IV.A.2. Contract Written and Signed

Estimated Execution Time

1 week

Objective

To prepare, legally verify, and sign the procurement contract so that all commitments are clear, enforceable, and balanced, and so that award notifications, any applicable standstill period, and EU level publication duties are completed in the correct sequence for a valid signature and transparent award.

Who is Involved

Procurement Office – coordinates contract preparation and ensures compliance with procurement procedures.
Contracting Authority Representatives – authorized signatories on behalf of the procuring entities involved in the contract.
Legal Department – conducts legal review of contract terms, obligations, and compliance with regulatory frameworks.
Awarded Suppliers – selected providers (PCP) or awarded company (PPI) and their legal representatives responsible for signing and executing the contract

Activities / Tasks

IV.A.2.1. Draft and legally validate the contract pack

Draft the contract using the tender conditions and the applicable legal framework referenced in Part III.A.2 Administrative Tender Preparation.
Ensure the contract clearly specifies scope, deliverables, acceptance criteria, timelines, governance, reporting, payments, liability, IPR handling and confidentiality, termination, and remedies.
Complete a full Legal Department review and incorporate required changes before release for signature.

IV.A.2.2. Confirm signing authority and prepare execution

Confirm who is authorised to sign for each party.
Obtain and file mandates or delegations for each authorised signatory.
Prepare the final signature version and the signature process, including document control and filing requirements.

IV.A.2.3. Execute award communications and contract signature

Notify all tenderers of the award decision in line with the applicable procedure and required content of notifications.
Where an applicable standstill period is required, ensure the standstill period is completed before signing the contract.
Execute the signature with the awarded supplier or suppliers and file the fully signed contract with the supporting authorisation documents.
Send the Contract Award Notice for publication in the Official Journal of the European Union, Series S via TED using the applicable eForms notice, within the required deadline after contract conclusion.
For PCP: Notify unsuccessful suppliers as part of the award communications and complete any procedure-specific requirements linked to concluding the framework agreement or contract.
For PPI: Complete the award communications required by the selected procedure and ensure the Contract Award Notice is submitted via TED as part of the award publication duties.

Tips / Common Pitfalls

✅ Complete a legal review before signing the contract(s).

✅ Ascertain clauses and disclaimers according to the PCP/PPI legal frameworks.

✅ If you want to be faster, include a draft of the contract in the tender documentation. Even faster: ask tenderers to add an signed draft contract to their offer

Outcome / Deliverables

Project report/dossier with all decisions/ phases conducted.
Complete and signed PCP/PPI contract in accordance with the law.

Resources

Guidelines for Innovation Procurement (PCP/PPI) Contract modification during public procurement - HIPSS Decision Tree for contract modifications - HIPSS Co-creation during the PCP procedure - HIPSS

Need expert support for this step?

Browse Experts

Browse our directory of experts who can provide professional guidance.

Implement