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Supplier Guide

How to do Business with the University of Wyoming


Information on doing business with the University of Wyoming


Thank you for your interest in conducting business with the University of Wyoming.  There are two primary purchasing authorities at the University of Wyoming, all overseen by the Division of Administration: Procurement Services (supplies, food, materials, equipment and services) and University Operations (renovation projects, maintenance operations, and capital construction projects).  This document focuses on the Procurement Services office. For more information about University Operations purchasing procedures please visit their websites or call them directly:

University Operations  307-766-6225

The principal objective of Procurement Services is to organize and administer a centralized purchasing service in accordance with sound business practices and state and federal regulations while maximizing the purchasing value of university funds. This document contains the information you need in order to do business with University of Wyoming Procurement Services.

Purchases are made in accordance with university policies and guidelines through existing competitively awarded contracts, informal quotations, competitive sealed bids, and competitive sealed proposals (RFP's). Awards are made to the lowest acceptable bidder, unless criteria other than price are primary considerations of the award.

Procurement Services
Main Office Phone: 307-766-5233


An approved Purchase Order or University of Wyoming Procurement Card is required to be in place before individuals can make purchases on behalf of the university.  A vendor needs to possess an authorized Purchase Order or Procurement Card information before providing goods for the university.  A verbal commitment by university employees is not sufficient authorization for purchases.


University of Wyoming procedures require formal sealed bidding above certain dollar amounts. In those cases, bid requests are prepared by Procurement Services and posted on (Public Purchase) which is an online bid system for both distribution and receipt of bids.  All suppliers must complete the online registration process if they wish to receive competitive requests for bids or proposals from the University of Wyoming.  Please click Competitive Solicitations for more information.

The Public Purchase website contains complete instructions for submission of the bid.  Bidders are cautioned to complete all information requested by each bid request form. Bids received without an authorized signature on the original bid request form will not be considered.

In certain cases, Requests for Proposals (RFP's) are issued - usually in the area of complex product solutions, contracted services, or consulting services.

Bids or RFP's are publicly opened at the time and date specified. Openings are held at the location indicated on the bid request documentation. Bids and RFP’s must be RECEIVED on the Public Purchase website PRIOR to the scheduled opening time. Bids will not be accepted after that time.  Bidder shall assume full responsibility for timely delivery of bids. Bid information is publicly available at the time of the bid opening. RFP information is restricted and not publicly available until after the award is made either via an authorized purchase order or the execution of a final contract.

After bids are opened, the tabulation and analysis is made by the Procurement Services buyer. After consultation with and concurrence from the involved department, the award is communicated via the publication of an award letter; however, the order is not placed with the successful bidder until the issuance of an authorized UW Purchase Order signed by the manager of Procurement Services.

All bid packages carry the name of the assigned buyer. Questions regarding a bid should be addressed to the attention of the buyer.


Original invoices must be routed to the “Bill-To” address indicated on the purchase order or contract document.  Incorrectly addressed invoices may become lost or may experience significant delays in payment.  With authorization from the ordering department involved in the purchase, the UW Accounts Payable Office will process invoices for payment.  Payments cannot be arranged by Accounts Payable unless the ordering department has authorized a payment.

Time, with reference to any prompt payment discounts offered, will be computed from the date the completed order is received or from the date a correct invoice is received, whichever is later.


By statute, the University of Wyoming is exempt from paying sales, use, and lodging taxes, as a State of Wyoming entity.


Although an effort will be made to accommodate representatives from suppliers who arrive unannounced, it is preferred that appointments be made in advance.  Please call Procurement Services at 307-766-5233 to set-up an appointment.


To be considered for university solicitations, please complete registration with with Public Purchase, a web based e-Procurement service which is utilized by the University of Wyoming. The registration process will only take a few minutes. The two-step registration process/instructions are detailed at


University of Wyoming Regulation 3-105  provides for percentage preferences for items supplied by Wyoming resident bidders and for items produced or grown in the state of Wyoming. Preferences may not be applied when federal funds are involved.

Suppliers must have a current Wyoming residency certification on file with the Wyoming Department of Workforce Services at the time of the bid submission in order to qualify for resident preference.  Inquiries regarding obtaining a residency certification number should be directed to the Wyoming Department of Workforce Services, Labor Standards Office at (307) 777-7261.  The Department of Workforce Services certifies residency and enforces the preference law.


The University of Wyoming maintains a supplier database, which includes information regarding suppliers and individuals that do business with the University. To maintain current and accurate information, all prospective suppliers wishing to do business with the University must register via the online Supplier Self-Registration process. Instructions for this process are available on the Financial Affairs website under Procurement and Payment Services.

Completing this registration does not place a supplier on the Procurement Services bidder’s list.  Please see Bidder’s List section above for information. 



Procurement Services can serve as the first point of contact for all supplier questions and concerns.  Please do not hesitate to contact us directly. Contact information is available on the Who We Are page.
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1000 E. University Ave. Laramie, WY 82071
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