Award a contract from a tender

To award a contract to a contractor:

1. Navigate to the home page of the tender. If necessary, click the Schedule tab.

2. Click the name of the Award schedule item.

   The Award page is displayed.

3. Click Create Award and select the type of contract to be awarded:

   • Standard

   • Call Off - an additional dialog box is displayed, in which you must select the applicable framework agreement.

   • Organisation Framework Agreement

   • Project/Dept Framework Agreement

     The Award Contract page is displayed.

4. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Details

   Field	Description
   Framework Agreement	Call off only. The reference of the parent framework agreement from which you are creating a call off. Click in the field and type part or all of the desired framework agreement's name, reference, contractor or category. Note Organization framework agreements which have restrictions for the current project/dept cannot be selected. A list of all available framework agreements which match the typed text are displayed, to a maximum of 50. The information displayed in the list for the framework agreements includes the specific field where the match was found, e.g. the category. Tip Type organisation to see available organization framework agreements only. Type project to see the framework agreements in the current project/department.
   Reference	If a manual reference is required, enter the reference ID of the contract.
   Business Unit	Only displayed once the contract has been awarded - not Organization framework agreements. The business unit in which the contract is located.
   Project/Dept	Only displayed once the contract has been awarded - not Organization framework agreements. The project/dept in which the contract is located.
   Contract Name	The name of the contract. By default, this is the name of the tender.
   Country of Operation	The country of operation of the contract.
   Contract Time Zone	The time zone in which the contract operates.
   Category	The category of the contract, selected from a list defined by the project/dept administrator (see Tender/contract category values for information on managing these categories).
   Cost Centre	The cost center code of the contract.
   External Reference	An external reference to the contract, e.g. from an ERP system.
   Description	A description of the contract. Note This description will be visible to the contractor if the Contractor Portal is used.
   Apply Call Off Restrictions	Organization framework agreements only. Select Yes to apply call off restrictions for this framework agreement to all project/depts in AVEVA Contract Risk Management. Select No to allow call offs from this framework agreement in all project/depts. Call off restrictions can be tailored as required once the Award schedule item has been completed and the framework agreement has been executed - for further information, see Call off restrictions.

   Financials

   Field	Description
   Currency	The currency for the contract.
   Contract Award Value	Standard and call off contracts only. The award value of the contract. By default, this is the value of the tender budget, if set.
   Initial Not to Exceed Contract Value	For standard and call off contracts: the financial commitment limit of the contract, which includes contingency for unplanned variations. For framework agreements: the upper limit of the total commitment value of all the call offs made from the framework agreement; i.e. the value that has been approved for draw-down over the term of the framework agreement.
   Approved Contract Budget	The value of the approved budget of the contract.
   Savings Target	The value of the savings target of the contract.

   Dates

   Field	Description
   Letter of Award Despatch Date	The date that the letter of award will be dispatched to the contractor.
   Award Date	The date that the contract will be awarded.
   Start Date	The start date of the contract. By default, this is the Start Date specified on the tender, if set.
   End Date	The end date of the contract. By default, this is the End Date specified on the tender, if set.
   Next Review Date	The date of the next review of the contract.
   Effective Date	The date from which the contract becomes effective.

   Contractor Information

   Field	Description
   Contractor	Click in the field to display the Search for Contractor window. Use the required filter and search options to find the contractor to whom you are awarding the contract. Note Contractors with a Trading Recommendation of We cannot work with this contractor are displayed but cannot be selected. If contractors with a Trading Recommendation of We can work with this contractor with restrictions are selected, a warning message is displayed.
   Display Financial Values on Contractor Portal	Select No if you do not want the Contract Award Value, Approved Contract Commitment and Approved Contract Expenditure financial values to be displayed on the contract home page in the Contractor portal.
   Contractor Representative	The name of the contractor user assigned to this contractor contract role - the primary contact for the contractor. This is populated once the Contractor has been selected, and can be changed (see the instructions below for the other contractor contract roles).
   Contractor Administrator Contractor Information Management Contractor Functional Support	The names of the contractor users assigned to these contractor contract roles. These can only be specified once the Contractor has been selected. See Contract roles for information about each role. To select users: a. Click in the field (for Contractor Representative, click to change the current user). b. Enter one of the following: User's first name User's last name User's position in the company Entering a minimum of the first three characters will display all users that match the typed text. c. Select the user. For optional contract roles, you can repeat Step b.

   Contract Roles

   You can assign company users and business process roles to company contract roles. See Contract roles for information about each role.

   Note When awarding a contract from a tender, you can select business process roles from the Organization, business unit and project/dept Best Practice Libraries.

   The following contract roles are pre-populated:

   Contract Roles	Pre-populated With
   Contract Owner Company Representative	The company user who is awarding the contract. Can be changed - see below.
   Contract Process Owner Contract Auditor	Company users and business process roles which were assigned to these contract roles in the Organization, business unit and project/dept Best Practice Libraries. Inherited users and business process roles can only be unassigned in the Best Practice Library where they were assigned. Additional users and business process roles can be assigned to these contract roles on the Create Contract page, for the current contract award only.

   The users and business process roles assigned to contract roles are identified as follows.

   	A company or contractor user.
   	A business process role.
   	A company user or business process role that was assigned to the contract role in a Best Practice Library higher in the AVEVA Contract Risk Management hierarchy. Inherited users and business process roles can only be unassigned in the Best Practice Library where they were assigned.
   	A company or contractor user whose account has been disabled by a Administrator, or a business process role which does not have any valid users assigned to it.

   To select users and business process roles:

   1. Click in the field (for mandatory roles, click to change the current user).

   2. Enter one of the following:

      • User's first name

      • User's last name

      • User's position in the company

      • User's reference

      • Business process role name

        Entering a minimum of the first three characters will display all users and business process roles that match the typed text.

        Note Business process roles which contain only disabled users are not displayed.

   3. Select the user or business process role. For optional contract roles, you can repeat Step b.

      Mandatory Contract Roles

      The following contract roles must have a user assigned to them:

   • Contract Owner - company user; defaults to the tender administrator

   • Company Representative - company user; defaults to the tender administrator

     Note If either of these users or the user assigned to the Contractor Representative role are disabled by a Administrator between the creation of the award and the completion of the Award schedule item, a warning message is displayed when you complete the Award. The contract role assignments must be updated before the contract can be awarded.

     Optional Contract Roles

     The following contract roles are optional:

   • Contract Administrator - one or more company users and business process roles

   • Contract Budget Holder - one or more company users and business process roles

   • Contract Requestor - one or more company users and business process roles

   • Contract Process Owner - one or more company users and business process roles

   • Contract Auditor - one or more company users and business process roles

     Additional Information

     The fields in this section are contract custom fields, specific to your AVEVA Contract Risk Management system. They are configured by the Administrator.

     Attached Documents

     You can attach tender documents to the contract, e.g. the finalized contract documents. These will be included in the contract library once the contract is awarded.

     Note You can only add documents which are set as Can Send to Contractor, because all contract library documents are visible to the contractor after the contract is awarded.

     Documents which are not set as Can Send to Contractor are not listed.

     To attach documents:

     4. Click the icon in the Attach Files section.

        The Link Tender Files window is displayed.

     5. Select the required documents and click Add.

        Note If you want to add documents which are not currently in the tender library, click the icon to upload a document from your computer. You can also build documents from a template - see Document generation with Microsoft Word.

5. Click Save.

   A confirmation message is displayed.

Multiple contracts can be awarded from a single tender. To award a contract to another contractor from the Award schedule item, follow these instructions from step 3.