Standard Forms and Documents

SPO maintains the following Standard Forms and Documents. Although these forms and documents are generally acceptable for use within the State of Arizona, they may not be appropriate for all intended purposes. Changes to these forms may be communicated via SPO Alerts. To ensure you are using the most current versions, please always use the forms and documents on this page (instead of downloaded copies). Contact [email protected] if there are any questions regarding a needed form or document.

Click "Accessing Files via the SPO Intranet" file for guidelines in accessing dowloaded files from a Microsoft Word format to a Google Doc format.

 

SPO FORMS (Current)

SPO Form 101 - Competition Impracticable (CI) Authorization (Revised 10/17/2023)

SPO Form 102 - Emergency Procurement (EP) Authorization (Revised 3/21/2022)

SPO Form 103 - Sole Source (SS) Procurement Authorization (Revised 12/5/2023)

SPO Form 104 - Off-Contract Authorization (Revised 8/30/2022)

SPO Form 105 - Brand Name Only Authorization (Revised 1/24/2024 to clarify that brand name only is different from brand name or equivalent; added process map)

SPO Form 106A - Single-Agency Cooperative Purchase Authorization (Revised 11/12/2024)

SPO Form 106B - Cooperative Contract Purchase Authorization (New 11/18/2022)

SPO Form 107 - Certificate of Delegated Procurement Authority Request (Revised 3/21/2022)

SPO Form 108 - Greater Than 25% Increase (Updated formulas 6/6/2024)

SPO Form 109 - Beyond 5 Year Request (New 11/14/2022)

SPO Form 110 - Annual Procurement Disclosure Statement (APDS) (Revised 4/5/2023) --> Signed copies should be kept at the Agency (See SP 006)

SPO Form 120 - State Employee Procurement Disclosure Statement (PDS) (Uploaded Revision 10-27-23 v2 on 08/02/2024)

SPO Form 130 - Non-State Employee Procurement Disclosure Statement (PDS) (Uploaded Revision 10-27-23 v2 on 08/02/2024)

         Complete Significant Procurement Role Notification Form to report date of PDS first signature

Significant Procurement Role Citations

SPO Form 204 - Confidentiality and Trade Secrets

        FAQ for Form 204 (New 6/25/2024)

SPO Form 205 - Forced Labor of Ethnic Uyghurs Ban (Revised 11/30/2022)

SPO Form 205A - Annual Forced Labor of Ethnic Uyghurs Ban (Revised 11/30/2022)

        FAQ for Form 205 & 205A (Uploaded 12/7/2022)

SPO Form 206 - Vendor Performance Report (VPR for Contract Administration) (Revised 8/2022)

        SW 008 - VPR Escalation Process for Statewide Contracts (Uploaded 8/2022)

SPO Form 207 - Control Self-Assessment

SPO Form 208 - Procurement Authority Sub-Delegation Report (Revised with training log 1/29/2025)

        SW 013 - Sub-Delegation Template Standard Work (New 2/2/2023)

           The training log is available as a separate document under "Additional Resources"

SPO Form 209 - Limited Competition Report (Revised 9/19/2024)

 

SOLICITATION AND CONTRACT TEMPLATES

Includes templates for Request for Quotation (RFQ), Request for Proposal (RFP), Request for Information (RFI), Sole Source Notification, and Direct Contracts (e.g. Participating Addendum).

Instructions for Templates:

  • These templates were created for SPO use. Agencies may use these templates, but are not required to do so. Procurement Officers that use these templates are expected to read them in their entirety and make any applicable changes to the red text or black text/yellow highlight before sharing with suppliers, including modifying the formatting to ensure all text is black and removing any yellow highlight. 
    • Red text – Content within the file document requires modification to provide specificity and clarity. 
    • Black text/yellow highlight – Content within the file document that is customizable that may be applicable or optional.
  • The Solicitation and Contract Templates do not include Standard Work or Executive Summary Documentation. Those documents are located in the “Determination Templates and Standard Work Documents,” within the Determinations Library. 
  • DO NOT remove a section without adding [RESERVED] to prevent the document from having to be renumbered. 
  • Participating Addendums (PA) Direct Contracts may have items in Black text/yellow highlight that can be removed if they are in the Master Agreement.
  • All Insurance and Indemnification language requires ADOA Risk Management Approval before removing or editing in any form.

Access is view-only. Do not send a request for edit access (it will not be granted to preserve the integrity of the master files). To ensure you have the most current version, always click on the button and refrain from using saved copies.

The following is a table of contents for the templates. To download a file, select the "Click here to download files" button above:

 

TERMS AND CONDITIONS (Current)

Purchase Order (PO) Terms and Conditions (Revised 07/05/2023 to add Executive Order Nos. 2023-09 & 2023-10)

Uniform Terms and Conditions 10.5 (Revised 3/29/24 to add language for State's AI Policy)

 

INSTRUCTIONS TO OFFERORS (Current)

Uniform Instructions to Offerors

 

INSURANCE REQUIREMENTS (Current)

ADOA Risk Management Insurance Module

 

CONTRACT ADMINISTRATION (Current)

See above for SPO Form 206 - VPR