Contract Award Letter or Bid acceptance Letter is one of documents in Construction Bids procedure.
A contract award letter is sent to the provider whose solution, in terms of value, best addresses the requirements defined in the request for proposal (RFP).
It is highly recommended that you to read the suggestions below in order to properly and successfully use the RFP contract award letter.
- Use a formal letterhead and do not handwrite the RFP contract award letter.
- First, thank the person who submitted the proposal for their time, effort, and interest in the project related to the issued RFP.
- Next, notify the provider that the submitted proposal is the best apparent solution to the project for which the RFP was issued. Keep in mind that the award is not officially definitive, as unsuccessful providers have the right to formally contest their disqualification, rejection, or non-selection within a reasonable timeframe, as initially defined in the RFP. Therefore, do not sign any contract with the selected provider until the deadline to receive protests expires and all protests are settled.
- Finally, close the letter formally with “sincerely” or a similar polite expression. Sign your name and title. Be sure to provide correct, complete contact and reference information for future correspondence.
- Do not forget to send the contract award letter via certified mail.
- Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.
- Use templates and samples to create your award letter.
The Contract Award Letter is also known as: bid acceptance letter, bid award letter, RFP (request for proposal) award letter, proposal award letter, contract award letter or vendor award letter.