Prospective Vendor Information

Prospective Vendor:

Prosper ISD, as well as all other school districts in the State of Texas, is governed by the state competitive bid law; therefore, the majority of our purchasing is done via competitive sealed bids or proposals. The purpose and intent of this competitive process is to help public schools obtain the best products at the lowest practical prices in the best interest of the taxpayers by stimulating competition. Prosper ISD is committed to fair and equal competition among all vendors and does not allow favoritism to be shown to any vendor.

Following are the steps to become an approved, contract vendor with Prosper ISD:

Step 1 – Register with our online eBid site.

Our online eBid site (Ion Wave) is used to identify vendors who desire to become an approved, contracted vendor with the district by participating in the competitive bid or proposal process. Please note: This registration alone does not ensure that a vendor is automatically approved, but is to make sure all those that desire to be a part of the process get sent the appropriate invitation to bid or propose. Vendor approval status is based on the awarding of bids and proposals per the purchasing guidelines. Applicants should carefully review the list of commodities and/or services on the application and clearly mark ALL items supplied by your company.  

Unless specifically requested, the District does not send bid packets via U.S. Mail. Vendors are informed by an automated email notification when a bid opportunity becomes available. Bid or Proposal specification documents are also available via Ion Wave.

Step 2 – Submit a Bid:

Electronic bid submission is preferred. All bids must be received in the Purchasing Department prior to the due date and time or they will be considered to be non-responsive. Bids received after the due date/time or faxed bids will not be accepted.

Step 3 – Receive an award notification:

Each particular bid contains instructions on how the bid will be evaluated and awarded. All of our procurements are evaluated and awarded in accordance with applicable state law. Maintain your bid numbers for reference when conducting business with the District. If you need additional information about a bid award, contact the Prosper purchasing contact identified on the front page of each bid.

Step 4 – Receive a Purchase Order:

In accordance with District Policy, all purchasing commitments (other than those made via a District’s Credit Card) are communicated to you via a Purchase Order. Do not provide goods and/or services without a signed District Purchase Order. The Purchase Order specifies what the District is committing to and ensures that funds are set aside to pay for such commitments. 

Step 5 – Invoice the District:

After satisfactory delivery of the goods and/or services, send your invoice to  this Email.. Please include the following items on your invoice document to ensure timely delivery of payment:

  • Company Name and Name of Contact

  • Remit to Address (where check is to be mailed)

  • Invoice Number

  • Invoice Date

  • Purchase Order Number

  • Ship to Information (where products or services were delivered)

  • Details of items shipped/services rendered

  • Total amount due

As an awarded vendor, it is very important that you make Prosper ISD’s Purchasing Department aware of any changes in your contact information. The request for such changes must be in writing with an updated W-9 and may be sent either via mail to the above address, or via e-mail.  Prosper ISD is not responsible for updating vendor profiles in Ion Wave. In order to receive proper notifications of new bid opportunities, please keep your Ion Wave vendor registration updated with current contact information.

Thank you for your interest in Prosper ISD. We look forward to working with you and your company in the future.

Kellee Stemac

Director of Procurement

Purchasing Cooperatives

Prosper ISD gives preference to the use of cooperative or state contracts where goods and services can be purchased at competitive prices.  This is done to reduce administrative costs.

Prosper ISD Purchasing also utilizes contracts issued by other school districts as long as the responding vendor has agreed to an Interlocal Agreement Clause. 

The District is affiliated with the following purchasing cooperatives and governmental entities: