How to place a PEPPM order and ensure bid protection for your technology purchase

It's simple to make a bid-protected purchase under a PEPPM contract using your agency's own purchase order

1. Specify the items to be purchased

If you've created a PEPPM list, you are on the way to the quickest path to getting the technology products you want. Attach the list to your Purchase Order (PO). Make sure you specify the List ID number and the total dollar of the purchase amount on your purchase order form. (If you are ordering form California, don’t forget to include tax).

HINT: Any PEPPM lists you save can be updated for the current daily price without re-shopping.

If you have requested and received a voluntary volume discount quotation from the awarded vendor, attach that document to your PO.

If you do not have a PEPPM list, manually place your desired items on your purchase order and specify “as per PEPPM, Contract Number ######-###” to ensure bid protection. Contract numbers for each contract can be found on the Table of Contracts.

2. Specify the vendor on your PO form

Following the ordering instructions for each contract, make your purchase order out to your desired awarded vendor, including the supplier's address, city, and state. All orders must be addressed to the appropriate PEPPM vendor or one of awarded vendor’s authorized resellers. Do not designate PEPPM as the vendor.

To see a list of the awarded vendor’s authorized resellers, go to the Table of Contracts and click on the Contract number (right column) for the contract you are using. Then, go to the "Ordering Instructions" tab and click on the link for "Placement of Orders: Vendor Contacts and Ordering Instructions." This PDF will list all authorized resellers and their contact information associated with that contract. 

3. Submit your purchase order to the PEPPM Order Clearinghouse

Send your purchase order to PEPPM so that your order can be reviewed for accuracy, archived for audit, and sent electronically to the designated vendor. You have two options for sending PEPPM your PO and attachments:

• Email to orders@peppm.org (preferred)
• Or, Fax to (800) 636-3779 (if faxing, please include contact name, phone number, and email address)

If we find errors, prices above the contract price, or discrepancies on your order, we will contract you and counsel you on possible corrections. We strive to send vendors orders that are free of the most common errors made on paper purchase orders. It’s helpful if you place your phone number and email address on your purchase order or cover page.