CONTRACT AWARD / COMPLIANCE

After responding to a government solicitation, vendors may be selected for award based on a fair, competitive, and transparent evaluation process. Understanding what happens next—and what’s expected throughout the life of the contract—is essential for successful performance and continued eligibility for future opportunities.

 

 

Contract Evaluation and Award

Government contracts in Florida are typically awarded to the lowest responsive and responsible bidder (for IFBs) or the best-value proposer (for RFPs and RFQs), based on criteria such as:

 

  • Price

  • Qualifications and experience

  • Methodology and technical approach

  • Responsiveness to the solicitation

  • References and past performance

All evaluations follow public procurement regulations and are documented to ensure transparency. In Florida, evaluation committee meetings and award recommendations are generally open to the public under the state’s Sunshine Law.

 

 

After Award

Once awarded:

 

  • A Notice of Award is issued to the selected vendor.
  • A formal contract agreement is executed, including terms, scope of work, pricing, timelines, and legal requirements.
  • The vendor must provide any final documentation, such as proof of insurance or performance bonds, before work can begin.

 

Performance & Compliance Expectations

All vendors are expected to deliver services or goods in strict accordance with the contract terms. This includes:

 

  • Meeting all deadlines, specifications, and deliverables

  • Maintaining required licenses, insurance, and certifications

  • Ensuring quality control and safety compliance

  • Communicating proactively with the contract manager or project lead

Failure to meet contract requirements may result in corrective action, such as written warnings, payment withholdings, or—in severe cases—termination for default and potential suspension or debarment.

 

 

Invoicing & Payment Procedures

To receive payment, the contracted vendor should:

 

  • Submit accurate and timely invoices to the government agency’s designated contact or payment system.

  • Include all required supporting documentation (e.g., deliverable confirmations, time sheets, purchase orders).

  • Follow the invoicing guidelines outlined in your contract.

Under the Florida Prompt Payment Act, government agencies are required to make payments within a defined time frame, typically 30 days after receipt of a proper invoice. Delays may occur if documentation is incomplete or noncompliant.

 

 

Reporting, Audits & Inspections

Vendors may be required to submit periodic reports (e.g., progress updates, subcontractor utilization, financials) as outlined in the contract. Additionally:

 

  • Government agencies may conduct on-site inspections or contract audits to verify compliance.

  • Vendors must maintain accurate records and retain documentation for a specified period (often 5 years) per contract terms or applicable law.

 

Best Practices for Contract Success

  • Assign a dedicated contract manager or point of contact.

  • Review contract terms regularly to ensure compliance.

  • Track performance milestones and communicate proactively with the government agency.

  • Document all communications and changes in writing.

  • Address potential issues early and professionally to avoid disputes.

 

By understanding the contract award process and fulfilling your compliance responsibilities, vendors can maintain a strong reputation and remain eligible for future government contracting opportunities across Florida.