Guidelines for Preparing Letters of Interest
Guidelines for Preparing Letters of Interest for Engineering and Related Services Assignments
Presented below are general guidelines for you/your firm to prepare a letter of interest for engineering and related services assignments with the NYS Thruway Authority/Canal Corp. These guidelines will assist you with the content of your letter. Format and/or organization of your letter is up to you. We ask that you review the instructions prior to submitting each letter of interest, as they may have been updated.
- Please limit your letter of interest(s) to the number of pages stated in the Contract Reporter notice. The selection committee(s) will not review any material beyond the stated limit.
- Please include all pertinent information in your letter of interest even if the information is already stated in your Standard Form (SF) 254. It is very important to submit a complete letter of interest in order to increase the possibility of being short-listed.
For every assignment, a second selection committee (whose role is to rank the top three short-listed firms) reviews and evaluates your SF 254, so it is important to have a SF 254 that is not more than one year old on file with the Authority.
- Each firm submitting a letter of interest must verify and ensure that they and their proposed sub-consultants and subcontractors have the required authorizations and certifications in order to practice engineering, surveying, etc. (www.op.nysed.gov) and to legally operate (www.dos.ny.gov) as a business in New York State. The letter should clearly state under which firm name you (and the sub-consultants) are able to practice and do business in New York State.
- When submitting your letter of interest, please do not use binders, covers, etc. A staple in the upper left corner is sufficient.
- Please ensure that you are submitting the requested number of copies.
- Please refer to the contract number (DXXXXXX) in your letter of interest.
- Please submit your letter of interest to the individual indicated in the "Submit To" section of the Contract Reporter notice. Do not submit them to the person listed under the "Contact" section of the notice.
- Please use a 10 or greater pitch font for your letters.
Instructions on Specific Elements
Please note that these instructions provide general guidance. If you/your firm feels as though additional information is needed based upon the Contract Reporter notice (Notice), you will not be penalized as long as the letter is no longer than what is stated in the notice. Further, the order of the sections presented below does not infer how you should organize your letter of interest. As stated earlier, format and organization of your letter is up to you.
1. Firm's Understanding of Assignment
Each firm's letter will also be evaluated to determine if they have any understanding of the assignment, including the special/unique features of the assignment. Please ensure that your firm addresses any special features stated in the Notice and state why your firm is uniquely qualified to provide services for this project.
2. Firm's Experience
Please provide information on recent and relevant Thruway/Canal Corporation and non-Thruway assignments completed within the last seven years. For each assignment, provide the following:
- Brief description (if it was a Thruway/Canal Corp. construction inspection assignment, please include the TA # of the construction contract).
- Firm’s role (prime, sub) and what specific services were provided.
- Completion date.
- Dollar value of construction project (if any).
- Client’s name.
- If sub-consultants are proposed, clearly indicate assignments the sub-consultant completed.
In addition, please address the following:
- If a sub-consultant(s) is proposed, please clearly state their role and what they will be doing. Also state the percentage of the work they will complete.
- Address any special features of the assignment as stated in the Notice.
- Please address any necessary certifications, software requirements, and other technical requirements.
- State from which office the assignment will be managed. Also, indicate which office will complete a majority of the assignment.
- If there are M/W/DBE goals, please name the firms and indicate what they will be doing for the assignment. Also indicate the percentage of work they will complete. Please note that if the firm submitting the letter of interest is a M/W/DBE, they are still required to meet the M/W/DBE goals stated in the Notice.
3. Proposed Key Personnel
Provide the following information for each key staff member:
- Proposed role for this assignment (i.e., project manager, resident engineer, lead structural engineer).
- Brief description of their recent (within the last seven years) and relevant experience.
- Individual’s role on each of the previous assignments.
- Completion date of the previous assignments.
- Value of construction project (if any) of the previous assignments.
- Client’s name of the assignments.
- Certifications and licenses (ASCE, NICET, etc.) of the key staff members.
- State the individuals current employer.
Because some of the projects listed under individual’s experience could also be listed under the firm’s experience, we understand some of the detail on each project may not be restated.
4. Staff Availability
For each of the proposed key staff members, please list the individuals’ current assignments that require twenty (20) percent or more of their time. For each of the assignments, please provide the assignment’s description, the person’s role, percentage of the person’s time, and completion date of the person’s work on that assignment.
If you have any comments concerning the instructions for letters of interest, please contact the Thruway.