Bids and Contracts
The City of Fort Collins Purchasing Division administers competitive procurement processes for City contracts. Find information about purchasing processes, sustainable procurement and how to participate in bids and proposals. This summary is for general information purposes and may not reflect recent code or policy changes. Official purchasing procedures are established by the City of Fort Collins Purchasing Policy and Chapter 8, Article IV of City Code.
Purchase Limits and Processes
The City has different purchasing processes based on dollar amounts:
- Less than $7,500: Departments can buy goods or services without going through the Purchasing Department.
- $7,500 to $60,000: In collaboration with the Purchasing Department, City departments gets quotes from at least three vendors through an informal competitive process.
- More than $60,000: The City requires a formal competitive process.
Note: Purchases using federal grant funding may have different dollar limits.
Competitive Purchasing
The City posts all formal competitive notices on BidNet under the Rocky Mountain E-Purchasing System (RMEPS). For most competitive purchases, the City uses either:
- Invitation to Bid (ITB): Awards go to the lowest price from a qualified vendor that meets all ITB requirements.
- Request for Proposals (RFP): Awards use additional criteria to determine "best value."
How to Submit a Bid or Proposal
Register with RMEPS online to participate in solicitations:
- Use the "Register" link.
- Complete your registration.
- If you're already registered with another participating agency, you do not need to register again.
Need help? Call BidNet support toll free at 1-800-835-4603.
Submission Requirements
Each solicitation includes complete submission instructions. Vendors must:
- Complete all forms entirely.
- Provide all requested information.
- Clearly identify submissions by solicitation number and title.
- Acknowledge any addenda in their submission.
- Submit by the scheduled time.
Selection Process
Bid Process
The City conducts bid openings by video conference per the ITB instructions. After opening bids, the Purchasing Department reviews and analyzes them. After consulting with the requesting department's Project Manager and verifying references, the City awards via purchase order and often a contract. A contract, certificate of insurance and Performance/Payment Bonds may be required.
RFP Process
A selection committee evaluates RFPs using the criteria in the RFP document. Selection may come from written proposals and/or interviews. The City awards the contract after negotiations with the highest ranked firm.
Plan Rooms
The City of Fort Collins Purchasing Department cannot ensure accuracy or completeness of information from private plan rooms. Use Rocky Mountain E-Purchasing as your only source for Invitations to Bids, Requests for Proposals and Requests for Information.
Note: Rocky Mountain E-Purchasing does not support plan rooms. If you are a plan room interested in City of Fort Collins solicitations, please submit a Public Records Request.
Sustainable Purchasing
Sustainable Purchasing selects products or services that have less negative impact on human health and the environment compared to competing products that serve the same purpose. This is also called Environmentally Preferable Purchasing (EPP) or Green Purchasing.
The City of Fort Collins leads in sustainable purchasing. We consider environmental, social and economic aspects of a purchase, as well as the product life cycle (acquisition, use, disposal) and safety.
The City has created a Green or Sustainable Purchase Criteria Checklist to help departments identify sustainable purchases. To request a copy, contact purchasing@fortcollins.gov.