Issuing Awards and Managing Contracts
How to notify bidders, generate contracts, and track obligations through to completion.
Overview
Once a bid evaluation is complete, the Award & Contract module manages the process from notifying successful and unsuccessful bidders through to contract generation, milestone tracking, and project closeout. This ensures every stage of the contract lifecycle is documented and audit-ready.
Step-by-Step Guide
Step 1: Approve the Evaluation Recommendation
The Approving Authority reviews the evaluation committee's recommendation report. Once satisfied, they approve the recommendation, which triggers the award workflow. All approval actions are recorded in the Audit Vault with timestamps and digital signatures.
Step 2: Issue Award Notifications
Upon approval, AzaniaSCM automatically generates and sends award notification emails to all bidders. Successful bidders receive a notification of award with next steps, while unsuccessful bidders receive a formal notification with a brief reason for non-award. The system enforces the mandatory standstill period before contract execution.
Step 3: Generate the Contract
The winning bidder is invited to review and accept the contract generated from your organisation's approved template library. The contract auto-populates with tender details, pricing, and delivery schedules. Both parties digitally sign the contract within AzaniaSCM, and the signed version is sealed in the Audit Vault.
Step 4: Track Milestones and Delivery
Once the contract is active, the system tracks key milestones, delivery dates, and performance indicators. Suppliers update milestone completion through the portal, and procurement officers verify delivery against the contract schedule. Automated reminders notify both parties of upcoming milestones.
Step 5: Manage Variations
If changes to the contract scope, price, or timeline are required, initiate a variation request through the portal. Each variation requires documented justification, cost impact analysis, and approval from the designated authority. All variations are linked to the parent contract and recorded in the Audit Vault.
Step 6: Close Out
Upon completion of all milestones and final delivery, initiate contract closeout. The system prompts a final performance assessment, confirms all deliverables are accepted, and generates a closure certificate. The contract record is marked as complete and archived in the Audit Vault for future reference.
Tips & Best Practices
- Issue contracts promptly after the standstill period to avoid project delays and maintain supplier engagement.
- Track milestones proactively — early identification of delays allows for corrective action before the contract date is breached.
- Document all variations with clear justification and cost impact; undocumented changes are a common audit finding.
- Complete performance assessments at contract closeout to build a reliable supplier rating history.
Related Features
Award & Contract — Features page →