Purchasing Checklist and Forms

CHECKLIST – Forms required for purchasing processes!

DOCUMENTS TO BE COMPLETED TO OBTAIN A BID

Solicitation for a REQUEST FOR QUOTE (RFQuote)

• Quote GUIDE
• Quote Form – State Approved Purchasing Vendors (e.g., Competitive, Negotiated, etc.)
• Quote Form – Non-State Purchasing Vendors

Student Organizations ONLY

• Quote Form – Commodities
• Quote Form – See Contract webpage (Services e.g., speakers, simple scopes, etc.)
• Quote Form – State Approved Purchasing Vendors

MDE Equipment Repairs

• Quote GUIDE
• Quote Form 

Request for Information

• Request for Information 

Solicitation for Invitation for Bids (IFB) – Commodities/Equipment/Goods

• Timeline for Submission of Contracts
• Submission Form
• Tentative Timeline Checklist – Checklist designed to assist with the development of a tentative timeline for the IFB packet.
• Advertisement Letter
• IFB Template 
• Acknowledgement of Amendments Form – Questions and Answers
• Not Evaluated Form
• Detail List of Awards Form
• Debriefing Form
• Award and Non Award Letters – See Contract “Bid Checklist and Forms”

Reverse Auction Guide

• Reverse Auction Quick Reference GUIDE
• Reverse Auction Bidder’s Guide (Please include guide as Attachment 1 in the solicitation)

Request for Quote Award and Non-Award Notices

• Award
• Non-Award

REQUISITION

• Request for Services or Goods Form – GUIDE
• Request for Services or Goods Form – Requisition 

PURCHASE ORDER

• Purchase Order Change Form
• Purchase Order Report – A “How To” Guide for monitoring purchasing orders
• Return of Goods Form

FOOD AND SPACE REQUEST FOR BUSINESS MEETINGS

• GUIDE – Request to Purchase Food and/or Space for Business Meeting
• Request to Purchase Food and/or Space for Business Meetings Form – use for food purchases for business meetings
• Quote Form
• Quote Form – Student Organization
• Vendor Addendum Form

How to submit purchasing requests for processing:

DESIGNATED EMAIL SUBMISSION OF PACKET