Contracting Manual

 Manual Preface & Contents
 Law
 Rules
 Policy
 Models
 Related Regulations
 Supporting InformationContacts & Assignments
 Agency Contracting Authority


Public Information
 Agency Contracts Coordinators
 RFPs, Solicitations, & Notices



 


CPO Contracting Manual

Templates & Models


Document templates published via the hyperlinks below are provided for use by procuring state agency staff in drafting documents necessary to establish professional service contracts.   Use of the document templates and model language is required and will enable required approvals without the need for exceptions to applicable rules.  Use of the model formats for common, formal requests will facilitate documentation of required information, expedited reviews, as well as efficient electronic records retention. 

Quick Links:

AMENDMENT MODELS

LAST UPDATED

Contract Amendment (fee-for-service, no-cost, or revenue)

Delegated Authority Amendment

12/12/2013

10/20/2011

7/20/2011

CONTRACT & GRANT MODELS & TEMPLATES (requiring expenditures)

LAST UPDATED

AV1000 Model (refer below to Authorization to Vendor Less than $1,000 Delegated Authority)

Cost-Reimbursement Grant Models (by grantee type):
every cost-reimbursement grant model includes the grant budget attachment format options

All Grantees (except a TN or federal government) (GR)

Another Tennessee State Agency (IG)

Tennessee Local or Federal Government (GG)

UT or Board of Regents College or University (EG)

Endowment Grant (GE)

Fee-For-Service Contract Models (by contractor type):

All Contractors (except a TN or federal government) (FA)

Another Tennessee State Agency (IA)

Tennessee Local or Federal Government (GU)

U.S. Geological Survey (GU-USGS)

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

CONTRACT MODELS (no state expenditures)

LAST UPDATED

No Cost Contract Models (by contractor type):

All Contractors (except a TN or federal government) (NC)

Tennessee Local or Federal Government  (GU-NC)

UT or Board of Regents College or University (ED-NC)

Revenue Contract Models (by contractor type):

All Contractors (except a TN or federal government) (RV)

Tennessee Local or Federal Government (GU-RV)

UT or Board of Regents College or University (ED-RV)

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

8/21/2014

DELEGATED AUTHORITY MODELS

LAST UPDATED

Authorization to Vendor Less than $1,000 Delegated Authority (DAV1000)

AV1000 Model - Authorization to Vendor Less than $1,000 (AV1000)

Delegated Grant Authority (DG)

Delegated Loan Authority (DL)

Delegated No Cost Contract Authority (DN)

Delegated Purchase Authority (DP)

DPAV Model - Authorization to Vendor (DPAV)

Delegated Purchase Authority for Court Reporting Service (DPCR)

Delegated Revenue Contract Authority (DR)

Special Delegated Authority for Funding Awards (DA)

Special Delegated Authority for a Declared Disaster (TEMA use only)

7/01/2011

7/01/2011

7/01/2011

7/01/2011

7/01/2011

7/01/2011

7/01/2011

7/01/2011

7/01/2011

7/01/2011

7/01/2011

FORMAL REQUEST MODELS

LAST UPDATED

Contract Termination Request

Renewal or Extension Request

Limitation of Liability Request

Procurement Method Requests:

Solicitation Model

Amendment Request

Special Contract Request

Solicitation Cancellation Request

Rule Exception Request
A specific rule exception is required for a revision of contract language explicitly required by service contracting rules (and for any other noncompliance with said rules). However, Insignificant deviations from a model, while always subject to disapproval, will not require a specific rule exception unless an oversight examiner requires separate documentation in a particular instance.  If a formal rule exception request is not required, oversight approval of the document will constitute selected rule exceptions as may be necessary.

8/21/2014

1/16/2014

1/16/2014

8/21/2014

7/01/2011

11/20/2013

11/20/2013

1/16/2014

11/20/2013

GENERAL MODELS

LAST UPDATED

Business Associate Agreement Example

Contract Approval - Agency Legal Certification Model

Contract Approval - Small Agency Certification

Edison Record Status Reset Request 

Employer/Employee Analysis Guidelines

Informal Purchases Model

"Notwithstanding" Language

Request for Information (RFI) Example

Service Contracts Coordinator Designation

Signature Certification & Authorization

Small Purchases Model

5/15/2014

3/04/2013

3/04/2013

7/01/2011

7/01/2011

11/20/2013

7/01/2011

11/20/2013

7/01/2011

7/01/2011

11/20/2013

PRE-APPROVAL ENDORSEMENT REQUEST MODELS

LAST UPDATED

eHealth Support Request

HR Support Request

OIR Support Request

1/16/2014

5/14/2014

12/20/2013

RFP TEMPLATES & RELATED MODELS

LAST UPDATED

Request for Proposals (RFP) - Standard Template

Request for Proposals (RFP) - Cost-Based Award Model

RFP Amendment Template

Conflict of Interest - Annual Attestations

Solicitation Evaluation Confidentiality & Conflict of Interest Disclosure

Solicitation Development Conflict of Interest Disclosure

RFP Evaluation Notice Example

RFP Process Protest Bond Example

RFP Release Notice Example (in lieu of mailing RFP copies)

RFQ Template

Solicitation Model (for an alternative contractor selection process)  

8/21/2014

7/01/2011

5/15/2014

7/01/2011

7/01/0211

7/01/2011

7/01/2011

7/01/2011

1/22/2013

5/15/2014

7/01/2011