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.  See below for PSD purchasing information and guidelines for vendors.

 

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 vendors about solicitation opportunities. Learn more about accessing PSD solicitation opportunities on the PSD Bids and RFPs web page.

 

Awarding Bids and Contracts

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 Department follows Board of Education purchasing policies and procedures when awarding bids and contracts.

 

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 vendor. Vendors 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 vendor. Incidental promotional items are occasionally allowed.

 

Vendor 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

 

Methods of Purchasing

Preferred payment methods include purchase orders, restricted checks or district purchasing card (VISA).

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

District purchase orders must include:

  • Authorized signature from PSD Purchasing (or designee)
  • Brief description of the goods / services being procured
  • Accurate pricing, including relevant freight charges (when applicable)
  • A ship-to address
  • Bid number (when applicable)


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 / services without official documentation authorizing the purchase.

 

Vendor Contact at Schools / PSD Sites

To prevent 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 by the superintendent, executive director of finance, purchasing and materials manager, or designee, per District Policy DJG/DGJA (Vendor Relations, Sales Calls and Demonstrations). Vendors who ignore this policy may be barred from 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.

Ship orders to: Poudre School District, Attention: Central Receiving, 1502 South Timberline Road, Fort Collins, CO 80524.   Two-day notice is required for delivery of items needing special handling as indicated on the purchase order. Call Central Receiving: 970-490-3505.

 

Payment Procedures

Orders must include an invoice with a PSD purchase order number in order to be paid. 

Send invoices to: Poudre School District, Attention: Accounts Payable Department, 2407 LaPorte Avenue, Fort Collins, CO 80521-2297. Questions about invoice payment? Contact the PSD Accounting Department at 970-490-3426, 970-490-3513, or fax: 970-490-3005.