Jira & Confluence 
Bitrix24 A rationale that repeats the score
"Highest score" is not a reason. Name the criteria and the evidence that made the difference.
Tender · step 3 of 3 · record the decision
Vendor selection memo that explains the award
Write down what was bought, how proposals were scored, why the winner won and what must happen before signature, then send a short letter to every supplier.
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- 1Summarize the process. Who got the RFP, how many proposals came in, who was disqualified and why, and who sat on the panel.
- 2Copy the results, not opinions. Rank, 3-year cost and weighted score for each supplier, taken from the evaluation workbook.
- 3Explain the choice. Why the winner, and why not the cheapest bid if it lost. List what must be signed or agreed before the contract.
- 4Sign and send the letters. Evaluators sign the conflict of interest declaration, the approver signs the memo, then every supplier gets a letter.
The situation
When this template earns its place
The panel has a winner, but finance, an auditor or a losing supplier will ask why. The memo opens on the page without registration with the results from the evaluation workbook: process, panel, results table, rationale, conditions before contract signature, conflict of interest declarations and approval signatures. The appendix holds a notice of intent to award and short regret letters with a debrief offer.
How to use it
A short path to a usable result
1
Summarize the process
Who got the RFP, how many proposals came in, who was disqualified and why, and who sat on the panel.
2
Copy the results, not opinions
Rank, 3-year cost and weighted score for each supplier, taken from the evaluation workbook.
3
Explain the choice
Why the winner, and why not the cheapest bid if it lost. List what must be signed or agreed before the contract.
4
Sign and send the letters
Evaluators sign the conflict of interest declaration, the approver signs the memo, then every supplier gets a letter.
Filled example
See the result before you start
The filled example records Harborview Family Clinics' award of a three-year managed IT services contract to Corvalis Tech Partners: four proposals, a three-person panel, the results table from the evaluation workbook, five conditions before signature, a notice of intent to award and three regret letters.
Common mistakes
What makes the document stop working
Regret letters that disclose rivals' prices
Keep other suppliers' prices and scores confidential; offer a debrief on the supplier's own proposal instead.
An award letter read as a contract
Say that the award is subject to the agreement and the conditions listed, and binds only when both parties sign.
FAQ
Questions before you use it
Is it free? Do I need to sign up?
It is free and opens without an account. Sign-in appears only when you save the memo to a workspace or invite approvers.
Who should sign a vendor selection memo?
Usually the person who ran the process, the chair of the evaluation panel and the budget holder who approves the award. Your delegation of authority may require more.
Do I have to tell unsuccessful suppliers why they lost?
There is usually no legal duty in private purchasing, but a short debrief on their own scores keeps good suppliers bidding. Public bodies may have specific notice rules.
What is a conflict of interest declaration?
A signed statement by each evaluator that they have no financial or personal interest in any bidder and accepted no gifts. Anyone with a conflict should step out of scoring.
Is the notice of intent to award a contract?
No. It says you intend to contract, subject to agreeing terms. The contract binds only when both parties sign.