POLICY:

Intent to award (ITA) letters will be sent to all responding bidders/proposers of official sealed service bids, RFPs, and ISPs $25,000.00 and over in accordance with referenced sections. Notice of award (NOA) letters will be sent to all responding bidders of official sealed bids $25,000.00 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. When a sealed bid amount unexpectedly exceeds $25,000.00 OR when a bid was sent out as an official sealed bid and the appeals language was not included in the bid, a special ITA letter is required. Prior to taking any action in either of these situations, speak to your supervisor.
3. 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 - BID - SINGLE AWARD
INTENT TO AWARD - CONTRACT - SINGLE AWARD
INTENT TO AWARD - PROPOSAL - SINGLE AWARD
INTENT TO AWARD - CONTRACT - INTERIM AWARD - SINGLE AWARD
INTENT TO AWARD - BID - MULTIPLE AWARDS
INTENT TO AWARD - CONTRACT - MULTIPLE AWARDS
INTENT TO AWARD - PROPOSAL-MULTIPLE AWARDS
INTENT TO AWARD - ISP - SINGLE AWARD
INTENT TO AWARD - ISP - MULTIPLE AWARDS

4. 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 Keith E. Broadnax, Director, DOA Minority Business Program. Types of letters:

NOTICE OF AWARD-BID-SINGLE AWARD
NOTICE OF AWARD-CONTRACT-SINGLE AWARD
NOTICE OF AWARD-BID-MULTIPLE AWARDS
NOTICE OF AWARD-CONTRACT-MULTIPLE AWARDS
NOTICE OF AWARD-CONTRACT-INTERIM AWARD-SINGLE AWARD

4.1 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 of Multiple Award form, the agent must attach an award schedule/list.

4.2 The agent must indicate on the ITA working copy form: bid number, commodity, and the agent initials and telephone number.

4.3 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.

5. Bid processing will attempt to process and send letters the same day received before 11:00 AM.

5.1 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.

5.2 A requisition action will be created by the program assistant after ITAs/NOAs are sent.

5.3 Bid processing program assistant will tickle the bid for the appropriate time to be returned to the agent.

5.4 After the ITA comes up on the tickler, a photocopy of the awarded vendor's letter must be sent by bid processing to Keith Broadnax, Director, DOA Minority Business Program.

6. 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.

INTENT TO AWARD/NOTICE OF AWARD-CONTRACT-WITHDRAWAL-NO AWARD
INTENT TO AWARD-BID-SINGLE AWARD-CHANGE OF AWARD
INTENT TO AWARD-CONTRACT-SINGLE AWARD-CHANGE OF AWARD
INTENT TO AWARD-CONTRACT-MULTIPLE AWARDS-CHANGE OF AWARD

7. 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.

8. 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 made

An ITA may be used as a notice to the vendor(s) that a there will be no award 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.