Sample Letter Request for Proposal

January 22 2008
Revised: October 26 2012
SAMPLE LETTER
REQUEST FOR PROPOSAL (RFP)
Contact Person (Date)
Company Name
Address
RE: (Project Description)
Dear (Contact Person):
This letter is your invitation to submit a bid to furnish labor, materials and equipment to
(short description of the work and where the work site is located), in accordance with
attached Project Description.
A physical inspection of the project site and a review of the Scope of Work with the Parish
Planning and Building Committee is scheduled for (Date) at (Time).
Your proposal should be addressed to the Chairman of the Parish Planning and Building
Committee in a sealed envelope clearly marked "Personal and Confidential. To be opened by
the addressee only". The bid is due no later than (Date) at (Time). Deliver your bid to the
(Place).
SPECIAL CONDITIONS RELATING TO BID DOCUMENTS AND DRAWINGS: The enclosed bid
documents are furnished for bidding purposes only and may not be used for any other
purposes. The enclosed bid documents may not be reproduced and must be returned upon
demand. All drawings, schedules and specifications and copies thereof furnished by the
Parish are and shall remain the property of the Parish. They are used only with respect to this
project and are not to be used on any other project.
PHYSICAL INSPECTION: All Architects/Consultants bidding on this project are expected to
visit t h e sit e a n d e xa min e the c on d it ion s r ela tin g to a n d aff e ct in g t h e p e r form anc e of h is w o rk
and to satisfy himself as the character and amount of work to be prepared by the
specifications. No additional allowances will be granted because of lack of knowledge of such
conditions.
BID SUBMITTAL: The Contractor shall submit his bid with the attached Bid Form.
TIME: Time is of the essence of the contract and the Bidder must state on the Bid Form the
number of calendar days in which he will agree to substantially complete the project.
After all bids have been reviewed by the Parish Pl anning and Building Committee, you will be
ad vis ed of the sta tus of your proposa l. U n su cc e s s fu l bid d ers are r eq u ired t o r et urn a ll bi d di n g
documents.
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