Gain approval to award the contract

Find out how to seek approval to sign the contract and enter an agreement with the preferred participant.

Why gain approval?

Gaining approval is a necessary step to ensure:

  • governance requirements have been met
  • clear accountability for the decision and contract
  • comply with laws on spending public money.

Gaining approval to award the contract may involve:

  • Procurement approval, if required
  • Financial approval

How to gain approval to award the contract

Step 1: Prepare an evaluation recommendation report

Work with the evaluation team to prepare an evaluation recommendation report. The report needs to be in writing.

Contact the Agency procurement governance unit to obtain the relevant template.

Step 2: Update the contract management system

Enter details in the contract management system as a ‘contract in preparation’, if the Agency uses such a system.

Step 3: Seek approval for the procurement process

Seek approval for the procurement process according to the delegations applying in the Agency.

Step 4: Seek approval to commit the funds

Seek approval to commit the funds according to the delegations applying in the Agency.

Consider:

Manage probity and conflicts of interest

Manage probity – consider issues raised at Probity issues by stage and task.

Conflicts of interest can arise during this task. Identify, declare, and manage these. Follow Agency procedures for managing conflicts of interest.

Address Agency rules

Consult Agency procurement team for advice on meeting:

Follow Agency specific rules on when to seek an approval and who can give the approval.

Follow Agency specific rules for recording decisions and storing records.

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