SAMPLE "REJECTION" LETTER Date X X X
Re: Dear:
ITB#__________ or
RFP#___________
This is to advise that your bid or proposal has been rejected for the following reason: be specific in your explanation, addressing the exact reasons the bid/proposal was "nonresponsive" or how you determined they were nonresponsible. Sincerely,
NOTES: 1) The rejection letter MUST be sent via CERTIFIED MAIL. 2) One example of "nonresponsive" would be that they did not address a mandatory of the ITB/RFP, did not provide the references required, etc. 3) One example of "nonresponsible" would be that you have determined the bidder/proposer is not capable of satisfying the terms and conditions of the ITB/RFP in a timely manner due to financial incapability or loss of license. 4) There are additional reasons for "rejecting" a bid/proposal. If you are unsure or need assistance, contact the Business Office Contracts Manager before you send the letter. 5) Remember - it is easier to find a bidder/proposer is the unsuccessful bidder/proposer than to document reasons for "rejecting" the bid/proposal. 6) Any protest of a "rejection" is to be referred to the Business Office Contracts Manager immediately for review and issuance of a Final Agency Order. 7) No contract is to be entered into until the protest of the "rejection" is settled as set forth in 5) above.