Awarding the Work

Awarding is the moment the RFP stops being a comparison and becomes a job. One vendor is marked the winner and the rest are finalised as unsuccessful.

What changes when a vendor wins

• The winning vendor's card carries a winner badge, and the others show as finalised.
• Voting closes. Cards show that voting is closed because the vendor has been finalised.
• Adding further vendors is no longer available, since the comparison is complete.

Record the formal decision

If the choice was a board matter and no board decision is linked yet, use the option to create a board decision from the result. This produces the formal record that the vendor was chosen, which is the artifact an auditor, an incoming manager, or a disgruntled owner will ask for.

Add the PO number

The ticket carries a PO number field. Fill it in as soon as you raise the purchase order. It is the thread that ties the quote you accepted to the invoice you will eventually pay, and the person matching that invoice in three months will not be you.

Schedule the work

Set the ticket's schedule so the job has real dates. If the work will close an amenity, do that from the Asset Impact tab rather than by telling people informally, so bookings are actually blocked. See Asset Impact.

If the work needs entry to units, raise the requests for access now rather than the week of the job. Occupants need notice, and the notice period is often set by legislation rather than by preference.

Tell the vendors who did not win

Kore records the outcome, but a short message to the unsuccessful vendors is what keeps them willing to quote next time. Contractors talk to each other, and the properties that go unanswered at tender are usually the ones that never close the loop.