Rejection Letter For Bid Proposal

Rejection Letter For Bid Proposal Template for Germany

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Key Requirements PROMPT example:

"I need to draft a Rejection Letter For Bid Proposal for a €5M public infrastructure project in Munich, where we need to inform the unsuccessful bidder about their elimination from the tender process before March 15, 2025, including mandatory standstill period and legal remedies information under German procurement law."

Document background

The Rejection Letter For Bid Proposal is a crucial document in German procurement procedures, used when an organization needs to formally communicate the non-selection of a bidder in a tender process. It must be drafted in accordance with German procurement law, particularly the GWB (German Competition Act) and VgV (German Procurement Regulation), as well as EU procurement directives for contracts above EU thresholds. The document serves multiple purposes: it provides legally required notification, explains the rejection reasoning, maintains transparency in the procurement process, and when applicable, informs about legal remedies and standstill periods. This type of document is particularly important as it helps prevent legal disputes by ensuring proper communication and can be subject to legal scrutiny in case of bid protests or procurement reviews.

Suggested Sections

1. Letter Header: Official letterhead, date, reference numbers, and procurement identification

2. Recipient Details: Full company name and address of the unsuccessful bidder

3. Subject Line: Clear reference to the specific tender/procurement procedure

4. Notification of Decision: Clear statement of rejection and identification of the winning bidder (if permitted)

5. Primary Reasons: Brief explanation of the main reasons for non-selection, focusing on the key criteria that led to rejection

6. Signature Block: Official signature, name, and position of the authorized representative

Optional Sections

1. Standstill Period Notice: Required for contracts above EU thresholds, specifying the mandatory waiting period before contract conclusion

2. Detailed Evaluation Summary: Additional details about the evaluation process and scoring, used when specific feedback is requested or required

3. Legal Remedies Information: Information about available review procedures and deadlines, mandatory for procurements above certain thresholds

4. Debriefing Offer: Offer for a detailed debriefing session, included when the authority wishes to provide additional feedback

5. Future Participation Encouragement: Optional positive note encouraging participation in future tenders, used to maintain good business relationships

Suggested Schedules

1. Evaluation Summary Table: Optional appendix showing comparative scoring or evaluation results, where permitted and appropriate

2. Legal Rights Attachment: Detailed information about legal remedies and procedures, required for contracts above EU thresholds

3. Scoring Breakdown: Detailed breakdown of the bidder's scores against the tender criteria, provided when detailed feedback is appropriate

Authors

Alex Denne

Head of Growth (Open Source Law) @ ��Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Public Administration

Construction

Information Technology

Healthcare

Infrastructure

Defense

Energy

Transportation

Telecommunications

Professional Services

Manufacturing

Education

Research and Development

Relevant Teams

Procurement

Legal

Compliance

Commercial

Supply Chain

Business Development

Contract Management

Project Management

Operations

Risk Management

Relevant Roles

Procurement Manager

Tender Coordinator

Legal Counsel

Contract Manager

Bid Manager

Public Procurement Officer

Compliance Officer

Project Manager

Commercial Director

Supply Chain Manager

Chief Procurement Officer

Business Development Manager

Legal Director

Purchasing Manager

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