The Bidding Letter of Intent is a crucial preliminary document used in competitive tender processes under Dutch law when an organization wishes to formally express its intention to submit a bid. This document serves multiple purposes: it demonstrates serious intent to participate in the bidding process, establishes preliminary terms and conditions, and creates a framework for further negotiations and due diligence. While maintaining its non-binding nature, the document must be carefully drafted to comply with Dutch civil law and procurement regulations, particularly the Dutch Public Procurement Act 2012 (Aanbestedingswet 2012) when applicable. The Bidding Letter of Intent typically precedes the submission of a formal bid and helps structure the pre-bidding phase by outlining confidentiality obligations, exclusivity periods if applicable, and key milestones in the bidding process.
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1. Letter Header and Date: Formal business letter header including sender's details, recipient's details, and date
2. Subject Line: Clear identification of the bid opportunity and reference numbers
3. Opening Statement: Formal introduction and reference to the bid opportunity
4. Project Identification: Specific details of the project or opportunity being bid for
5. Expression of Intent: Clear statement of intention to participate in the bidding process
6. Key Terms: Overview of fundamental terms and conditions of the potential bid
7. Timeline and Process: Expected timeline for bid submission and key milestones
8. Confidentiality Statement: Statement regarding the confidential nature of discussions and information exchange
9. Non-Binding Nature: Clear statement that this is a non-binding letter of intent
10. Closing and Signature: Formal closing, signature block, and company details
1. Exclusivity Period: Include when parties agree to negotiate exclusively for a specified period
2. Preliminary Due Diligence: Include when initial due diligence activities are planned before formal bid submission
3. Consortium Details: Include when bidding as part of a consortium or partnership
4. Resource Commitment: Include when specifying initial resource allocation or commitment to the bid process
5. Conditions Precedent: Include when certain conditions must be met before proceeding with the formal bid
6. Cost Allocation: Include when parties need to specify how bid preparation costs will be handled
1. Initial Pricing Framework: Preliminary indication of pricing structure or range (if applicable)
2. Project Timeline: Detailed timeline of the bidding process and key milestones
3. Team Structure: Overview of key team members and their roles in the bid process
4. Required Qualifications: List of qualifying credentials, certifications, or experience
5. Supporting Documents: List of company credentials, relevant experience, and initial technical approach
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