IT Procurement Forms & Templates

The following template are provided for the acquisition of IT goods and services. Requestors should work with their purchasing department 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
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.
Exception Request Forms Forms necessary to request an exception for use.
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.
Best and Final Offer (BAFO) Template This template is used to document vendor negotiations.
Bid Addendum Template This form is used to make changes or corrections to a bid/solicitation document or answer vendor questions submitted. This form must be issued prior to the due date of the offer.
Clarification of Confidential Information Template 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.
Clarification Request Template This document is issued to a vendor to gain information to improve the agency's understanding of the vendor's offer.
Instructions and Optional Terms for the RFP This document provides additional instructions for the RFP below and terms that may be used therein.
Invitation for Bids (IFB)/Request for Quote (RFQ) 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 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 (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.
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 N.C. Department of Information 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.
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.
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 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. 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 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. User should add supplemental terms and conditions for software and services, when applicable.
Short-Term Staffing Hiring Addendum This form is used to provide additional information regarding short-term staffing requests.
Software as a Service (SaaS) Terms and Conditions The Software as a Service (SaaS) Terms and Conditions are intended as a replacement for the N.C. Department of Information Technology terms and conditions contained within the appropriate RFP, IFB and RFQ forms provided by NCDIT.  These should be used with Software as a Service (SaaS) procurements.
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.
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 (IaaS), Platform as a Service (PaaS) and Software as a Service (SaaS)), to capture “baseline” security requirements that MUST be addressed by vendors to ensure the security of the state’s data.