27 Sample Letters

SAMPLE PROJECT LETTERS
(Total of 27)
Letter 1: Request for Local Project Administration
Date
________________, Local Projects Coordinator
Maine Department of Transportation
Bureau of Project Development, Multimodal Program
16 State House Station
Augusta, ME 04333
Subject: Local Project Administration Request
MaineDOT WIN __________________
Dear ______________:
The Municipality of ______________________ is requesting local administration of project scope,
WIN. If the project is eligible, please contact me as soon as possible so that we can discuss the details of
the project and the municipal administration thereof.
Sincerely,
Name of municipal project administrator, Title

Municipality of
Letter 2: Project Agreement
Date
________________, Local Projects Coordinator
Augusta, ME 04333
Subject: Project Agreement Execution Request
MaineDOT WIN__________
Dear ______________________:
Enclosed are two signed and dated copies of the Agreement for Local Project Administration for local
administration of project scope, WIN by the Municipality of ______________________. I understand
that I cannot be reimbursed for any Preliminary Engineering or Right of Way prior to an official Notice
to Proceed from the MaineDOT Project Coordinator. Please have the agreement executed as soon as
possible.
Sincerely,

Municipality of
Enclosure
Letter 3: Project Budget
Date
________________, Project Manager
Augusta, ME 04333
Subject: Project Budget and Schedule Submission
Dear________________:
Attached is the line-item budget and schedule you requested for project scope, WIN in the municipality
of ____________________. If you need additional information, please let me know.
Sincerely,

Municipality of
Enclosure
Letter 4: Project Billing
Date
Augusta, ME 04333
Subject: Project Billing
Dear________________:
Attached is the required LAP Project Costs Worksheet for work phase for project scope, WIN in the
Municipality of ______________________. Total project-related costs for this period are
$____________________, and reimbursement is requested for the Federal/State share of $__________
of project costs this period. Project costs during this period also include a local share of $__________.
If you need additional information, please let me know.
Sincerely,
Name of Municipal Project Administrator, Title

Municipality of
Enclosure
Letter 5: Request for Review of RFQ/ RFP
Date
Augusta, ME 04333
Subject: RFP/RFQ Review Request
Dear________________:
The Municipality intends to solicit for engineering services for scope of engineering services on project
for project scope, WIN in the Municipality of ______________________. Attached is the Request for
Qualification/Proposals that we intend to use for this solicitation. We intend to advertise the proposal on
date.
Please review as soon as possible and inform me as to its adequacy.
Sincerely,

Municipality of
Enclosure
Letter 6: Consultant Selection Approval Request
Date
Augusta, ME 04333
Subject: Consultant Selection Approval Request
MaineDOT WIN________
Dear________________:
The Municipality of ______________________ has selected consultant firm for scope of engineering
services on the project for project scope, WIN. Attached is the negotiated contract and cost proposal. We
understand that we can not award this contract prior to your approval.
Please review as soon as possible and inform me of your decision.
Sincerely,

Municipality of
Enclosure
Letter 7: Sole Source Consultant Selection
Date
Augusta, ME 04333
Subject: Sole Source Consultant Request
MaineDOT WIN_________
Dear _______________:
The Municipality of ______________________ has selected consultant firm for scope of engineering
services on project for project scope, WIN. Since the consultant costs will be below $25,000 we have
not used the Qualifications Based Selection process as required for consultant contracts above $25,000.
We believe that consultant firm has sufficient qualification to complete the requested services, based
upon our previous experience with this firm, as follows: (Please describe.)
Please review the negotiated contract and cost proposal. We understand that we cannot award this
contract prior to your approval. Please review as soon as possible and inform me of your decision.
Sincerely,

Municipality of
Enclosure
Letter 8: Copy of Consultant Contract
Date
Augusta, ME 04333
Subject: Consultant Contract
Dear _______________:
Attached is the copy of the executed agreement between consultant firm and the Municipality of
______________________ for scope of engineering services on project for project scope, WIN.
Sincerely

Municipality of
Enclosure
Letter 9: Right-of-Way Acquisition Plan
Date
Augusta, ME 04333
Subject: Right-of-Way Acquisition Plan Approval Request
Dear _______________:
Attached is the process, staff qualifications and owner dispute resolutions that the Municipality of
______________________ intends to use to obtain Right of Way for project scope, WIN. If you have
any questions, or need additional information, please let me know.
Sincerely,

Municipality of
Enclosure
Letter 10: Right-of-Way Certification
Date
Augusta, ME 04333
Subject: Right-of-Way Certification
Dear _______________:
Attached is the official certification that all Right of Way acquired for project scope, WIN in the
Municipality of ______________________ was acquired in accordance to requirements identified in the
executed Local Project Agreement dated local project agreement execution date. All information about
this Right of Way process can be made available to you at your request. If you need additional
information, please let me know.
Sincerely,

Municipality of
Enclosure
Letter 11: NEPA Checklist Submission (1 of 2)

Date
Augusta, ME 04333
Subject: National Environmental Policy Act (NEPA) Checklist
Dear _______________:
Attached is the completed National Environmental Policy Act (NEPA) checklist for project
scope, WIN in the Municipality of ______________________. If you need additional
Sincerely,

Municipality of
Enclosure
Letter 11 (2 of 2)
NATIONAL ENVIRONMENTAL POLICY ACT (NEPA) DOCUMENTATION
For the Maine Department of Transportation
Project Title & Location:
Federal Project #:
WIN:
Description of Work:
MaineDOT Project Manager:
------------------------------------------------------------------------------------------------------------------------------Please answer the following questions and attach supporting documentation as requested. If there is a
yes response, please explain on a separate sheet or contact your MaineDOT Project Manager for
guidance.
1.) Public Involvement Is there substantial public opposition to proposed action?
The answer should become apparent at the local public meeting approving the project.
Documentation: Local project approval; public hearing records; letters from the
public; Council/Selectperson or Planning Board minutes; or Letter 16 in this manual.
r Yes r No
2.) Right-of-Way Does action include a residential or commercial displacement,

or acquisition of property rights that will result in substantial abutter impacts?
For help with substantial, please contact your Project Manager at MaineDOT.
Documentation: Existing and/or Proposed RW plan and/or Letter 17 in this manual.
r Yes r No
3.) Wetlands Does action require an Army Corps of Engineers Programmatic

Category III (Individual) Permit?
Documentation: Copy of Federal Permit or Letter 12 in this manual.
r Yes r No
4.) Section 4(f) or 6(f) Does action require use of property protected by
Section 4(f) of the Department of Transportation Act (except for Transportation
Enhancement requisitions and preservation of historic sites), or Section 6(f) of the
Land and Water Conservation Fund Act?
In other words, does the project involve any publicly owned land, parks, recreation
areas, wildlife and waterfowl refuges, or historic sites?
Documentation: State Historic Preservation Officer, Department of Conservation,
Municipality Letters, Existing and/or Proposed RW plan or Letter 17 in this manual.
r Yes r No
5.) Other Does action adversely affect any known critical or unique natural
resource, the quality of adjacent surface water resources, community
cohesiveness, planned community growth, or beneficial land use patterns?
r Yes r No
Signed by:________________________________________________
Name, Local Project Administrator
Date:__________________
Letter 12: Environmental Certification
Date
Augusta, ME 04333
Subject: Environmental Certification
Dear _______________:
This document serves as official certification that all environmental permits required for project scope,
WIN in the Municipality of ____________________ were obtained and approved in accordance with
requirements identified in the executed Project Agreement dated execution date.
Attached are all of the approved permits. If you need additional information, please let me know.
Sincerely,

Municipality of
Enclosure
Copy to: MaineDOT Environmental Office
Note: By signing this document, you are providing all the approved permits required to construct the
project. If no permits are required, please supply a narrative as to why no permits were needed.
Letter 13: Utility Certification

Date
Augusta, ME 04333
Subject: Utility Certification
Dear _______________:
I certify that all utility {and railroad} work necessitated by the subject project has been identified and
coordinated with the respective utilities {and railroads}. The following utilities {and railroads} have
been identified as having facilities within the project limits:
Utility/Railroad
{Utility/Railroad #1}
Impacted facilities? (yes/no)
All of the above entities were first informed of the project on {Date}, were involved as necessary
throughout design, and received the most current plans on {Date}. Furthermore, the above entities have
been informed of the proposed advertising date - {Date}.
All arrangements have been made for the utility/railroad work to be undertaken and completed to allow
for construction of the project. There are no direct payments anticipated to utilities/railroads as a part of
this project {except as otherwise provided through the following agreements:}
Utility/Railroad
Date of Agreement
{Date}
{Date}
The primary utility/railroad contacts involved in the coordination of this project are as follows:
Utility/Railroad
Contact Name
Sincerely,
Municipality of
Telephone #
Letter 14: Preliminary Alignment Design
Date
Augusta, ME 04333
Subject: Preliminary Alignment Design Submittal
Dear _______________:
Attached for your review is the Preliminary Alignment Design for project scope, WIN in the
Municipality of ______________________. If you would like to make a field visit to the project site at
this time, I will make the arrangements.
Sincerely,

Municipality of
Enclosure
Letter 15: Preliminary Design Report
Date
Augusta, ME 04333
Subject: Preliminary Design Report (PDR) Submittal
Dear _______________:
Attached for your review and approval is the Preliminary Design Report for project scope, WIN in the
Municipality of ______________________. If you would like to visit the project site, please notify me
and I will make the arrangements.
Sincerely,

Municipality of
Enclosure
Letter 16: Public Process
Date
Augusta, ME 04333
Subject: Public Process
Dear _______________:
This letter is the official certification that the public process required for project scope, WIN in the
Municipality of ________________________ was done in accordance with requirements identified in
the executed Project Agreement dated execution date.
DESCRIBE ANY PUBLIC OPPOSITION HERE, IF APPLICABLE.
Sincerely,

Municipality of
Letter 17: Plan Impacts
Date
Augusta, ME 04333
Subject: Plan Impacts
Dear _______________:
Attached for your review are the Plan Impacts for project scope, WIN in the municipality of
______________________. If you would like to visit the project site, please notify me and I will make
the arrangements.
Sincerely,

Municipality of
Enclosure
Letter 18: Construction Funding Request
Date
Augusta, ME 04333
Subject: Construction Funding Request
Dear _______________:
Attached for your review and approval is the bid package intended to advertise for construction services
on project scope, WIN in the Municipality of ______________________. I hope to advertise the project
on anticipated advertising date. I have also attached the latest cost estimate and schedule for the project.
I understand that I cannot advertise the project until I have your written approval.
Sincerely,

Municipality of
Enclosure
Letter 19: Construction Award Request
Date
Augusta, ME 04333
Subject: Construction Award Request
Dear _______________:
Attached for your review are the bid tabs, latest cost estimate and schedule for project scope, WIN in the
Municipality of ______________________. Contractor is the low bidder and it is our recommendation
that the project be awarded to them. I realize that I cannot award the project until I receive your written
approval.
Sincerely,

Municipality of
Enclosure
Letter 20: Construction Contract
Date
Augusta, ME 04333
Subject: Construction Contract
Dear _______________:
Attached for your files is the executed construction contract between Municipality of
______________________ and Contractor for project scope, WIN. If you need additional information,
please let me know.
Sincerely,

Municipality of
Enclosure
Letter 21: Pre-construction Meeting
Date
Augusta, ME 04333
Subject: Pre-construction Meeting
Dear _______________:
Your attendance is requested at the pre-construction meeting for project scope, WIN in the Municipality
of ______________________ on pre-construction meeting date/time. If you need additional
Sincerely,

Municipality of
Letter 22: Pre-construction Meeting Minutes
Date
Augusta, ME 04333
Subject: Pre-construction Meeting Minutes
Dear _______________:
Attached are the pre-construction meeting minutes for project scope, WIN in the Municipality of
______________________, held on date. If you have any concerns or need additional information,
please let me know.
Sincerely,

Municipality of
Enclosure
Letter 23: On-the-Job Training Intent
Date
Augusta, ME 04333
Subject: On-the-Job Training Intent
Dear _______________:
Attached for your information is on-the-job training intent for project scope, WIN in the Municipality of
______________________. If you need additional information, please let me know.
Sincerely,

Municipality of
Enclosure
Letter 24: On-the-Job Training Registrations
Date
Augusta, ME 04333
Subject: On-the-Job Training Registrations
Dear _______________:
Attached for your information are the on-the-job training registrations for project scope, WIN in the
Municipality of ______________________. If you need additional information, please let me know.
Sincerely,

Municipality of
Enclosure
Letter 25: Change Order Request
Date
Augusta, ME 04333
Subject: Change Order Request
Dear _______________:
I am requesting a change order for project scope, WIN in the Municipality of
______________________. The change will consist of description of change order including scope
change and or extra costs.
Sincerely,

Municipality of
Letter 26: Final Inspection
Date
Augusta, ME 04333
Subject: Final Inspection, MaineDOT WIN________
Dear _______________:
Your attendance is requested at the Final Inspection for project scope, WIN in the Municipality of
______________________ on meeting date/time. At this time, we can also make available all
documentation and testing required for the project.
Sincerely,

Municipality of
Letter 27: Final Billing
Date
Augusta, ME 04333
Subject: Final Billing, MaineDOT WIN________
Dear _______________:
This letter is the official notification that all requirements for project scope, WIN in the
Municipality of ______________________ were completed in accordance with the executed
Project Agreement dated local project agreement execution date. Attached is the final billing for
the project.
Sincerely,

Municipality of
Enclosure

27 Sample Letters

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27 Sample Letters

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SAMPLE PROJECT LETTERS

Letter 1: Request for Local Project Administration

Name of municipal project administrator, Title

Letter 2: Project Agreement

Name of municipal project administrator, Title

Letter 3: Project Budget

Name of municipal project administrator, Title

Letter 4: Project Billing

Name of Municipal Project Administrator, Title

Letter 5: Request for Review of RFQ/ RFP

Name of Municipal Project Administrator, Title

Letter 6: Consultant Selection Approval Request

Name of Municipal Project Administrator, Title

Letter 7: Sole Source Consultant Selection

Name of Municipal Project Administrator, Title

Letter 8: Copy of Consultant Contract

Name of Municipal Project Administrator, Title

Letter 9: Right-of-Way Acquisition Plan

Name of Municipal Project Administrator, Title

Letter 10: Right-of-Way Certification

Name of Municipal Project Administrator, Title

Letter 11: NEPA Checklist Submission (1 of 2)

Name of Municipal Project Administrator, Title

2.) Right-of-Way Does action include a residential or commercial displacement,

3.) Wetlands Does action require an Army Corps of Engineers Programmatic

Letter 12: Environmental Certification

Name of Municipal Project Administrator, Title

Letter 13: Utility Certification

Impacted facilities? (yes/no)

Letter 14: Preliminary Alignment Design

Name of Municipal Project Administrator, Title

Letter 15: Preliminary Design Report

Name of Municipal Project Administrator, Title

Letter 16: Public Process

Name of Municipal Project Administrator, Title

Letter 17: Plan Impacts

Name of Municipal Project Administrator, Title

Letter 18: Construction Funding Request

Name of Municipal Project Administrator, Title

Letter 19: Construction Award Request

Name of Municipal Project Administrator, Title

Letter 20: Construction Contract

Name of Municipal Project Administrator, Title

Letter 21: Pre-construction Meeting

Name of Municipal Project Administrator, Title

Letter 22: Pre-construction Meeting Minutes

Name of Municipal Project Administrator, Title

Letter 23: On-the-Job Training Intent

Name of Municipal Project Administrator, Title

Letter 24: On-the-Job Training Registrations

Name of Municipal Project Administrator, Title

Letter 25: Change Order Request

Name of Municipal Project Administrator, Title

Letter 26: Final Inspection

Name of Municipal Project Administrator, Title

Letter 27: Final Billing

Name of Municipal Project Administrator, Title

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