Intent To Award Letter Template for Ireland

An Intent To Award Letter is a formal notification document that Irish contracting authorities must issue when they have selected a preferred bidder in public procurement processes. This legally binding communication marks a crucial stage in procurement procedures, formally announcing the award decision while initiating mandatory waiting periods before contract finalization. Under Irish and EU law, this letter serves both to inform successful tenderers of their selection and to protect the rights of unsuccessful bidders through transparent notification requirements.

When do you need this document?

You need an Intent To Award Letter whenever your public authority has completed tender evaluation and selected a winning bid for contracts above EU thresholds. This applies to central government departments, local authorities, state agencies, and semi-state bodies conducting procurement for goods, services, or works. The letter is mandatory for all competitive procedures including open procedures, restricted procedures, and negotiated procedures with prior publication. You must issue this letter before signing any contract or purchase order, as it triggers the legally required standstill period that protects unsuccessful tenderers' review rights.

Key legal considerations

Your Intent To Award Letter must contain specific mandatory information to comply with procurement law. You must clearly identify the successful tenderer, provide a brief contract description, state the award criteria used, and summarize the evaluation results that led to your decision. The letter should specify the standstill period duration and explain unsuccessful tenderers' rights to request feedback or seek judicial review. Ensure you maintain confidentiality regarding commercially sensitive information while providing sufficient detail for transparency. The timing of dispatch is critical - you must send the letter simultaneously to all tenderers and maintain accurate records of transmission dates, as these determine when the standstill period begins and ends.

Legal requirements in Ireland

Under the European Union (Award of Public Authority Contracts) Regulations 2016, Irish contracting authorities must observe a minimum 10-calendar-day standstill period for most contracts, extending to 15 days when notification is sent electronically. This period begins when you dispatch the Intent To Award Letter and must expire before you can sign the contract. The Civil Law (Miscellaneous Provisions) Act 2011 governs the binding nature of your award communications, while the Remedies Regulations establish procedures for challenges during the standstill period. You must follow Office of Government Procurement guidelines regarding letter format, content requirements, and dispatch procedures. Failure to issue proper notification or observe correct standstill periods can invalidate your contract award and expose your authority to legal challenges, damages claims, and procurement process restart requirements.