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Documentation Index

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Award readiness is the point where procurement, commercial, technical, and owner-side stakeholders can defend the recommendation without reconstructing emails, spreadsheets, and meeting notes. In TruBuild, a package award should be supported by the latest reviewed technical and commercial evidence, the query record, and a written decision rationale.

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The award record

RecordSource in TruBuildOwner
Package metadataPackage setupProcurement manager
Contractor listPackage contractorsPackage lead
Technical/commercial weightingPackage setupProcurement manager
Commercial resultLatest approved commercial roundCommercial lead
Technical resultLatest approved technical roundTechnical lead
ClarificationsTender queries and PTC tabsProcurement manager
Selected contractorAward package flowProcurement manager
Award commentsAward package flowProcurement manager and committee secretary

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Committee checklist

1

Confirm package scope

Package name, country, currency, contractors, and award weighting should match the tender strategy approved before evaluation.
2

Confirm commercial evidence

Review the latest commercial comparison, total bid position, exclusions, unpriced items, arithmetic checks, and pricing anomalies.
3

Confirm technical evidence

Review the latest technical ranking, criterion-level scores, evaluator overrides, and any clarification-driven reruns.
4

Confirm queries

Review open, sent, approved, and closed queries. Material open queries should be explicitly accepted as residual risk or resolved before award.
5

Record the decision

Select the awarded contractor and add award comments that explain the decision, not just the result.

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Good award comments

Good comments explain the reasoning a future auditor or committee member would need: 
Award recommended to Contractor B. Contractor B ranked second technically but first
commercially after Round 2 clarifications. Contractor A held the highest technical
score, but its price remained 14.8% above the package average and included unresolved
exclusions on commissioning support. Contractor B's PTC responses resolved the
material HSE and programme concerns, and no high-priority commercial queries remain open.
Weak comments are labels, not rationale: 
Approved as discussed.

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Residual risk register

Before award, capture any residual items that remain unresolved:
RiskExampleWhere to record
Open technical clarificationMissing commissioning method statementTender query or technical PTC
Open commercial clarificationProvisional sum excluded or qualifiedCommercial PTC
Qualification or exceptionContractor qualifies programme, warranty, scope, or compliance requirementTender query, PTC note, or award comment
Document quality limitationVendor file was scanned and partially OCR-dependentEvaluation notes
Committee exceptionAwarding to non-lowest bidderAward comments

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When not to award yet

Delay award or escalate if:
  • A material query is still pending, assigned, or pending_approval.
  • The selected contractor has unresolved unpriced scope.
  • The technical score depends on a criterion that was not reviewed after a material clarification.
  • The commercial result relies on a manual override without explanation.
  • The package weights no longer match the approved tender strategy.
  • The award comment does not explain why the selected contractor is preferred.

Evaluation governance

Set controls before the award stage.

Tender queries

Manage clarification status and response evidence.