Number IPP 21
Dated:04/07/10
Replaces: 1/31/08
Internal Policy and Procedures
Intent to Award/Notice of Award Letter Process
POLICY:
Intent to award (ITA) letters will be sent to all responding bidders/proposers of official sealed service bids, RFPs, and ISPs $50,000.00 and over in accordance with referenced sections. Notice of award (NOA) letters will be sent to all responding bidders of official sealed bids $50,000.00 and over in accordance with referenced sections. A purchase order cannot be issued until the intent to award/notice of award process has been completed.
Intent to award (ITA) letters will be sent if required by vendor(s) to hold pricing and/or to guarantee delivery schedule when funding is not immediately allocated.
PROCEDURES:
I. The ITA is used to notify bidders/proposers of intent.
1. The intent to award process is not required when only one bid is
received or when one bid was submitted and all other submissions were "no
bid." The purchase order may be issued if ITA process is not
required.
2. The agent must complete a working copy of the appropriate ITA letter(s) and forward to the bid room for processing. Types of ITAs:
INTENT TO AWARD
INTENT TO AWARD - CONTRACT INTERIM AWARD
3. The agent must complete a working copy of the appropriate NOA
letter(s) and forward to bid processing. A photocopy of the awarded
vendor's letter must be sent by bid processing to Manager, DOA Minority Business Program. Types of letters:
NOTICE OF AWARD
NOTICE OF AWARD- CONTRACT INTERIM AWARD
3.1 When there is more than one bidder per type of ITA letter, the agent shall list all bidders by vendor number. This will insure that no bidder is omitted.
When the number of awarded bidders exceeds space available on the working copy, the agent must attach an award schedule/list.
3.2 The agent must indicate on the ITA working copy form: bid number, commodity, and the agent initials and telephone number.
3.3 On the bid action sheet, the agent must indicate the date, agent initials, TOTAL number of letters to be sent, followed by the number of successful and unsuccessful bidders.
4. Bid processing will attempt to process and send letters the same day received before 11:00 AM.
4.1 Bid processing program assistant will sign the agent name on the letters. Photocopies of all letters will be stapled to the working copy form(s) provided by the agent.
4.2 A requisition action will be created by the program assistant after ITAs/NOAs are sent.
4.3 Bid processing program assistant will tickle the bid for the appropriate time to be returned to the agent.
4.4 After the ITA comes up on the tickler, a photocopy of the awarded vendor's letter must be sent by bid processing to Manager, DOA Minority Business Program.
5. If a change in award is required after the initial ITA letter(s) has been sent, one of the following ITA letters must be used. The agent must complete a working copy of the appropriate ITA letter and give it to the bid room for processing.
WITHDRAWAL OF INTENT TO AWARD/NOTICE OF AWARD
CHANGE OF INTENT TO AWARD
CHANGE OF NOTICE OF AWARD
6. If there is a timely protest, refer to IPP
#22. If there is no protest or if the protest is not timely,
the agent shall issue the purchase order(s). An untimely protest
will be handled as detailed in IPP #33.
7. If you issue an interim intent to award letter, it is necessary to inform bid processing of a six-month tickle date to issue a new contract award letter.
II. The ITA is used to notify vendor that there will be no award (CANCELLATION) made
An ITA may be used as a notice to the vendor(s) that a there will be no award (CANCELLATION) made on this bid.
III. The ITA/NOA is used to notify vendor that there will be no renewal done on this bid
An ITA/NOA may be used as a notice to the vendor(s) that there will be no renewal made on this bid -Intent To Award/Notice Of Award-Contract-Non Renewal.
REFERENCES:
IPP 22 - Protest of an award Process (services only)
IPP 33 - Complaint Response Process