Strategic Fit of Goods Suppliers and Partners
Proper delivery notes, invoices, contracts, etc. provided
Willingness to participate in audits and reviews
7. Flexibility & Innovation
Ability to scale or adapt based on SayPro needs
Provides innovative solutions or cost-saving suggestions
🔎 Scoring Key
5 = Excellent (exceeds expectations)
4 = Good (meets expectations)
3 = Satisfactory (minor issues)
2 = Poor (recurring issues)
1 = Unacceptable (fails to meet standards)
📊 Overall Score Summary
Category
Total Score
Product Quality
/10
Timeliness
/10
Pricing & Value
/10
Communication & Service
/10
Compliance & Ethics
/10
Documentation & Process
/10
Flexibility & Innovation
/10
Overall Total Score:
/70
✅ Evaluator Recommendation
Continue Partnership
Renew with Conditions
Place Under Monitoring
Terminate / Do Not Renew
📎 Attachments (If Any)
Recent delivery reports
Correspondence samples
Contract or SLA
Performance records
Outcome:
This checklist helps SayPro maintain a high-performing and compliant goods partner network by ensuring all partners are regularly reviewed and held to clear, measurable standards.
Below is a structured outline for managing and documenting SayPro Supplier Agreements, Quotations, or MOUs, ensuring consistency, compliance, and strategic alignment across all goods-related partnerships.
SayPro Supplier Agreements, Quotations, and MOUs
Standard Documentation for Procurement and Strategic Goods Partnerships
1. Purpose
To formalize SayPro’s engagement with suppliers, manufacturers, and distributors by ensuring all transactions and relationships are governed by clear, documented agreements—including supplier contracts, quotations, and memoranda of understanding (MOUs).
2. Types of Documents
🔹 Supplier Agreement (Contract) A legally binding document outlining:
Scope of goods or services to be delivered
Pricing, payment terms, and delivery schedules
Service Level Agreements (SLAs) and performance indicators
Termination clauses, penalties, and dispute resolution
Ethical, environmental, and compliance standards required by SayPro
Used for: High-value, long-term or recurring supply engagements.
🔹 Supplier Quotation A non-binding price offer submitted by a supplier that includes:
Itemized costs per product or service
Quantity discounts (if applicable)
Validity period of the offer
Delivery timelines
Any included/excluded services (e.g. transport, taxes)
Used for: Price comparison, tender evaluation, or spot purchases.
🔹 Memorandum of Understanding (MOU) A formal, non-binding document that outlines the intention to collaborate, including:
Strategic objectives of the partnership
Roles and contributions of each party
Time frame for cooperation
Areas for future negotiation or formalization
Shared values (e.g., local development, sustainability)
Used for: Pre-contractual agreements, strategic alliances, or pilot collaborations.
3. Document Management Process
Step
Action
1. Drafting
Initiated by SayPro’s Procurement or Strategic Partnerships Office using standard templates.
2. Review
Reviewed by legal, finance, and relevant Chiefs for compliance and budget impact.
3. Approval
Signed by authorized SayPro representative and supplier (dual signature required).
4. Storage
Digitally archived on the SayPro Procurement Portal with secure access controls.
5. Tracking
Linked to supplier performance records, goods deliveries, and payment history.
4. Required Inclusions for All Documents
Supplier legal name and registration details
Tax/VAT number (where applicable)
Clear start and end dates
References to applicable SayPro policies (e.g., Code of Conduct, ESG guidelines)
Confidentiality clauses if necessary
Signature blocks with name, title, and date
5. Compliance and Audit Readiness
All agreements, quotations, and MOUs:
Must be kept up to date and renewed as necessary
Are subject to internal and external audits
Will be reviewed quarterly for alignment with performance and policy standards
Outcome:
By standardizing and properly managing supplier agreements, quotations, and MOUs, SayPro ensures legal clarity, operational efficiency, and ethical accountability in all goods-based partnerships.
Certainly! Below is a structured template and content outline for the SayPro Previous Month’s Goods Usage or Delivery Report, used to track, review, and report all goods-related activity across SayPro departments or projects.
Certainly! Below is a professional and detailed structure for a SayPro Goods Request or Proposal Form, designed for internal use by SayPro departments, projects, or Chiefs when requesting goods or proposing goods-related procurement or partnerships.
SayPro Goods Request / Proposal Form
For Internal Procurement Requests or Strategic Goods Partnership Proposals
📌 Section 1: Requestor Information
Field
Details
Full Name
Position / Title
Department / Project
Date of Submission
Contact Email
Contact Number
📦 Section 2: Type of Request
Please select one:
Request for Goods
Goods Partnership Proposal
Distribution or Logistics Support
Emergency Goods Requisition
📋 Section 3: Description of Goods or Proposal
Field
Details
Description of Goods / Service
(e.g., 100 units of medical kits, bulk supply of sanitary pads, etc.)
Purpose / Intended Use
(e.g., community outreach, staff deployment, emergency response, etc.)
Quantity Required
Urgency Level
[ ] Low [ ] Medium [ ] High [ ] Emergency
Proposed Delivery Date
Preferred Supplier / Vendor (if any)
Special Notes or Conditions
(e.g., eco-friendly materials, local sourcing, perishability)
🧾 Section 4: Budget and Funding
Field
Details
Estimated Budget (ZAR/USD)
Budget Line Code / Project Code
Funding Source
(e.g., Donor Grant, Internal Budget, Special Funds)
Is funding already approved?
[ ] Yes [ ] No [ ] Pending
🤝 Section 5: For Partnership Proposals Only (If Applicable)