> Implementing a project > Procurement > criteria > Contract preparation and signature

Contract preparation and signature



In preparing the contract for signature, the Contracting Authority must proceed as follows:

  1. Prepare a contract dossier (if possible printed recto/verso) using the following structure:
    • Explanatory note using this format;
    • Copy of the financing agreement authorising the project;
    • Copy of the call announcements (contract forecast, procurement notice and shortlist, Shortlist Report, Tender Opening Report, Evaluation Report, the Annual Work Programme, Guidelines for Applicants, Proposal Opening and Administrative Check Report, Evaluation Reports, the list of grants to be awarded and any other relevant information)
    • Three originals of the proposed contract, which is based on the standard contract template. The standard contract annexes for the General conditions and Forms and other relevant documents must be reproduced without modification in every contract. Only the Special Conditions should need to be completed by the Contracting Authority.
  2. Sign and date all originals of the contract and initial all pages of the Special Conditions.
  3. Send the three signed originals of the contract to the successful tenderer/applicant, who must countersign them within 30 days of receipt and
  4. Return two originals to the Contracting Authority together with the eventual financial guarantee(s) required in the contract. If the successful tenderer/applicant fails to do this within the specified deadline or indicates at any stage that it is not willing or able to sign the contract, the tenderer/applicant cannot be awarded the contract. The contract preparation process must be restarted from step 1 with a new contract dossier prepared using the tender which has achieved the next highest score (provided that that tender passed the technical threshold and is within the maximum budget available for the contract).

The Contracting authority shall verify the power of representation of the natural person who signs the contract for the legal entity to which the contract has been awarded.

The contract takes effect on the date of the later signature. The contract cannot cover earlier services/supply/works or enter into force before this date.

Contracting Authorities must retain all documentation relating to the award and execution of contract for a minimum period of seven years after the approval of the final reporting concerning the operation in which the contract takes place.
During and after this period, the Contracting Authorities will treat the personal data in conformity with their privacy policy. These documents must be made available for inspection by the European Commission, OLAF and the Court of Auditors.



Sources and useful links:

This website has been produced with the financial assistance of the European Commission. The contents of this publication are the sole responsibility of punto.sud and can in no way be taken to reflect the views of the European Commission.