Contract Award

Before proceeding with your Contract Award you must ensure you have received, reviewed and approved the most up-to-date supporting documents referred to in the selection stage response e.g. certificates.

You should now be at a stage where you have identified the successful tenderer(s). From a fraud awareness perspective, the following checks should be made before progressing to the next stage.

Checklist

Checklist

Contract Award Readiness Checklist

Before a Procurement Officer awards a contract they should check the following points:

Action

Checked?

Who was involved in the tender award process?  Have there been any changes in staff from those involved during the tender evaluation?

 

Did any of the tenderers drop out of the process and decide not to proceed with the tender?  Consider if an unknown agreement was made.

 

Review the list of proposed suppliers/sub-contractors to be used by the successful bidder?  Did these organisations also bid directly for the tender exercise?  Such circumstances can lead to a pre-determined outcome as it would be irrelevant who was awarded the work.  This may identify cartel operating.

 

 

 

 

 

Blank rows are provided for your use e.g. to add additional checklist items.

Contract Award Recommendation Report

You should prepare a Contract Award recommendation report.  This should be endorsed by the User Intelligence Group (UIG) prior to receiving approval to proceed by the appropriate authority level within your Organisation.

Quickfire Guide

Quickfire Guide

Recommendation Report Contents

The report should contain reference to the following:

  • Summary of the process to date

  • Ensure any decisions for supplier disqualification have been fully documented and that the paperwork is available for inspection

  • Recommendation of award & request for approval

  • Selection Stage evaluation results (if not contained within previous report)

  • Technical & commercial evaluation (including any whole life costing) together with details of any clarifications conducted benefits and savings available

  • Details of any risks still present and mitigation plans

  • Sustainability considerations (life-cycle costing, social, economic and environmental)

  • Cyber Security Considerations

  • Considerations in relation to Community Benefits in procurement exercises equal or greater than £4M

  • Details on how the tender outcome will meet the requirements identified in the Commodity/Service Strategy

Once you have obtained approval you can notify both the successful and unsuccessful tenderers of the outcome, and they should be notified as soon as possible.

Information provided to tenderers must, where applicable, include the grounds for any decision:

Consideration must also be given to Planning, Sustainable Procurement and Risk Management throughout this stage of the Procurement Journey.

Remedies Directive

The Remedies Directive provides legal solutions to bidders/potential suppliers.  This is as a result of EU procurement law breaches by public bodies or utilities.

The 2009 directive introduced:

  • stopping entering into a contract or concluding a framework agreement if a court proceeding notice has been issued and served
  • changes to remedies/penalties for the most serious breaches of the procurement rules.  This includes:
    • ineffectiveness orders (orders which cancel a contract or framework agreement)
    • shortening the duration of a contract or framework agreement
    • imposing a financial penalty on the public body concerned
    • time limit changes for bringing court proceedings

Further information can be found in SPPN 7/2010

Any documents you need are listed below

Fair Work Practices

(file type: docx)