Sourcing Event Administration
Unless stated otherwise, these forms can be used for all sourcing event types.
| Document | Overview |
|---|---|
| Agency Approval Letter | Use this letter to obtain approval from the department, division, or group within your agency requesting the procurement. |
| Bid Opening Script | Use this script during the bid opening call or meeting. This script is only applicable to ITBs and RFPs. |
| Clarification Letter | Use this letter to obtain clarification on submission items. This is not an opportunity for vendors to modify or supplement their submittal responses. This letter is only applicable to ITBs and RFPs. |
| Contract Performance Confirmation Letter | Use this letter to release a performance bond issued for construction equipment after it has been re-purchased by the vendor at the end of the contract. This letter is only applicable to ITBs and RFPs. |
| DA1 Form | Use this form when completing the Questionnaire for Goods, Questionnaire for Services, and Questionnaire for Software. This form is required for and only applicable to agencies that do not use Luma to process their accounting/financial transactions. |
| Evaluation Score Sheet | Use this score sheet when evaluating proposals. This score sheet is only applicable to RFPs. |
| Evaluator Role & Responsibilities Form | Use this form to obtain acknowledgement from evaluators that they understand their role as a proposal evaluator. This form must be completed before the proposal evaluation begins. This form is only applicable to RFPs. |
| Letter of Intent - Award (ITB) Letter of Intent - Award (RFP) | Use this letter to notify the apparent successful vendor that they are awarded the contract. |
| Letter of Intent - No Award (ITB) Letter of Intent - No Award (RFP) | Use this letter to notify unsuccessful, responsive vendor(s) that they were not awarded the contract. |
| New Solicitation Notification Letter | Use this letter to inform vendors of open bid opportunities. |
| Non-Responsive Vendor Letter | Use this letter to notify unresponsive vendor that they are ineligible to continue participating in the sourcing event. Consult with Division of Purchasing or your agency's legal counsel, if necessary. This letter is only applicable to ITBs and RFPs. |
| Pre-Proposal Presentation | Use this presentation for the sourcing event pre-proposal call or meeting. This presentation is only applicable to RFPs. |
| Questionnaire for Goods Questionnaire for Services Questionnaire for Software | Use one of these questionnaires when requesting a new sourcing event. Attach the completed questionnaire to the sourcing event in Luma. |
| Responsiveness Checklist | Use this checklist after a sourcing event closes to verify that vendors continue to meet responsiveness requirements. This checklist is only applicable to ITBs and RFPs. |
| Sourcing Event Cancellation Letter | Use this letter to notify vendors that a sourcing event has been cancelled. |
| Sourcing Event Template (RFQ) Sourcing Event Template (ITB) Sourcing Event Template (RFP) | Use this template when administering a sourcing event. Complete the highlighted sections and add additional terms, conditions, and requirements, as needed. |
| Sourcing Event Signature Page (RFQ) Sourcing Event Signature Page (ITB) Sourcing Event Signature Page (RFP) | Use this signature page after completing the Sourcing Event Template. Attach the completed signature page to the end of the completed sourcing event document. |
| State Property Trade-In Authorization Request Form | Use this form to request a trade-in of goods as partial or full payment toward the procurement of new goods. |
Contract Administration
Contact the Division of Purchasing for contract administration forms on the following topics: amendments, assignments, cure notices, mutual terminations, renewals, and terminations for cause.
| Document | Overview |
|---|---|
| Change Request Worksheet | Use this worksheet to submit changes to contracts administered by the Division of Purchasing. |
| DA1 Form | Use this form when completing the Change Request Worksheet. |
Exemption Requests
Use the online form to submit an exemption request.
Vendor Evaluation
Use the online form to submit a vendor evaluation.