The regulations require a specific notification to tenderers (the Standstill Notice), which commences a standstill period. Using a standstill notice you must inform each tenderer as soon as possible of the contract award decision reached.
A standstill notice communicates the intent to conclude the contract. It should be sent as soon as possible after the contract award decision has been made.
A standstill notice must also be issued providing, where applicable, the grounds for any of the following decisions:
A mini-competition can be issued with no standstill for Framework Agreements which are already in place. These templates may be used to notify the successful and unsuccessful tenderers in this instance.
In addition to the standstill notice you must respond within 15 days to a tenderer’s written request to:
If PCS-Tender is being utilised, the notification can be issued electronically through the system.
Specifically in relation to the procurement for Care and Support Services, on the award of a contract or conclusion of a framework agreement, you should communicate the outcome of the procurement exercise to people who use services and also their carers.
A supplier should notify people who use services of a cancellation of a care service’s registration and any arrangements which are to be put in place to ensure that those who use its services and their carers receive an on-going and similar service. It would be appropriate for this to be done in collaboration with the organisation. An organisation should also communicate the outcome of the procurement exercise to any existing suppliers that have chosen not to tender.
Your Organisation may withhold certain information, regarding the contract award, where the release of such information would:
As with all aspects of the Procurement Journey, the activities at this stage must be carried out in a carefully managed way that supports the Principles of Procurement. As a minimum the processes must be carried out in a transparent manner that ensures there is no distortion of the market place, the outcome cannot be a procurement that unduly favours or disadvantages a particular bidder and it is the responsibility of the Organisation to make sure that these requirements are met.
Please note, if the commodity/service was deemed to be suitable for cataloguing, the Procurement Officer should set up the successful tenderer on the Pecos Content Management System (PCM) to ensure that he/she can prepare the catalogues where it has not already been done.
PCM is not appropriate for Care and Support Services