Welcome to the
Suppliers/Vendors Guide to Doing Business with DPS
Basic Strategic Sourcing Policy
The principle objective of the Denver Public Schools Strategic Sourcing Department is to acquire quality goods and services for all District sites through an open, competitive process while adhering to all State of Colorado statutes and Board of Education policies.
The Denver Public Schools Strategic Sourcing Department is a member of the National Institute for Governmental Purchasing (NIGP), which is dedicated to the establishment and maintenance of ethical standards and professionalism in public purchasing. We are also members of the Cooperative Educational Purchasing Council (CEPC), which is made up of 25 school districts along the Front Range. The mission of the CEPC is to support the educational process and enhance the value of public purchasing through cooperative procurement, high ethical standards, fiscal responsibility, networking and professional growth.
The Strategic Sourcing Department uses three types of formal solicitations: (1) Invitation to Bid (2) Request for Proposal (3) and Request for Quotes. These three instruments allow the district to purchase goods and services that meet definitive specifications and quality standards. We are most interested in seeing that ALL Suppliers/Vendors have an opportunity to do business with Denver Public Schools, thus strengthening and widening product and service choices while optimizing use of public funds.
How To Start
Denver Public Schools no longer has a Vendor Application. However, beginning July 1, 2013, the District will require all suppliers that wish to provide goods and services to the District to "register" on the DPS Supplier Portal. The District is moving in stages to an e-commerce business platform. Bid events, supplier responses, negotiations, amendments and award notifications, etc. will be processed and communicated on-line. Instructions on how to register can be found on this website at https://supplier.dpsk12.org
Vendors can also obtain all Denver Public Schools solicitations via our web site at http://purchasingts.dpsk12.org/bids/default.asp. It is incumbent upon each supplier to check the DPS Supplier Portal web site on a regular basis to make sure they do not miss a bidding opportunity. It is also the Supplier's responsibility to check the DPS Supplier Portal web site periodically to ensure that Addendums or other information have not been issued against a solicitation.
We have a yearly calendar, which list the majority of bids and the month they are normally put out to bid. However, numerous Invitations to Bid and Request for Proposals are done on an as needed basis.
Under Commodity Listing on our web site, you can find the Buyer's name and telephone number next to each commodity. You may, at any time, find the appropriate Buyer for the goods or services you provide and contact them for an appointment or additional information.
To protect the staff and program against undue invasion of the school or work day, sales representatives shall not be permitted in schools or other departments for the purpose of making sales unless authorized to do so by the Director of Purchasing or his/her designee. If special or technical details concerning goods or services to be purchased are required, the involvement of vendors should be coordinated through the Purchasing Department. Vendors may send product information through U.S. mail. The schools names and addresses are listed on the District web site at www.dpsk12.org.
Hours: The Purchasing Department is open from 7:00 a.m. to 4:30 p.m., Monday through Friday. Offices are closed for major national holidays and other Board of Education approved holidays.
Invitation To Bid/Request For Proposals And Quotes
In accordance with Board of Education policy, solicitations are issued by the Purchasing Department for the purchase of items costing $25,000 or more. These solicitations include detailed descriptions of the commodity and/or service based on specifications approved by the requestor and the buyer and written with the intent of soliciting competitive bidding. These specifications, along with instructions and terms and conditions, comprise the total solicitation.
Receipt Of Solicitations
Beginning July 1st, 2013, bids and/or proposals received electronically must be submitted before the close date and time on the bidding event. Our server time will be the official time for these submissions. For an interim period, through October 31, 2013, DPS will accept “paper” responses in addition to electronic responses. Paper responses must be received and time stamped in the Strategic Sourcing Department, 900 Grant Street, Room 301, Denver, Colorado 80203, before the time and date indicated on the Invitation to Bid, Request for Proposal and Quotes. The District is not responsible for misdirected mail or delivery services.
After October 31, 2013, only electronic responses will be accepted, unless specifically directed to do otherwise. Denver Public Schools intends to maintain continuous access to the e-Sourcing website; however, from time to time, access to information and/or documents might be interrupted either because of site problems, user problems or Internet problems. Not all access difficulties can be resolved by the District since some access failures may be due to problems with the computer hardware and/or communication equipment employed by the web site user. In an effort to allow maximum access to users, formal bids will be posted a minimum of 10 days on the supplier portal. Suppliers are reminded that the competitive nature of their offers could be affected if their submissions do not include all amendments. For this reason, suppliers are encouraged to revisit all solicitations to which they intend to respond 1 day prior to their due date.
Evaluation Of Solicitations
The process of evaluating and awarding solicitations is one of the primary functions of the Strategic Sourcing Department. Awards are not always made on the basis of "low bid", especially if the solicitation was a Request for Proposal or Request for Quotes. With an RFP & RFQ, a myriad of considerations may be taken into account before an award is made.
Because numerous considerations must be made when purchasing materials and services, the Strategic Sourcing Department has a process that allows it to make awards using the best evaluative score based on criteria, weighted by importance, which needs to be considered in making the purchase. Criteria and determination of importance are established by the Strategic Sourcing Department in conjunction with the end-user.Examples of evaluation criteria include, but are not limited to: Lowest price based on percentage discount, past performance/prior experience, engineering support, availability, lowest price on selected items, return policy, delivery options, support capabilities (customer service, product support, etc.), life-cycle costing, billing options, quality of product, reliability of service, quality of solutions to meet specified needs, management and financial capabilities
Award Of Contract
Bids, proposals, and quotes are formalized by the issuance of a purchase order or a contract. No merchandise may be shipped or any services performed without a District purchase order or contract signed by the Director of Strategic Sourcing or appropriate District designee.