Notification to participants
All participants in a tender exercise should be notified as soon as possible of their status at each stage in the tender process. For example, in a two-stage process, applicants not selected to submit tenders and those that are subsequently unsuccessful should be so advised.
Whenever the contract award decision has been made, tenderers must all be advised of the outcome of the tender. For all EU procurements, a mandatory standstill period of at least 10 days must be applied before the contract may be concluded. A suggested form of wording is provided here.
All requests for de-briefing must, apart from where the mandatory standstill period applies, be fulfilled within 15 days of the request.
Notification to the EU
The contracting authority must publish a contract award notice in the OJEU within 48 days of the award for each contract prepared under the open, restricted, competitive dialogue, negotiated and dynamic purchasing system. In the case of Part B services contracts, there is a requirement to submit a contract award notice. Further, there is a requirement to provide an annual report of EU procurement activity to HM Treasury.
The notification for a framework agreement is made on the setting up of the agreement, rather than at each time it is used. Instead, the contracting authority should maintain a summary report detailing the contract details, selection decisions, justification for the selected procedure, name of the successful tenderer and the reason for its selection. This information only needs to be provided upon a request from the Commission.
The Higher Education Funding Councils co-ordinate the collection and submission of the sector's statistical reports in England, Scotland and Wales. In Northern Ireland this is managed by the Central Procurement Directorate.
Award Decision Notice Template
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