Contract Award Template

Below is an example of a blank contract award report. If you want to use a PP deck to accompany to accompany the word version, this is useful for a visual presentation.

The Contract Award Template is a PowerPoint template pre-formatted with headings containing all the information that should be included in a Tender report for contract award. It is best practice to write a Contract Award Report to summarise the tender process. This is a useful document to be used in the sign off process and can be circulated to the evaluation panel for signature before submitting to the senior responsible stakeholder for final sign off.

Example Contract Award Report

SECTION A – PROJECT OVERVIEW

Project Title:
Project Number/Contract Number:	/
Parties to the Contract:
Brief overview of project:
Date Approved by Budget Holder/EM/Board: (attach extract of Board minutes)
Sign Off:
Budget Holder/ Project Manager:                                                                                        Date:
Procurement Manager:                                                                             Date:

 

SECTION B – CONTRACT OVERVIEW

Contract commencement date: Term of agreement:
Annual value of contract: Total value of contract:	£ £
Type of Contract	Project  ☐ Term Contract ☐ Framework Agreement ☐ Mini Competition ☐
Main deliverables – including milestones, financial and timing provisions (if applicable):
Details of any IP issues if applicable

 

Has the supplier accepted the standard T&C?	YES    /      NO
If NO –Provide a brief summary
Any other considerations:

Approved:

Director:                                                                                                       Date:

Appendix 1 – EVALUATION RESULTS

Qualitative Selection
Criteria	Suppliers
Evaluation	Winning Supplier	Supplier 1	Supplier 2	Supplier 3	Supplier 4	Supplier 5
Section 1	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score
Section 2	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score
Section 3	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score
Section 4	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score
Section 5	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score
Section 6	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score
Section 7	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score	Insert Score

 

RELATIVE CHARECTERISTICS

Qualitative Selection
Criteria	Suppliers
Evaluation	Winning Supplier	Supplier 1	Supplier 2	Supplier 3	Supplier 4	Supplier 5
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7

 

NAME OF SUBCONTRACTORS (IF APPLICABLE)

CONFLICT OF INTEREST (ACTION TAKEN IF APPLICABLE)

 Records should be kept for a minimum of 3 years from the date of the contract award to comply with Cabinet Office requirement

Regulation 84 Checklist (OJEU Tenders Only)

Regulation Data Required? Included? 84(1)(a) Name and address of contracting authority Yes 84(1)(a) Subject-matter and value of the contract

84(1)(b) Names of candidates/tenderers passing any selection (PQQ) stage and the reasons for their selection If relevant

84(1)(b) Names of candidates deselected following any selection (PQQ) stage and the reasons for their deselection If relevant

84(1)(b) Names of bidders selected (following a “reduction of numbers” under Regulation 66), to continue to take part in a competitive with negotiation or competitive dialogue process, and the reasons for their selection If relevant

84(1)(b) Names of bidders deselected (following a “reduction of numbers” under Regulation 66) from a competitive with negotiation or competitive dialogue process, and the reasons for their deselection If relevant

84(1)(c) Reasons for rejection of any tender found to be abnormally low If relevant

84(1)(d) Name(s) of successful bidder(s)

84(1)(d) Reasons why successful bid(s) was/were selected

84(1)(d) Share of the contract/framework agreement that the successful bidder intends to sub-contract If relevant

84(1)(d) Names of the main sub-contractors If relevant

84(1)(e) Justification for use of competition with negotiation process or competitive dialogue process (see Regulation 26) If relevant

84(1)(f) Justification for use of negotiated procedure without a notice (see Regulation 32) If relevant

84(1)(g) Reasons why the contracting authority decided not to award the contract/framework agreement If relevant

84(1)(h) Reasons why non-electronic means was used for submission of tenders If relevant

84(1)(i) Details of conflicts of interest detected and measures taken to nullify these If relevant 76(4)(b)(iii) In a Light Touch regime process, where the contracting authority has chosen to depart from the process as originally stated in the procurement documents (in accordance with the conditions permitting this at Regulation 76(4)), this decision and the reasons behind it must be documented in compliance with Regulations 84(7) and (8) If relevant

Regulation Data Required? Included? 58(9) If not recorded elsewhere in the procurement documentation, an indication of the main reasons why the contracting authority considers there to be a justified case for requiring bidders to evidence turnover that is greater than the standard permitted maximum of twice the estimated contract value (for example, due to special risks attached to the nature of the works, services or supplies) If relevant

46(2) If not recorded elsewhere in the procurement documentation, the main reasons for decision of the contracting authority not to subdivide the requirement into lots