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IFB Preparation / RFP Preparation / Sole Source Preparation / Contract Preparation
Miscellaneous Documents / Archived Procurement Forms / Other DGS Forms

 

IFB Preparation Forms & Clauses

Form Number

Form Name and Use

Current Form Date

  Anti-Sweatshop Clause
Required in certain textile and related procurements to be added to solicitation.
 
BOP-1302  Anti-Sweatshop Certification
Supplier Certification for Anti-Sweatshop Clause.
11/21/2013 
BOP-124 Determination to Use Competitive Sealed Proposals (RFP) Method of Procurement
To be utilized by Issuing Officers when they are required to disclose the justification for use of competitive sealed proposals vs. competitive sealed bidding.
11/09/10
  Domestic Workforce Utilization Certification Form
For Multiple Award Contracts only. Form that must be used in solicitations with DWF.
07/24/09 
  Instructions for Calculating Domestic Workforce Utilization Scores
For Service RFPs and Multiple Award Contracts Only. For use in evaluating & scoring DWF submittals in bidding.
10/14/08 
BOP-011 Funds Commitment Waiver Review Form
This form is to be utilized to request the use of a Funds Commitment to be presented for approval.
06/06/14
BOP-1201 BOP-1201 General Instructions to Bidders
To be used with IFB documents not created in Document Builder.
02/19/14
BOP-1206 BOP-1206 Bid-Contract Form
To be used with IFB documents not created in Document Builder to solicit bids.
06/06/14
BOP-1303   Manufacturer / Mill Certification
Used for all supplies that have post-consumer content – paper bids.
08/01/13  
BOP-123  Notice of Forthcoming Procurements - Online Web Form Only
Intended as a long term forecast of major procurements that are a year out. To help DGS/BOP to schedule the RFP effort into their long range planning.
11/19/10 
GSPUR-89 Reciprocal Limitations Act Requirements
Required by Procurement Code. Certain reciprocal preferences in response to actions by other states.
11/06/12
BOP-012 Request for Contract Term Greater than Five Years Waiver Review Form
DGS approval is required before soliciting bids or proposals or signing a contract period and conditions for renewal or extension must be included in the solicitation.
07/22/10
Recycled Content Exhibits
The document contains the Recycled Content Exhibits.
12/21/11
  Sample Supplier Invoice
Sample that may accompany Solicitations so supplier provides appropriate information for submitting invoices.
 
BOP-1305  Solicitation Addendum Form
Used to make changes to solicitations.
12/05/13 
  COSTARS Clause for Statewide Contract Clause used to include COSTARS participation in statewide contract (Outside of Doc Builder). 11/26/13
  COSTARS Program Contractor Election to Participate To be used for bids created in Doc Builder. CS attaches to solicitation, supplier completes and submits. 03/14/13

 

Sole Source Preparation

Form Number

Form Name and Use

Current Form Date

Award Form - Online Web Form Only
This form is to be completed by the Agency issuing the Contract/Purchase Order for Procurements that exceed the Services dollar threshohlds established in Part 1, Chapter 7 of the Procurement Handbook.
11/19/10
BOP-125

Contract List
This form is to uploaded to the Award Form if more than 1 supplier listed.

10/26/10 
  Cost or Pricing Data Certification
Must be submitted with Sole Source Requests over $100,000.00.
 
BOP-011 Funds Commitment Waiver Review Form
This form is to be utilized to request the use of a Funds Commitment to be presented for approval.
06/06/14
  No Bid Contract Letter Template & Political Contributions Reporting Form
Required for sole sources.
06/12/12

BOP-012

Request for Contract Term Greater than Five Years Waiver Review Form
DGS approval is required before soliciting bids or proposals or signing a contract period and conditions for renewal or extension must be included in the solicitation.
07/22/10
  Sole Source Fact Sheet for Construction
Used to submit Sole Source Request for Public Works.
12/19/02
BOP-001 Source Justification Form
Online web form used to submit Sole Source Requests.
02/20/09
BOP-1210 BOP-1210 Supplier Price Request Form
To be used with Supplier Price Request documents not created in document builder.
04/08/13 
  Trade Secret / Confidential Proprietary Information Notice
Supplier required to complete with RFPs or Sole Sources, if applicable.
10/11/13  

 

Contract Preparation Forms & Clauses

Form Number 

Form Name and Use

Current Form Date

  Award Form  - Online Web Form Only
This form is to be completed by the Agency issuing the Contract/Purchase Order for Procurements that exceed the Services dollar threshohlds established in Part 1, Chapter 7 of the Procurement Handbook.
11/19/10
 BOP-125

Contract List
This form is to uploaded to the Award Form if more than 1 supplier listed.

10/26/10 
  Notice of Award Form Letter for Agency Use
To be used by Agencies to identify the Awarded Vendor.
04/09/12
  IT Terms and Conditions
To be used for contracts for information technology (IT) services.
06/01/11 
BOP-1202 BOP-1202 STD Terms and Conditions-Paper PO
To be used by an agency that does not have access to SRM and is doing a solicitation and purchase order in paper.
04/08/13
BOP-1203 BOP-1203 STD Terms and Conditions-Electronic PO
To be used when DGS is doing a solicitation electronically for an agency that does not have access to SRM and the agency is doing a paper purchase order.
02/19/14

BOP-1204

BOP-1204 STD Terms and Conditions - Paper Contract
To be used by an agency that does not have access to SRM and is doing a solicitation and contract in paper.
04/08/13
BOP-1205 BOP-1205 STD Terms and Conditions - Electronic Contract
To be used when DGS is doing a solicitation electronically for an agency that does not have access to SRM and the agency is doing a paper contract.
02/19/14
BOP-1207 BOP-1207 Paper Purchase Order
To be used for agency purchase orders not created in Document Builders.
06/06/14
BOP-1208 BOP-1208 Paper Purchase Order Against Statewide Contract
To be used to issue paper purchase orders against a DGS statewide contract by an agency that does not have access to SRM.
06/06/14
BOP-1209 BOP-1209 Change Order to Purchase Order - Paper
To be used for a paper change order to a paper purchase order.
06/06/14

 

Miscellaneous Documents & Clauses

Form Number

Form Name and Use

Current Form Date

  Payment Assignment Form and Instructions
Form is completed and provided to Payable Services to assign a payment.

 08/09/12

BOP-005 Agency request for review of purchase from Federal Cooperative Purchasing
This form is used when an agency is requesting approval to use a Federal Cooperative Purchasing Agreement.
06/26/14
BOP-004 Emergency Procurement Approval Request
Online web form used to submit Emergency Purchase Approvals.
05/14/10
BOP-002 Material Master Request Form
Used to request additional Material Masters.
01/21/09
  Prospective Projects for PIBH
Purchasing agency is to complete and submit the form to the DGS Program Manager at the time it becomes aware of a new opportunity for PIBH. By being pro-active in offering supplies and/or services to PIBH, delays in the procurement process can be reduced and/or eliminated.
01/27/09
BOP-007 Request for Liquidated Damage Assessment
Purchasing agency is to complete and submit the form to DGS. Liquidated damages are used to compensate the Commonwealth for probable damages. Therefore, the liquidated damages rate must be a reasonable forecast of just compensation for the harm that is caused by late delivery or untimely performance of the particular contract." This breach of contract provisions adversely may impact the Commonwealth however; do not necessarily constitute termination in part.
10/23/06

 

RFP Preparation Forms, Instructions & Clauses

Form Number 

Form Name and Use

Current Form Date

  Anti-Sweatshop Clause
Required in certain textile and related procurements to be added to solicitation.
 

BOP-1302 

Anti-Sweatshop Certification
Supplier Certification for Anti-Sweatshop Clause.
11/21/13 
  Award Form  - Online Web Form Only
This form is to be completed by the Agency issuing the Contract/Purchase Order for Procurements that exceed the Services dollar threshohlds established in Part 1, Chapter 7 of the Procurement Handbook.
11/19/10
 BOP-125

Contract List
This form is to uploaded to the Award Form if more than 1 supplier listed.

10/26/10 
  BSBO Small Diverse Business RFP/RFQ Submittal Information
Internal form used to submit documentation to BSBO for scoring RFPs and IT-RFQs.
07/20/12
BOP-124 Determination to Use Competitive Sealed Proposals (RFP) Method of Procurement
To be utilized by Issuing Officers when they are required to disclose the justification for use of completitive sealed proposals vs. competitive sealed bidding.
11/09/10 
BOP-1301.RFP  Domestic Workforce Utilization Certification Form
For Service RFPs only. Form that must be used in solicitations with DWF.
05/05/14
BOP-1301.Multi-Award   Domestic Workforce Utilization Certification Form
For Multiple Award Contracts only. Form that must be used in solicitations with DWF.
05/05/14
BOP-011 Funds Commitment Waiver Review Form
This form is to be utilized to request the use of a Funds Commitment to be presented for approval.
06/06/14
  Instructions for Calculating Domestic Workforce Utilization Scores
For Service RFPs and Multiple Award Contracts Only. For use in evaluating & scoring DWF submittals in bidding.
10/14/08

BOP-1303 

Manufacturer / Mill Certification
Used for all supplies that have post-consumer content – paper bids.
08/01/13 
BOP-123 Notice of Forthcoming Procurements - Online Web Form Only
Intended as a long term forecast of major procurements that are a year out. To help DGS/BOP to schedule the RFP effort into their long range planning.
11/19/10
GSPUR-89 Reciprocal Limitations Act Requirements
Required by Procurement Code. Certain reciprocal preferences in response to actions by other states.
11/06/12
BOP-012 Request for Contract Term Greater than Five Years Waiver Review Form
DGS approval is required before soliciting bids or proposals or signing a contract period and conditions for renewal or extension must be included in the solicitation.
07/22/10
  Request for Proposal Template
Pre-approved form for Request for Proposal preparation.
04/15/13
  Recycled Content Exhibits
The document contains the Recycled Content Exhibits.
12/21/11
BOP-1305  Solicitation Addendum Form
Used to make changes to solicitations.
12/05/13 
  Service Procurement Announcement Form
For use by Comptroller for services under $250 K, similar to Forthcoming Procurement Form.
05/05/11
  Sample Supplier Invoice
Sample that may accompany Solicitations so supplier provides appropriate information for submitting invoices.
 
  Trade Secret / Confidential Proprietary Information Notice
Supplier required to complete with RFPs or Sole Sources, if applicable.
 
  RFP Evaluation Committee Confidentiality - No Conflict Certification
The RFP Confidentiality and No Conflicts Statement.
11/30/12
  RFP Evaluation Committee Consultant Confidentiality Certification
The Consultant Confidentiality Statement.
11/30/12

 

ITQ Document Library

Form Number 

Form Name and Use

Current Form Date

  ITQ Document Library
To view the Document Library section of the ITQ Website. In the document library section, select the appropriate ITQ contract from the dropdown list to find all of the documentation (Templates, instructions, Guides, Forms, etc.) pertaining specifically to the ITQ contract that is selected.
09/29/11
 

Recycled Content Exhibits

Form Number 

Form Name and Use

Current  Form Date 

                    

Recycled Content Exhibit                                                                       
The document contains Recycled Content Exhibits.                                                                                                                                                      

12/21/11