Route 3 - Contract Award - Award
Once the standstill period has elapsed with no challenge from unsuccessful tenderers you can award the contract providing you have obtained any internal approvals your Organisation's governance requires.
Before awarding the contract to the successful tenderer(s) you should check the following:
Pre-Contract Award Checklist:
- Have you received the most up-to-date supporting documents referred to in the selection stage response e.g. certificates?
- Was the Standstill Notice sent to all tenderers?
- Were there any candidates concerned and if so was the Standstill Notice sent to them?
- Has the standstill period actually passed?
- Were any tenderers or candidates concerned not notified electronically? If so 15 day standstill applies.
The contract documentation should be collated and finalised to reflect the successful tenderer’s submission and agreed terms and conditions. The documentation must be signed in duplicate by the appropriate authority levels in both the contracting and tenderer's organisations.
It is important to include the Fair Work practice commitments from the successful tenderer’s bid as standard Contract & Supplier Management criteria in the contract terms, including any agency or sub-contractor workers.
It is also important to include terms, which will apply to any new members to the workforce during the delivery of the contract.
You must consider who you need to inform when a contract has been awarded and the information they will require e.g. notify stakeholders and users of the contract award providing them with timescales, details of the contract and any migration considerations. Many organisations have a governance process which requires internal approval to be obtained before the contract is awarded to a supplier.
If utilising PCS-Tender, the Contract Award must be activated on the system. Please note that this does not generate correspondence to the tenderers and this should still be issued by the Procurement Officer.
The Contract Award Notice must now be created on PCS.
If the contract involves cyber risks, and you are using the beta Scottish Cyber Assessment Service (SCAS), please ensure you select the successful tenderer in the SCAS tool to allow your organisation to manage overall cyber risks.