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How to write an RFP rejection letter?

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What is an RFP rejection letter

An RFP rejection letter is sent to the prospective provider whose proposal has been rejected for very specific reasons that are explicitly exposed in the RFP rejection letter. In fact, it should be more accurately called RFP Proposal rejection Letter since it is the proposal that is rejected and not the RFP itself.

Also known as: letter of non-responsibility, letter of non-responsiveness, refusal letter, bid rejection letter, letter of applicant rejection, vendor decline letter, proposal rejection letter, letter of rejection, vendor rejection letter

RFP rejection letter templates and samples

The request for proposal (RFP) rejection letter is part of our FREE RFP Letters Toolkit. You will find in it, amongst others, templates and samples of an RFP rejection letter.

Writing a rejection letter of a Request for Proposal (RFP)

It is highly recommended that you to read the suggestions below in order to properly and successfully use the RFP rejection letter.

  1. Use a formal letterhead and do not handwrite the RFP rejection letter. Use templates and samples provided in your FREE RFP Letters Toolkit to create your own rejection letter.
     
  2. First, your rejection letter should thank the person who submitted the proposal for the time, effort, and interest in the project related to the issued RFP.
     
  3. Next, state the reasons why the proposal was rejected. Be very specific regarding these reasons. You must explain why and how the proposal is non-responsive or the provider non-responsible.

    Definition of non-responsiveness:

    A non-responsive proposal would, for example, neglect to provide mandatory information or documents requested in the RFP.

    Definition of non-responsibility:

    A non-responsible provider, although supplying all necessary information, would, for example, not be able to fully satisfy requirements defined in the RFP or would be financially unstable or unable to complete the project in a timely manner.

    Documenting the reasons why a proposal is rejected is far more difficult than merely identifying the proposal as non-compliant. Spend the time needed to honestly and properly communicate the reasons for the rejection. The more specific, exhaustive, and honest the reasons for the rejection are, the more difficult it becomes for the provider to contest your decision to reject the proposal. 
     

  4. Keep in mind that the rejected provider has the right to formally contest your decision within a reasonable timeframe, as initially defined in the RFP. Therefore, do not sign any contract with another provider until the deadline to receive protests expires and rejection protests are settled.
     
  5. You are not required to unveil information about to whom the project was awarded. Nevertheless, if requested, you must provide all information except for trade secrets.
     
  6. Finally, close the letter formally with "sincerely" or a similar polite expression. Sign your name and title.
     
  7. Do not forget to send the rejection letter via certified mail
     
  8. Since things sometimes get a little more complicated than usual, remember to consult a lawyer for further information before doing anything.

Tips, templates, and samples of a RFP rejection letter

FREE RFP Letters Toolkit, 2011 EditionWANT TEMPLATES AND SAMPLES
FOR AN RFP REJECTION LETTER?

Learn tips on how to write a professional, very impressive, and bullet-proof RFP rejection letter in our FREE RFP Letters Toolkit, 2011 Edition.

You will find in it, amongst others, templates and samples of an RFP rejection letter.

It's FREE!
 

"It's important that the rejection letter states the exact reasons why a proposal is rejected."
- Pascal PERRY


RFP Disqualification Letter | RFP Letter of Intent

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Federal Contract Oversight

by Project on Government Oversight (POGO)
 FREE RFP Letters Toolkit, 2009 Edition

Podcast: How Bad Performance Can Be Good for Business in Government ContractingExpand

POGO's Scott Amey dishes out a post-mortem on a recent Commission on Wartime Contracting hearing--at which he testified--on contractor accountability..

POGO Provides Post-hearing Supplemental Materials to the Commission on Wartime ContractingExpand

Pursuant to the Commission on Wartime Contracting's (Commission) request that the record for the hearing held on February 28, 2011, "Ensuring contractor accountability: Past performance and suspensions and debarments," be supplemented within thirty days, the Project On Government Oversight (POGO) provides the following information. Specifically, POGO believes the Commission should recommend that the Federal Awardee Performance and Integrity Information System (FAPIIS) be expanded in scope and that the Department of Defense's (DoD) revolving door database of senior level acquisition officials be made publicly available.[2].

Solution: How the Government Can Stop Doing Business With Risky ContractorsExpand

It is very hard for the federal government to have a successful criminal or civil prosecution of their contractors and it is the hardest to do with the Department of Defense (DoD). In January, the DoD created a stir when it released its Report to Congress on Contracting Fraud, which examined the extent to which the Pentagon awarded contracts to companies that defrauded the government. The report found that, from Fiscal Year 2007 to Fiscal Year (FY) 2009, the DoD awarded almost $270 billion in contracts to 91 contractors found liable in civil fraud cases, and $682 million to 30 contractors convicted of criminal fraud. .

U.S.Government Rarely Suspends or Debars Those Responsible for Billions in Tax Dollars Lost to Fraud, Waste, Abuse in War ZonesExpand

Tens of billions of dollars are being lost to waste and fraud in Iraq and Afghanistan because of a toothless U.S. contracting system so reliant on a handful of major contractors that it rarely suspends or desbars them, even when those companies have committed serious offenses, according to the Project On Government Oversight's (POGO) testimony today before a independent, federal commission..

Commercial Item Exceptions Must be Eliminated From New Suspension and Debarment RuleExpand

The Project On Government Oversight (POGO) provides the following public comment to FAR Case 2009-036, "Federal Acquisition Regulation; Uniform Suspension and Debarment Requirement" (75 Fed. Reg. 77739, December 13, 2010). The Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (the Councils) issued an interim rule amending the Federal Acquisition Regulation (FAR) to implement section 815 of the National Defense Authorization Act for Fiscal Year 2010 (P.L. 111-84), which extends the restriction on contracting to subcontractors at any tier that have been suspended or debarred, with certain exceptions for commercial item and commercially available off-the-shelf (COTS) item acquisition contracts..

Should Debarred Contractors Be Allowed to Build Military Aircraft?Expand

Today, POGO submitted a public comment about a new rule limiting the ability of suspended or debarred contractors to do business with the federal government. The rule prohibits prime contractors from subcontracting with any entity that has been suspended, debarred, or proposed for debarment..

Pentagon Cuts Back Contract Audits, Opens Door for Contractor OverpaymentsExpand

Under the guise of eliminating overlap, the Pentagon last month sharply reduced oversight of defense contracts, according to memos obtained by the Project On Government Oversight (POGO). The changes, which give some of the duties of the Defense Contract Audit Agency (DCAA) to the less aggressive Defense Contract Management Agency (DCMA), were outlined in a January memo signed by Shay Assad, the director of Defense Procurement and Acquisition Policy. DCAA staff were informed of the changes in a Jan. 31 memo from DCAA Director Patrick Fitzgerald..

Testimony of POGO's Nick Schwellenbach on "Improving Federal Contract Auditing"Expand

We believe that there should be an independent Federal Contract Audit Agency (FCAA), as long as it is done right. This isn't a new idea: it is an idea that has been batted around since at least the 1980s, when DCAA whistleblower George Spanton exposed serious problems at DCAA. .

Federal Government Needs Strong, Independent Auditor to Oversee Billions in Contract Spending, POGO Tells Senate PanelExpand

The responsibility of auditing the hundreds of billions of dollars spent each year on defense and civilian contracts should fall to a single, independent agency that is outside of the Pentagon's chain of command, the Project On Government Oversight (POGO) told a U.S. Senate panel today..

Last Modified: Tuesday, March 22, 2011 1:05:58 PM

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