Templates
Customize these templates for the commodities and services you need. Please contact the State Procurement Office at 701.328.2740, if you have questions or suggestions for improvement.
Level 1 Micro Purchase – Less than $10,000
At least one (1) fair and reasonable quote.
- Level 1 Micro Purchase Procedures July 2019
- Level 1 Micro Purchase Mini Manual July 2018
- Telephone Quote
- Request for Quote
State agencies and institutions must prepare an Alternate Procurement when they plan to obtain less competition than required by purchasing thresholds.
Level 2 Small Purchase – At least $10,000 but less than $50,000
Solicit quotes/bids or proposals from at least three (3) vendors or post to State Procurement Online System (SPO Online). The Information Technology Department (ITD) must review IT purchases over $25,000.
- Level 2 Manual – Under Construction
- Level 2 Small Purchase Mini Manual – Under Construction
- Telephone Quote
- Request for Quote
- Request for Proposal (RFP)
Level 3 Informal Written Purchase – At least $50,000 but less than $100,000
Solicit informal bids or proposals using SPO Online with appropriate Bidders List. The Information Technology Department (ITD) must review IT purchases over $25,000.
- Level 3 Manual – Under Construction
- Level 3 Informal Purchase Mini Manual – Under Construction
- Invitation for Informal Bid – Under Construction
- Request for Proposal (RFP)
Level 4 Formal Purchase – $100,000 and Over
Must be purchased using formal sealed bids (Invitation for Bid) or Request for Proposal (RFP). Solicitations must be posted using SPO Online with appropriate Bidders List. The Information Technology Department (ITD) must review IT purchases over $25,000.
- Level 4 Manual – Under Construction
- Level 4 Formal Purchase Mini Manual – Under Construction
- Invitation for Bid (IFB)
- Request for Proposal (RFP)
Supporting Templates
- Bond Clauses
- Confidential Information Determination
- Conflict of Interest/Confidentiality Statement-Evaluator
- General Reference Check
- Letter of Instruction For Successful Offeror or Bidder
- Manual Solicitation Notice
- Minor Informality
- Non-Disclosure Agreement – Contractor
- Notice of Intent to Award
- Only One Bid or Proposal Received
- Presentation or Demonstration Instructions
- Printing Specification
- Receipt of Bid or Proposal
- Recession of Award
- Rejection Letter
- RFP Evaluation Committee Introduction Letter
- RFP Evaluator's Guide
- Sample Return Notice
- Solicitation Amendment
- Solicitation Cancellation
- Solicitation, Draft - Cover Letter
- Unregistered Bidders Upload Template - Use this template to upload unregistered bidders to a solicitation. All fields contained within the spreadsheet are NOT required. REQUIRED fields are Company Name, Name, and Email.
Protest
- Acknowledgement
- Response
- Response Extension – Awarded Vendor
- Response Extension – Protestor
- Response Mutual Agreement of Resolution
- Stay of Award
Miscellaneous
Information Technology (IT) Solicitation
Small IT Solicitation – Use for IT purchases over $25,000 and those that are not considered Major IT
- Small IT Request for Proposal
- Technology Contract (Use the Major Technology Contract if your solution has the potential to be vendor hosted or contains sensitive data.)
Major IT Solicitation – Use for IT purchases that are considered Major IT* (see IT Procurement for requirements) The procurement officer must receive a Delegation of Authority for Procurement of Major Information Technology from OMB State Procurement to proceed with Major IT Solicitation.
IT (Small and Major) Supporting Templates/Attachments (The following are listed in order as they would appear in the RFP.)
- Bond Clauses
- Technical Architecture Overview
- Requirements Matrix
- IT Application Questionnaire
- Cost Proposal
- Proposal Evaluation Worksheet (Word)
- Proposal Evaluation Worksheet (Excel)
- Contract Change Request for IT Projects
- IT Reference Check
Contract
Customize these contract templates for your next procurement process. Contact your agency's legal counsel for assistance.
If the solicitation tied cost adjustment to indexes, you may use these indexes to calculate cost adjustments.
- Consumer Price Index
- ND DOT Fuel Cost Adjustment Information
- US Energy Information Administration - Weekly Retail On-Highway Diesel Prices