Vendor Information

The Purchasing Department provides leadership to the Colorado School of Mines in the procurement of goods and services. It balances the need to provide efficient and timely service to its customers with the need to ensure sound business controls in order to protect the assets of the School. The Purchasing Department is responsible for ensuring that all purchases of goods and services are made in accordance with Colorado School of Mines Procurement Rules, the Mines Financial Policies, and if applicable, Federal policies.  All purchases, regardless of funding source, are subject to the same policies.

Purchase Transactions

•   Most purchases of up to $4,999 can be paid with a procurement card or direct pay.
•   Purchases $5,000 and above must be paid a purchase order issued by Mines.
•   Purchases over $50,000 require a solicitation.

How to Participate in the Solicitation Process

Mines posts its solicitations on BidNet Direct, an electronic solicitation notification website.

Types of Solicitations

Documented Quote (DQ)

An informal process for obtaining pricing and delivery information on goods costing more than $50,000, or on services costing more than $50,000. Detailed specifications are given. Price, items offered, and delivery dates are supplied by the vendor. Evaluations are made against specifications. Determination of award is based on the quote offering the best value to the University with price as a consideration.

Invitation for Bid (IFB)

A formal process for obtaining pricing and delivery information on goods or services costing more than $250,000. Detailed specifications are given. Price, items offered, and delivery dates are supplied by the vendor. Evaluations are made against specifications. Determination of award is based on the bid offering the lowest price to the University while meeting the specifications.

Request for Proposal (RFP)

A formal process for obtaining pricing and proposals from a vendor for goods or services costing more than $250,000. Evaluations are made against criteria and competing proposals. Vendor presentations and discussion are allowed. Awards may be based on a variety of factors, including price.

Useful Materials for Vendors

• Purchase Order Terms and Conditions 
• Insurance Requirements
• Tax Exempt Status of the Colorado School of Mines (please contact Procurement Services)
• Credit Information for the Colorado School of Mines (please contact Procurement Services)
• W-9 Form
• International W-8 Form for Individuals
• International W-8 Form for Business
• PERA Certification Form for Services

Mines Trademarks and Logos

Double check for information and the product approval process before any item is produced that contains the Colorado School of Mines trademark, logo or branding. 

Gifts and Gratuities

Colorado School of Mines adheres to the university’s Compliance and Ethics Policy. It is against Colorado School of Mines policy for anyone involved with purchasing goods or services on behalf of the School to accept gifts, entertainment, favors or services from present or potential vendors. 

EQUIPMENT PROHIBITION NOTICE

Colorado School of Mines is federally prohibited from using certain equipment and services. Some prohibited items includes equipment produced by Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company.  Full more information see the Federal Prohibition of Telecommunications and Video Equipment Notice.