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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.

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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. IPP29
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 Inquiry 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 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 - $24,999.00. It is not required to complete this form for bids done under the $5000.00 threshold. IPP9
9. 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.  
10. Invitation to Submit Plans (ISP) These are the SCOB's used for a revenue generating contract only.  

 

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. IPP25
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
3. 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. Intent to Award Letters: Intent to Award letters are issued when a bid/contract/RFP is being awarded for a service and where the bid/contract/RFP contains protest language allowing vendors to protest the award.

IPP21
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

 

 

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. IPP3
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. IPP10
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. PPP4
IPP12

 

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. IPP54
2. OTS Standard Terms and Conditions Standard Terms and Conditions for an Offer To Sell.
 IPP54
3. OTS Equipment Purchase Agreement An agreement to be signed by the purchaser for equipment or materials purchased through an Offer To Sell process. IPP54

 

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File last updated: February 19, 2008
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