Central Purchasing Forms Library

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Central Purchasing

Forms Library

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Vendor Information

	User Forms (for use by all Depts.)
	Sole Source / Proprietary Justification Justification for only one Product or Vendor
	Emergency Justification Justification for the purchase of products/services based on an immediate need
	Employee/Independent Contractor Verification Form Checklist to determine if a Sole-Proprietor/Individual Services Vendor should be treated as an Employee or Contractor
	General Terms and Conditions Terms and Conditions for all General Procurement Activities
	Vendor Application To add a new Vendor to the Vendor List (Vendor must Complete)
	Request for Proposal Development Checklist Department request and information for a RFP
	Professional Services Request Form Department request for Professional Services
	Consulting Services Request Form Department request for Consulting Services
	Non-Supplier PS Database Form To Add/Change a "Non-Supplier" or "Remit to Address" in PeopleSoft
	Vendor Release Form For the Evaluation/Trial of Vendor Products
	Temporary Employee Security Process Security Requirements for Clerical Temporary Personnel
	JOC Approval Form Scope of Work Approval Form for Projects over $300,000

	OmniCom Documentation
	Contract Entry into OmniCom How to enter a new Contract into the OmniCom System
	OmniCom Interim Contract Administration Processes How to Administer Contracts in the OmniCom System

	Acquisition Forms (for use by Acquisition only)
	PO Document Checklist Document Checklist for the Release of Purchase Orders
	Bid/RFP Checklist Document Checklist for Bid and RFP Projects
	Register of Bids Received For recording of Bid Received by Bid Clerk
	Bids Received Form For Recording the Bids Received for HUB Reporting
	Tabulation Sheet For tabulating Bid Responses by Buyer
	Bid Award Recommendation For departments approval of award
	Award Recommendation Memo For awards over $100,000, excluding RFP awards
	Non-Disclosure Statement Non-Disclosure Statement Format
	Contract Database Worksheet Form to enter a Contract into the Contract Database
	Contract Renewal Letter Format for Renewal of Contract Letter
	Contract Routing Approval Form Form to be completed and attached to Contracts sent to Legal Affairs
	Purchasing Agent Signature Routing Approval Routing Form for Chief Purchasing Agent’s Signature
	Small and Disadvantage Business Record Form Form to record assistance by Buyer to Small Businesses
	Disclosure Statement for Purchasing Personnel Form to record Conflict of Interest disclosure for evaluators and procurement personnel on major projects
	GPO Award Recommendation Award Recommendation to utilize GPO Contracts
	Single Bid Response Form to be completed when only one response is received
	General T&Cs with Software Clauses General T&Cs with the Standard Software Clauses added

	Acquisition Master Documents (for use by Acquisition only)
	ITB Format Format for an "Invitation to Bid"
	HUB Subcontracting Plan HSP Summary of Requirements HUB Subcontracting Instructions HSP HSP Progress Assessment Report
	Buyer's Non-HSP Declaration To declare that no Subcontracting opportunities are probable
	Best and Final Offer BAFO Format for the RFP Process
	RFP Format Format for a "Request for Proposal"
	RFP Addendum Format/Example for an Addendum to a RFP
	Proposal Evaluation Process Documents Proposal Evaluation Format for the RFP Process
	RFP Award Recommendation Memo Award Recommendation Format for the RFP Process
	Notice of Award Template of an Award off a RFP/RFB
	Agreement Format for Products Format for a Bi-Lateral Agreement for Products
	Agreement Format for Services Format for a Bi-Lateral Agreement for Services
	Equipment Lease Agreement Format for an Agreement to Lease Equipment
	Standard Agreement Addendum Standard Addendum for Bi-Lateral Agreements

	Acquisition Misc. Documents (for use by Acquisition only)
	RFB Format Format for a "Request for Bid"
	Commitment Authority Memo Official notice of authorization to commit purchase orders in a certain amount
	Security Clearance Requirements; Attachment A Clauses for Procurement Solicitations and PO/Agreement/Contract Documents
	Security Clearance Requirements; Attachment B Security Clearance attachment for PO/Agreement/Contract Documents
	Environmental Sustainability Questionnaire Questionnaire on Environmental Sustainability (already included in ITB, RFP & RFB)

	Acquisition FOAM Documents (for use by Acquisition only)
	Construction Notice to Respondents Notice sent to Contractors on Notification List advising them on RFP
	Construction Notice of Intent to Award Letter sent to Contractor notifying them of UTMBs intent to award Contract
	Construction HSP Rejection Letter Letter to sent to Contractor when HSP is rejected by HUB Coordinator
	Construction Bond Return Letter Letter sent to Contractor when returning Bid Bonds after Agreement has been executed
	Construction Regret Letter Letter sent to unsuccessful Contractors, notifying them of UTMBs intended award

	Contract Administration Forms (for use by Acquisition only)
	Contract Amendment Master Format for the Amendment of a Contract
	Contract Closeout Audit Form Form to conduct the Closeout Audit of a Contract
	Contract Closeout Evaluation Survey Form to conduct a closeout survey of Contractor Performance
	Contract Initialization Form Form to set-up a Contract File
	Contract Monitoring Form Form to set-up the monitoring of a Contract
	Contract Renewal Evaluation Form Form to evaluate Contractor performance prior to Contract Renewal
	Contract Renewal Notice Format of the Contract Renewal Notice
	Inappropriate Procurement Memo Memo to inform a Dept. of an Inappropriate Procurement
	Inappropriate Procurement Response Form Form for the Dept. to respond to a Inappropriate Procurement and their remedial actions
	Insurance Expiration Notification Letter Letter to Vendor to notify them of Insurance expiration
	Security File Data Label "Cover Page" for Security Documents
	Security Document Transmittal Form For the transmittal of Security Documents
	UTMB Project Manager/End-User Responsibilities Acknowledgment Form Form for the UTMB Project Manager/End-User to acknowledgment their responsibilities

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