rfp-form-filler/references/form-catalog.md

Standard Form Catalog

The recurring forms on FTA-funded transit and general government proposals, what profile data each needs, and the gotchas. When a form matches one of these, use this as your checklist. When it doesn't, fall back to matching field labels against assets/mpm-profile.json aliases.

Legend: auto = fill from profile · human = certification/signature a person must affirm · blank-if-TODO = leave empty and report if the profile value is missing.

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Contents

1. Bidder / Contractor Information Form
2. W-9 (Request for Taxpayer ID)
3. Buy America Certification (49 U.S.C. § 5323(j))
4. Lobbying Certification — SF-LLL / Byrd Amendment
5. Debarment & Suspension Certification (2 CFR 180 / 1200)
6. DBE Participation / Good Faith Effort Form
7. EEO / Non-Discrimination Certification
8. Non-Collusion Affidavit
9. References Form
10. Drug-Free Workplace Certification

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1. Bidder / Contractor Information Form

The catch-all cover sheet. Needs: legal_name, dba, entity_type, state_of_incorporation, full address, phone, email, website, ein, uei, cage_code, naics_primary, num_employees, signatory_name, signatory_title (all auto / blank-if-TODO). Signature + date: human.

• Gotcha: many agencies ask for both a "physical" and "remit-to/mailing" address — use the same unless the profile distinguishes them.

2. W-9

Needs: legal_name (line 1, must match IRS records exactly), dba (line 2), entity_type (check box — Corporation), address, city/state/zip, ein (as EIN, not SSN). Signature + date: human.

• Gotcha: Line 1 must be the exact IRS-registered legal name — "Message Point Media of Alabama Inc." Do not abbreviate. Federal tax classification: check the S corporation box (per MPM's signed W-9 / federal_tax_classification in the profile).

3. Buy America Certification

Identity portion auto: legal_name, signatory_name, signatory_title. The compliance statement itself is human — whether the product complies depends on the bill of materials for that specific solicitation. Do NOT pre-select "complies" vs. "does not comply."

• Gotcha: there are usually two mutually exclusive checkboxes (compliant / non-compliant). Leave the selection to the signatory and flag it.

4. Lobbying Certification (SF-LLL)

Standard federal form. Identity auto: legal_name, address, entity_type. Certification language is fixed; the affirmation is human. If any lobbying did occur, a disclosure form is required — flag for the user rather than assuming "none."

• Gotcha: SF-LLL is only required above a dollar threshold ($100k federal action) — note this; not every proposal needs it.

5. Debarment & Suspension Certification

Identity auto: legal_name, signatory_name, signatory_title. Affirmation ("is not presently debarred…") is human — record MPM's expected stance (not debarred) as guidance but require signatory confirmation.

6. DBE Participation / Good Faith Effort

Needs: legal_name, dbe_certified, dbe_cert_number, dbe_certifying_agency, socioeconomic_status (all blank-if-TODO — do not guess DBE status).

• Gotcha: This is the highest-risk form to fabricate. If dbe_certified is TODO/unknown, fill nothing about DBE status and flag prominently. Prime-vs-sub participation percentages are solicitation-specific — never auto-fill.

7. EEO / Non-Discrimination Certification

Identity auto: legal_name, num_employees (some forms branch on employee count / $ thresholds), signatory. Affirmation: human.

8. Non-Collusion Affidavit

Identity auto: legal_name, signatory_name, signatory_title. Sworn statement: human (often notarized — flag the notary block).

9. References Form

Needs: bank_reference, business_reference_1/2/3 (blank-if-TODO). Also often the MPM contact block (signatory or RFP POC).

• Gotcha: references are frequently project-specific — ask the user whether to use the standard three or tailor to the solicitation's domain.

10. Drug-Free Workplace Certification

Identity auto: legal_name, signatory. Affirmation: human.

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General matching rules

• Match a form's field labels to profile keys via the aliases lists in assets/mpm-profile.json; prefer an exact/normalized-substring match.
• If two profile fields could match one form field, prefer the more specific.
• Anything you can't confidently map → leave blank and list it under "needs input / review."
• Anything labeled a certification, affirmation, oath, or signature → route to the human, even if you could technically type text into it.