How to Become a Supplier Guide

The Finance Department's Strategic Sourcing team strives to obtain high quality goods and services at the best value for the District. See below for information and guidelines for suppliers.

Suppliers - be aware of attempts at fraudulent transactions! 

As risks around payment fraud increase, always be sure to take extra precautions with communications received from the District and reach out to finance@psdschools.org or call us at (970) 490-3648 for verification of authenticity regarding any communication or documentation that seems suspicious. 


PSD Solicitation Opportunities on RMEPS

PSD posts formal solicitations (based on dollar threshold) on Rocky Mountain E-Purchasing System (RMEPS/BidNet), a service that allows Colorado and Wyoming government agencies to post and notify suppliers about solicitation opportunities. Learn more about accessing PSD solicitation opportunities.

 

Awarding Solicitations

Solicitations are not automatically awarded to the lowest bidder, but are based on criteria that define quality, service and overall cost. Strategic Sourcing follows Board of Education purchasing policies and procedures when awarding solicitations.
 

Tax-exempt Status

PSD is tax-exempt 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

Favoritism is not extended to any supplier. Suppliers may 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 a process if there is a conflict of interest that may lead to partiality towards a supplier. Incidental promotional items are occasionally allowed.

 

Supplier Performance

Performance is monitored to ensure PSD is receiving:

  • quality goods that meet or exceed manufacturer and purchase order specifications
  • timely receipt or delivery of ordered goods
  • high-quality customer service
  • fair and reasonable pricing
  • compliance with federal, state, local and PSD requirements
     

Insurance Requirements

Standard Service Agreements for Organizations not Providing Services to Students


Purchase Orders

Purchase orders are issued for the purchase of all goods and services exceeding $4,999. PSD purchase order numbers must appear on all shipping labels, packing slips, invoices and other correspondence for these purchases. See PSD Purchase Order Terms and Conditions.
 

District purchase orders must include:

  • an authorized signature from PSD Strategic Sourcing (or designee)
  • a brief description of the goods/services being procured
  • accurate pricing, including relevant freight charges (when applicable)
  • a ship-to address
  • the solicitation number (when applicable)

 

Vendor Portal

PSD has partnered with PaymentWorks to manage the collection and validation of all vendor information. PaymentWorks is easy and free to use. Vendors and organizations that receive payments from PSD will receive an invitation to register and will be able to enter all of their information safely and securely. Click here for PaymentWorks FAQ. 
 

Payment Methods

Sites have authority to make payments using restricted checks and purchasing cards for purchases up to, but not exceeding, $4,999. Suppliers are not permitted to accept multiple restricted checks or purchasing card payments for single purchases exceeding $4,999.  PSD does not guarantee payment for goods or services without official documentation authorizing the purchase.

Purchases of $5,000 or more must be made through the issuance of a purchase order. Suppliers have the option of receiving a paper check or ACH. 
 

Send invoices and payment inquiries to: 

email (preferred)
ap@psdschools.org 

mail
Poudre School District
Attn: Accounts Payable
2407 LaPorte Avenue, Fort Collins, CO 80521-2297
 

Shipping Procedures

When applicable, the PSD purchase order number must be referenced on all packing slips and shipping labels. Standard purchases will be shipped "FOB Destination, Freight Pre-paid" unless otherwise specified on the purchase order. Orders should be shipped to the delivery address indicated on the purchase order.

Two-day notice is required for delivery of items that require special handling. Call Central Receiving at 970-490-3505. 

Central Receiving Address: 

Poudre School District
Attn: Central Receiving
1502 South Timberline Road, Fort Collins, CO 80524

 

Supplier Contact at Schools/PSD Sites

To prevent disruption of the educational process and work day, suppliers are not permitted in schools for sales calls or to show up at sites unless previously authorized by the Superintendent, Executive Director of Finance, or designee, per District Policy DJG/DGJA (Vendor Relations, Sales Calls and Demonstrations). Suppliers who disregard this policy may be barred from facilities.

    Contact Information

    Strategic Sourcing
    strategicsourcing@psdschools.org

    Accounts Payable
    ap@psdschools.org
     

    Executive Director of Finance
    Dave Montoya | 970.490.3355 | davem@psdschools.org

    Administrative Assistant
    Danielle Chenoweth | 970.490.3649 | dchenowe@psdschools.org