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Templates and Forms

Templates and Forms

The Current Division of Purchasing templates and forms will be posted in this table. Additions and modifications will be made from time to time. Always check this table 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.

DOCUMENT TITLE INSTRUCTIONS ADDITIONAL REQUIREMENTS LINK TO DOCUMENT
SOLICITATION DOCUMENTS
DA-1

While DOP prefers that agencies utilize IPRO and submit requisitions electronically, a DA-1 is a paper form of requisition for use by agencies which do not utilize IPRO.

Fill in the description of the commodity or service, the units and UOM (units of measure), i.e. year, each, etc. as well as your cost estimate.  Identify whether optional renewals should be included; be certain that the DA-1 is SIGNED by an individual authorized to commit agency funds; and that the funds for the initial requested term (or one time purchase) are currently appropriated.

DA-1

REQUEST FOR QUOTES
(RFQ)

Template for informal RFQs ($10,000 - $100,000 for the potential life of the contract).  Complete the highlighted areas.  Add additional terms, conditions and requirements as needed.

Procurements of $10,000 or more must be posted to IPRO, unless otherwise exempted. While procurements conducted under authority delegated by the Admistrator of the Division of Purchasing must comply with the Delegated Authority Policy, agencies are encouraged to utilize a written process and a State of Idaho Signature Page to incorporate the State's Standard Terms and Conditions, even for procurements below $10,000.

RFQ

INVITATION TO BID
(ITB)

Template for formal (sealed) ITBs (over $100,000 for the potential life of the contract).  Typically used for commodities when cost is the predominant factor.

This template contains a number of additional/sample provisions which you may not need for your procurement.  Delete unnecessary provisions and revise other terms to fit your requirements (e.g. delivery, installation, warranty, training, etc.). Add Special Terms and conditions as needed.

ITBJAN 2016

REQUEST FOR PROPOSALS
(RFP)

Template for formal (sealed/two-step) RFPs (over $100,000 for the potential life of the contract).  Used primarily for service-oriented procurements, where factors other than cost are the predominant consideration.

Leave the majority of this template intact.  Complete all administrative information sections; tailor all sections which require a response to your particular project; determine how cost will be presented and how points will be assigned.

RFPFEB 2016

DOP and Agency:
ROLES and RESPONSIBILITIES

For DOP-issued RFPs, DOP and the agency will complete this checklist and sign off on their respective roles and responsibilities.

For high dollar/high risk projects, an additional “Memorandum of Understanding (MOU)” may be required, further detailing the roles and responsibilities of DOP and the agency with respect to contract management and administration.

Roles and Responsibilities

Contract Administration Roles

SIGNATURE PAGE (ITB/RFP)

State of Idaho Signature Page for use with formal ITBs and RFPs.  Upload this Signature Page to IPRO with the solicitation documents.

If the solicitation is issued under authority delegated to the agency by the Administrator of DOP, replace “DOP” and submittal information with the agency’s.

ITB/RFP Signature Page

SIGNATURE PAGE (RFQ)

State of Idaho Signature Page for use with informal RFQs.  Upload this Signature Page to IPRO with the solicitation documents or e-mail/fax to interested vendors.

If the solicitation is issued under authority delegated to the agency by the Administrator of DOP, replace “DOP” and submittal information with the agency’s.

RFQ Signature Page

TRADE-IN AUTHORIZATION

Written authorization for a trade-in must be obtained from the Administrator of DOP prior to exercising.  Complete, sign and e-mail the form to purchasing@adm.idaho.gov along with a written justification documenting the research performed; and demonstrating that the proposed trade-in value is in the best interest of the state.

Include the trade-in option in your solicitation documents, if a trade-in is available.  Obtain written approval from DOP prior to exercising the trade-in option.

Trade-In Authorization

BONDS

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/or legal

Sample Surety Bond Language

Confirmation of Performance

NOTICE OF SOLICITATION

Sample notice to e-mail to interested vendors, alerting them to the opportunity and containing instructions on IPRO registration.

Solicitation Notice

VENDOR REGISTRATION LETTER

IPRO registration instructions, and links for vendors interested in doing business with the State.

IPRO Registration Information

POWER POINT FOR PRE-PROPOSAL CONFERENCE

Template for Power Point for use at the Pre-Proposal Conference for an RFP.  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.

A copy of the Power Point may be provided to remote attendees registered for the pre-proposal conference, if time allows. 

Power Point for Pre-Proposal Conference

SIGN IN SHEET FOR PRE-PROPOSAL CONFERENCE

Sign-in sheet for attendees (in person and via phone) at the pre-proposal conference.

Maintain attendance sheet(s) with the procurement file.

Sign-in Sheet

EVALUATOR FORM
(Responsibilities/Ethics)

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.

Maintain signed forms with the procurement file.

Evaluator Form

SAMPLE EVALUATION PLAN (RFP)

The evaluation plan for RFPs contains all ME (Mandatory Evaluated) and E (Evaluated) sections.

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.

Evaluation Plan

LETTER TO VENDORS CANCELLING SOLICITATION

Occasionally, the State may need to cancel a solicitation, in the best interest of the State.

Submittal documents are returned to vendors when a solicitation is cancelled.
I.C. 67-9215

Cancellation Notice

BID/PROPOSAL OPENING SCRIPT

Sample script for use by RFP or ITB Lead at the Bid/RFP opening.

ITB/RFP Opening Script

BID/PROPOSAL INITIAL REVIEW CHECKLIST

Sample checklist for Buyers at Bid/RFP opening

ITB/RFP Opening Checklist

REQUEST FOR CLARIFICATION

The State may need to clarify submission items under limited circumstances.

Work with DOP or legal if clarification is needed.  Clarification is NOT an opportunity to modify or supplement submittal documents.

Clarification Request

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.).

Work with DOP or legal

Non-Responsive Letter

AGENCY APPROVAL FORM

Form used by DOP to obtain agency approval for contract award.

Agencies may use a similar format to obtain end user approval.

Agency Award Approval

LETTERS OF INTENT

Sample “Letter of Intent” (LOI) to award, issued to all responsive vendors for formal ITBs and RFPs

There is a five (5) business day appeal period following issuance of the Letter of Intent which will be observed prior to award.
I.C. 67-9232

LOI – successful
LOI - unsuccessful

POST AWARD CHECKLIST

Sample checklist for Buyers following contract award (e.g. receipt of insurance certificates, kick off meeting scheduled, amendments, renewals, close-out, etc.).

Tailor a checklist to your procurement.

Post Award Checklist

NEW CONTRACT AGENCY NOTIFICATION

DOP’s notice to the agency of a newly issued contract.

This notice could be modified for agency use to alert end users to the basic information regarding a new contract.

Notice of new Contract

CONTRACT MANAGEMENT

CONTRACT AMENDMENT

Sample amendment template.

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.

Amendment

DEFAULT LETTER FROM AGENCY

Sample letter alerting a contractor to non-performance

Consult with DOP and/or Legal

Contact DOP:
purchasing@adm.idaho.gov

NOTICE TO CURE/BREACH

Sample letter identifying instances of breach and providing the contractor with an opportunity to cure.

Consult with DOP and/or Legal

Contact DOP:
purchasing@adm.idaho.gov

MUTUAL TERMINATION OF CONTRACT

Occasionally, mutual termination is in the best interest of both parties.

Consult with DOP and/or Legal

Contact DOP:
purchasing@adm.idaho.gov

LETTER TO TERMINATE CONTRACT

Under certain circumstances, the State may terminate a contract unilaterally.

Consult with DOP and/or Legal

Contact DOP:
purchasing@adm.idaho.gov

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.

General Instructions for Assignment

REQUEST FORMS and EXEMPTIONS

MULTIPLE AWARD

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.

Multiple Award

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.

Brand Name Only

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

Statewide Contract Exemption

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

Limited Delegated Purchase Authorization

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 Negotiate

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 to Utilize a Policy Directive

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

Request for One Time Exemption

REQUEST FOR SOLE SOURCE AUTHORIZATION

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

Sole Source Request Form (SSA)

Sole Source Request Instructions 

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

Emergency Purchase Authorization (EPA)

SAMPLE AGREEMENTS

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.

PSA

PROJECT SERVICE ORDER (PSO)

For use with the IT Services contracts

For detailed instructions see the Statewide Contracts Page:
PSO Instructions

PSO Instructions

SAMPLE VEHICLE LEASE

Sample vehicle lease

All leases (vehicles, equipment, etc.) over 1 year in duration, must be approved by the Administrator, regardless of the dollar value of the lease.

Vehicle Lease