A contract award decision can be made using the basic template, or the contracting entity can prepare the contract award decision based on a previously created template.
Select the supplier(s) concerning the decision. Click ‘Select all’ to select all suppliers. Select whether to create the contract award decision using the basic template or based on a previously created template.
Basic template for contract award
From the drop-down menu, select ‘Basic template for contract award’
The contract award decision form opens
Select whether the contract award decision is to be made
in the system (‘Make a contract award using the form below’)
outside the system (‘A contract award has been made in another application’)
1. Make a contract award using the form below
If you want to use the basic template as the basis of the contract award decision, select ‘Make a contract award using the form below’
Contracting authority:
Populated from the contracting organisation's details
Cannot be edited
Sourcing name:
The name identifier of the call for tenders is populated from the call for tender details
Cannot be edited
Sourcing event description:
The procurement description is populated from the description field of the call for tenders
Editable text field
Tip!
You can add text in all editable text fields:
- By writing
- By copying/pasting from another document
- By selected a pre-saved text from the drop-down menu (you can edit the selected text)
- Click the cross icon to clear the text field
- Pre-saved texts are managed in section ‘Tools > List editor’
- You can also save the text in the pre-saved texts menu on the fly by ticking the checkbox next to the cross icon and entering a descriptive name for the pre-saved text
Contract awarded by:
Populated from the information entered in the suppliers
Editable text field
Contract award date:
Select from the calendar or type
The contract award date is mandatory
Contract award:
Entered on the contract award decision
Editable text field
Grounds for decision:
Entered on the contract award decision
Editable text field
Awarded supplier(s):
The awarded suppliers will be populated from the evalutation table
Editable text field
Visibility:
Signatories:
Pre-saved signatories will include all those persons who have user credentials to the system
Click ‘Add a new signatory’ to add a new person
Notification:
Select from the menu or enter the date when the notification will be/was made
The notification date is mandatory
If you do not want to make an electronic notification from the system, click ‘A notification has been sent’
2. A contract award has been made in another application
If the contract award decision was made in another application and you want to import it to the system, select ‘A contract award has been made in another application’.
You can import the details of the decision to the form below and/or enclose a pre-defined contract award decision document with the details.
Click ‘Add attachment’
Use the window that appears to upload the attachment
In the form, the uploaded file will appear as a link:
Click the link to open the file
Click the cross icon at the end of the link to delete the link
Enter details of the contract award decision on the form if applicable
Dates:
The contract award date and notification date are mandatory information
Notification:
Select from the calendar or type
The notification date is mandatory
If you do not want to make an electronic notification from the system, click ‘A notification has been sent’
Save the contract award decision and proceed to the notification stage
To proceed to the ‘Sending notification of the contract award’ window, click the ‘Save and continue’ link at the end of the form
If you selected the ‘A notification has been sent’ option in the form, an electronic notification from the system will not be possible
NOTE! You can return to edit the contract award decision document as long as the contract award notification has not been sent.
Save as contract award template
In the view, you can save the decision as a template and proceed to the notification stage
'Save decision as a template and continue’
If you only want to save the form as a template:
Save as contract award template
Contract award templates can be edited under ‘Tools’ - ‘Contract award templates’
Notification of contract award
You can proceed to the ‘Sending notification of the contract award’ window when the contract award decision document has been saved
The sending form will automatically include the newly created (or imported) contract award decision document
To open a file, click the respective link
To delete a file, click the cross icon after it
If there are several attachments, you can change their order using the arrow icons
Click the ‘Add attachment’ link to add a desired number of own documents
Sender's name:
Populated from the contracting organisation's details
Editable text field
Sender’s email address:
Populated from the details of the call for tenders
Editable text field
Recipients:
Select whether the contract award decision is to be sent
to all those who submitted a response; or
to all those related to the contract award decision; or
to all tenderers who were chosen as suppliers
Add other recipients if applicable
Email subject:
Populated from the details of the request
Editable text field
Message contents:
Enter the notification message
Sending the notification
Click the ‘Accept and send the contract award’ button the send the contract award notice
Edit contract award
Allows you to edit the contract award decision