Intention to Award Letter Template

 Intention to Award Letter is used at the end of the tender process. All bidders should be informed about both successful and unsuccessful tenders. It is good practice to include the relative characteristics of the winning bid. Keep evaluation records and use this to provide constructive feedback on how the tenderer can improve their bid. Note this version is OJEU compliant. Remove reference to the standstill period for Private sector procurement teams.

Intention to Award Letter is used at the end of the tender process. All bidders should be informed about both successful and unsuccessful tenders. It is good practice to include the relative characteristics of the winning bid. Keep evaluation records and use this to provide constructive feedback on how the tenderer can improve their bid. Note this version is OJEU compliant. Remove reference to the standstill period for Private sector procurement teams.

It is also good practice to implement a mandatory 10 day standstill period (public) or a voluntary standstill (private) from the date the Intention to Aware Letter is issued, this should be electronically i.e. via email, before entering a contract with the winning bid.

 [insert date]

Dear [                    ]

Re: [insert title of procurement as described in OJEU notice, OJEU reference etc.] (the “Proposed Contract”)

This is an Award Decision Notice pursuant to Regulation 86 of the Public Contracts Regulations 2015 (the “Regulations”).

I am pleased to inform you that, following the evaluation process, [COMPANY] proposes to accept your offer in relation to the Proposed Contract as contained within the document with reference [insert reference] and dated [insert date] (your “Offer”).

The evaluation criteria and your scores are in the table below. Your final score against those criteria was [score]/ %.]

The reasons for the decision, including the characteristics and relative advantages of your winning tender, were as follows.

Evaluation Criteria Score Available  Your Score Characteristics and relative advantages of winning tender
       
 

However, this letter is not, at this stage, a communication of [COMPANY] formal acceptance of your offer. A mandatory “standstill” period is now in force pursuant to of the Regulations; this period will end at midnight on [inset date 10 days after the award letter has been issued, date letter is issued is day zero and ends at midnight].

Subject to [COMPANY] receiving no notice during the standstill period of any intention to legally challenge the award process, [COMPANY] aims to conclude the Proposed Contract with you on or after [insert date].

I will be in touch with you again at the end of the standstill period.

Yours sincerely,

[insert name]