Alphabetical Procedure Index

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Forms / Documents

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Buyer Forms / Documents

• Accessibility of Information Technology Standards
  This identifies the minimum standards the University expects of web sites or computer equipment. This information may be an attachment in RFPs that may cover one of these areas.


• Agreement Not to Disclose Information (MS Word)
  This is a template if a non-disclosure form is needed. A public institution, this is rare.


• Automobile Mileage Form (MS Excel)


• BCED Procedures for RFBs / RFPs (MS Word)
  This is the procedure for identifying bid opportunities for small buseinsses.
  
  
• Attachment J (MS Word) - Respondent's Business & Community Economic Development (BCED) Plan
  This is a vendor's response sheet attachment to be included with any RFP $500,000 or over.


• BCED Referral Letter (MS Word)
  Receptionist attaches this cover page to RFP responses forwarded to BCED for evaluation.


• Grid Version of BCED/Purchasing Procedures (MS Word)
  This is a brief version of the agreed upon procedures between BCED and Purchasing.


• RFP Referral Form (.pdf)


• Special Requirements for RFB / RFP (Purchases over $10,000) Grid (MS Word)
  This is a grid of reminders to the buyers of tasks or steps to e done during bidding.


• Bid Advertising - See State of Minnesota
  
  
• Buyer Backup Assignments (.pdf) (for buying categories)
  
  
• Buyer's Monthly Report (MS Word) (revised 6/24/08)
  This identifies buyer activities and accomplishments for the previous month. This is due by the fifth of the month to the Director's assistant. List meetings that had milestones or accomplishments.
  
  
• Certificate of Compliance with Federal Requirements (MS Word)
  This attachment is for federally funded requests. See the grid for all federally funded attachments and their processes.
  
  
• Computer Equipment Master Lease (MS Word)
  This document may be added to RFPs for computer equipment expected to exceed $100,000 or if the department desires to lease computer equipment expected to cost less than $100,000. Use as an Attachment in addition to the University's Terms and conditions for Large Purchases.
  
  
• Confidentiality
• Internal Procedures on Confidentiality (MS Word)
  This describes the steps involved with identifying and sharing documents publicly that may be identified as confidential.


• Policy on Confidentiality - Internal Policy 150.2 (MS Word)
  This identifies how Purchasing handles requests for Confidential information from our files.


• Confidentiality Agreement (MS Word)
  This is a General Counsel form. Discuss using this form with OGC.
  
  

• Conflict of Interest
  
  
• Conflict of Interest Assessment for Purchasing of Goods and Services (MS Word)
  This form, completed by the Director of Purchasing, identifies suspected or known conflicts of interest and request Sr. Management review and approval on the situation.
  
• Procedure - Avoiding Conflicts of Interest in Special Situations
  
• Conflicts of Interest, Managing Potential Institutional
  
• Procedure - Managing Potential Institutional Conflicts of Interest: Purchasing
  
• Consent to Release Data Prior to Award (.pdf) or (MS Word)
  This is a form used to request approval from a vendor if the University has a need to disclose portions of an RFP response publicly (to Regents, unions, etc>) prior to the award. This should be rare.
  
  
• Contingent Awards (Also see Notification Letter)
  These are awards to a vendor before we have Regents approval or before negotiations are complete so that pricing may be held.
  
  
• Process for Contingency Awards (MS Word)


• Contingent due to Regents Schedule (MS Word)


• Contingent due to Negotiations (T & C) (MS Word)


• Letter of Intent Sample (MS Word)


• Contracts for Services Review (.pdf)
  This is a checklist for the quality of information provided on professional contracts.
  
  
• Copier Response Sheet (Excel)
  This is a bid sheet used when sending out bids for copiers.
  
  
• CPPM and Central Purchasing Workflows
• Procedures for Competitive Bidding of Furniture, Fixtures and Equipment (FF&E) between Capital Planning & Project Management (CPPM) and Central Purchasing
  
  
• Credit Reference Document
  This is a handout of the University's credit or financial information that can be shared with departments and vendors.
  
  
• Exception Forms
  
  
• Department Request For Exception (Request to Bypass Bidding) To Regents Purchasing Policy Form (.pdf) or (MS Word) (Applies to: Goods, Services and Professional Services $50,000+)
  This is the exception form departments complete and submit to the buyer for exception justification approval.


• Preapproved Exception Approval Form (MS Word) or (.pdf)
  This is the preapproved exception form buyers complete to document their agreement with the department's exception justification.


• Referrals
  Exception - Price Reasonableness for Referrals (MS Word)
  
• Fax Cover Sheet (MS Word)
• Federal Subcontractor / Purchase Order Flowdown Provisions (.pdf) or (MS Word)
• Fuel Boilerplate (.pdf)
• Fund 9000 Accounts (MS Word)
• Gifts-In-Kind
• Guidelines for In-Kind Gifts for Construction (MS Word)
• Guidelines for In-Kind Gifts for Goods and Services (MS Word)
• Information/Instructions for Gifts of Goods or Services (MS word)
• Gramm-Leach-Bliley Act (GLBA) Form and Procedures
• GLBA Procedures Text (MS Word)
• GLBA Procedures Grid (MS Word)
• GLBA Forms
• Attachment C - RFP/RFB Info (MS Word)
• GLBA Example Chart (MS Word)
• Attachment D - Due Diligence Form (MS Word)
• Guidelines to Publish Bids/RFPs on the State of Minnesota Materials
  Management Division Website
• Guidelines to Publish Bids / RFPs in State Register
• Insurance Certificates (MS Word)
• Leasing
  • Lease Agreement - U of M Form (MS Word)
  • Lease vs. Buy language to be included on all Requests For Bid / Proposals For Equipment $100,000 and over (MS Word) (F)

• Monthly Reports
• New Sales Rep Handout (MS Word)
• Nondisclosure Forms
  • RFP Evaluation Committee Agreement Not to Disclose Information
  • RFP Committee and Working Groups Agreement Not to Disclose Information
• Notice of Intent to Bid
• Notification Letters to Vendors (Also see Contingent Awards)
  • RFP Notification of Selected Vendor & Pending Award for Purchases $250,000 and Over
  • RFP Notification of Selected Vendor & Pending Award for Purchases $250,000 and Under (Non-Award Letter)
  • Rejection Letter for RFB
• Outsourcing Information (External Subcontracting Process) (.pdf)
• Precedents
• Preproposal Meetings - Facilitating and Video Taping (MS Word)
• Price Reasonableness for Referrals (MS Word)
• Procedure for Emergency Regents Approval for Purchases $250,000 and Over (.pdf)
• Professional Services
  • Blank FFN CPS Sample (.pdf)
  • Contracts for Services Review (.pdf)
  • Exception to Regents' Purchasing Policy/ Reasonableness of Single Price for Contracts for Professional Services (CPS)
  • Imaging Job Aid (.pdf)
  • Imaging Fax Cover Sheet (CPS) (MS Word)
  • Imagaing Fax Cover Sheet Amendment (CPS) (MS Word)
  • Professional Services Financial Policy Violation Reporting (.pdf)
• Project Management Information
  • Project Management Overview
    This is an overview of the Controller's expectations for the management of projects within this organization. There are also definitions of terms and different phases of a project explained.
  • Sample Charter for FSS
    This is a sample charter that FSS used on a past project.
  • FSS Charter Template
    This shows the style that the Controller would like to see on most charters submitted. Most of all keep them brief.
  • ANTS Charter Sample
    This is another sample charter. It was submitted during the Project Management training session held for the Controllers Organizaton and was approved as acceptable.
  • Sample Work Plan (Tasks and Timelines)
    This is a sample work Plan submitted for the ANTs project
• Purchase Order (PO) Terms and Conditions for Large Purchases (.pdf) or (MS Word)
• Purchasing Policy and Procedures Manual
• Purchasing Services Travel Worksheet (MS Word)
• Regents' Blank Docket Rationale Form (MS Word)
• Regents' Policy Violation Reporting (.pdf)
  • Dollars & Sense Newsletter Article on Regents' Purchasing Policy Violations and Procedures For Regents Policy Violations (.pdf)
  • Purchasing Letter To Regents Policy Violator (MS Word)
  • Regents' Purchasing Policy Violation Worksheet (MS Word)
  • Regents Policy Violation Training Status Letter (.doc)
• Requisition (RX) Form (.pdf)
• Reverse Auction
  • BIS Template - Request for PreQualification for Reverse Auciton (RFB/RA) (MS Word)
  • Instructions to Bidders for Reverse Auciton (MS Word)
  • Information Sheet for Request for Prequalification for Reverse Auciton (RFB/RA) (MS Word)
  • Procedures for RFB/RA (Request for Prequalification Bids for Reverse Auction) (MS Word)
  • Reverse Auction Checklist Attachment (MS Word)
  • RFB/RA Referral Form (MS Word)
  • Reverse Auction Savings Log (MS Excel)
• RFP Model (Request For Proposal) (MS Word)
• RFP Evaluation Template (MS Word)
• RFP Numerical Rating Sheet (MS Word)
• RFQ Model (Request For Qualifications) (MS Word) or (pdf)
• SAS70
  • SAS70, Security and Purchasing (MS Word)
  • SAS70, Presentation (PowerPoint)
• Special Requirements for RFB/RFP/PO (Purchases $10,000 and over) Grid (MS Word)
  • General Terms and Conditions for Large Purchases (.pdf) (A)
  • Additional Terms and Conditions for Federal Contracts (.pdf) (B)
  • Certificate of Compliance with Federal Requirements (.pdf) (C)
  • Federal Small Business Report Form (.pdf) (D)
  • Certificate of Cost and Pricing Data - Truth in Negotiations Act (TINA) (.pdf) (E)
  • Lease vs. Buy language to be included on all Requests For Bid / Proposals For Equipment $100,000 and over (MS Word) (F)
  • Request For Exception To Regents' Purchasing Policy - Request to Bypass Bidding (.pdf) (G)
  • Preapproved Exception Approval Form (MS Word) or (.pdf) (H)
    
  • Procedure for Submitting Regents Docket Information for Purchase of Goods and Services Valued Over $250,000 (I)
  • Small Business Subcontracting Plan Outline For Federal Prime Contracts $500,000 And Up (.pdf) (J)
  • Aramark Confidential Working (.pdf)
  • RFP Evaluation Team Signatures (MS Word)
  • Tax Information
    • Federal Tax Exemption (.pdf)
  • Terms and Conditions / Flowdown Clauses Grid (.pdf)
  • Vendor Profile Form - FM Version (MS Word)
• Special Requirements for Product Categories (MS Word)
• State of Minnesota - See Guidelines to Publish Bids/RFPs on the State of Minnesota Materials Management Division Website
• Vendor Appeals Process (MS Word)