Official Government Website
The Current Division of Purchasing templates and forms will be posted here. Additions and modifications will be made from time to time. Always check this page for the most current template or form. Be advised that the actual forms utilized by the State may differ from the samples provided below; may be tailored to a particular project or circumstances; and may be revised at any time on the advice of the State’s legal counsel.
Questions? Call DOP at (208) 327-7465 or e-mail purchasing@adm.idaho.gov.
RFQs are informal solicitations for contracts with a total value (including all options, potential renewals, etc.) of $15,000 to less than $150,000. The following documents may be used in the development and administration of an RFQ.
| DOCUMENT TITLE | DESCRIPTION/INSTRUCTIONS |
|---|---|
| Agency Award Approval | Used by DOP to obtain agency approval for contract award. |
| Cancellation Notice | Solicitations should be cancelled only when necessary; contact DOP for guidance. Note: Submittal documents must be returned to vendors when a solicitation is cancelled. I.C. 67-9215. |
| Clarification Request | The State may need to clarify submission items under limited circumstances (this is NOT an opportunity to modify or supplement submittal responses); consult with DOP and legal if a clarification is needed. |
| New Contract Notification | Notice to agency of the award of a new contract; may be tailored to the project to alert agency users to basic information about the contract. |
| Notice of Solicitation | Sample notice to e-mail to interested vendors, alerting them to the opportunity and containing instructions on IPRO registration. |
| Post Award Checklist | Sample checklist for buyers to use following contract award—should be tailored to the project and agency. |
| Questionnaire Goods | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| Questionnaire Services | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| Questionnaire Software | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| RFQ Template | Complete the highlighted sections of the template, and add additional terms, conditions, and requirements as needed. |
| Signature Page (RFQ) | |
| Trade-In Authorization | Required if the agency will ask for optional trade-in as part of the solicitation |
| Vendor Registration Letter | IPRO registration instructions, and links for vendors interested in doing business with the State. |
ITBs are formal (sealed) solicitations for contracts with a total value (including all options, potential renewals, etc.) of $150,000 or more, and for which cost will be the sole (or predominant) factor in selecting the Contractor (typically goods or simple services). The following documents may be used in the development and administration of an ITB.
| DOCUMENT TITLE | DESCRIPTION/INSTRUCTIONS |
|---|---|
| ITB Template | Complete the highlighted sections of the template, and add additional terms, conditions, and requirements as needed. |
| Signature Page (ITB/RFP) | |
| Trade-In Authorization | Required if the agency will ask for optional trade-in as part of the solicitation |
| Sample Surety Bond Language | Performance bonds may be advisable in select contracts (e.g. high dollar service contracts). Payment bonds may be advisable for projects which will involve significant use of subcontractors and/or third-party material/equipment suppliers (to guarantee payment to third parties). Bond requirements must be included in the solicitation document; consult with DOP and legal. |
| Confirmation of Performance for a Bond | |
| Notice of Solicitation | Sample notice to e-mail to interested vendors, alerting them to the opportunity and containing instructions on IPRO registration. |
| Vendor Registration Letter | IPRO registration instructions, and links for vendors interested in doing business with the State. |
| Pre-Proposal Sign-In Sheet | While it is not mandatory to hold a pre-bid conference, it may be advisable in some cases, especially when vendors will benefit from touring the site (e.g. janitorial contracts). Always remind attendees that oral statements will not be binding on the State (and to submit their questions in writing.) |
| Cancellation Notice | Solicitations should be cancelled only when necessary; contact DOP for guidance. Note: Submittal documents must be returned to vendors when a solicitation is cancelled. I.C. 67-9215. |
| ITB/RFP Opening Script and Sign-In Sheet | |
| Initial Check for Responsiveness | Tailor this sample checklist to the solicitation in order to document the review of mandatory requirements. |
| Clarification Request | The State may need to clarify submission items under limited circumstances (this is NOT an opportunity to modify or supplement submittal responses); consult with DOP and legal if a clarification is needed. |
| Non-Responsive Letter | Sample letter to issue to bidders/offerors which are non-responsive (e.g. failure to meet mandatory requirements, bid conditioned on additional terms and conditions, etc.)—consult with DOP or legal. |
| Agency Approval Form | Used by DOP to obtain agency approval for contract award. |
| Letter of Intent (successful vendor) | Sample "Letter of Intent" (LOI) to award for the apparent successful vendor. |
| Letter of Intent (unsuccessful vendor) | Sample "Letter of Intent" (LOI) to award issued to all unsuccessful, responsive vendors. Note: there is a five (5) business day appeal period following issuance of LOIs that must be observed prior to award. I.C. 67-9232. |
| Post Award Checklist | Sample checklist for buyers to use following contract award—should be tailored to the project and agency. |
| New Contract Notification | Notice to agency of the award of a new contract; may be tailored to the project to alert agency users to basic information about the contract. |
| Questionnaire Goods | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| Questionnaire Services | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| Questionnaire Software | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
RFPs are formal (sealed) solicitations for contracts with a total value (including all options, potential renewals, etc.) of $150,000 or more, and for which evaluated (“technical”) criteria (rather than cost) will be the predominant factors in selecting the Contractor (typically for complex services, software, etc). The following documents may be used in the development and administration of an RFP.
| DOCUMENT TITLE | DESCRIPTION/INSTRUCTIONS |
|---|---|
| RFP Template | Complete the highlighted sections of the template, and add additional terms, conditions, and requirements as needed. |
| Signature Page (ITB/RFP) | |
| Trade-In Authorization | Required if the agency will ask for optional trade-in as part of the solicitation |
| Sample Surety Bond Language | Performance bonds may be advisable in select contracts (e.g. high dollar service contracts). Payment bonds may be advisable for projects which will involve significant use of subcontractors and/or third-party material/equipment suppliers (to guarantee payment to third parties). Bond requirements must be included in the solicitation document; consult with DOP and legal. |
| Confirmation of Performance for a Bond | |
| Notice of Solicitation | Sample notice to e-mail to interested vendors, alerting them to the opportunity and containing instructions on IPRO registration. |
| Vendor Registration Letter | IPRO registration instructions, and links for vendors interested in doing business with the State. |
| Power Point for Pre-Proposal Conference | A Pre-Proposal must be held for all RFPs (IDAPA 38.05.01.070) For DOP-led RFPs, agencies need to fill in the page related to project-specific information and e-mail the power point to DOP for finalization prior to the RFP posting to IPRO. |
| Pre-Proposal Sign-In Sheet | While it is not mandatory to hold a pre-bid conference, it may be advisable in some cases, especially when vendors will benefit from touring the site (e.g. janitorial contracts). Always remind attendees that oral statements will not be binding on the State (and to submit their questions in writing.) |
| Evaluator Form | Each RFP evaluator must sign a form acknowledging his/her responsibilities as an evaluator and confirming that s/he does not have any conflicts of interest. |
| Evaluation Plan | Sample evaluation plan to be developed by the Agency. Note: the plan must match the RFP (all ME and E sections included). The scoring rubric is defined by the RFP lead, working with the agency representative(s). Scoring of individual evaluated sections is typically based on whole numbers between 0 and 10 or 0,1,5,10. |
| Cancellation Letter | Solicitations should be cancelled only when necessary; contact DOP for guidance. Note: Submittal documents must be returned to vendors when a solicitation is cancelled. I.C. 67-9215. |
| ITB/RFP Opening Script and Sign-In Sheet | |
| Initial Check for Responsiveness | Tailor this sample checklist to the solicitation in order to document the review of mandatory requirements. |
| Clarification Request | The State may need to clarify submission items under limited circumstances (this is NOT an opportunity to modify or supplement submittal responses); consult with DOP and legal if a clarification is needed. |
| Non-Responsive Letter | Sample letter to issue to bidders/offerors which are non-responsive (e.g. failure to meet mandatory requirements, bid conditioned on additional terms and conditions, etc.)—consult with DOP or legal. |
| Agency Approval Form | Used by DOP to obtain agency approval for contract award. |
| Letter of Intent (successful vendor) | Sample "Letter of Intent" (LOI) to award for the apparent successful vendor. |
| Letter of Intent (unsuccessful vendor) | Sample "Letter of Intent" (LOI) to award issued to all unsuccessful, responsive vendors. Note: there is a five (5) business day appeal period following issuance of LOIs that must be observed prior to award. I.C. 67-9232. |
| Post Award Checklist | Sample checklist for buyers to use following contract award—should be tailored to the project and agency. |
| New Contract Notification | Notice to agency of the award of a new contract; may be tailored to the project to alert agency users to basic information about the contract. |
| Questionnaire Goods | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| Questionnaire Services | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| Questionnaire Software | Questionnaires that agencies will be required to complete and attach in Luma when they request a new sourcing event. |
| DOCUMENT TITLE | DESCRIPTION/INSTRUCTIONS |
|---|---|
| Assignment | A true contract "assignment" requires approval of both the Administrator of DOP as well as the Board of Examiners. General instructions are provided here; however, agencies are strongly encouraged to consult with legal counsel (e.g. distinguish between a simple name change and an assignment). An assignment request requires significant analysis on the part of the State’s contract administrator (DOP or agency lead, as appropriate) AND may take several months to complete, working through the Board of Examiners’ process. |
| Contract Amendment | Sample amendment template. For DOP-held contracts, consult with DOP contract administrator before proceeding to ensure the desired amendment is permissible. Recitals should provide a brief background on the history of the contract and the need for the amendment. DOP is the final signatory for DOP-issued contracts. |
| Change-Request-Worksheet | The purpose of this worksheet is to serve as a template for agencies when providing information to DOP for changes to contracts administered by DOP. The information you provide will help DOP determine if the change is allowed and to help develop the amendment document. |
| For information regarding letters of default, cure notices, mutual termination, or termination for cause, contact DOP directly. |
| DOCUMENT TITLE | DESCRIPTION/INSTRUCTIONS |
|---|---|
| Laserfiche which host our Exemption Portal is down as of 7 Oct 23. ITS is working the issue. At this time DOP is accepting paper submissions of the expemptions until further notice. If you have any question please contact us at purchasing@adm.idaho.gov. | |
| DA-1 | Agency must complete the form when requesting renewals, amendments, and sourcing events. |
| MULTIPLE AWARD (Multiple Award Example) | Agency must justify the need for multiple award, based on Idaho Code requirements. Written approval of the Administrator of DOP is required to make a multiple award for the same or similar services. I.C. 67-9211 Competitive Rules Apply *Include language providing for the possibility of multiple award. *It’s important to distinguish between “multiple award" for the same/similar services AND partial awards. |
| BRAND NAME ONLY (no equivalents allowed) | It is permissible to specify “brand name or equal" without Administrator approval. However, if the agency needs a specific brand and can justify that need, the Administrator may allow the agency to be more restrictive by specifying “brand name only" Administrator approval is needed prior to including this restriction in your solicitation. IDAPA 38.05.01.111.05 Competitive rules apply *specify “Brand Name Only, no equivalents/substitutes" in the solicitation document. |
| EXEMPTION FROM AN OPEN (STATEWIDE) CONTRACT | Idaho Code requires agencies to utilize “Open" contracts (SBPOs/PADDs). If the agency’s need cannot be met by an “Open" contract, the agency may request an exemption from the Administrator. This is not an exemption from the competitive procurement rules, simply an exemption from utilizing the Open contract (the agency must still follow the applicable competitive procurement rules). I.C. 67-9216 Competitive rules apply |
| ONE-TIME LIMITED DELEGATED PURCHASE AUTHORIZATION | Agencies may need to request limited “one-time" authority to allow the agency to complete a purchase above its current authority level. An example is when an agency with $25,000 issues an RFQ and the lowest responsive responsible quote is $30,000. The agency does not have the authority to make the purchase for $30,000; however, it can request one-time limited authority to complete the purchase, by obtaining written approval from the Administrator, after DOP reviews the RFQ process it followed, and confirms that the process is in compliance with applicable procurement rules. IDAPA 38.05.01.021 Competitive rules apply |
| REQUEST TO NEGOTIATE | IDAPA allows for limited circumstances when negotiation may be authorized by the Administrator (e.g. failed bid) IDAPA 38.05.01.084 Exempt from competition |
| REQUEST TO UTILIZE a POLICY DIRECTIVE *If additional approvals are required by the Policy Directive | Additional approval requirements only apply to a few Policy Directives. Check the language of the Policy Directive: Policy Directives Exempt from competition |
| REQUEST FOR ONE TIME EXEMPTION FROM COMPETITION | The Administrator may exempt an acquisition from competition under limited circumstances (e.g. impractical, disadvantageous or unreasonable). For Sole Source, use the SSA Request Form. IDAPA 38.05.01.042.10 Exempt from competition |
| SOLE SOURCE REQUEST FORM (SSA) | Product or service available from only one supplier; and necessary to meet the business needs of the agency/state (e.g. compatibility, unique feature to meet state’s business need, etc.). IDAPA 38.05.01.045 Exempt from competition To be completed upon request by Division of Purchasing (DOP) |
| EMERGENCY PURCHASE AUTHORIZATION | Must be a true emergency (health, safety, welfare), with no time to obtain even quick quotes via phone. IDAPA 38.05.01.043 Exempt from competition |
| DOCUMENT TITLE | DESCRIPTION/INSTRUCTIONS |
|---|---|
| PROFESSIONAL SERVICES AGREEMENT (PSA) | Designed for one-time short term projects requiring the services of a professional. Limited to one year in duration and $100,000. Not renewable. No DOP approval required; however, DOP (and other state and Federal agencies) may review an agency’s use of PSA’s for IDAPA compliance. Agencies are advised to consult with Legal for document preparation/review. |
| PROJECT SERVICE ORDER (PSO) | For use with the IT Services contracts For detailed instructions see the Statewide Contracts Page. |