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The Tender Decline Letter is a crucial document in Irish public procurement processes, used when a contracting authority needs to formally notify unsuccessful tenderers of the outcome of their bid. This document must be drafted in compliance with Irish procurement law and EU directives, particularly regarding transparency and fairness requirements. The letter includes essential information such as the identity of the successful tenderer, comparative scoring, standstill period details, and information about the right to challenge the decision. It serves multiple purposes: fulfilling legal obligations, maintaining transparency, managing supplier relationships, and minimizing the risk of procurement challenges. The timing and content of the Tender Decline Letter are strictly regulated, and it must be sent simultaneously to all unsuccessful tenderers during the mandatory standstill period.

1. Recipient Details: Full company name and address of the unsuccessful tenderer

2. Reference Information: Tender reference number, project title, and date of tender submission

3. Acknowledgment: Thank the bidder for their participation and effort in the tender process

4. Decision Notification: Clear statement that the tender was unsuccessful

5. Basic Selection Outcome: Information about the successful tenderer (name only) and the number of tenders received

6. Scoring Summary: The unsuccessful tenderer's scores against the evaluation criteria and the successful tenderer's scores

7. Key Reasons: Brief explanation of the main factors that led to the bid being unsuccessful

8. Standstill Period: Information about the mandatory standstill period and when the contract will be concluded

9. Right to Challenge: Information about the bidder's right to challenge the decision and the process for doing so

10. Contact Information: Details of who to contact for additional information or clarification