DOING BUSINESS WITH COLORADO STATE UNIVERSITY
GUIDE TO PURCHASING PROCESS AT COLORADO STATE UNIVERSITY
Colorado State University is an Institution of Higher Education in the State of Colorado and as such is governed by the Colorado State University Procurement Rules. The University has established a centralized Procurement and Contracting Services that is responsible for the procurement of all services and materials utilized by the University system. The University's fiscal year is July 1st through June 30th.
Included in this system are the main campus, the Judson Harper Foothills Research Campus at Fort Collins, Agricultural Experiment Station and its stations throughout Colorado, the Extension Service and its offices around the state, the Colorado State Forest Service and the numerous farm and livestock installations in the state.
As an agency of the State of Colorado, the University is exempt from all federal, state and local taxes. Federal Exemption Certificate number: A-138714. State Tax Number: 98-02381.
PURCHASING DOCUMENTS
Regular Purchase Order
A Regular Purchase Order is an order placed by Procurement and Dontracting Services (PCS) with a vendor for a one-time purchase of goods or services. The order is placed for a specific quantity at a specific price.
Open Purchase Order
An Open Purchase Order is issued to a vendor when the ordering department expects to make repeated purchases of goods or services over an extended period of time. Items and prices will be specified on the Open Purchase Order along with dollar limits for individual transactions and maximum total of the PO. Only individuals specified on the PO are authorized to place orders. The term of the PO may not exceed one year and in any event may not extend beyond the end of the current fiscal year.
Credit Card
Authorized University personnel may purchase goods and/or services up to $3,000.00 using their Acquisition Card (PCARD). All Purchasing rules, guidelines and existing State and University Price Agreements must be adhered to.
These documents, Purchase Order, Contract, PCARD and Disbursement Voucher (DV) are the only official means by which the University can be obligated for payment. The University will not be responsible for any goods delivered or services performed without official University authorization from one of these documents. If a vendor does not have one of these documents BEFORE delivery of the goods or services, State Of Colorado Statute 24-30-202 (3) shall apply. This places responsibility for payment upon the University employee who actually made the purchase.
MANDATORY PRICE AGREEMENTS
PCS has established price agreements with vendors that are to be utilized by the University unless another vendor has been approved by PCS.
DELIVERY OF MATERIALS/PAYMENT OF INVOICES
All materials and supplies should be delivered to the University Central Receiving Department (200 West Lake Street) unless otherwise authorized by PCS. An original invoice should be sent to the University Accounts Payable Department (555 S. Howes St, 6003 Campus Delivery). Each invoice should reference the Purchase Order Number, DV Number or PCARD Cardholder delivery information. A packing slip or similar document, referencing the PO, DV number or PCARD Cardholder delivery information should accompany the materials to Central Receiving. In the case of services rendered, the same invoicing procedure should be followed. The Purchase Order, Receiving and Invoice are matched in Accounts Payable and processed for payment. Normal University terms are Net 30 days. However, should discounts be offered, every effort is made to take advantage of them. Materials ordered by use of a DV may be picked up by the ordering department or delivered directly to that department. All inquires concerning payment of invoices should be directed to Accounts Payable, (970) 491-7113.
As a reminder, vendors should NEVER deliver materials or perform services without an official University purchasing document and corresponding number. The University will not be liable for payment without the vendor first having this authorization.
VENDOR APPLICATION/BID INFORMATION AND DISTRIBUTION SYSTEM (BIDS)
The State of Colorado has developed a central Bid Notification System that will provide notices of solicitations being issued by all State agencies and Institutions of Higher Education. This system is the result of legislation sponsored and supported by the small and minority business community. The Bids system is located on the World Wide Web at www.gssa.state.co.us/BdSols.nsf/OByCats. Bid notices are available to anyone with access to the Internet. However, bid specifications and complete bid packages can only be seen and printed by registered bidders. Registration information and instructions are located at the end of every bid notice. University bids will only be issued on the Internet BIDS system and only registered bidders may respond to a bid or be awarded a contract. Vendors are invited to visit BIDS for more information. All vendors are encouraged to visit PCS and meet with the Purchasing Agent responsible for your specific product. Catalogs and brochures are welcome. PCS can help determine which departments on campus may need them. Appointments may be made by calling (970) 491-5105.
The University adheres to the State of Colorado directive on "Open Records" availability. PCS, as purchasing representative of the University, will not endorse or promote any products for sale to other than University users.
Equipment and merchandise may be placed in a University Department for a short-term trial or demonstration after receiving approval from the proper Purchasing Agent. For demonstrations or display of product lines, again contact the appropriate Purchasing Agent who will advise you on the proper procedures to follow, and direct you to the University source responsible for arrangements. Risk insurance coverage on trial merchandise is solely the responsibility of the vendor. Leaving materials for evaluation in no way obligates the University.
It is preferred that visits to PCS, located on the 1st floor, 555 S. Howes St, be made between 1:00 PM and 4:00 PM, Monday through Friday. On street parking is available. We look forward to a mutually beneficial relationship.
