Letter of Intent Sample for Government

LETTER OF INTENT (LOI) – GOVERNMENT PROCUREMENT

Document Control

• Effective Date: [Date]
• Version: 1.0
• Jurisdiction: [State/Federal Jurisdiction]
• Scope: Preliminary Expression of Interest and Engagement Framework

OFFICIAL NOTICE & LEGAL DISCLAIMER

This document constitutes a non-binding expression of intent, except where specifically noted (Confidentiality, Exclusivity, and Governing Law). This LOI does not create a binding commitment for the Government entity to award a contract. Final procurement remains subject to the formal solicitation process, regulatory compliance (e.g., FAR, state-level procurement codes), and the availability of appropriated funds.

1. PARTIES

This Letter of Intent (“LOI”) is entered into as of [Date] by and between:

PROPOSER: [Full Legal Name of Company], a [State] [Entity Type], with its principal place of business at [Address] (“Proposer”).

GOVERNMENT ENTITY: [Name of Agency/Department], a political subdivision of [Jurisdiction] (“Agency”).

2. PURPOSE AND SCOPE

The parties intend to explore a professional relationship regarding [Brief Description of Project/Service]. The Proposer expresses its intent to submit a formal bid/proposal in response to the Agency’s anticipated solicitation, referenced as [Solicitation Number/Project ID].

3. OPERATIVE TERMS

1. Non-Binding Nature: Except for Clauses 4, 5, and 6, this LOI is a statement of interest and does not constitute an offer, acceptance, or contract. No legal obligations arise until a definitive agreement (“Definitive Agreement”) is executed by authorized signatories.
2. Due Diligence: The Agency agrees to provide reasonable access to public records and project documentation as permitted by [Applicable Public Records Act].
3. Confidentiality: Both parties agree to protect proprietary information disclosed during this preliminary phase. Any information marked “Confidential” shall be protected from disclosure to third parties to the extent permitted by law, specifically subject to [Local FOIA/Public Records Statute].
4. Exclusivity: (Optional: Delete if not applicable) The Agency agrees that, for a period of [Number] days from the Effective Date, it shall not solicit competing offers for the specific scope defined herein, provided the Proposer maintains active engagement.
5. Governing Law: This LOI shall be governed by and construed in accordance with the laws of the [State/Jurisdiction]. Any disputes arising from this LOI shall be adjudicated in the courts of [County/District].

4. SIGNATURES AND ACKNOWLEDGMENT

PROPOSER: Signature: __________________________ Name: [Printed Name] Title: [Title] Date: [Date]

AGENCY REPRESENTATIVE: Signature: __________________________ Name: [Printed Name] Title: [Authorized Official] Date: [Date]

5. EXECUTION AND ENFORCEMENT GUIDE

1. Authority Verification: Ensure the Agency signatory has the requisite procurement authority under the Agency’s bylaws or state statute to enter into preliminary discussions. Improper authorization renders this document voidable.
2. Public Record Compliance: Explicitly cross-reference the relevant Public Records or Freedom of Information Act (FOIA) statutes in Clause 3.3. This protects the Proposer’s trade secrets from mandatory disclosure requests during the bidding process.
3. Version Control: Distribute this document via encrypted channels. Retain the "Effective Date" as the official commencement date for all internal audit trails and future contract "look-back" requirements.
4. Formalization: Ensure all technical and pricing specifications are moved into a final, formal Master Services Agreement (MSA) or Statement of Work (SOW) once the competitive bidding window closes to satisfy public procurement transparency requirements.