Subsequent to the evaluation process, and after a determination that an award is to be made, a public body shall award a contract to the preferred supplier.

• Upon completion of the evaluation, all participating suppliers shall be informed of the award decision resulting from an open call for bids. A formal contract award notification (i.e. contract or purchase order) shall be sent to the successful supplier as a result of the competitive process. Unsuccessful suppliers shall be informed about the outcome of the competitive procurement through the posting of award information on the Agency’s website or by having the information accessible through the Agency’s website. Public bodies will report the details of contract awards via the spreadsheet that is available at www.ppa.gov.nl.ca. Please see the Summary of Reporting section of this Policy for further information on the process to be followed.
• A public body may publish contract award information resulting from an open call for bids in other media, but that award shall not be published in other media before it is published on the Agency’s website.
• The bid security of all unsuccessful bidders shall be returned, if applicable.
• Where, as a result of an open call for bids, only one bid that meets the evaluation criteria is received, the public body may award a contract to the supplier who submitted that bid if it is determined that the price is fair and reasonable. Based on the budget and estimated value that was determined in the planning stage and the bid submission, the public body can determine the ability to achieve a fair and reasonable price by awarding the contract to the only bidder.
• Where a public body determines that the one bid received would not result in best value as the price is not fair and reasonable, the public body may negotiate the price of the contract with the supplier or may cancel the open call for bids. The procurement file shall include details regarding the reason for negotiation or cancellation of an open or limited call for bids. This outcome may necessitate a review of the determination of the estimated value and/or a review of the specifications.
• All information regarding a contract award shall be maintained on the procurement file.
• Successful suppliers shall be fully informed that no work is to be started or goods or services supplied until a contract has been duly executed and signed by all parties where necessary.