Agent Forms and Letters For Bid Related Use

Click on a form name to obtain the document in MS Word format. Please contact Purchasing Services with any questions pertaining to the appropriate use of the following documents. This page contains forms and letters to be used in the development, preparation, award, and post award bid process by Purchasing Agents. For non-bid related forms, see the Contract Management, Misc. Agreements, and PO Related issues forms.

Forms Categories:

 

Pre-Bid Preparation

  Form Description Related Pages
1. RPA Forms: For those bids, proposals or waivers requiring DOA approval, the forms identified must be used based on the type of process necessary. IPP 29
PRO-C-2
2. Request for Information (RFI) An RFI is used to prepare a necessary purchasing process. No terms and conditions are used, it does not go to DOA, it is not advertised and there is no award made. The specifications mentioned on the RFI template sample should be included with a general letter explaining the reason for the Request for Information.  

 

Bid Development

  Form Description Related Pages
1. Incoming Request for Bid form This is a form completed by purchasing agents to request a bid/contract/RFP be prepared.
2. Request for Bid cover page (RFB) (sample) Sample of the first page of a Request for Bid.  
3. Official Sealed Bid Special Conditions of Bid (SCOB's)

Special Conditions of Bid for Official Sealed Bids. Agent chooses sections of SCOB's as necessary.

 
4. Official Sealed Contract SCOB's Special Conditions of Bid for Official Sealed Contracts. Agent chooses sections of SCOB's as necessary.  
5. Request for Proposal SCOB's Special Conditions of Bid for Request for Proposal. Agent chooses sections of SCOB's as necessary.  
6. Official Sealed Service Contract SCOB's

Special Conditions of Bid for Official Sealed Service Contracts. Agent chooses sections of SCOB's as necessary.

 
7. Official Sealed Food Contract SCOBS

Special Conditions of Bid for Official Sealed Food Contracts. Agent chooses sections of SCOB's as necessary.

 
8. Simplified Bid SCOBS Special Conditions of Bid for Simplified Bids. Agent chooses sections of SCOB's as necessary.  
9. (QVEN) Simplified Bids: This is the University of Wisconsin-Madison Simplified Bid Summary Form. The summary form is used to document the purchasing process for purchases $5000.00 - $49,999.99. It is not required to complete this form for bids done under the $5000.00 threshold. IPP 9
10. Certification of Site Visit Form When a bid, contract or RFP requires a site visit, this form is completed by the vendor attending along with departmental and purchasing staff.  
11. Bidder Conference - Site Visit Form When a bid, contract or RFP requires a site visit, this sign-in form is completed by the vendor attending.  
12. Invitation to Submit Plans (ISP) These are the SCOB's used for a revenue generating contract only.  
13. Standard Terms and Conditions Standard Terms and Conditions  
14. Applicable Federal Rules Applicable Federal Rules  
15. Action Sheet Action sheet included inside bid jacket for each bid.  

 

Bid Evaluation

  Form Description Related Pages
1. Notice of Bid Results (NOBR) Notice sent to a department along with the abstract and copies of bids or proposals received asking for evaluation and award determination. IPP 25
2. Guidelines for RFP/ISP Evaluation Teams Used to help members of an evaluation team with their analysis of RFP's or ISP's.  
3. RFP Evaluation Scorecard Use to score vendors. IPP 50
4. Designation of Confidential & Proprietary Information Form A DOA form completed by a vendor asking that certain information in their submittal be kept confidential.  

 

Bid Award

  Form Description Related Pages
1. Bid Cancellation Letter Document used for the cancellation of any Bid/RFP/ISP.
2. Withdrawal Letter Letter used to withdraw award notice (post-award).
3. Notice of Award Letters:

Notice of Award letters are issued when no protest language has been included in the bid/contract/RFP and vendors are not given the opportunity to officially protest an award.

When a Notice Of Award Letter is sent, in most circumstances a Contract Award Letter accompanies it requiring signature by the vendor.

 
4. Intent to Award Letters: Intent to Award letters are issued when a bid/contract/RFP/ISP is being awarded for a service and where the bid/contract/RFP/ISP contains protest language allowing vendors to protest the award.

IPP 21

5. Award letter for Proposals, Contracts and ISP's.  
Intertim Award letter for Proposals, Contracts and ISP's.  
6. Reassignment of Contract Used when an entity has been acquired by another and the Contract is re-assigned to the new entity.  
7. Board of Regent Contract Summary Template for Contract Summary document used to secure formal Board of Regent (BOR) approval when needed prior to executing a contract exceeding $500,000 under BOR authority as described in Board of Regent policy 13-1 https://www.wisconsin.edu/regents/policies/general-contract-approval-signature-authority-and-reporting/  

 

Post Award Documents

  Form Description Related Pages
1. Debarment Certification A letter sent to vendors asking them for signature stating their company is not debarred under federal guidelines. IPP 3
2.

Fair Price Analysis

(2CFR215 formerly A110)

Fair Price Analysis form is used when no competition exists for contracts, Official Sealed Bids and sole source transactions and acts as the basis for determining if price is fair and reasonable. Form must be typed. IPP 10
3. Minority Business Enterprise Report Form This form is used by contract vendors to file annual reports of dollar amounts spent with Minority Business subcontractors.  
4. Insurance Certificate Letters: Insurance coverage is required of a vendor in certain certain service or installation situations. Worker compensation, general liability, and comprehensive auto liability (owned and non-owned) insurances are required as stated in UW-Madison Standard Terms and Conditions. Additional coverage may be required depending on the service or commodity being purchased. A Certificate of Insurance (Proof of Insurance) will be required of all vendors providing High-Risk services as defined by University policy. PPP 4
IPP 12

 

Offer To Sell (OTS)

  Form Description Related Pages
1. Offer to Sell (OTS) Cover Page The first page of an Offer to Sell, similar to a Request for Bid. IPP 54
2. OTS Standard Terms and Conditions Standard Terms and Conditions for an Offer To Sell.
IPP 54
3. OTS Equipment Purchase Agreement An agreement to be signed by the purchaser for equipment or materials purchased through an Offer To Sell process. IPP 54