The purpose of the Purchasing and Materials Management Department is to ensure that PSD receives the highest quality goods and services for the lowest cost. To that end, the Purchasing and Materials Management Department will afford every qualified vendor an equal opportunity to compete for the district's business and will assure each vendor fair treatment in the award process.

Bid and Contract Awards

Bid and contract awards are not automatically given to the lowest bidder, but are based on varying sets of criteria which define quality, service, and overall cost. The Purchasing and Materials Management Department is required to follow all Board of Education purchasing policies and procedures when awarding bids and contracts.

Tax-exempt Status

PSD maintains a tax-exempt status and is not required to pay state or local sales and use taxes, federal excise taxes, or federal transportation taxes.

Gratuities and Conflicts of Interest

No favoritism shall be extended to any vendor. Vendors must not offer gifts, gratuities, or monetary rewards to school district employees. Violators will be removed from bidding lists and disqualified indefinitely. School district employees must not participate in situations that might involve conflicts of interest or other improper behavior obligating the employee to partiality towards a vendor. Incidental promotional items provided occasionally are allowed.

Vendor Performance

Your performance will be monitored periodically to ensure that PSD is receiving:

• Quality goods which meet or exceed manufacturer and purchase order specifications;
• Timely receipt or delivery of all ordered goods;
• High-quality customer service;
• Fair and reasonable pricing; and
• Compliance with federal, state, local, and PSD requirements.

At an appropriate time, you may be required to complete a survey and undergo a site audit conducted by the Purchasing and Materials Management Department. Data collected from this survey and audit are used to evaluate your suitability and qualifications to meet the needs of PSD.

Why a Vendor's Guide?

This guide has been developed for the purpose of promoting a positive and mutually beneficial relationship between vendors and Poudre School District (PSD). This guide is focused toward educating vendors in the business procedures necessary to operate in a professional and efficient manner with the district's Purchasing and Materials Management Department. It is the Purchasing and Materials Management Department's obligation to ensure that equal opportunity is given to all qualifying vendors wishing to conduct business with PSD.

Methods of Purchasing

PSD uses the following preferred methods of purchasing to procure goods and services:

• Purchase Order
• Restricted Check
• District Purchasing Card
• Petty Cash

Purchase Order

Standard district purchase orders are considered a valid contract to procure goods and/or services if the purchase order contains all of the following information:

• A district purchase order number generated by the Purchasing and Materials Management Department;
• An authorized signature from the Purchasing and Materials Management Department or their designees;
• A brief description of the goods and/or services being procured;
• Accurate pricing, including relevant freight charges (when applicable);
• A ship-to address; and
• Bid number when applicable.

The PSD purchase order number must appear on all shipping labels, packing slips, invoices, and other correspondence.  See PSD Purchase Order Terms and Conditions.

Restricted Checks

Individual sites have authority to issue restricted checks to vendors for purchases of up to, but not exceeding, $5,000. You are not permitted to accept multiple restricted checks for single purchases exceeding $5,000.

Poudre School District will not guarantee payment for goods and/or services without official PSD documentation authorizing the purchase.

Vendor Requirements

Vendors must comply with all Purchasing Department procedures to be considered a source for goods and/or services. Vendors circumventing or failing to comply with the information contained in this guide will jeopardize their opportunity to conduct business with Poudre School District.

Contact with PSD Personnel

The Purchasing Department must authorize all vendor contact with PSD personnel for the purpose of making sales or introducing new products.

Bids, Quotes, Proposals and Bid Tabulations

Poudre School District no longer requires vendors to be registered with our department to receive bids and requests for quotes or proposals. All PSD bid documents are now posted on the Rocky Mountain E-Purchasing System site (BidNet). The Rocky Mountain E-Purchasing System is a regional bidding system that services numerous agencies throughout the State of Colorado. Other school districts, municipalities and counties along the Front Range are also using this system. All bid documents, addenda, plan-holder lists and bid results are posted on this web site. Vendors are requested to obtain all bid information from this site.

Vendors can now visit this one site to have instant access to bid opportunities for Poudre School District and throughout the region. Vendors must register with BidNet to be able to access and download bid documents. There is no fee to register, however, vendors may sign up for e-mail or fax notifications for a fee. BidNet will then notify your company of all bid opportunities that are applicable for your company. Vendors who do NOT choose to register for notifications are responsible for monitoring the status of the posted bids. PSD encourages each potential vendor to monitor the Rocky Mountain E-purchasing site regularly to be aware of business opportunities and review changes or amendments to bids, quotes or proposals.

Responses received from invitation for bids and requests for quotes or proposals are tabulated. The bid tabulations are posted on the Rocky Mountain E-purchasing System.

• View all open Rocky Mountain E-Purchasing System bids
• Rocky Mountain E-Purchasing System Vendor Registration
• Rocky Mountain E-Purchasing System Vendor Login

Formal bids and requests for proposals must be sealed and submitted according to the terms and conditions stated. Electronic, facsimile or verbal submittals are not acceptable.

It is the responsibility of each potential vendor to monitor the web site regularly in order to be aware of business opportunities and review changes or addenda to bids, quotes or proposals.

Shipping Procedures

You must reference the PSD purchase order number on all packing slips and shipping labels. Standard purchases are understood to be shipped "FOB Destination" unless otherwise specified on the purchase order.

Orders are to be shipped to the following address, unless otherwise designated by Purchasing Department or Central receiving personnel: Poudre School District, Attention: Central Receiving, 1502 South Timberline Road, Fort Collins, CO 80524. 48-hour notice is required for delivery of all items needing special handling as indicated on the purchase order. Call Central Receiving: 970-490-3505.

Payment Procedures

No orders are authorized for payment without an invoice referencing a PSD purchase order number. Send all invoices to:

Poudre School District, Attention: Accounts Payable Department, 2407 LaPorte Avenue, Fort Collins, CO 80521-2297. Please direct all questions concerning invoice payment to the district's Accounting Department at 970-490-3426, 970-490-3513, or fax: 970-490-3005.

Attached Files: 

Poudre School District PO Terms.pdf