IT Procurement Forms and Templates

The following template forms are provided for the acquisition of IT Goods and Services. Requestors should work with their Purchasing departments to complete these templates. The templates are in a Microsoft Word format. You may click on the links below to open and edit them. These templates are updated periodically, so please verify that you are using the most recent template version.

Form or Template

Description

Invitation for Bids (IFB) Form for IT Goods and Services

This template represents the State’s model solicitation document used to procure information technology (IT) goods, embedded software and/or associated services, as applicable. This document may be used as either an IFB or RFQ, as appropriate.

Invitation for Bids (IFB) / Request for Quote (RFQ) Form for Software and Software Support

This template represents the State’s model solicitation document used to procure software, or software and software support, as applicable. This document may be used as either an IFB or RFQ, as appropriate. 

Invitation for Bids (IFB) / Request for Quote (RFQ) Form for Software Maintenance (for existing software)

This template represents the State’s model solicitation document to be used to procure software maintenance for software that is already licensed to the State. This document may be used as either an IFB or RFQ, as appropriate. 

Instructions and Optional Terms for the RFP

This document provides additional instructions for the RFP below and terms that may be used therein.

Iran Divestment Act Certification Form

The NC General Assembly recently enacted the Iran Divestment Act (S.L. 2015-118), which—for every contract greater than $1,000, every amendment and every contract renewal or extension—requires the vendor to sign a Certification Form. This requirement applies to all units of State government and to all political subdivisions of the State.

The net result is that all contracts must include a representation from the bidders/awarded vendors that the vendor is “not on the list” published by the North Carolina Treasurer. The current list is available on the NC Treasurer's website.

Non-Disclosure Form This template represents the State’s standard Non-Disclosure Agreement document sometimes used when procuring information technology (IT) goods, software, and/or services, as applicable.

Online Services Terms and Conditions

The Online Terms and Conditions are intended as a replacement for the Department of Information of Technology Terms and Conditions contained within the appropriate RFP, IFB and RFQ forms provided by DIT. These should be used with Online Services procurements, such as accessible online databases, online business research services, and other services that provide information to the user through online means, except for SaaS services.

Request for Proposal (RFP) Form

The RFP is a formal, written solicitation document typically used for seeking competition and obtaining offers for more complex services or a combination of goods and services. The RFP is used when the value is over $10,000. This document contains specifications of the RFP, instructions to bidders and the standard IT Terms and Conditions for Goods and Related Services. User should add Supplemental Terms and Conditions for Software and Services, when applicable.

Request for Proposal (RFP) Online Services Form

The RFP is a formal, written solicitation document typically used for seeking competition and obtaining offers for online services. The RFP is used when the value is over $10,000. This document contains specifications of the RFP, instructions to bidders and the standard IT Terms and Conditions for Goods and Related Services. User should add Supplemental Terms and Conditions for Software and Services, when applicable.

 

Software as a Service (SaaS) Terms and Conditions

The Software as a Service (SaaS) Terms and Conditions are intended as a replacement for the Department of Information of Technology Terms and Conditions contained within the appropriate RFP, IFB and RFQ forms provided by DIT.  These should be used with Software as a Service (SaaS) procurements.

Solicitation Addendum Form

This form is used to make changes or corrections to a solicitation document or answer vendor questions submitted. This form must be issued prior to the due date of the offer.

Short Term Staffing Hiring Addendum

This form is used to provide additional information regarding short term staffing requests.

Clarification Form

This document is issued to a vendor to gain information to improve the agency's understanding of the vendor's offer.

Clarification of Confidential Information Form

This document is issued to a vendor to confirm which pages of the vendor's offer meet the requirements of the solicitation's Confidentiality section and/or to remove restrictions on pages that do not meet the requirements of the section.

Best and Final Offer (BAFO) Form

This form is used to document vendor negotiations.

Award Recommendation Letter Template This template contains the important information that Agencies need to document in the award recommendation for a solicitation. This document may be used to recommend an award for an IFB, an RFQ, or an RFP, as appropriate.
Statewide IT Procurement Checklist for Agencies

This checklist contains the items that should be completed before submitting a solicitation to the Statewide IT Procurement Office. 

Agencies should include a copy of the completed checklist when submitting solicitation documents.

Request for Information (RFI) Form

This document is used to request information from vendors about products or services when an agency does not have enough information readily available to write an adequate solicitation document. While information gathered from vendors’ responses to the RFI may be used to enhance the agency’s future IT procurement, the RFI should state that it is not a request for offer and that no award will result. Since the RFI is not a solicitation for procurement, the State’s terms and conditions should not be included in the document.

Vendor Complaint Form

This form is used by agencies to formally document complaints regarding a vendor’s performance in fulfilling a contract. This agency must complete the form and send copies to the vendor and IT Strategic Sourcing Office.