HOW TO ORDER
Vendor Quote / KCDA Purchase Order
1. Confirm Your KCDA Membership
- Members: Please confirm your organization's membership with KCDA on our members page.
- Non-members: If you are not a current KCDA member, please contact KCDA Customer Service at 800-422-5019 or by email customerservice@kcda.org.
If you are unsure of your membership status with KCDA, please contact KCDA Customer Service at 800-422-5019 or by email customerservice@kcda.org.
2. Contact Vendor for Quote/Proposal
Members interested in receiving a quote for services should contact the vendor representative listed above. They will work to provide a quote or proposal to you. A valid quote or proposal provided to you must:
- Be signed and dated.
- State the KCDA contract number.
- Identify the approving member’s contact name, e-mail address and phone number.
The quote/proposal from the vendor must include the information listed above to avoid delay of the order process. If necessary, please work with the vendor to ensure this information is included in the proposal/quote provided to you.
3. Draft a Purchase Order (PO) and Submit to KCDA
Upon review of the vendor quote or proposal, please draft a purchase order made out to KCDA (not the vendor) and submit to the KCDA contract specialist on behalf of your school district or public agency. Once submitted, KCDA will verify your membership and will confirm pricing approved under this contract. Your purchase must include or attach the quote/proposal that was provided to you.
4. KCDA Submits Purchase Order to Vendor
Once approved, KCDA will create and send a KCDA Purchase Order on your behalf to the vendor representative. A copy of the order will be kept on file at KCDA.
IMPORTANT DETAILS
- The vendor will not commence delivery, services, or installation from the KCDA contract without receiving a Purchase Order from KCDA. Please do not send a PO or request an order directly to the vendor.
- During the member PO review process, the KCDA Contract Specialist may request additional information from the vendor such as scope of work or item/part number along with pricing for each line item as needed. This may cause a delay in the order process if this information is not included in the quote or proposal.
- If pricing has been negotiated due to volume purchasing, the price must be noted as negotiated and the negotiated price must be less than the firm price quoted. KCDA contract specialists will validate pricing during the review process.
- For warranty or service, please contact the vendor representative listed above.
- KCDA reserves the right to revise this ordering process above at its discretion, if deemed necessary for contract management or audit purposes. An implementation for change will be coordinated with the vendor.
- Orders processed against this contract by customers who are not KCDA members or without e-mailed approval from KCDA are in violation of the contract specifications. Vendors not following proper procedures may be removed from consideration for future awards.
- Pricing available upon request.
- See Customer and KCDA Responsibilities for more details on Public Work Procedures.