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| The following forms are provided for your convenience. They may be used as a basis in creating your own forms. These forms are provided in Microsoft Word format. You may click on the form to open and save it for future use. |
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| Recovery Contract Provisions |
| The attached Recovery Contract Provisions must be included as a part of any solicitation document for the procurement of goods and services for which recovery funds will be used as payment in part or whole. |
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| Request for Quotes (RFQ) Form |
| This form is normally used when procuring non-advertised IT goods. This document contains the specifications of the RFQ, instructions for quotes, and the standard IT Terms and Conditions. Users should add the Supplemental Terms and Conditions for Software and Services when applicable. |
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| Invitation for Bids (IFB) Form for IT Goods and Services |
| The IFB is a formal, written solicitation document normally used for seeking competition and obtaining offers for larger quantities of easily defined goods or simple services. The IFB is used when the value is over $10,000. This document contains the specifications of the IFB, instructions to bidders, and the standard IT Terms and Conditions. Users should add the Supplemental Terms and Conditions for Software and Services when applicable. |
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| Invitation for Bids (IFB) / Request for Quote (RFQ) Form for Software |
| The IFB is a formal, written solicitation document normally used for seeking competition and obtaining offers for software when the value is over $10,000. The RFQ is normally used for procuring non-advertised software. This document contains the specifications of the IFB or RFQ, instructions to bidders, and the standard IT Terms and Conditions. Users should add the Supplemental Terms and Conditions for Software and Services when applicable. |
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| Invitation for Bids (IFB) / Request for Quote (RFQ) Form for Software and Maintenance |
| The IFB is a formal, written solicitation document normally used for seeking competition and obtaining offers for software and maintenance when the value is over $10,000. The RFQ is normally used for procuring non-advertised software and maintenance. This document contains the specifications of the IFB or RFQ, instructions to bidders, and the standard IT Terms and Conditions. Users should add the Supplemental Terms and Conditions for Software and Services when applicable. |
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| Invitation for Bids (IFB) / Request for Quote (RFQ) Form for Software Maintenance |
| The IFB is a formal, written solicitation document normally used for seeking competition and obtaining offers for software maintenance when the value is over $10,000. The RFQ is normally used for procuring non-advertised software maintenance. This document contains the specifications of the IFB or RFQ, instructions to bidders, and the standard IT Terms and Conditions. Users should add the Supplemental Terms and Conditions for Software and Services when applicable. |
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| Instructions and Optional Terms for the RFP |
| More detailed language may be required for some proposals. The Optional Terms in this document may be used with the RFP Form below. |
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| Request for Proposal (RFP) Form |
| The RFP is a formal, written solicitation document typically used for seeking competition and obtaining offers for more complex services or a combination of goods and services. The RFP is used when the value is over $10,000. This document contains specifications of the RFP, instructions to bidders and the standard IT Terms and Conditions for Goods and Related Services. User should add Supplemental Terms and Conditions for Software and Services, when applicable. |
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| Addendum |
| This form will be used to make changes or corrections to a bid/proposal or answer vendor questions submitted, prior to the closing date of the bid/proposal. |
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| Best and Final Offer (BAFO) Form |
| This document is used when negotiating with a vendor using the best value trade-off methodology. |
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| Request for Information (RFI) |
| The RFI is used to request information from vendors about products or services when an agency does not have enough information readily available to write an adequate solicitation document. The RFI should provide as much information as possible to define the type of information that is being sought. While information gathered from vendors’ responses to the RFI may be used to enhance the agency’s future IT procurement, the RFI should state that it is not a request for offer and that no award will result. Since the RFI is not a solicitation for procurement, the State’s terms and conditions should not be included in the document. |
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| Vendor Complaint Form |
| This form will be used by agencies to formally document complaints regarding a vendor’s performance in fulfilling a contract. This agency must complete the form and send copies to the vendor and State IT Procurement Office. |
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