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Frequently Asked Questions

 

Frequently Asked Questions

PURCHASING FAQs | DISTRIBUTION FAQs

Purchasing Services

Where do I purchase office supplies for my department?
Do I have to get “quotes on everything I purchase for the district?
What if want to purchase equipment or furniture from the same vendor used in the past for consistency?
What if I don’t have time to go through a bidding process?
What if I need a service and not an item? Do I still need to bid it out?
What is the typical length of time a service contract or agreement lasts?
Does the district have a local purchasing preference policy?
Where do I find the cost of a standard classroom setup?

Who do I contact for an emergency purchase order approval?
Where do I send sales people/potential vendors to get placed on the “approved vendor list”?
How can my company be placed on the approved vendor list?
What items are currently out to bid?

Where do I purchase office supplies for my department?
Purchasing competitively bids out office supplies for the district every year to stock in our Distribution Center .  Please check our inventory first for the item you are looking for.  Chances are, we will have it cheaper and can deliver it directly to you.  If we do not stock the item, you may contact Purchasing for a quote for the item (many times we can find it cheaper than retail) or you may purchase it from one of our district approved office supply vendor as a last resort. 

Do I have to get “quotes on everything I purchase for the district?
No, unless the item is estimated to be over $999 in value.  However, if the item(s) are over $1,000 and less than $4,999 per item, you must get a minimum of three quotes. A quote can be either verbal or written.  Documentation of the quotes received should be kept in your file for auditing purposes.  If you receive a verbal quote over the phone you must record the person(s) you spoke with, their title, and date of quote and address of the business.  If a PO is issued, reference the quote number in the description field of the PR.  If the total (aggregate) value is over $5,000 you must go through a formal bid process.  Contact Purchasing and Distribution for assistance with the Board approved bid process.

What if I want to purchase equipment or furniture from the same vendor used in the past for consistency?
The Board approved bidding process still applies.  Contact Purchasing and let us know of the need for consistency and we will specify a certain make/model/manufacturer in the bid document.  The majority of the time, there is more than one vendor that can supply the same item.  The bidding process will help insure that the district does get the best value.

What if I don’t have time to go through a bidding process?
The bidding process does not take long, although planning ahead is recommended.  Depending on the amount, a bid could be completed in 1-3 weeks.  If it is over $15,000 for individuals items or $100,000 in total, advertising for 2 consecutive weeks in a newspaper within Jackson County is required by board policy and state statute.

What if I need a service and not an item?  Do I still need to bid it out?
Yes, bids are generally used to purchase supplies, materials, furniture, equipment, contractual services, insurance, fixed charges and site/facility improvements.  A yearly contract will be implemented after the bidding process so that it can be utilized when needed without having to bid on each occasion.

What is the typical length of time a service contract or agreement lasts?
Typically, contracts/agreements are for a one year period, with the possibility of two (2) additional one year renewal periods, depending on performance, however, the Board of Education, at its discretion may approve multi-year agreements.

Does the district have a local purchasing preference policy?
Yes, if the total purchase price of the item is less than $500 you can choose to accept the local quote even if it is not the lowest quote.  However, the total price must not exceed 3% higher than the lowest quote.  Example:  if you get a quote from a company in Olathe, KS for $100.  The next lowest bid was from a local Lee’s Summit company for the exact same item for $102.95, you can purchase from the Lee’s Summit company even though their price was slightly higher.

The rule does have some limitations with large priced items (see below:
$501 to $2,499 per item, you can pay up to 2% more for a local product
$2,500 to $9,000 per item, you can pay up to 1% more for a local product
$10,000 to $50,000 per item, you can pay up to .5% more for a local product

Where do I find the cost of a standard classroom setup?
It is listed on the Purchasing and Distribution Services department website.

Who do I contact for an emergency purchase order approval?
Call Christa Battaglia at 816. 986.2196 or Ron Cox at 816.986.2210 for an emergency purchase order approval.

Where do I send sales people/potential vendors to get place on the “approved vendor list”?
You need to direct them to Purchasing and Distribution Services to complete the required paperwork.  The district discourages all sales associates from “cold calling” or “dropping by” our school facilities.  In an attempt to maintain accurate records and provide ALL facilities with the highest quality goods and services it is necessary to screen all potential vendors.

How can my company be place on the approved vendor list?
Go to the Purchasing and Distribution website and click on the “approved vendor requirements” button and complete the required paperwork.

What items are currently out for bid?
Go to the Purchasing and Distribution website and click on the “Bid” tab to find a list of all current bids.

Distribution Services

What do I need to do if I need my order before my delivery day?
How do I check the status of my order?
How do I return or exchange an item that I ordered?
What do I need to do in order to get more tables and chairs?
What do I need to do if I need the stage for an special event?
What do I need to do with my obsolete textbooks?
What do I do with the extra furniture that I no longer need?
What do I do with our shredding?
Do I need to reorder my items that are on backorder?

What do I need to do if I need my order before my delivery day?
Call Paula Buthod at 986-2193 or Mark Choplin at 986-2217 to schedule an emergency delivery to your location.

How do I check the status of my order?
Click here for procedures on the status of your order

How do I return or exchange an item that I ordered?
If you ordered the incorrect item and you need to return the item, please submit a Distribution Help Ticket stating that you need a credit for the item ordered and then you will need to order the correct item.  Please provide a copy of your packing slip with your return.  If you received an item that you did not order, please submit a Distribution Help Ticket and indicate the stock item you ordered, but you received the incorrect item.  Distribution Services will pick up the incorrect stock item and deliver the correct stock item.

What do I need to do in order to get more tables and chairs?
Submit a request for tables and chairs on the reservation tab on the website and then submit a Distribution Help Ticket two weeks prior to the event. On the Distribution Help Ticket, indicate how many tables and chairs that you need and provide the date of delivery and pickup of the tables and chairs.

What do I need to do if I need the stage for an special event?
Submit a request for the stage on the reservation tab on the website two weeks prior to the event.  Provide the date of delivery and pickup of the stage.  We cannot guarantee the stage will be available for your event.

What do I need to do with my obsolete textbooks?
Distribution Services accepts obsolete books.  Please submit a Distribution Help Ticket to pick up the books from your building.

What do I do with the extra furniture that I no longer need?
Submit a Distribution Help Ticket  and we will pick up your surplus furniture. After approval for disposal of surplus property by the Board, the surplus furniture will be submitted to GovDeals for sale.

What do I do with our shredding?
If you need documents shredded, submit a Distribution Help Ticket and we will pick up the documents and deliver them to the Distribution Center to be kept in a locked container until the vendor comes on-site to shred them.   If you have documents already shredded, submit a Distribution Help Ticket and we will ensure the shredding is properly recycled.

Do I need to reorder my items that are on backorder?
You do not need to reorder items that are on backorder.  When we receive the items that are on backorder, they will be shipped to you on your next deliver date.