Decide on contract award

Purpose

The decision on contract award creates the prerequisite for publication of the award and preparation of the contract with the successful tenderer.

Basic idea

After the decision on contract award, the tenderers are informed about the outcome of the evaluation. The award is published.

HERMES-specific

The decision on contract award is made by the sponsor.

The activities are based on the procurement plan chapter in the project management plan. Any requirements of the core organization must be taken into account.

Basis/prerequisites

  1. Evaluation report
  2. Tender report
  3. Project management plan

Activities

  1. Supplement contract award checklist.
  2. Critically review objectives, feasibility, and benefits of the envisaged solution based on new findings and align with the core organization's objectives.
  3. Provide decision-makers with the evaluation report.
  4. Coordinate the decision with the core organization and the controlling and compliance bodies responsible for procurement.
  5. Approve or reject the evaluation report.
  6. If the evaluation report is approved:
    1. Make formal decision on contract award;
    2. Publish award, e.g. at www.simap.ch;
    3. Send rejection notice to unsuccessful tenderers;
    4. If necessary, conduct debriefings;
    5. Possibly further activities according to specific requirements of the core organization.

Outcomes

  1. Contract award checklist
  2. Publication
  3. Contract award milestone
  4. List of steering project decisions

Relationships

Module Task Task responsibility Outcome Involved in creation of outcome
Procurement Decide on contract award Project sponsor Contract award checklist Project sponsor, Project management, User representative , Quality and risk manager
Publication Project sponsor, Project management
Contract award milestone Project sponsor, Project management, Project committee, User representative
List of steering project decisions Project sponsor, Project management