Page 130 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

Dos and don'ts

Table 23: Dos and don’ts-Award the contract
Table 23: Dos and don’ts-Award the contract

Do Don’t
tell the successful supplier you intend do not negotiate essential terms of the
to award them the contract and share your contract at the award stage
decision publicly
do not enter into long-term contracts
allow time between notifying all with no exit options
suppliers of your decision and awarding the
contract

give detailed feedback to unsuccessful
suppliers
Table 24: Dos and don’ts-Manage supplier relationship
4.4 Managing delivery

Don’t
Do
Ensure that projects run smoothly by working with suppliers to deliver outcomes.
resolve problems early through do not end a contract early without
discussion and collaboration, not contract following an improvement plan
Overview
enforcement

do not become “locked in” or over
After the contract award phase, public officials and stakeholders will need to agree how they will

allow the supplier to feed-back and dependent on one supplier
work with their supplier, oversee delivery and then close the contract. This stage involves a number
suggest improvements
of activities including:
consider involving the supplier in

• supplier relationship management;
product strategy and planning sessions
• onboarding and delivery management;
Table 25: Dos and don’ts-Manage supplier delivery
• contract administration;
• continuity planning; Do Don’t

• end of project reviews. do not allow one person to monitor

define roles and responsibilities at the
start of the project high-value projects on their own, particularly if
4.4.1 Manage supplier relationship they also awarded the contract
agree where the supplier will work and
which tools you will use to collaborate
Develop a strong collaboration with suppliers throughout the delivery phase.

agree a shared set of milestones and
clarify how they will be assessed
Why it's important
Managing relationships with suppliers is important at all stages of the procurement cycle, but
particularly critical during the delivery phase.

116 Procurement guidelines for smart sustainable cities | May 2023

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