Step 4: Award the contract
A supplier recommendation report is endorsed by the procurement leader and approved by the procurement sponsor – then the contract is signed.
Write a procurement recommendation report
The procurement officer will write a report to summarise the evaluation process and recommend a supplier. You can use our template to write this report.
The recommendation report goes to the procurement owner and procurement leader for endorsement.
The recommendation report is then passed on to the procurement sponsor for approval. The sponsor must consider:
- were any conflicts of interest managed appropriately?
- did the evaluation process follow what was described in the procurement plan?
- is the evaluation process and rationale for the selection of the preferred offer described clearly and fully?
Procurements less than $10,000
You don’t need to write a recommendation report unless the property advisor requests it.
2-stage open tenders
For a 2-stage open tender, you must complete a recommendation report after stage 1. This recommends which suppliers should advance to stage 2 and be invited to make an offer.
The procurement owner endorses the recommendation report, and the procurement sponsor approves it. The procurement leader doesn’t need to endorse the report for stage 1.
A second recommendation report is made when stage 2 is complete to identify the preferred supplier. This report goes to the procurement owner and procurement leader for endorsement, before the procurement sponsor approves it.
For a single-stage tender, you only need to complete 1 recommendation report.
Inform suppliers of the procurement outcome
After the procurement sponsor approves the recommendation report, you must contact all of the suppliers who made offers and inform them of the outcome.
Procurements more than $100,000
You must:
- promptly notify all suppliers of the outcome in writing, ideally within 3 weeks of making the decision
- post an award notice on Government Electronic Tenders Service (GETS)
- offer to provide a debrief to unsuccessful suppliers.
Use these templates to plan debriefing sessions and to notify unsuccessful suppliers.
Successful suppliers
Inform the preferred supplier that they have been awarded the contract, subject to funding being released.
You can use our letter template when contacting successful suppliers.
Sign the contract
We highly recommend you use our contracts when agreeing to a purchase.
To get the contract signed:
- the supplier needs to sign 2 copies of the contract.
- the procurement owner must endorse the contract.
- the procurement sponsor reviews and signs the contract.
- The school and the supplier must each keep a signed copy of the contract.
Contract value below $100,000 (excluding GST and disbursements) – minor works contract (school-led projects).
Minor works contract template (702 KB, Docx)
Minor works contract guidance (211 KB, Pdf)
Contract value $100,000 to $999,999 (excluding GST and disbursements) – medium works contract (school-led projects).
Medium works contract template (720 KB, Docx)
Medium works guidance (222 KB, Pdf)
Contract value $1,000,000 and above (excluding GST and disbursements) – major work contract (school-led projects).
Major works contract template (766 KB, Docx)
Major works guidance (228 KB, Pdf)
For all professional services including project management
If the contract value is below $50,000 (excluding GST and disbursements), use the consultant engagement short form agreement and conditions of engagement agreement together.
Short form agreement for consultant engagement template (554 KB, Docx)
Short form model conditions of engagement agreement (252 KB, Pdf)
Short form agreement guidance (221 KB, Pdf)
If the contract value is $50,000 and above (excluding GST and disbursements), use the Conditions of contract for consultancy services along with the Form of agreement and special conditions. The guidance note provides more information on this.
Form of agreement for engagement of consultant template (578 KB, Docx)
Consultancy services – contract special conditions agreement (242 KB, Pdf)
Conditions of contract for consultancy services (240 KB, Pdf)
Keep records of the process
Retain all procurement documentation in the project file for 7 years.