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Regret Letter To Unsuccessful Proposal

Regret Letter To Unsuccessful Proposal Template for South Africa

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Key Requirements PROMPT example:

Regret Letter To Unsuccessful Proposal

"I need to draft a Regret Letter to Unsuccessful Proposal for a South African government infrastructure project where the bidder scored well on technical requirements but failed to meet mandatory B-BBEE requirements, and I need to include information about the appeal process."

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Document background
The Regret Letter To Unsuccessful Proposal is a crucial document in South African procurement processes, required whenever a bidder's proposal is not selected. It must comply with South African legislation, particularly PAJA, which requires administrative actions to be lawful, reasonable, and procedurally fair. The letter should provide clear reasons for the decision while maintaining confidentiality of other bidders' information under POPIA. It serves multiple purposes: fulfilling legal requirements, maintaining professional relationships, providing constructive feedback, and potentially mitigating the risk of procurement challenges. The document is particularly important in public sector procurement but is also widely used in private sector competitive bidding processes.
Suggested Sections

1. Recipient Details: Full company name, address, and contact person details of the unsuccessful bidder

2. Reference Information: Tender/RFP number, project title, and submission date reference

3. Acknowledgment: Thank the bidder for their participation and effort in preparing the proposal

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

5. Brief Reason: High-level, objective reason for non-selection (as required by PAJA), without disclosing confidential information about other bidders

6. Next Steps: Information about any debriefing opportunities or appeal processes available

7. Future Opportunities: Encouragement to participate in future opportunities

8. Closing: Professional closing with contact details for any queries

Optional Sections

1. Detailed Feedback: More specific feedback about the proposal's strengths and weaknesses, used when appropriate and when not exposing confidential information

2. Scoring Summary: Brief overview of the bidder's scoring in key areas, used when this information can be shared without compromising the process

3. Successful Bidder: Information about the successful bidder, only included when public disclosure is appropriate and required

4. Appeal Process Details: Detailed information about appeal procedures and deadlines, included when applicable under procurement rules

5. B-BBEE Status Impact: Commentary on B-BBEE aspects if relevant to the decision and appropriate to share

Suggested Schedules

1. Scoring Matrix: Optional attachment showing the evaluation criteria and scoring framework (if appropriate to share)

2. Appeal Procedure Document: Standard document outlining the formal appeal process if applicable

3. Feedback Form: Standard form for requesting detailed feedback or debriefing session

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 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

Government and Public Sector

Construction

Information Technology

Manufacturing

Professional Services

Healthcare

Education

Mining

Financial Services

Telecommunications

Energy and Utilities

Transport and Logistics

Real Estate and Property

Retail

Relevant Teams

Procurement

Supply Chain

Legal

Compliance

Finance

Operations

Commercial

Project Management

Risk Management

Vendor Management

Relevant Roles

Procurement Manager

Tender Committee Chairperson

Chief Procurement Officer

Supply Chain Manager

Contracts Manager

Bid Evaluation Committee Member

Legal Counsel

Commercial Director

Project Manager

Business Unit Head

Chief Financial Officer

Operations Director

Compliance Officer

Procurement Specialist

Bid Administrator

Industries






Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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