How to Become a Vendor Guide

The Purchasing and Materials Management Department strives to achieve high quality goods and services at the best value for the District.  


Bids, Quotes, Proposals and Bid Tabulations

Poudre School District posts formal solicitations (based on dollar threshold) on Rocky Mountain E-Purchasing System (RMEPS/BidNet).  RMEPS provides a way for local government agencies across Colorado and Wyoming to more effectively notify vendors of solicitation opportunities. 

Click to access the Rocky Mountain E-Purchasing System.

RMEPS gives vendors access to solicitation opportunities for PSD, as well as, additional opportunities from other agencies throughout Colorado and Wyoming. Vendors must register with RMEPS in order to access solicitation documents.

There is no fee to register. However, vendors may sign up for e-mail or fax notifications for a fee. Vendors who sign up for notifications may receive solicitation opportunities that apply to their identified product/service offerings. Vendors who do not register for notifications are responsible for monitoring the status of the posted bids and related documentation. 

Formal bids and requests for proposals (RFPs) must be sealed and submitted according to the terms and conditions stated in the solicitation document(s).  Electronic, facsimile, or verbal submittals are not acceptable, unless specifically requested in the solicitation.

RMEPS Vendor Support Phone Number: 800-835-4603

PSD's Purchasing Department is not responsible for misinformation received from private plan rooms/holders. Solicitation information and related addenda for PSD is available on the RMEPS website..


Bid and Contract Awards

Bid and contract awards are not automatically given to the lowest bidder, but are based on criteria that define quality, service, and overall cost. The Purchasing Fepartment follows 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 is 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 may involve conflicts of interest or other improper behavior obligating the employee to partiality towards a vendor. Incidental promotional items are occasionally allowed.

Vendor Performance

Performance is monitored periodically to ensure 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.


Methods of Purchasing

Preferred methods of purchasing to procure goods and services include:

  • Purchase Order
  • Restricted Check
  • District Purchasing Card (VISA)

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

Sites have authority to issue restricted checks to vendors for purchases of up to, but not exceeding, $2,500. Vendors are not permitted to accept multiple restricted checks for single purchases exceeding $2,500. PSD does not guarantee payment for goods and/or services without official documentation authorizing the purchase.


Vendor Contact with PSD Personnel

To protect students and staff against disruption of the educational process and work day, vendors are not permitted in schools for sales calls or to show up at sites unless authorized to do so by the superintendent, executive director of finance or purchasing and materials manager, or their designees, per District Policy DJG/DGJA (Vendor Relations, Sales Calls and Demonstrations).

Vendors who do not follow this policy may be barred from any or all facilities.

Shipping Procedures

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 are to be shipped to: 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.