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 obtaining two approvals:
- 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:
- procurement rules and policies
- Agency specific rules and policies
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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