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Draft Vendor Selection Letter For Planned E-Rate Purchase
Under a New York State OGS Contract

Note: The purpose of this type of letter is to document an E-rate applicant’s agreement to purchase eligible products and services under a New York State Office of General Services (“OGS”) contract for the following funding year. Information on OGS contracts is available at http://www.ogs.state.ny.us/purchase/snt/wiredindex/nywired.asp.

MS Word Format Adobe PDF Format

To Be Placed on
Applicant Letterhead

 

 

[ Date ]1

 

[ Name and Address
of Vendor Selected ]2

 

Dear [         ]:

This letter is to notify you of our decision to purchase an estimated $____________ of [specify product/service (or reference more detailed attachment)] during our next fiscal year (07/01/200_ to 06/30/200_3) under the terms of the New York State OGS Contract No. ____________.

The procurement of these [product(s)/service(s)] will be dependent upon the following conditions [choose any that apply]:

  1. Final approval of next year’s fiscal budget;
  2. Contract confirmation by next year’s school board;
  3. Award of associated E-rate funding.

We look forward to working with [vendor name] on this project.

Sincerely,

 

[ Name and Title ]
  1. Letter should be dated on or after the applicant’s Allowable Vendor Selection/Contract Date, based on the applicant’s Form 470 filing, and prior to the applicant’s Form 471 filing date.
  2. The name and address of the appropriate vendor contact is listed under Contractor Information on the OGS web site referenced above.
  3. For non-recurring services, it is suggested that the terminating date be specified as 09/30/200_.