Forms

  • Contract Forms

    Authorization

    Departments are not authorized to sign contracts on behalf of the University.  All Contracts for the purchase of goods or services must be reviewed and signed by Contracts and Purchasing Services.  

    Consulting and Independent Contractor Agreements must be reviewed and signed by Contracts and Purchasing Services.  

    Purchases of equipment, data processing software and equipment, and all contracts for consulting or professional services either in total or through time purchase or other financing agreements, between $500,000 and $999,999.99 require prior approval by the State Board of Education Executive Director.  The Executive Director of the State Board of Education must be expressly advised when the recommended bid is other than the lowest qualified bid.  Purchases exceeding $1,000,000 require prior approval of the full State Board of Education.


    Affiliation Agreement Templates

    These agreements should be utilized when students are seeking to complete their practicum at a location other than the University of Idaho. 
    Facilities Use Agreement
    • A Facilities Use Agreement is used when someone is using or "renting" University buildings/rooms/space usually for an event.
    • This form does have insurance requirements.

    Service Contract Short Form

    • The Service Contract Short Form may be used for services with a total less than $10,000.
    • Service Contracts should be used for payment of service, not goods.
    • Please note that contracting is a regulated activity in the state of Idaho and per Idaho Code 54-5204 some contractors are required to register and be licensed by the Idaho Bureau of Occupational Licenses.  For more information on registration please visit the Idaho Bureau of Occupational License webpage.
    • The Service Contract Long Form may be used for services with a total Annual cost more than $10,000.
    • Service contracts should be used no matter the dollar amount for obtaining services as opposed to goods.
    • Please note that contracting is a regulated activity in the state of Idaho and per Idaho Code 54-5204 some contractors are required to register and be licensed by the Idaho Bureau of Occupational Licenses.  For more information on registration please visit the Idaho Bureau of Occupational License webpage.

    Contract Approval Document

    • The Contract Approval Document is used for all contracts.
    • Service providers will need to have a completed W-9* on file.
    • Please print the W-9 form, have the other party fill it out and sign it.
    • The W-9 should accompany the completed contract.

    Contractor vs. Employee form and IRS 20 Point Checklist for Independent Contractors

    • The Contractor vs. Employee form should be used prior to completing a contract to determine if an individual is correctly classified as an Independent Contractor or an Employee.
    • For more information on contractor vs. employee status please visit the How To Pay website.  


  • Purchasing Forms
    Bid Waiver Request (Formerly Sole Source)
    • Competitive bidding is required for all purchases over $5,000 unless a waiver of competition is granted by the Director of Contracts and Purchasing Services.  Waivers will only be granted in accordance with Section 60.13 of the APM.  
    • To submit a bid waiver request please complete this form and send it, along with the supporting documentation to Contracts and Purchasing Services.

    Purchase Orders less than $5,000
    • Items totaling less than $5,000 may be purchased using a Purchase Order (PO) or a Purchasing Card. No competition is required for items purchased under $5,000.
    • Purchase Orders are created in the Banner system.

    Request for Bid
    • The process is conducted by Purchasing Services only.
    • Request for Bids must include clearly defined specifications and are obtained in writing in a sealed bid process to be opened in a public bid opening. 
    • Please refer to Chapter 60.11 of the Administrative Procedures Manual for further information about RFB's.
    Contact Purchasing Services for more information.


    Request for Proposal 
    • A RFP is used for goods or services when consideration must be given to factors other than price. Evaluated on a predetermined point system based on evaluation criteria.
    • RFPs are prepared by Purchasing Services using technical information provided by the requestor of the goods and/or service.
    • Please refer to Chapter 60.12 of the Administrative Procedures Manual about RFPs

    Contact Purchasing Services for more information.


    Ship to Address Request Form
    • All requisitions and purchase orders should utilize the central receiving code: 2281Z