About KCDA
Overview
What We Do
King County Directors'Association (KCDA) is a non-profit purchasing cooperative owned by Washington's public school districts. KCDA saves money for members by ordering in volume and supporting their purchasing and distribution requirements.
How We Operate
KCDA Purchasing Cooperative was founded 1938 by school board members in King County. Since that time, the Association has grown to include member school districts throughouth the State of Washington and neighboring states. This non-profit association helps members to save money by creating volume purchasing and fulfilling bid law requirements. KCDA manages centralized receiving, warehousing and distribution while offering additional contracts and services to provide a single-source for school supplies, furniture, equipment and services.
Leadership
The KCDA Executive Director reports directly to the Board of Directors which is made up of school board members from King County school districts. KCDA operates under the laws and regulations that apply to school districts.
Who We Serve
KCDA has grown to include virtually all of the 295 public school districts in Washington with associate members in Alaska, Arizona, California, Idaho, Illinois, Massachusettes, Minnesota, Montana, Nebraska, Oklahoma, Oregon, Pennsylvania, Texas, Washington and Wisconsin.
Membership
There is no charge for membership in KCDA. Becoming a member requires approving and signing an Interlocal Agreement. KCDA acts as an extension of each member's purchasing department with no required minimum level of participation. There are two types of membership.
Owners -
All public school districts in the state of Washington.
Associate Members -
Educational Service Districts, School Districts outside Washington State, independent Schools, Colleges and Public agencies.
Operating Costs
Total operating costs for KCDA are covered by a service fee on each item. KCDA Supply Link pricing includes service fee and shipping to Washington State, Oregon and Idaho members.
Inventory
Annually KCDA's purchasing staff issues bid requests based on the requirements of its members. These awards fulfill all bid requirements and offer all members the advantage of KCDA's 170,000 sq. ft. warehouse in Kent Washington stocks over 13,000 catalog items with non-catalog and larger items shipping directly from our vendors.
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Mission
KCDA is a non-profit purchasing cooperative owned by Washington's public school districts. KCDA saves money for our members by ordering in volume and supporting their purchasing and warehousing requirements.
Board Members
Division 1, Bill Clausmeyer
Tahoma School District 409
Division 2, Doug Eglington
Lake Washington School District 414
Division 3, Mike Winkler
Issaquah School District 411
Division 4, Susan Goding
Highline School District 401
Division 5, Sue Buske
Northshore School District 417
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How to Reach US
Please contact us anytime with your comments, questions or suggestions.
Phone: 425-251-8115, 800-422-5019
Fax: 253-395-5402
Website: www.kcda.org
E-mail: KCDA staff members may be reached by e-mail. E-mail addresses are composed of the individual’s first initial and the full last name, followed by @kcda.org. For example to reach Executive Director Jim Borrow use the e-mail address: jborrow@kcda.org. For customer service: customerservice@kcda.org. You can also e-mail KCDA staff members by clicking on Contact KCDA and click on Staff Directory.
Mail
PO Box 5550, Kent, WA 98064-5550
To Visit Us
18639- 80th Ave S, Kent, WA 98032
Driving Directions
Approaching from the North on I-5. Take exit 154A (I-405 - Renton), exit from the left lane.
You will be heading East, take first exit to the right, (South 181-Tukwila-W.Valley Highway). Turn right at the base of the off ramp.
Proceed South to South 180th. Turn left.
Go East under the railroad tracks to the next signal light. (80th Ave S.) turn right.
Continue South to South 188th. Turn right.
KCDA is on the NW corner of 80th Ave S. and S. 188th Street.
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Approaching From The South on I-5. Take exit 152 (South 188th - SeaTac Airport).
Turn right and follow Orillia road to the first light at 200th street, turn left (this road turns into S. 196th Street).
Continue on this road until you get to 80th Ave South.
Turn left on 80th Ave.
Proceed North to S. 188th Street.
KCDA is on the NW corner of 80th Ave South and South 188th Street.
Approaching from the North on I-405. Take exit 2A South (Highway 167 - Kent and Auburn).
Proceed South on Highway 167 to the first exit to the right (SW 41st Street - East Valley Highway).
Proceed west on SW 41st to Oakesdale Ave., turn left (South).
Go South on Oakesdale Ave., cross SW 43rd South 180th at which time Oakesdale Ave becomes 80th Ave S.
Continue South to S. 188th.
KCDA is on the NW corner of 80th Ave South and South 188th Street.
Approaching From The South On Highway 167. Take South 212th off ramp from Highway 167. Turn left onto 212th.
Proceed to 84th Ave S. (East Valley Road) and turn right.
Go north to S. 192nd and turn left.
Proceed West to 80th Ave S., turn right.
Go to the corner of South 188th and 80th Ave S., turn left.
KCDA is on the NW corner of 80th Ave S. and S. 188th Street.
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Member Support and Service
Staffing
Customer Service Representatives
KCDA’s Customer Service Representatives are available Monday - Friday from 8:00am-4:30pm to take orders, respond to product inquires, provide technical support for Supply Link Users and issue RMA’s for returns.
Field Representatives
KCDA has five field representatives available to meet with members who have questions regarding any products or services.
Purchasing Agents
KCDA’s Purchasing Agents are responsible for developing, issuing and awarding KCDA bids. Additionally, they can help members source products and services they require.
Warehouse Staff
KCDA’s 170,000 square foot warehouse houses over 33,000 items. Daily our staff pulls, packs and ships orders received. Washington State members enjoy next day delivery of orders.
Services
Bidding
KCDA advertises, analyzes and awards approximately 90 bids per year. The bids are listed on the bid schedule which is posted on the KCDA website. The path to the bid schedule is www.kcda.org, Pending Bids, Bid Schedule. The bid schedule contains the bid name in alphabetical order, bid number, bid advertising dates, bid opening date and time, board write up date, board meeting date and Purchasing Agent name. The bid categories include those products our customers have expressed interest in. Some bids are annual with renewals, some bids are only annual.
The bid process is as follows which complies with Washington State Bid Laws:
- Advertise in one paper of general circulation (we use DJC-Seattle and DJC-Oregon) for two consecutive weeks.
- Bids are posted on our website under Pending Bids.
- The bid advertisement is posted when it is received from the paper(s) which is approximately 3 weeks after the bid advertisement request is sent to the papers. The reason why the delay is because the paper releases the advertisement twice (2 weeks) and then sends the advertisement which takes approximately 3-4 days to receive. We then post the advertisement & affidavit on the website.
- Depending on the complexity of the project or the # of items bid, we allow vendors approximately 1 month to respond to a bid.
- Most of our bids are electronically posted on eschoolmall and we require vendors to respond electronically. Some of our bids are circulated locally and we do not post on eschoolmall. When this option happens, we open the bids at the KCDA office location in Kent.
- After bids are electronically opened or manually opened, the bid is closed. The evaluation process begins. Approximately 2 months is allowed for this process generally because we have 200-600 items on a bid and need the time to receive samples, ask questions, receive responses, etc.
- Bids are recommended for award by the individual Purchasing Agents responsible for the category with the approval of the Purchasing Manager.
- Bid award recommendations are submitted to the KCDA Board of Directors for final approval.
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Firm Pricing
Orders placed on KCDA Supply Link offer fixed pricing. The price that displays on your KCDA Supply Link Confirmation is firm for orders.
Free Delivery/Inclusive Pricing
Delivery is included in KCDA catalog pricing for all Washington State members. Supply Link pricing includes delivery for Washington, Oregon and Idaho customers. Shipping charges for members outside Washington, Idaho and Oregon, is prepaid and added to the invoice.
Same Day Shipping
Orders received by 2PM for in-stock items will be shipped the same day for delivery on the next day to most Washington State members. Summer start up orders are scheduled according to date received and the needs of members.
Minimum Orders
KCDA accepts orders of any size, a $2.50 minimum order fee is added to orders under $50 to help defray the cost to ship an order.
Product Substitutions
Brand Name – many items in the catalog are listed as brand name only with no substitutions accepted.
Generic – others are low bid and must meet KCDA’s "Qualifying Standard." Pictures of items listed as "Qualifying Standard" are representative only and may not be the exact item selected at the time of bid award.
KCDA's "Never Out" Policy
The top 2,000 items used by members will always be in stock.
No Fault Return
Within 30 days of purchase, you may return items shipped from the KCDA warehouse for any reason, full credit will be given with no restocking fee. KCDA vendors may assess a restocking fee on furniture and special order items that have shipped directly.
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KCDA Service Fee
KCDA’s operating budget is solely generated by service fees. Service fees are determined by KCDA’s cost to bid, order, and warehouse, fulfill, and invoice members. These service fees are included in KCDA's pricing.
Procurement Card Orders
KCDA accepts Procurement Cards, MasterCard and Visa as payment for orders.
KCDA On-Line Ordering
KCDA "Supply Link" is available 24/7 via the internet at www.kcda.org.
Special Orders
KCDA’s purchasing agents are happy to source and get pricing on non-cataloged items. Chances are if one district needs the item, others will also. Additionally, KCDA is adding new products throughout the year, these items can be viewed on KCDA's Supply Link under the "New Products" tab.
Catalogs
KCDA offers "Supply Link" our on-line catalog and a printed catalog. Additionally, order forms will be available on www.kcda.org in January.
Click Here to go directly to KCDA's Supply Link On-Line Catalog
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Ordering From KCDA
Regular Orders
Orders placed by 2:00pm are shipped same day for delivery to Washington State members the next day.
School Start Up Orders
School Start up orders are placed in the spring and summer for supplies that will be needed the following school year. Orders can be placed on "KCDA Supply Link", on Order forms that can be printed from our website, or your districts hard copy Purchase Order. Please indicate your requested delivery date for summer delivery. Our warehouse will make every attempt to meet your requested date.
Scheduled Delivery Orders
To help schools with limited storage facilities, members can order products and store them in the KCDA
warehouse for delivery at scheduled times throughout the year. This is particularly helpful with high usage
items such as copier and printer paper, facial tissues, paper towels etc.
- Items may be ordered for delivery throughout the school year.
- Items are shipped and invoiced as requested.
- Invoicing is based on pricing at the time of order placement.
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Capital Projects
KCDA offers a Capital Projects Program for new construction, new program installations, new labs and
furniture replacement. These orders can be for items from different vendors on multiple purchase order
numbers for all sites within your district. This program has a minimum order amount of $500 and covers
purchases for your entire district for a 12-month period.
| 12 Month Volume |
Service Fee |
| $50,000-$99,999 |
7% |
| $100,000-$249,999 |
5% |
| $250,000-$499,999 |
4% |
| $500,000- $749,999 |
3% |
| $750,000+ |
2% |
Capital Projects Qualifying Products
With signed agreement: Appliances, AV Equipment, Bleachers, Lockers and Auditorium Seating, Floor Coverings, Fax Machines, Custodial Machines, Furniture, Interactive Classrooms, Maintenance and
Bus Routing Software, Musical Instruments and Equipment, Playground Equipment and Matting, Portable Sitework,
Roofing, Science Equipment and Weight Training Equipment qualify for this program.
Direct Ship Orders
KCDA offers a reduced service fee for items shipped directly from KCDA vendors.
Reduced service fees are available for orders issued on one purchase order and shipped to one delivery destination.
Service fees listed below are subject to change.
Direct Shipments
Standard KCDA items that ship directly from vendor or manufacturer.
| Order Amount |
Service Fee |
| $0-$9,999 |
9% |
| $10,000-$49,999 |
7% |
| $50,000-$499,999 |
4% |
| $500,000+ |
2% |
Portable/Modular Buildings and Vehicles, shipped directly from KCDA supplier or manufacturer.
| Order Amount |
Service Fee |
| 1 Unit |
4% |
| 2 Units |
3% |
| 4+ Units |
2% |
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Vendor Direct Billing
Some KCDA vendors will bill the schools at the bid price inclusive of all KCDA service fees for the following Product Categories:
- Copiers and Duplicators
- Facilities and Maintenance Management Software
- Ground Traffic Control
- Technology – Computers, Printers, Equipment
For more detailed information regarding KCDA products and service contracts click on Awarded Contracts.
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Receiving Your Order
Receiving and Checking in Your KCDA Order
While your order is being delivered
Accepting Delivery
KCDA requires that members verify shipments as they are received. One or more persons should be assigned and trained to receive the merchandise.
Check for Shortages and Damaged Cartons
To verify delivery of all pieces, use the KCDA packing slip provided with the shipment. The responsible individual should verify the total number of cartons received against the number of cartons KCDA listed on the packing slip. Additionally you must check for visible box damage.
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If you Find Missing or Damaged Cartons - If cartons are missing or damaged, you must note the problem on the delivery receipt at the time of delivery. The carrier will not pay freight claims and therefore you may not receive credit unless this information is noted on the Bill of Lading. Please retain a copy for your records and contact KCDA Customer to report the claim.
The driver is required to wait until you verify receipt of all boxes in good condition.
How to Check Your Order In
Delayed Check-in
If there will be a delay checking in the merchandise, please secure the shipment so unauthorized personnel, who may be anxious for their merchandise, cannot remove items.
Packing Slip
KCDA provides a packing slip for each shipment; this packing slip may contain multiple orders. Each Order/PO/Mark-For has its own page(s) and lists products and quantities shipped. Each "Mark For" is packaged separately with the box number for each item printed on the corresponding packing slip.
Box Labels
Boxes have a label on the outside which references your purchase order number, the mark for and all items packed inside that box.
Missing or Damaged Items in Carton
If items are missing or damaged in a carton please notify KCDA. Click here for RMA link. This notification must be within 30 days of receipt of an order or by September 30th for merchandise delivered during the summer. Claims received after the deadline may not be considered unless they are clearly supported by KCDA records and paperwork.
Items Ordered Incorrectly or Miss-Shipped
This notification must be within 30 days of receipt of an order or by September 30th for merchandise delivered during the summer. Click here for RMA link. Claims received after the deadline may be charged return freight and a restocking fee or may not be considered due to product expiration dates. In order to receive credit returned merchandise must be in new condition, original packaging and a complete unit. Approval for returns of non-standard or vendor direct shipments will be at the discretion of the KCDA vendor.
Sorting Orders
Individual orders can easily be sorted using the "Mark For" on each carton. Once sorted, the orders will be ready for delivery to the appropriate classroom.
Verifying Items in Each Box
Check the contents of each carton against the packing slip or box label to verify all merchandise has been received.
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Understanding Your Invoice
Invoicing
An invoice is created at the time of shipment. At your request, invoices can be faxed, e-mailed or mailed to a designated District person. Many districts are setting up a general accounts payable mailbox allowing access to all those reviewing invoices.
Back Orders
Each invoice indicates any items remaining to be shipped.
Member Price
Each item shipped will list the member pricing. This pricing will include all KCDA Service fees including shipping for items to Washington, Oregon and Idaho members from the KCDA warehouse. Shipping is prepaid and added to invoices for member in other states. The KCDA catalog and order forms reflect delivery pricing for Washington Members.
Extended Amount
The extended amount will include all charges except tax.
Tax
Tax is charged only on the KCDA cost of each item. KCDA Service Fee is not taxed.
Payments
Payments should include the invoice numbers and the amount being paid against each invoice. Invoices will indicate due date.
Procurement Cards
Orders may be charged to district procurement cards, MasterCard or Visa.
Past Due Accounts
KCDA will assess an additional service fee of 1% on all balances more than 30 days past due. The accounts payable department of the district will be notified if an account is one to 30 days past due. Both the accounts payable department and the business manager or assistant superintendent will be notified of accounts that are more than 60 days past due. KCDA’s Executive Director will contact the district superintendent if bills are more than 90 days past due.
Scheduled Orders
KCDA sends an invoice when the merchandise is shipped.
Direct Shipment
KCDA invoices for orders shipped directly from a vendor/manufacturer to a member when the supplier bills KCDA. Please notify KCDA if your district needs an invoice earlier.
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Returns and Discrepancies
Shortages/Damages
All shortages, damages or a request for return must be reported to KCDA customer service department within 30 days of receipt or by September 30th for orders delivered during the summer months.
Missing or Damaged Cartons
If cartons are missing or damaged, you must note the problem on the delivery receipt at the time of delivery. The carrier will not pay freight claims unless this information is noted on the Bill of Lading.
Missing/Damaged Product in Cartons
If items are missing or damaged in a carton or items please notify KCDA. This notification must be within 30 days of receipt of an order or by September 30 for merchandise delivered during the summer. Claims received after the deadline may not be considered unless they are clearly supported by KCDA records and paperwork.
Return Authorization
When requesting return authorization or reporting any discrepancies, include the following information:
- The school purchase order number.
- The school code of the original shipment or the name of the district and the location of the ordering site.
- The KCDA invoice number/order number/cart number.
A description of the problem, including:
- The KCDA item number.
- The quantity (units).
- A description of the item.
- The reason for the return or details of the discrepancy.
- The name and phone number of the person requesting return authorization.
- Click here to link to our RMA forms.
All returns must have a KCDA Return Memo Authorization Number (RMA number) on the outside of each carton. Once issued, Return Memo Authorization Numbers are valid for 30 days.
KCDA will e-mail call tags. This enables speedy return and credit for returned products. All you need to do is print out the e-mailed return label, attach it to the box and hand it to the driver during the next delivery for return to KCDA.
In order to receive credit returned merchandise must be in new condition, original packaging and a complete unit. If the return or exchange meets these criteria and is received by KCDA within 30 days of invoicing, full credit will be issued. Items returned after the 30 day period may be assessed a restock fee.
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Frequently Asked Questions
What is KCDA?
KCDA is the purchasing cooperative owned by Washington State Public School Districts. KCDA bids and awards supply and service contracts through open competition as prescribed by the laws of the State of Washington.
Why should I join and use KCDA?
The law encourages participation in cooperatives to eliminate duplication of efforts, thereby saving taxpayers' dollars.
Statutory Authorizations of KCDA:
Washington:
- Revised Code of Washington 28A.320.080, Cooperative Purchasing
- Revised Code of Washington 39.34, Interlocal Government Agreements
Alaska:
- Title 36 Public Contracts Chapter 36.30 State Procurement Code - Article 9 Intergovernmental Relations.
- 36.30.700 Cooperative Purchasing Authorized.
Idaho:
- Title 67 State government and State Affairs Chapter 23 Miscellaneous provisions.
- 67-2326. Joint Action by Public Agencies.
- 67-2328. Joint Exercise of Powers.
Oregon:
- ORS 279A.220 - Cooperative Procurement Authorized.
- ORS 279A.220 - Interstate Cooperative Purchasing.
- Participants Must be Listed in Bid Advertising.
- Or, Participants Must File a Notice of Intent to Use Contracts.
Montana
- Title 18 - Public Contracts
- MT 18-4-401 Cooperative Purchasing Definitions.
- MT 18-4-402 Cooperative Purchasing Authorize.
KCDA’s contracts are in compliance with all State of Washington statutes, thereby eliminating the need for participating entities to do formal bidding or quoting. These contracts save taxpayers' dollars as well as time and energy. KCDA annually is audited by the State of Washington ensuring compliance for all members.
What are some other advantages?
- All contracts are awarded on an annual basis. For the term of each contract, entities may purchase goods and services from KCDA awarded vendors without the need to prepare and evaluate bids on their own.
- Any disputes between a vendor and an entity are resolved by KCDA. KCDA is always an advocate for their members.
Do all products and services available through these contracts include freight charges?
- Freight is included on KCDA Supply Link for Washington, Oregon and Idaho members.
- Freight for members outside that area is prepaid and added to invoices.
Who is eligible to join KCDA?
- Public School Districts
- Counties
- Municipalities
- Colleges, Universities
- Political subdivisions within the state or in other states
- State accredited private schools and colleges
What do I have to do to become a member?
The governing body of the agency, subdivision, or taxing entity signs an Interlocal Agreement with KCDA. The Interlocal Agreement is then forwarded to KCDA for Approval by the Board of Directors and the signature of the Executive Director. A copy will be returned to you for your records. KCDA Interlocal Agreement document is available for downloading below:
Washington State Public Entities (PDF Format)
Interstate membership Agreement (PDF Format)
Is there any cost involved in becoming a member?
There is no cost to join the cooperative.
Are any tax dollars involved in funding this program?
The cooperative is completely self funded. KCDA bids on products used by its members. This price is passed directly on to the customers. KCDA covers its operating expenses solely on the service fee for each item. This service fee is calculated on the cost of bidding, ordering, receiving, warehousing, and preparing the product for shipment and freight. KCDA pricing includes this fee.
How do I get pricing?
- Visit KCDA’s website at www.kcda.org, under the Products/Service Contracts tab you will see price lists and links to many vendors who hold KCDA contracts.
- Register as a user on KCDA Supply Link, our e-commerce site where products can be researched, orders can be created and checked out for immediate delivery.
- Call, fax or e-mail inquires to KCDA at 800-422-5019 fax to 253-395-5402 or e-mail customerservice@kcda.org.
Does KCDA offer e-commerce?
Yes, KCDA Supply Link is a user friendly site allowing users to create and check out orders, verify availability of inventory and print invoices. Additionally it allows for up to three levels of approvals prior to reaching KCDA. Supply Link is also fully integrated with WESPaC Financial.
I'm interested in purchasing a product through KCDA but can't find it in the catalog or on our website. What should I do?
KCDA's purchasing agents are happy to source and get pricing on non-cataloged items. Chances are if one customer needs them, others will also. Additionally, KCDA is adding new products throughout the year. Contact our customer service department for new products.
How long does it take for KCDA to ship a product?
Orders received by 2pm for products in the KCDA warehouse are shipped the same day for delivery to most locations the next day.
What do I do if a product does not meet my expectations?
Let KCDA know, this information will help us improve the bidding process to obtain only the best quality merchandise. Click here to fill out a feedback form. Also, products shipped from the KCDA warehouse may be returned to KCDA within 30 days for full credit.
Does KCDA have personnel available to visit our sites?
KCDA has five field representatives available to meet with individuals or groups who have questions regarding any of KCDA's products or services.
What new products are available through KCDA?
On KCDA Supply Link check the "New Products" section.
How do vendors find out about KCDA Bids?
- Vendors may sign up for the KCDA bidders listing. When a bid is available that matches the vendors commodity an e-mail is sent and the bid may be responded to on E-School Mall’s website.
- KCDA advertises all bid openings in accordance with the State of Washington and Oregon’s bid laws. Bids are advertised in the Daily Journal of Commerce in Washington and Oregon. In addition, all bids are posted on the KCDA website.
What process does KCDA use to establish contracts?
All contracts are awarded based on the competitive, sealed bid process. Responses are opened publicly and evaluated by KCDA’s Purchasing Department. Proposals are evaluated by the following criteria:
- Lowest responsible bidder meeting specifications.
- Quality of product line.
- Quantity of line items available that are used by participating entities.
- Customer support.
- Suppliers demonstrated ability to perform under a cooperative purchasing contract.
Where do I send PO's?
PO’s should be made out to KCDA. For non-inventories items, KCDA will issue a PO to the vendor and invoice our member when supplies and services have been delivered.
Will KCDA eliminate purchasing departments or purchasing personnel?
KCDA is an extension of our members purchasing departments. KCDA supports the fact that there will always be a need for a strong local purchasing effort and feels the cooperative should be used as a resource to avoid the costs associated with bidding and awarding service and product contracts. Use of KCDA contracts is voluntary with members utilizing contracts that best suit their needs.
How can I reach KCDA?
KCDA can be contacted by telephone, fax, mail, or e-mail.
You can send e-mail to anyone at KCDA by clicking here to connect to our Company Directory.
To reach KCDA by phone 425-251-8115, toll free 800-422-5019 or Fax 253-395-5402.
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