contract conclusion

A contract conclusion is the formal step that concludes a tender procedure, where the contracting authority and the selected supplier sign a binding agreement. This is a significant moment that marks the start of the collaboration between the parties.

How does the contract award process work?

Before the actual signing, several important steps must be completed:

• The contracting authority first sends a notification to all participating suppliers about who has won the competition.
• A standstill period of at least 10 days must pass from when the notification is sent. This gives other suppliers the opportunity to challenge the decision if they believe an error has occurred.
• After the standstill period, the contract can be signed by both parties. A contract is considered concluded only when both the contracting authority and the supplier have signed.

Key considerations in the contract conclusion

There are several matters the parties must be aware of:

• Notice: For procurements above certain threshold values, the contract conclusion must be announced on Doffin within 30 days.
• Documentation: All material aspects of the contract conclusion must be documented in writing.
• Contract terms: These may not deviate significantly from what was stated in the tender documents.

Tools like Cobrief can help suppliers keep track of important deadlines and requirements related to the contract conclusion, ensuring that no formal requirements are overlooked.

Once the contract is signed, the parties are bound by the agreement and work can begin. Good documentation and clear agreements are important to avoid misunderstandings later on. It is also wise to have solid procedures for monitoring the contract throughout the entire agreement period.