Archives: FAQs

Luma Sourcing Event Guides

  1. Create Requisition for Sourcing Event (DA1) (Every Sourcing Event Must Have a Requisition) 
  2. Create Sourcing Event From a Requisition (Agency Managed)
  3. Create Sourcing Event (Request) From Requisition. (Agency – DOP Managed, DOP will Complete the Event from your Request)
  4. Create Sourcing Event From Agency Request (DOP Only)
  5. Send Sourcing Requisition to Event (You must release the Requisition in order to create a Sourcing Request or Sourcing Event)
  6. Add Additional Suppliers to your Sourcing Event (Suppliers Must be in the Luma System to invite them to your Sourcing Event)
  7. How to View Suppliers Added to Your Sourcing Event (It may take a few minutes for Suppliers to populate this Section)
  8. How to View Just Your Agency (You can create a filter to view your agency)
  9. Evaluate & Award Sourcing Event – All
  10. Enter a Proxy Bid

IPRO Registration & Training

  1. Vendors must register in IPRO to gain access to detailed solicitation information and to be eligible for a contract award. Once you set up your account, the IPRO system is designed to send an e-mail to the contact address you provided, alerting you to the State of Idaho solicitations posted in IPRO, based on the commodity and service selections you included in your registration information
  2. Registration is free and takes only a few moments.
    (Note: an administrative fee may apply to awarded contract, as detailed in the solicitation document.)
  3. If your entity is already registered, please do NOT create a new profile; duplicate profiles will not be approved. If you are having trouble logging in, please see IPRO Help. To Register with the State of Idaho please click here.

Notice to IT Vendors

The State’s “Special Terms and Conditions for Customized Software and Related Services” (rev. 2005) is in the process of being updated and converted to a more broadly applicable standard set of “Special” Terms and Conditions applicable to IT solicitations in general.  The Division of Purchasing began this process almost a year ago, recognizing that the IT landscape is constantly evolving and that, with the increased utilization of “cloud” offerings, issues regarding ownership, warranty and the risk of data breach need to be more thoroughly explored and addressed.

In the interim, as has been the practice of the Division for many years, tailored “special” terms and conditions are included in complex IT procurements (within the particular solicitation), and vendors are encouraged to ask questions and provide alternative and/or additional language during the Pre-Proposal Conference as well as during the Question and Answer period, as provided in the written instructions for each solicitation issued by the Division.

For example, the Division has considered and adopted limitations of liability on a case-by-case basis over the years, based on an analysis of risk within the proposed scope of work, in consultation with the requisitioning agency and additional internal experts.  As the Division gets closer to finalizing its initial draft of the standard Special Terms and Conditions for IT, we will be inviting input from the vendor community, as we did several years ago when revising our “Standard Terms and Conditions” (for all goods and services); and look forward to participation by experts within the IT Industry who can provide constructive feedback and suggestions for the State to consider.

Usage Reports and Administrative Fee

Usage reports and administrative fees are due quarterly only if required by your Contract. Please refer to your contract documents or contact the DOP Contract Administrator if you are unsure of this requirement.

Usage Reports

W-9 Form

Terms and Conditions

Other Bid Opportunities

Sole Source Legal Notice

Legal notice of pending sole source authorizations, pursuant to Idaho Code 67-9221(2) will be posted in our eProcurement system (IPRO).

To view current postings please click here. Type “SSA” into the Keyword search to filter any Sole Source postings.

Bid Openings

As permitted in IDAPA 38.05.01.073, DOP will be opening all sealed bids (ITBs,RFPs, and ITNs) using “electronic virtual opening.” Again, this change is being made to limit the risk of spreading COVID-19 through contact between DOP personnel and vendors/the public. The “electronic virtual opening” will consist of a written record documenting the following information: date, time, and location of the opening; names of all persons present; name and title of the person completing the opening; and a list of all submissions received including the name of the company, the date and time of submission, and the total bid “Serving Idaho citizens through effective services to their governmental agencies” price (for ITBs only). This electronic virtual opening record will be available upon written request once the opening has been completed and the record has been finalized.

The contractor is not meeting the contract requirements.

  • DOCUMENT DOCUMENT DOCUMENT
  • Call a Contract Administrator at DOP for guidance and assistance.

The contractor wants to change or substitute a deliverable (good or services,) or change the delivery schedule.

Even the most minor of changes to deliverables can quickly cascade into an avalanche of
negative impacts to all parties. DO NOT AUTHORIZE ANY CHANGES without first consulting with DOP.