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Appendix B--Bidder's Transmittal Letter: Sample Specifications

In responding to a request for proposal (RFP), each bidder should submit along with its proposal to the agency that has issued the RFP a transmittal letter containing a number of affirmative statements and assurances. Each bidder's transmittal letter should include the following content:

The name and title of the chief executive officer or other individual authorized to legally bind the bidder;

The address of the bidder to be used for all notices sent by the purchasing agency;

A statement that the bidder is a corporation or other legal entity if it is the policy decision of the purchasing agency to solicit bids only from such organizations;

A statement identifying all addenda to the RFP issued by the purchasing agency that were received by the bidder. If no addenda have been received, the bidder should also so indicate;

A statement that no attempt has been or will be made by the bidder to induce any person or firm to submit or not to submit a proposal;

A statement of affirmative action that the bidder does not discriminate in its employment practices with regard to race, color, religion, sex, sexual orientation, marital status, political affiliation, national origin, or disability;

A statement that no cost or pricing information has been included in the technical proposal should the purchasing agency require to separate the two portions of the bidding procedure;

A statement that the bidder accepts the terms, conditions, criteria, and requirements set forth in the RFP;

A statement that the bidder accepts the purchasing agency's sole right to accept or reject any or all proposals submitted at any time;

A statement that the bidder accepts the purchasing agency's sole right to cancel the RFP at any time the agency desires;

A statement that the bidder accepts the purchasing agency's sole right to alter the timetables for procurement as set forth in the RFP;

A statement that the proposal submitted by the bidder has been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition;

A statement that, unless otherwise required by law, the information in the proposal submitted by the bidder has not been knowingly disclosed by any bidder and that it shall not knowingly be disclosed by the bidder prior to the notice of intent to award;

A statement that no relationship exists, nor will exist, during the contract period should the bidder enter into a contract with the purchasing agency that interferes with fair competition or is a conflict of interest, and no relationship exists between the bidder and another person or organization that constitutes a conflict of interest with respect to an existing contract with the State;

A statement that no contact, direct or otherwise, has occurred with any purchasing agency employee or subcontractor of the agency as well as any entity providing consulting services in the development of the RFP;

A statement that no claim will be made for payment to cover costs incurred in the preparation of the submission of the proposal or any other associated costs; and

Each person signing the proposal should also certify that he or she is the person in the bidder's organization responsible for the decision as to prices being offered and that the organization and its agents have not participated, and shall not participate, in any action contrary to the RFP or contract conditions.

Last Updated 11-7-02