sample of regret letter

8/17/2019 Sample of Regret Letter

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Note to Contracting Officer: Because the evaluation methodology for different procurementsvaries, this letter will have to be tailored to the individual requirement. This letter has beendrafted assuming that this bidderofferorsupplier, although unsuccessful, its

bidofferarrangement was declared responsive because it has met all mandatory

requirements. Contracting officers should use the other sample regret letter in !ppendi" B#.$.%: &egret 'etter to (nsuccessful BiddersOfferors)uppliers * Non*responsiveBidOffer!rrangement if the bidofferarrangement was declared non*responsive.

________ (insert date)

____________ (insert department address)

!ttention: ___________ (insert name of addressee)

_____________ (insert supplier's name and address)

+ear r.rs. ____________ (insert the addressee's last name):

)ub-ect: )olicitation No. ________

Than you for your ____________ (insert "bid" or "offer" or "arrangement")

submitted in response to our request for ____________ (insert brief description of

goods/services).

This is to inform you that a ___________ (insert "contract" or "Standing Offer

(SO)" or "Supply Arrangement (SA)") will not be ___________

(insert "awarded"or "issued") to you for this requirement. ! __________ (insert "contract" or "SO"

or "SA") has been ____________ (insert "awarded" or "issued") to the successful

__________ (insert "bid" or "offer" or "arrangement") submitted by

____________ (insert name of successful bidder/offeror/supplier ) in response to

the above*noted solicitation. The price of the awarded _________ (insert "contract" or

"SO" or "SA") is / _________ (insert value of awarded contract or issued SO or

SA ), e"cluding 0oods and )ervices Ta"1armoni2ed )ales Ta", as applicable.

!lthough your _______ (insert "bid" or "offer" or "arrangement") was found to be

responsive to the mandatory requirements of the solicitation, it did not achieve the highest*raning under the evaluation methodology described in the solicitation.

3or your information and to assist you in responding to future solicitations, you are informedthat your _________ (insert "bid" or "offer" or "arrangement") was evaluated as

follows in comparison to the successful ___________ (insert "bid" or "offer" or

"arrangement"):

!ppendi" ! * This table shows the point rating scored by the successful and unsuccessful bidders.

ComparisonTechnical

Score

Financial

Score)uccessful _______ (insert "bid" or "offer" or

https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2


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"arrangement")

4our _______ (insert "bid" or "offer" or"arrangement")

5 would lie to than you for submitting your _________ (insert "bid" or "offer" or

"arrangement") and your interest in being a supplier to the 0overnment of Canada. 4our participation is appreciated, and 5 hope that you will continue to bid on procurementopportunities offered by 6ublic 7ors and 0overnment )ervices Canada.

)hould you require further information regarding the evaluation of your ___________ (insert "bid" or "offer" or "arrangement"), please do not hesitate to

contact me.

5f you have any concerns relating to the procurement process, please refer to the &ecourseechanisms page on the Buyandsell.gc.ca website. 6lease note that there are strict deadlinesfor filing complaints with the Canadian 5nternational Trade Tribunal 8C5TT9 or the Office of

the 6rocurement Ombudsman 8O6O9.

_________________ (insert name of contracting authority )

Contracting !uthority

Telephone: _____ * _____ * ______ *mail: ________ ;tpsgc*pwgsc.gc.ca

cc: ________

(insert any additional names of people who should receive a

copy )

Appendix B 7.1.2: Regret Letter to Unsccess!l

Bidders"#!!erors"Sppliers $ %on$responsi&e

Bid"#!!er"Arrangement

8%9

Note to contracting officer: Because the evaluation methodology for different procurement

varies, this letter will have to be tailored to the individual requirement. This letter has beendrafted assuming that the bidofferarrangement was declared non*responsive because it hasnot met one or more mandatory requirements. Contracting officers should use the othersample regret letter provided in !ppendi" ! #.$.$: &egret 'etter to (nsuccessfulBiddersOfferors)uppliers * &esponsive BidOffer!rrangement if the bidofferarrangementwas declared responsive but simply wasn?t the highest*raned.

____________ (insert department address)

________ (insert date)

_____________ (insert supplier's name and address)

https://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanismshttps://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanismshttps://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/1https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/1https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/1https://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanismshttps://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanismshttps://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/2https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/1https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/annex/7/1/1


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!ttention: ___________ (insert name of addressee)

+ear r.rs. ____________ (insert the addressee's last name):

)ub-ect: )olicitation No. ________

Than you for your ____________ (insert "bid" or "offer" or "arrangement")

submitted in response to our request for ____________ (insert brief description of

goods/services).

This is to inform you that a _________ (insert "contract" or "Standing Offer (SO)"

or "Supply Arrangement (SA)") will not be issued to you for this requirement. !

_________ (insert "contract" or "SO" or "SA") has been awarded to the successful

________ (insert "bid" or "offer" or "arrangement") submitted by

________ (insert name of successful bidder/offeror/supplier ) in response to the

above*noted solicitation. The price of the awardedissued _________

(insert "contract"

or "SO" or "SA") is / _________ (insert value of awarded contract or SO or SA )

e"cluding 0oods and )ervices Ta"1armoni2ed )ales Ta", as applicable.

!s indicated in the solicitation, a ______ (insert "bid" or "offer" or "arrangement")

was required to meet each and every mandatory requirement. (nfortunately, the evaluatingteam determined that your ______ (insert "bid" or "offer" or "arrangement") did

not comply with all the mandatory requirements of the solicitation, including the following:

__________________ (insert description of non-compliance)

To provide you with information on the characteristics and relative advantages of thesuccessful _________ (insert "bid" or "SO" or "SA"), you are informed that the

successful _______ (insert "bid" or "SO" or "SA") has satisfied all the mandatory

requirements of the solicitation and scored on the technical point*rated requirements 8inserttable below if relevant9, as follows:

!ppendi" B * This table shows the point rating scored by the successful and unsuccessful bidders

ComparisonTechnical

Score

Financial

Score

)uccessful _______

(insert "bid" or "offer" or

"arrangement")

4our _______ (insert "bid" or "offer" or"arrangement")

'nstrction to contracting o!!icer:

$. 5f you did not score the bidoffer because it was disqualified early in the process, addthe following sentence 8i.e. !s a result of finding your @9 and delete the second rowin the above table 8i.e. 4our ____ ...9.

%. 5f you are providing the unsuccessful bidderofferorsupplier with its score, delete thefollowing sentence 8i.e. !s a result of finding your @9.


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!s a result of finding your ______ (insert "bid" or "offer" or "arrangement") to be

non*responsive, your ______ (insert "bid" or "offer" or "arrangement") was

disqualified and Canada did not proceed with your evaluation and did not determine atechnical score for your ______ (insert "bid" or "offer" or "arrangement").

5 would lie to than you for submitting your ______

(insert "bid" or "offer" or

"arrangement")9 and your interest in being a supplier to the 0overnment of Canada. 4our

participation is appreciated, and 5 hope that you will continue to bid on procurementopportunities offered by 6ublic 7ors and 0overnment )ervices Canada.

)hould you require further information regarding the evaluation of your ________ (insert

"bid" or "offer" or "arrangement"), please do not hesitate to contact me.

5f you have any concerns relating to the procurement process, please refer to the &ecourseechanisms page on the Buyandsell.gc.ca website. 6lease note that there are strict deadlinesfor filing complaints with the Canadian 5nternational Trade Tribunal 8C5TT9 or the Office ofthe 6rocurement Ombudsman 8O6O9.

___________ (insert name of contracting authority )

Contracting !uthority

Telephone: ____ * ____ * ______ *mail: ________ ;tpsgc*pwgsc.gc.ca

cc: ________ (insert any additional names of people who should receive acopy )
https://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanismshttps://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanismshttps://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanismshttps://buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada/recourse-mechanisms

sample of regret letter

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