SAMPLE APPROVAL LETTER (Please submit in duplicate)
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SAMPLE SUBCONTRACTING APPROVAL REQUEST LETTER
FOR SERVICES EXCEEDING $2,500
Last Updated: 5/13/2010
PLEASE PRINT LETTER ON ORGANIZATION LETTERHEAD AND SUBMIT IN DUPLICATE
[Date]
[Name of SBS Contract Manager]
New York City Department of Small Business Services
110 William Street, 7th Floor
New York, NY 10038
Re: Request for Approval of Subcontract
Dear [Name of SBS Contract Manager]:
[Name of organization] hereby requests approval for the use of [SBS contract number] program funds to be expended in the following manner:
PROJECT DESCRIPTION
1. Description of Good or Service:
2. Reason(s) for procurement of good or service based on the contract’s scope of services and goals:
3. Estimated Cost:
4. Related Budget Category:
Business Attraction
BID Formation and Expansion
Façade Improvement Management Program
Merchant Organizing
Neighborhood Economic Development Planning
Placemaking
Special Commercial Revitalization Initiatives
5. Line Item from Approved Budget:
Consultants
Newsletter/Communications
Promotional Materials
Event Supplies
Other
6. Description of Selection Process, including bids (and $ amounts of bids) collected (see Article 7 of your contract for specific requirements regarding what to include in this section):
We understand that any equipment purchase will be documented in the program inventory and may be surrendered to the Department of Small Business Services upon close of contract unless fully depreciated. We also understand that this request for Preliminary or Final Request for Approval is not authorized until two (2) copies have been submitted to the New York City Department of Small Business Services, and one (1) copy has been signed and returned to us.
Sincerely,
[Name and Title]
*Attachment: Work plan for Consultant or Subcontractor
PRELIMINARY APPROVAL: Work Program/Consultant Selection Process
__________________________________ ___________________
[Name of SBS Contract Manager] Date
Department of Small Business Services
For Services ONLY:
FINAL APPROVAL: Consultant Selection/Consultant Contract
The consultant selected is ______________________________________, who submitted the lowest bid. (If the selection is not the candidate with the lowest bid, provide explanation of selection) A copy of the following is attached:
1. Work plan for Services and Itemized Budget
2. Subcontractor Agreement
__________________________________ ___________________
[Name of SBS Contract Manager] Date
Department of Small Business Services
................
................
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