IT Procurement Forms & Templates
The forms and templates listed below are for the acquisition of IT goods and services. As a requester, you should work with their agency’s purchasing department to complete these templates.
The templates are in Microsoft Word format and are updated periodically. Please verify that you are using the most recent template version.
| Form or Template | Description |
|---|---|
| IT Procurement Intake Form | This form helps the agency business collect and present initial information about an IT business need. This information helps agency procurement and NCDIT collaboratively determine the appropriate approach, resources and timing needed to deliver the best-value solution to meet the agency's business need. |
| 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 must include a copy of the completed checklist when submitting solicitation documents. |
| Request for Information 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. |
| Invitation for Bids/Request for Quote Form for IT Goods & Services | This template represents the state’s model solicitation document used to procure 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/Request for Quote 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. |
| Invitation for Bids/Request for Quote 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. |
| Vendor Readiness Assessment Report | This form should be used when engaging vendors for solutions that are either hosted on state infrastructure or are not hosted on state infrastructure, such as cloud services – e.g, Infrastructure as a Service, Platform as a Service and Software as a Service – to to capture “baseline” security requirements that must be addressed by vendors to ensure the security of the state’s data. |
| Instructions & Optional Terms for RFP | This document provides additional instructions for an RFP and terms that may be used therein. |
| Request for Proposal 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 more than $10,000. This document contains specifications of the RFP, instructions to bidders and the standard IT terms and conditions for goods and related services. The user should add supplemental terms and conditions for software and services, when applicable. |
| Request for Proposal Lite Form | The information in this form represents the State’s Request for Proposal (RFP) Lite document to be used to procure information technology (IT) software, software support and/or professional services, and/or a smaller system where evaluation criteria are incorporated, as applicable. This document may be used almost as if it were an IFB with Evaluation Criteria. It should not be used if you need to award based on low price meeting specifications. |
| Online Services Terms & Conditions | The online terms and conditions are intended as a replacement for the NCDIT technology terms and conditions contained within the appropriate RFP, IFB and RFQ forms provided by NCDIT. 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. |
| Software as a Service Terms & Conditions | The Software as a Service terms and conditions are intended as a replacement for NCDIT’s terms and conditions contained within the appropriate RFP, IFB and RFQ forms provided by NCDIT. These should be used with SaaS procurements. |
| Exception Request Form A (Procurement) | This form is used by agencies requesting a procurement exception. |
| Exception Request Form B (Standards) | This form is used by agencies requesting a standards exception as part of an IT procurement. |
| Exception Request Form C (Security) | This form is used by agencies requesting a security exception as part of an IT procurement. |
| Bid Addendum Template | This template is used to make changes or corrections to a bid/solicitation document or answer vendor questions submitted. (This template must be issued prior to the due date of the offer.) |
| Clarification of Confidential Information Template | This template is issued to a vendor to confirm which pages of the vendor’s offer meet the requirements of the solicitation’s Confidentiality section. It can also be used to remove restrictions on pages that do not meet the requirements of the section. |
| Clarification Request Template | This document is issued to a vendor to gain information to improve the agency's understanding of the vendor's offer. |
| Best and Final Offer Template | This template is used to document vendor negotiations. |
| Award Recommendation Letter Template | This template contains important information agencies need to document in the award recommendation for a solicitation. This document may be used, as appropriate, to recommend an award for an IFB, RFQ or RFP. |
| Short-Term Staffing Hiring Addendum | This form is used to provide additional information regarding short-term staffing requests. |
| Vendor Complaint Form | This form is used by agencies to formally document complaints about 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. |