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Purchasing: Forms Library

User Forms (for use by all Depts.)

Exclusive Acquisition Justification (EAJ) Form (05/2014)
Sole Source, Best Value, Emergency or Professional Services Justification
Purchasing Support Questionnaire
Department request for project or contract to be processed by Purchasing
Employee/Independent Contractor Verification Form
Checklist to determine if a Sole-Proprietor/Individual Services Vendor should be treated as an Employee or Contractor
Credit Application Response Letter
Standard Response Letter to credit applications requested by vendors.
General Terms and Conditions (08/27/14)
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 for information for a RFP
Non-Supplier PS Database Form
To Add/Change a "Non-Supplier" or "Remit to Address" in PeopleSoft
Product Evaluation Agreement
Product Evaluation Agreement
Temporary Employee Security Process
Security Requirements for Clerical Temporary Personnel

 

Purchasing Forms (for use by Purchasing only)

PO Document Checklist
Document checklist for the release of Purchase Orders
BAA Decision Tree (2/21/14)
BAA Decision Tree to be included in all contracts
Price File Upload Template
Price File Uplad Template for pricing agreements
Bid/RFP Checklist
Document checklist for Bid and RFP Projects
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 Routing Approval Form (01/28/14)
Form to be completed and attached to Contracts
Small and Disadvantage Business Record Form
Form to record assistance by Buyer to Small Business
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


Purchasing Master Documents (for use by Purchasing only)

ITB Format
Format for an "Invitation to Bid"

HUB Subcontracting Plan *update coming soon*

  • HSP Summary of Requirements
  • HUB Subcontracting Instructions
  • HSP Form
  • 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 of a RFP/RFB
Standard Hotel Agreement
Standard Agreement for Hotels and Events

Purchasing Contract Templates

Cover Page (11/14/13)
Standard cover letter of a contract
Rider 101 Scope of Work
Format to use for the Scope of Work of a contract
Rider 102 Pricing Adjustments and Incentives
Format to use for pricing information or incentives of a contract
Rider 103 Standard Terms and Conditions (08/27/14)
Terms and Conditions for all General Procurement Activities
Rider 104 Invoicing Payment and Taxes (01/27/14)
Payment Terms and Conditions of a contract
Rider 105 Business Associate Agreement (11/7/13)
Terms applicable to all contracts with access to Patient Health Information
Rider 106 Hub Subcontracting Plan
Format to use to incorporate HSP for all contracts over $100,000


Purchasing Misc. Documents (for use by Purchasing only)

RFB Format
Format for a "Request for Bid"
Sourcing Checklist
Form to transfer RFP projects to contracts team
Deal Sheet
Cover page for all Sourcing Checklist documents
Capital Equipment SCM Checklist
Checklist to be used for all capital equipment purchase
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)
Value Creation Intake Form
Form used by Purchasing staff to record savings of $1,000 or more


Contract Administration Forms (for use by Purchasing only)

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
Insurance Expiration Notification Letter
Letter to Vendor to notify them of Insurance expiration
UTMB Project Manager/End-User Responsibilities Acknowledgment Form
Form for the UTMB Project Manager/End-User to acknowledgment their responsibilities

 

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