Sample "Unsolicited Proposal Submission Cover Letter, Enclosures and Business Questionnaire Template"

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Sample Unsolicited Proposal Submission
Cover Letter
My Company
NOTICE: This sample proposal is provided
12345 My Street
only as an example of acceptable
My Town, CA 922XX
formatting. It is not intended to suggest
1-760-123-4567 Fax: 1-760-123-4568
"correct" answers to form questions or
any other information provided by a
Today’s Date
proposal. The proposal should be carefully
and individually prepared based you’re
Mr. TC Dowden
your factual business information.
MCCS Contracting Officer
provided solely by the Offeror.
Box 788150 (Building 1533)
Twentynine Palms, CA 92278-8150
Please be aware that the completeness and
professionalism of your proposal will be a
Re: Unsolicited Proposal for Widget Concession
factor in whether or not we pursue a contract
with you. Present your vision!
Dear Mr. Dowden,
Thank you for the opportunity to conduct business with MCCS Twentynine Palms. We have a great
idea for opening a new business on base and are pleased to submit our proposal for a Widget concession
onboard the Marine Air Ground Combat Center (MCAGCC).
Our proposal is built on proven success-based methodologies for providing Widgets to the Marines,
dependents, retirees and other authorized patrons at competitive prices and with world class customer
service. We value the sacrifice our armed service members contribute to the nation’s security and stand
ready to do our part by providing the Widget concession.
The following individuals, together or individually, are authorized as signatories and to negotiate on
behalf of MyCompany relating to terms, conditions, Widget pricing, and concession percentage:
1. Mr. I. M. Owner, MyCompany president
pres@MyCompany.net
2. Mr. Al B. Reddy, MyCompany vice-president
vice@MyCompany.net
This is shown only as an example of a percentage. You
must determine what an acceptable percentage is to be.
We intend to offer a commission percentage of 22% for this business. MyCompany is ready to begin
operations within 30 days of contract award. This proposal will remain valid for sixty (60) days.
This statement is mandatory and must
be included in the signed cover letter.
As required:
“The undersigned solemnly declares and certifies that the enclosed financial statement is a full, true, and
correct statement of the financial conditions as of the date indicated, and that there have been no material
changes adversely affecting the financial condition except as set forth herein. Further, it is agreed and
understood that at the sole option of MCCS, any information which is found to be incorrect, incomplete, or
misleading as to any matter relied upon for in evaluation of proposals may constitute unqualified cause for
termination of such contract.”
Should you desire or require any clarifications, please don’t hesitate to contact me at the email or call at
the above contact points.
Sample Unsolicited Proposal Submission
Cover Letter
My Company
NOTICE: This sample proposal is provided
12345 My Street
only as an example of acceptable
My Town, CA 922XX
formatting. It is not intended to suggest
1-760-123-4567 Fax: 1-760-123-4568
"correct" answers to form questions or
any other information provided by a
Today’s Date
proposal. The proposal should be carefully
and individually prepared based you’re
Mr. TC Dowden
your factual business information.
MCCS Contracting Officer
provided solely by the Offeror.
Box 788150 (Building 1533)
Twentynine Palms, CA 92278-8150
Please be aware that the completeness and
professionalism of your proposal will be a
Re: Unsolicited Proposal for Widget Concession
factor in whether or not we pursue a contract
with you. Present your vision!
Dear Mr. Dowden,
Thank you for the opportunity to conduct business with MCCS Twentynine Palms. We have a great
idea for opening a new business on base and are pleased to submit our proposal for a Widget concession
onboard the Marine Air Ground Combat Center (MCAGCC).
Our proposal is built on proven success-based methodologies for providing Widgets to the Marines,
dependents, retirees and other authorized patrons at competitive prices and with world class customer
service. We value the sacrifice our armed service members contribute to the nation’s security and stand
ready to do our part by providing the Widget concession.
The following individuals, together or individually, are authorized as signatories and to negotiate on
behalf of MyCompany relating to terms, conditions, Widget pricing, and concession percentage:
1. Mr. I. M. Owner, MyCompany president
pres@MyCompany.net
2. Mr. Al B. Reddy, MyCompany vice-president
vice@MyCompany.net
This is shown only as an example of a percentage. You
must determine what an acceptable percentage is to be.
We intend to offer a commission percentage of 22% for this business. MyCompany is ready to begin
operations within 30 days of contract award. This proposal will remain valid for sixty (60) days.
This statement is mandatory and must
be included in the signed cover letter.
As required:
“The undersigned solemnly declares and certifies that the enclosed financial statement is a full, true, and
correct statement of the financial conditions as of the date indicated, and that there have been no material
changes adversely affecting the financial condition except as set forth herein. Further, it is agreed and
understood that at the sole option of MCCS, any information which is found to be incorrect, incomplete, or
misleading as to any matter relied upon for in evaluation of proposals may constitute unqualified cause for
termination of such contract.”
Should you desire or require any clarifications, please don’t hesitate to contact me at the email or call at
the above contact points.
Sincerely,
I.M. Owner
I. M. Owner
President
Please find enclosed our Proposal and supporting documents as follows:
Cover Letter with:
Enclosure 1:
Financial and Technical Capability Data Form with Financial Statement
(certified)
Enclosure 2:
Representations and Certifications (Section K)
Enclosure 3:
Proposed Operations, to include
Staffing Plan
Management Plan
Overall “look” or “theme” of the service outlet(s)
Proposed signage
Floor plan/construction plan/vehicle
Enclosure 4:
Business Questionnaire
Enclosure 5:
Price Quote (Item Price List or Menu as appropriate)
Sample Proposal Submission
Enclosure 1
FINANCIAL AND TECHNICAL CAPABILITY DATA FORM
Before awarding any contract, the MCCS Contracting Officer must determine that a proposed Offeror is
responsible. As used here, the term “responsible” means the Contracting Officer can reasonably expect
satisfactory contract performance. A proposed Offeror must be able to obtain (1) adequate financial
resources; (2) organization, experience, & technical skills needed; (3) production & facilities
required; (4) a record of satisfactory performance; and (5) a satisfactory record of integrity. A
proposed Offeror must also be legally eligible and have sufficient capacity to perform as required,
considering all business activities. The preceding information is needed to for this determination and will be
treated as confidential. The Offeror must demonstrate responsibility to the full satisfaction of the Contracting
Officer. If the information is not provided or is incomplete, the Contracting Officer may not be able to
find the Offeror responsible.
1. FINANCIAL STATEMENT: Attach a certified copy of your current business financial statement
See attached
2. FINANCIAL: Provide information about the financial position of your firm:
$15,000.00
a. What is your estimate of financing required to begin operation?
_____________
b. How will operation be financed? (Check one)
X
OFFER’S RESOURCES
USE OF BANK CREDIT
This blank form can be
c. If Credit/Bank:
downloaded from the
My Bank
NAME OF SOURCE
_____________________
website.
I. R. Banker
CONTACT PERSON
_____________________
760-321-6565
PHONE & FAX NUMBER
_____________________
None
d. List your DUN & Bradstreet Number (if assigned) ______________
e. List your Bank, Financial, Credit Reference(s):
My Bank, My Town, CA 92224 Acct# 12345-67
i. _____________________________________________
His Bank, His Town, CA 92225 Acct # 789012-23
ii. _____________________________________________
iii. _____________________________________________
iv. _____________________________________________
3. BUSINESS ACTIVITIES: Include related Business/Contract with Government Agencies. Include
name, type of business, years in operation, # of employees and complete address:
Widget concession, MCB Camp Pendleton; 6 years, 5 employees
a. ______________________________________________________________
Widget concession, MCAS Miramar; 6 years, 5 employees
b. ______________________________________________________________
c. ______________________________________________________________
d. ______________________________________________________________
4. PERFORMANCE REFERENCES: Please provide references that know your work. Include name,
phone, a complete address, and former or current relationship.
Contracting Officer, MCAS Miramar; 858-725-0000
a. ______________________________________________________________
Contracting Officer, MCB Camp Pendleton; 760-725-0000
b. ______________________________________________________________
c. ______________________________________________________________
d. ______________________________________________________________
5. AUTHORIZATION TO RELEASE INFORMATION: Enter information, sign and date.
“I authorize all of the listed references to release financial and/or performance information or
business data or records to MCCS Twentynine Palms upon request.”
I. M. Owner, President
Name and title of Offeror:
_____________________________________________
I. M. Owner
Signature:
_____________________________________________
25 Aug 2009
Date:
_____________________________________________
Sample Proposal Submission
Enclosure 2
SECTION K - REPRESENTATIONS, CERTIFICATION, AND OTHER STATEMENTS OF OFFERORS OR
QUOTERS
This section is normally found in an
K-1 The offeror represents and certifies as part of the offer that (check or complete all applicable items.)
RFP. On an unsolicited Proposal,
download the blank form from the
K-2 CONTINGENT FEE REPRESENTATION AND AGREEMENTS (FEB 87)
Business Opportunities page. Type
(a) Representation. The offeror represents that, except for the full-time bona fide employees working
or legibly hand-write in all requested
solely for the offeror, the offeror--(Note: The offeror must check the appropriate boxes. A "bona fide
information. No proposal will be
employee" means a person employed by a contractor and subject to the contractor's supervision and control
accepted without this!
as to time, place and manner of performance, who neither exerts nor proposes to exert improper influence to
solicit or obtain NAFI contract(s) through improper influence.)
(1)____has,_X_has not employed or retained any person or company to solicit or obtain this contract,
and
(2)____has,_X_has not paid or agreed to pay to any person or company employed or retained to
This blank form can be
solicit or obtain this contract any commission, percentage, brokerage, or other fee contingent upon or
downloaded from the
resulting from the award of this contract.
website.
(b) Agreement. The Offeror agrees to provide information relating to the above Representation as
requested by the Contracting Officer and, when subparagraph (a)(1) or (a)(2) is answered affirmatively, to
promptly submit to the Contracting Officer -
(1) A completed Standard Form 119, Statement of Contingent or Other Fees, (SF119); or
(2) A signed statement indicating that the SF 119 was previously submitted to the same contracting
office, including the date and applicable solicitation or contract number, and representing that the prior SF
119 applies to this offer or quotation.
K-3 TYPE OF BUSINESS ORGANIZATION (FEB 1987)
(Applicable to solicitations for contracts anticipated to exceed $25,000)
(a) The Offeror certifies that --
consultation, communication, or agreement with any other offeror or competitor relating to (i) those prices, (ii)
the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered:
(2) The prices in this offer have not been and will not be knowingly disclosed by the offeror, directly
or indirectly, to any other offeror or competitor before bid opening (in the case of a sealed bid solicitation) or
contract award (in the case of a negotiated solicitation) unless otherwise required by law: and
(3) No attempt has been made or will be made by the Offeror to induce any other concern to submit
or not to submit an offer for the purpose of restricting competition.
(b) Each signature on the offer is considered to be a certification by the signatory that the signatory
(1) Is the person in the offeror's organization responsible for determining the prices being offered in
this bid or proposal, and that the signatory has not participated and will not participate in any action contrary
to subparagraphs (a)(1) through (a)(3) above; or
(2)(i) Has been authorized, in writing, to act as agent for the following principal in certifying that those
principals have not participated, and will not participate in any action contrary to subparagraph (a)(1) through
None
(1)(3) above____
________________(insert full name of person(s) in the offeror's organization
responsible for determining the prices offered in this bid or proposal, and the title of his or her position in the
offeror' organization);
(ii) As an authorized agent, does certify that the principals named in subdivision (b)(2)(i) above
have not participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3)
above; and
(iii) As an agent, has not personally participated, and will not participate, in any action contrary to
subparagraphs (a)(1) through (a)(3) above.
(c) If the offeror deletes or modifies subparagraph (a)(2) above, the offeror must furnish with its offer a
signed statement setting forth in detail the circumstances of the disclosure.