Purchasing maintains a Vendor Resource Database that enables Southern Ute Indian Tribe (the Tribe) employees to identify and source products and services, and facilitate the selection of vendors for bidding and purchasing. The Vendor Resource Database is comprised of all active vendors who have previously bid on items and services or have requested to be in the database. Vendors are invited to apply to register their products and services by completing and submitting a Vendor Application Registration form.

The Vendor Registration Application form can be downloaded here. Vendors are organized by product and service categories in the database. It is important that you describe a description of your products and services. Submit your completed Vendor Registration Form to

Attn: Purchasing
Southern Ute Indian Tribe
PO Box 737
Ignacio, CO 81137

Please provide at least one copy of your current product sheets, catalogs and brochures with your Vendor Registration application. We maintain a Vendor Resource Library that consists of vendor product information for use of all personnel. Also, send us updates as you revise these materials.

Bidding Procedures

All pricing is conducted directly by the departments or organized through Purchasing, both via email (preferred), fax or mail. Vendors will be removed from the Vendor Resource Database for failure to respond to requests for bids (at a minimum we require a "no bid" response), for undeliverable bid requests, or failure to respond to requests for updated information. Although Purchasing will periodically request updated information, it is the vendor's responsibility to keep contact and product information current. Changes can be emailed to the Vendor Resource Technician.

TERO & Preferred Vendor Status

The Tribe provides preferences to Native American owned and operated businesses under certain circumstances as defined by the TERO Code. For complete information and for TERO Certification, call 970-563-0117. TERO Certified and TERO Compliant vendors are identified in the Vendor Resource Database.

In addition, all preferred vendors who provide special pricing to the Tribe are also identified. Contact Purchasing at 970-563-0100 to arrange preferred vendor status.

Proposals

Quality, service, TERO, local ownership, green, delivery time, and other factors are important considerations for determining product/service selection along with price. The Tribe determines the significant factors that are best suited for each particular use. A brand name or model can be specified in the pricing request. Vendors are welcome to provide pricing for alternate products that meet or exceed the specification, except where the specified product is required for reasons of compatibility. The brand names and model numbers of any alternatives must be provided. The Tribe welcomes additional literature and/or samples to assist with evaluation. Note that samples will not be returned unless expressly arranged in advance. If a vendor wishes to submit a sample of his product for trial use, the product must be presented at no cost or obligation to the Tribe. The Tribe reserves the right to reject any and all pricing and bid proposals and to waive any informality in any proposal. The Tribe reserves the right to accept or reject any specific item or groups of items on a proposal unless the vendor specifies that the entire proposal or any subgroup must be accepted in total.

Delivery dates: Vendors must specify number of working days required for delivery or indicate a specific date upon which delivery will be made. Vendors will be expected to deliver the products and/or services they are providing within the specified time. Late delivery that has a critical delivery date may be cause to refuse the shipment when it arrives.

Shipping: All bids should include shipping and delivery charges to the specified delivery address. Unless specified in the vendor's pricing submission, shipping or delivery is defined as included in the bid price to the delivery address noted in the Pricing/Bid Request.

Price submission: All prices must be submitted by the date and time required on the Pricing/Bid Request.

Taxes: The Tribe is exempt from all sales taxes. All proposals should exclude sales taxes.

Awards & Additional Information: The purchase, if accepted, will be awarded to the lowest and/or best qualified responsible bidder complying with the bid specifications and/or scope of work required. The successful bidder will be notified by the contact individual stated on the Pricing/Bid Request. Orders will be placed by Purchase Order, credit card, or contract. Additional information, questions, and award status updates can also be directed to the contact individual. All contracts must be approved by Tribal Council to be accepted.

Payment

Payments for orders placed by Purchase Order require an exact match between the PO and invoice amount and proof of receipt of product or completion of services. Unless specified in advance, all invoices against Purchase Orders usually will be paid within 30 days of receipt of invoice and satisfaction of the match and receipt/completion requirements. Invoices should be mailed to Accounts Payable, Southern Ute Indian Tribe, PO Box 1410, Ignacio, CO 81137.

Payments made by credit card are authorized for the proposed amount only. Non-receipt or partial receipt of product, or unacceptable or non-completion of services may result in reversal of the entire amount credited to vendor.

Contact Information

Mollie Gilliam AP/AR Manager 970-563-0100 Ext 2453
Steve Govreau Purchasing Manager 970-563-4768

Doing Business