Award & manage contract

Once the winning supplier (based on the evaluation criteria) has been identified and the department has concluded all negotiations the department can proceed with the purchase. The department and the supplier should sign the contract in accordance with delegated authorised signatories as detailed in the Financial Regulations (section 1.5).

Note: remember that any advance payment in excess of £50,000 (excl. VAT) can only be made following receipt of an Irrevocable Banker's Guarantee (DOC).

Ensure that an audit trail of the tender process is retained including the invitation to tender package, the tenders, clarification questions and answers, meeting notes, evaluation sheets and key approvals.

Rejection letters (Tender Decline Rejection Letter) should be sent to the unsuccessful suppliers, informing them of the outcome, and offering the opportunity to attend a de-brief meeting.

To enable payment to the supplier, a purchase order should be raised as per the Purchase to Pay process. Refer to Supplier Set Up and Amendments for further guidance if a new supplier needs to be set up in Oracle Financials.

Refer to the University’s Contract Management Guidelines for further information.