A Guide for Vendors

Purchasing Location:
Carter Hall 1002

Phone: 970-351-2287
Fax: 970-351-1142

Mailing Address:
Purchasing Services
University of Northern Colorado
501 20th Street
Campus Box 61
Greeley, CO 80639

Welcome to The University of Northern Colorado Purchasing Services. The purpose of this document is to acquaint you with our policies and procedures and to assist you in establishing a business relationship with the University.

Enclosed you will find the Purchasing Department general procurement policies,and a guide to making the initial contact. Links have been established for your convenience.

The University is a large and complex organization. By following the enclosed guidelines you will save time, effort, and increase your opportunities of doing business with the University.

Thank you for your interest in the University. We sincerely hope that by working together we can indeed establish a mutually beneficial partnership with your company.

Vickki Klingman
Director of Purchasing 

 General Information

Procurement Policy

The Purchasing Office is the sole agency authorized to make commitments against University accounts for the procurement of goods and services.
Procument Procedures

Helping You Succeed

The Purchasing staff is committed to helping all vendors have a mutually beneficial business relationship with the University. This can only be accomplished by working together.

The buying staff provides assistance to University departments by identifying qualified bidders, preparing bid documents and coordinating the bidding process.

The buying staff provides assistance to prospective vendors by sharing vendor information with departments, helping vendors understand University policies and bidding procedures, and the State of Colorado BIDS (Bid Information & Distribution Sytem), and resolving problems regarding the purchasing process.

Working with the Purchasing Office ensures that prospective vendors will have the greatest opportunity to succeed at doing business with the University. It is in the University's best interest to continually search for new sources and to foster new business relationships.

Parking Maps (online Parking Map) are available from Parking Services showing various parking and building locations. The areas set aside for metered parking are indicated on the maps. A WORD OF WARNING: Parking Services is very prompt at issuing tickets for expired meters or illegally parked cars. The Purhasing Office does not have access to any type of parking permits for vendors.

Making the Initial Contact

Although we have an open door policy at the University, we recommend that you call and schedule an appointment prior to visiting any Purchasing location. This will guarantee seeing a buyer and the buyer will be better prepared to learn about your company.

If you are contacted directly by a faculty or staff member, be sure they give you a purchase order number or a departmental purchase order number before you ship merchandise or perform services.

If services require labor on campus, up-to-date insurance certificates for general liability and worker's compensation must be on file in the Purchasing Office before work is performed. Insurance needs to show State of Colorado, c/o University of Northern Colorado as the certificate holder.

Quotations & Bids

It is University practice to seek competition whenever practical. This is accomplished by soliciting competitive quotations, bidding procedures, or through the request for proposal process. Orders above $10,000 are competitively bid. (See Bidding Requirements)

Decisions in awarding bids are based on a vendor's compliance with University specifications, price, delivery, service, terms and conditions, location or other relevant factors.

Purchase of Personal Services in excess of $25,000 requires bidding as well as a written contract which incorporates the State of Colorado Special Provisions.

 Common Questions

How do I get on the Bid List?
You can get a registration form by calling State Purchasing (303) 893-2039, ext 2 and requesting one or you can download it from Colorado State Purchasing web-site.

Fill out the form, enclose a check for the annual fee and mail to:
BIDS, Division of Purchasing
225 East 16th Avenue, Suite 900
Denver, CO 80203
You will get confirmation and your password in the mail.

What Paperwork Must I Complete?
Upon a vendor receiving the first contract award, an IRS W-9 form must be completed.

How Do I get Paid?
Vendors are to submit invoices directly to the Accounts Payable Department. Only invoices with valid purchase order or departmental purchase order numbers will be paid.

If you have any questions regarding the payment process, please contact the Accounts Payable Department.