This Request for Bids document provides a sample form used to solicit bids from
bidders. The document includes the relevant components, such as a definition of the
bidding process and proposal: instructions, qualifications, criteria, and evaluation
guidelines. As drafted, the company soliciting bids reserves the right, at its sole
discretion, to reject any or all bids prior to the execution of a contract. This document is
intended to supply standard language and instructions but contains opportunities to
include optional language, allowing the drafting party to customize this form to fit its
exact requirements.
EVIDENCE OF COMPETITION - INFORMAL SOLICITATION
(For personal service contracts of $5,000 to $19,999,
send to a minimum of 3 qualified firms/individuals)
SAMPLE
LETTER TO REQUEST BIDS
_____ [Instruction: Insert date.]
______ [Instruction: Insert bidder name and address or if sending as an attachment to email,
no name is necessary.]
Dear _____ [Instruction: Insert bidder name.]:
The_____ [Instruction: Insert company name.] is soliciting proposals to provide _____
[Instruction: Insert detailed description of services to be performed or goods to be provided.]
The period of performance of any contract awarded as a result of this Letter to Request Bids is
tentatively scheduled to begin on or about _____ [Instruction: Insert anticipated start date.] and
be in force through _____ [Instruction: Insert anticipated end date.] with possible amendments
extending the performance period.
It is anticipated that any contract awarded under this solicitation shall be in an amount not to
exceed_____ [Instruction: Insert maximum contract.]. The _____ [Instruction: Insert company
name.] does not anticipate the selected contractor’s involvement beyond _____ [Instruction: Insert
anticipated last date of services.]. However if _____ [Instruction: Insert company name.]
determines it is necessary to increase the contractor’s involvement or extend the term of the
performance period, _____ [Instruction: Insert company name.] may amend any awarded contract
to increase the contractor’s involvement or extend the performance period. Such an amendment, if
any, to increase or decrease the dollar value and/or extend the period of performance shall be at the
sole discretion of _____. [Instruction: Insert company name.]
The bidding is open to individuals or organizations that meet all of the following minimum criteria:
Bidder must be licensed to perform work in _____ [Instruction: Insert state.].
Bidder must have a minimum of _____ [Instruction: Insert minimum required
experience.] years of experience providing _____ [Instruction: Insert detailed description
of necessary experience.].
Bidder must have at least three (3) non-Bidder owned customer references for whom the
Bidder has provided similar services during the past thirty-six (36) months preceding the bid
due date.
Bidder must be insured as follows: _____ [Instruction and Comment: Insert insurance
requirements. This is an optional provision. Alternative, or additional bidding
requirements may also be inserted here].
© Copyright 2011 Docstoc Inc. registered document proprietary, copy not 2
Bidders who do not meet these minimum qualifications shall be deemed to be non-responsive, will
not be evaluated and no score will be assigned. Further, such non-responsive Bidders will not be
eligible to be awarded the bid.
The proposal is to be brief but should at least include the following:
1. Experience on comparable projects.
2. Staff qualifications.
3. Names, addresses and telephone numbers of three non-Bidder owned business
references.
4. Project approach and work plan.
5. Schedule to accomplish the project.
6. Costs or fees. [Option: Insert any additional necessary items to be included in the
proposal.]
Proposals will be evaluated by _____ [Instruction: Insert company name.] based on the response
to the information requested above. All six items must be addressed for the proposal to be
considered responsive. Non-responsive Bidders will not be evaluated and no score will be assigned.
Further, such non-responsive Bidders will not be eligible to be awarded the bid. The deadline for
submission of responses is _____ will not be evaluated and no score will be assigned. Further, such
non-responsive Bidders will not be eligible to be awarded the bid _____. The deadline for bid
submissions is ____ [Instruction: Insert deadline date and time for bid submission.], local time,
in _____ [Instruction: Insert bid submission location.] LATE BIDS WILL NOT BE ACCEPTED
AND WILL BE AUTOMATICALLY DISQUALIFIED FROM FURTHER CONSIDERATION.
Proposals are to be mailed, faxed, e-mailed or hand-delivered to:
_____ [Instruction: Insert company name.]
_____ [Instruction: Insert project manager/contact name.]
_____ [Instruction: Insert company street address.]
_____ [Instruction: Insert company mailing address, if different than street address.]
_____ [Instruction: Insert company city, state, zip code.]
Phone: _____ [Instruction: Insert company phone number.]
Fax: _____ [Instruction: Insert company fax number.]
Email: _____ [Instruction: Insert company email contact address, if any.]
Bidders assume the risk for the method of delivery chosen. The _____ [Instruction: Insert
company name.] assumes no responsibility for delays caused by any delivery service or for
problems with Bidder