In support of standardization in State contracting, the Office of State Procurement provides templates and supporting documentation to enhance the efficiency and consistency of procurement solicitations.
Browse the labeled sections below to locate and download the base templates, supplemental documentation, appendices, exhibits, and attachments necessary to build a complete procurement solicitation.
Building a solicitation begins with a base template, serving as the foundational document from which the remainder of the solicitation and supporting documentation is crafted.
What procurement method is being used?
| Base Template | Effective | Applicability |
| Invitation for Bids | 7/2024 | When awarding to the responsible bidder with the lowest bid |
| Request for Proposals | 7/2024 | When awarding to the responsible offeror with the most advantageous proposal |
After selecting a base template, proceed with a supplemental as an additional requirement within Section 2 of your base template, titled “Supplemental Category of Work Requirements and Responsibilities”. A supplemental is specific to the procurement and its respective category of work.
What type of goods or services are being procured?
| Supplemental | Effective | Applicability |
| Commodities | 7/2024 | Requirements and Responsibilities for procuring commodities, supplies and equipment |
| Construction & A/E | 7/2024 | Requirements and Responsibilities for procuring construction and A&E |
| Facilities Maintenance | 7/2024 | Requirements and Responsibilities for procuring facilities maintenance |
| Information Technology | TBD | Requirements and Responsibilities for procuring information technology |
| Professional Services | 7/2024 | Requirements and Responsibilities for procuring professional services |
Solicitation appendices are required based on the specific procurement. In accordance with the definitions, instructions, and references provided within the selected base template and supplemental, add the required appendices as needed.
What additional information do vendors need as part of the solicitation?
| ID | Appendix | Effective | Applicability |
| 1 | Abbreviations and Definitions | 7/2024 | Serving as a glossary for solicitation packages |
| 2 | Price Form Instructions | 7/2024 | Instructions for completing the price form |
| 3 | Labor Categories | 7/2024 | When defining specific labor categories is required |
| 4 | MBE Participation Goal | 7/2024 | Specific to contracts with MBE goals |
| 5 | VSBE Participation Goal | 7/2024 | Specific to contracts with VSBE goals |
| 6 | Living Wage Requirements | 7/2024 | Specific to the utilization of living wage requirements through DHS |
| 7 | Bonds | 7/2024 | Specific to the utilization of any/all bonds |
| 8 | Economic Benefit Factors | 7/2024 | To evaluate various economic benefits to the State of Maryland |
Exhibits are made available as supporting material in a solicitation. In accordance with the definitions, instructions, and references provided within the selected base template, supplemental, and appendices, add the exhibits as needed.
What reference information is required for the solicitation?
| ID | Exhibit | Effective | Applicability |
| 1 | MBE, VSBE, and SBR Research Factors Template | 7/2024 | Summary of factors to determine goal participation |
| 2 | Sample Contract | 7/2024 | General contract template |
| 3 | Deliverable Product Acceptance Form (DPAF) | 7/2024 | Acceptance or rejection of a deliverable |
Based on the specific procurement, certain solicitation attachments are required. In accordance with the definitions and instructions provided within the selected solicitation template and documentation, add the required attachments as needed.
What information does the vendor need to provide with their bid or offer?
| ID | Attachment | Effective | Applicability |
| 1 | No Bid/Proposal Notice | 7/2024 | Vendor’s choice to not respond to a solicitation |
| 2 | Pre-Bid/Proposal Conference | 7/2024 | Vendor’s plan to attend or not attend |
| 3 | Non-Disclosure Agreement (Bidder/Offeror) | 7/2024 | When access to confidential information is required for vendor response |
| A | Bid/Proposal Affidavit | 7/2024 | Vendor’s affirmation of certain requirements to conduct business with the State |
| B | Price Form | — | PO creates specific to procurement; See Appendix 2 for instructions |
| C | Bid Bond | 7/2024 | Assurance the vendor will fulfill their obligations outlined in the solicitation |
| D | MBE Forms | 2/2021 | For MBE utilization, fair solicitation, and MBE participation schedule |
| E | VSBE Forms | 10/2022 | For VSBE utilization, fair solicitation, and VSBE participation schedule |
| F | Bidder/Offeror Information Sheet | 7/2024 | Capturing general information about the bidder or offeror |
| G | Living Wage Requirements Affidavit | 7/2024 | Vendor authorizes a living wage contract or being exempt from the living wage law |
| H | Federal Funds | 7/2024 | A summary of federal fund requirements and restrictions requiring vendor signature |
| I | Conflict of Interest Affidavit | 7/2024 | Vendor warrants no relevant facts or circumstances giving rise to a conflict of interest |
| J | Mercury Affidavit | 7/2024 | Confirming mercury levels in provided goods |
| K | Location of Performance of Services | 7/2024 | Vendor verification of plans to have work performed inside or outside of the United States |
| L | Reference Checks | 7/2024 | Documenting a vendor’s capability; can also be used to meet Minimum Qualifications |
| M | List of Current or Prior State Contracts | 7/2024 | Vendor lists all contracts with the State whether current or within the last five years |
| N | Legal Action Summary | 7/2024 | Vendor confirmation of any legal actions, past or present, against the business |
| O | Employee Healthcare Certification | 7/2024 | Vendor affirmation of providing healthcare to employees per statute |
| P | List of All Subcontractors | 7/2024 | Vendors complete this form for any solicitations containing an MBE and/or VSBE goal |
| Q | Labor Resume Form | 7/2024 | Template for PO to customize documenting specific minimum requirements |
| R | Corporate Diversity Addendum | 7/2024 | For awards estimated to be over $1M, certain entities must provide specific diversity data |
| S | Non-Disclosure Agreement (Contractor) | 7/2024 | When access to confidential information is required for vendor performance |
| T | HIPAA Business Associate Agreement | 7/2024 | Required when a vendor handles or has access to protected health information |
| U | Contract Affidavit | 7/2024 | Capturing certain business information about the bidder or offeror |
| V | DHS Hiring Agreement | 7/2024 | For certain contracts in which a vendor enters into a hiring agreement |
| W | Performance Bond | 7/2024 | Financial protection in case the vendor fails to fulfill their contractual obligations |
| X | Payment Bond | 7/2024 | Assurance the vendor will pay subcontractors, suppliers, and laborers |
| Y | Data Use Agreement | TBD | Ensuring data sharing is conducted in a secure and legally compliant manner |
For additional information and resources that may lend a hand when building a solicitation or conducting a procurement, checkout some of the links listed below.
| Resource | Applicability |
| Green Purchasing Requirements | Green purchasing specification documents, and guidance on how to tag a green solicitation and contract in eMMA |
| Green Purchasing Checklist | To be completed by the Procurement Officer and submitted to the Green Purchasing Committee |
| Maryland Green Purchasing | Learn more about Maryland’s statewide green purchasing program and our commitment to making Maryland the greenest state in the country |
| State Preference | The NASPO State Preference Repository lists state bidding preferences and requirements |