The chosen supplier should be notified of their success in writing using the Contract Award Letter as appropriate. This must be signed by a person with the delegated authority to procure and commit your organisation to the contract. The letter may be adapted as required.
At the same time as the above, unsuccessful suppliers should be notified using the Unsuccessful Quotation Letter.
A supplier is entitled to ask for the reasons why their quotation was unsuccessful. It is essential that all feedback is documented for audit purposes and based on the objective criteria used to evaluate the quotation. De-briefing provides suppliers with positive constructive feedback to help improve their performance in future competition. It can also provide an opportunity for suppliers to suggest improvements to our procurement processes.
Once these letters have been issued to the successful supplier, the quotation becomes live and can now be referred to as a contract.
Note: - If the value of the contract awarded is £25k or greater, then the award must be published on Contracts Finder irrespective of whether it was advertised there. This is in accordance with the Public Contracts Regulations 2015.
Contract Award Letter (Microsoft Word document, 220 KB)
Unsuccessful Quotation Letter (Microsoft Word document, 285 KB)
Continue through Route One to the next stage, Retention of Documentation
