An award letter is the decision notice sent out to all successful supplier(s) once the evaluation decision has been made.
The despatch of a valid award letter, together with letters to unsuccessful suppliers, represents the start of the important standstill stage in the procurement process. As such, it is one which it is important to get right in order to manage the legal risk of a challenge and to avoid unnecessary delay to the award of the contract.
There are the following general points to bear in mind when drafting an award letter/decision notice to be sent to the successful bidder(s):
Note that this document is a template and will require tailoring to add the relevant detail. In particular, note that where there is more than one successful supplier (such as a framework agreement with multiple suppliers) the award letter must contain the relevant information for each successful supplier.
The award letters and letters to unsuccessful bidders should all be dispatched at the same time.