The steps that generally need to be followed to complete the contract documentation are:
• obtaining all necessary approvals required to comply with legislative and policy requirements75;
• carefully reviewing the final document and ensuring all aspects of the contract are completed, including schedules and plans;
• having the final contract checked by legal advisers or other advisers, where appropriate;
• notifying the successful contractor and making sure they understand the contract signing formally constitutes acceptance of the contract terms and conditions;
• arranging physical signing of the document which can involve a formal signing ceremony in some cases; and
• notifying unsuccessful tenderers.
It is likely that such things as insurances, indemnities, and Intellectual Property Rights or deeds have been checked prior to deciding to negotiate with particular tenderers. However, a final check to ensure that all necessary contract provisions have been met and any relevant documentation has been provided should be undertaken before the contract is approved.
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75 For FMA agencies important approval requirements are contained in FMA Regulations 8, 9 and 10.