Anchor: #i1001498

Section 3: Reference Letters

Anchor: #i1001503

Notification of Commercially Useful Function Non-Compliance

Date

DBE Owner Business Name DBE Address City, State Zip Code

Subject: Notification of Commercially Useful Function Non-Compliance

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district conducted a Commercially Useful Function (CUF) review on your firm for the above mentioned project, on <Date>.

Based on the findings from the review, it has been determined that your firm is not performing a CUF, in accordance with 49 CFR Part 26.55 and DBE Special Provision 000--007 as contained within the contract.

The CUF review revealed the following findings of DBE non-compliance:

When a DBE is presumed to not be performing a CUF, the DBE may present evidence to rebut the presumption. Your firm has ten (10) days from the date you receive this letter to respond to these findings in writing.

If you have any questions concerning our determination or require further information concerning this matter, please feel free to contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC:

Anchor: #i1001588

DBE Termination Approval

Date

Name of Prime Contractor Firm Prime Contractor Business Name DBE Address City, State Zip Code

Subject: DBE Termination Approval

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district has reviewed the request submitted <Date> to terminate <Terminated DBE Firm> as a Disadvantaged Business Enterprise (DBE) to the original DBE commitment on the above referenced project.

After a review of the documentation and the response from the DBE, it has been determined that your request to terminate has been approved.

Should you have any questions or require further information concerning this matter, please contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC: <Terminated DBE>

Anchor: #i1001653

DBE Replacement Approval

Date

Name of Prime Contractor Firm Prime Contractor Business Name DBE Address City, State Zip Code

Subject: DBE Replacement Approval

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district has reviewed the request submitted <Date> to substitute <New DBE Firm> as a replacement for <Enter DBE being replaced> to the original Disadvantaged Business Enterprise (DBE) commitment on the above referenced project.

This request for replacement has been approved. <New DBE Name> will be added to the DBE commitment as a replacement for <Terminated DBE> and will perform <$X.XX> of the overall DBE goal.

Should you have any questions or require further information concerning this matter, please contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC:

Anchor: #i1001718

DBE Replacement Request Denial

Date

Name of Prime Contractor Firm Prime Contractor Business Name DBE Address City, State Zip Code

Subject: DBE Replacement Request Denial

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district has reviewed the request submitted <Date> to add Disadvantaged Business Enterprise (DBE) firm <Proposed DBE Firm> to the original DBE commitment on the above referenced project.

After a review of the documentation submitted to add <Proposed DBE Firm Name> as a substitute, it has been determined that this request is denied for the following reasons:

Should you have any questions or require further information concerning this matter, please contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC: <Proposed Terminated DBE Firm>

Anchor: #i1001793

Good Faith Effort Approval after Terminating a DBE

Date

Name of Prime Contractor Firm Prime Contractor Business Name DBE Address City, State Zip Code

Subject: Good Faith Effort Approval after Terminating a DBE

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district has reviewed the documentation submitted <Date> regarding your attempt to make a good faith effort to meet the overall DBE goal on the above mentioned project. This documentation was necessary as result of the DBE goal shortfall of <$X.XX> after (choose one then erase the other option)

Terminating DBE firm <Terminated DBE> to the commitment.

or

Substituting DBE firm <Added DBE Firm Name> to the commitment.

A review of the documentation of your firm’s efforts to find another DBE replacement indicates that your firm made a good faith effort to meet the goal. Therefore, the <$X.XX> goal shortage is waived.

Should you have any questions or require further information concerning this matter, please contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC:

Anchor: #i1001873

Good Faith Effort Denial after Terminating or Substituting a DBE

Date

Name of Prime Contractor Firm Prime Contractor Business Name DBE Address City, State Zip Code

Subject: Good Faith Effort Denial after Terminating or Substituting a DBE

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district has reviewed the documentation submitted <Date> regarding your attempt to make a good faith effort to meet the overall DBE goal on the above mentioned project. This documentation was necessary as result of the DBE goal shortfall of <$X.XX> after (choose one then erase the other option)

Terminating DBE firm <Terminated DBE Firm Name> to the commitment.

or

Substituting DBE firm <Added DBE Firm Name> to the commitment.

A review of the documentation of your firm’s efforts to find another DBE replacement indicates that your firm did not make a good faith effort to meet the DBE goal. Therefore, the <$X.XX> goal shortage will not be waived for the following reasons:

Should you have any questions or require further information concerning this matter, please contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC:

Anchor: #i1001963

Joint Check Request Approval

Date

Name of Prime Contractor Firm Prime Contractor Business Name DBE Address City, State Zip Code

Subject: Joint Check Request Approval

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district has reviewed the Joint Check Approval request submitted <Date>. Upon review of this request and supporting documentation, it has been determined that the request for use of joint check is approved.

DBE goal credit will be allowed as of, <Date>, which is the date the request was approved. Please note that any goal credit submitted prior to this approval date will not be counted.

The district will monitor the proper use of joint checks and determine allowable DBE goal credit.

Should you have any questions or require further information concerning this matter, please contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC:

Anchor: #i1002033

Joint Check Request Denial

Date

Name of Prime Contractor Firm Prime Contractor Business Name DBE Address City, State Zip Code

Subject: District Response - Request for Joint Check Use

Project/CSJ/County: <Project/CSJ/County>

Dear Mr./Ms. Last Name:

The <District Name> district has reviewed the Joint Check Approval request submitted <Date>. Upon review of this request and supporting documentation, it has been determined that the request for use of joint check is denied for the following reasons:

List Reason(s) for denial.

Should you have any questions or require further information concerning this matter, please contact <Contact Name> at <(XXX) Number>.

Sincerely,

District Representative Name

District, Title

CC:
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