The Tender Decline Letter is a crucial document in the Maltese public procurement process, used when a contracting authority needs to formally communicate the rejection of a bid to an unsuccessful tenderer. This document type is mandated by the Public Procurement Regulations (S.L. 601.03) and must align with EU Directive 2014/24/EU requirements. The letter serves multiple purposes: it provides transparent feedback to unsuccessful bidders, maintains a clear audit trail of procurement decisions, and ensures compliance with legal requirements for standstill periods and appeal rights. A properly drafted Tender Decline Letter should include specific details about the tender reference, clear reasons for rejection (without compromising confidential information), and necessary legal information about appeal procedures, all while maintaining professional courtesy and encouraging future participation in tender processes.
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1. Header Information: Company letterhead, date, recipient's full contact details, and tender reference number
2. Subject Line: Clear identification of the tender and decision (e.g., 'Re: Tender Reference [Number] - Notification of Unsuccessful Bid')
3. Opening Acknowledgment: Thank the bidder for their participation and reference their submission
4. Decision Communication: Clear and direct statement that the bid was unsuccessful
5. Brief Explanation: High-level, non-confidential reasons for non-selection, focusing on the bid's key shortcomings
6. Legal Information: Information about standstill period and right to appeal as required by Maltese procurement regulations
7. Closing and Sign-off: Professional closing, including contact details for any questions and authorized signatory information
1. Scoring Summary: Brief overview of the bid's scoring in key areas, used when required by procurement value thresholds or when additional transparency is desired
2. Future Opportunities: Information about upcoming tenders or future opportunities, included when wanting to maintain good supplier relationships
3. Debriefing Offer: Offer for a detailed debriefing session, included for high-value tenders or when feedback would be particularly valuable
4. Bid Bond Return: Information about returning bid bonds or securities, included when these were required as part of the tender
1. Scoring Matrix Summary: If included, provides a basic breakdown of scoring across main criteria (when appropriate and non-confidential)
2. Appeal Procedure Guide: Standard attachment explaining the formal appeal process under Maltese procurement regulations
3. Feedback Form: Optional attachment for gathering supplier feedback on the tender process
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