Sample Letter For Requesting Vehicle Purchase Approval printable pdf download

Sample Letter For Requesting Vehicle Purchase Approval

[Sample Letter for Requesting Vehicle Purchase Approval]

[Grantee Agency Letterhead]

[Date]

Mr./Ms. [Project Officer]

Weatherization Project Manager

U.S. Department of Energy

Golden Field Office

1617 Cole Boulevard

Golden, Colorado 80401

RE:

Vehicle Purchase Request

Dear Mr. DeSoto:

The ___(Grantee)_____________, has received and reviewed a request to purchase a vehicle for use in

the Weatherization Assistance Program (WAP), from the ____(Subgrantee___Community Action

Agency). The intent to purchase this vehicle was not included in our current (Year) DOE State WAP Plan

that was approved by your office.

____(Subgrantee)_________Community Action Agency indicated their intent to pay for the vehicle with

DOE Weatherization funds. A procurement package was provided to new vehicle vendors in their service

area. The (Subgrantee) received three (3) bid responses for each item. The specifications requested and

bids received for the vehicle are attached. The lowest bid response came from the

_____________dealership.

__(Subgrantee) selected the lowest bid of $______ for a (type of vehicle – example: 2004 GMC ¾ ton

crew-cab pickup). This bid includes taxes, title, licenses and will require (six to eight) weeks for delivery.

The ___(Grantee)____________ is requesting approval to purchase this vehicle with DOE funds.

All applicable state and federal procurement requirements will be met. The vehicle will be used solely in

the Weatherization Assistance Program.

Thank you for your assistance. Please contact _______________ at ______________if additional

clarification or information is needed.

Sincerely,

XXXXXXXX

Program Manager

Attachments (3)

Sample Letter For Requesting Vehicle Purchase Approval