Vendor Frequently Asked Questions
Vendor Frequently Asked Questions
Do you want to do business with Seattle Public Schools but aren’t sure how to go about it? Click through the FAQs below to get started.
I want to get on a vendor list for Seattle Public Schools. What do I need to do?
The Seattle School District does not maintain special lists of prospective vendors for regular competitive solicitations or procurement activities. It is the vendor’s responsibility to check the below websites and follow the instructions given for each bid, RFP, RFQ, etc.
- Current solicitations page on this website
- Daily Journal of Commerce – Advertisements for RFP’s (Requests for Proposals), RFQ’s (Requests for Qualifications), BIDS, etc.
- Builders Exchange – Competitive solicitations for construction and other goods and services are advertised.
What kinds of procurement does the District advertise?
The District does advertise for construction bids, some products including food, and some services, such as waste management. The District does not advertise for goods or services of low dollar values that fall below State of Washington or District thresholds for publicly advertised bids. The state law which governs District procurement is described in RCW 28A.335.190.
I want to contact potential school-based customers who may be interested in learning more about our company, products, and services. What do I need to do?
Vendors are asked to be mindful of the primary mission of schools, which is to educate students. All visitors to schools, programs, or classrooms must obtain prior permission from the principal, program manager, or supervisor in charge, and are required to sign in at the main office.
School Board policies which cover visits to schools are found at Superintendent Procedure 4200SP.A Visitors to Schools.
I want to talk to someone in Purchasing about my product. What do I need to do?
Vendor representatives are welcome to contact Purchasing staff to introduce themselves and share information about available products and services. The best method is by an email to the appropriate Procurement department: Procurement Contact Info
Within the requirements of state or other governing law and School Board policy, Procurement staff will select vendors who provide the best value to the District on a case-by-case basis.
Does the District leverage its buying power by selectively utilizing existing government contracts or other forms of Interlocal agreements (aka “piggybacking”) for some procurement needs?
Yes, the District has a variety of strategic partners. A list of partners can be found above in the Interlocal Agreements section.
I’m a vendor outside Washington State and have just received a Purchase Order for goods that also includes a fee for Washington State tax. My company does not charge or collect tax for out-of-state customers. Why is sales tax shown on your Purchase Order?
The Washington State Department of Revenue holds the District liable for “use tax” regardless of the origin of goods, whether or not the out-of-state vendor is required to collect the tax on behalf of Washington State.
Does the District use sole source vendors?
Yes, in rare cases. Sole source purchases must meet the requirements of RCW 39.04.280.
District staff who request sole source purchases must complete the Documentation of Competition or Sole Source Justification form (login required).
Who should I contact with payment/invoice inquiries?
Send questions about payment or invoice inquires to accountspayable@seattleschools.org and procurementservices@seattleschools.org. To aid in quick resolution please include the PO number and a copy of the invoice within the email.
Does the District require that every purchase of goods or services include an official purchase order (PO) and or formal contract?
Yes, the majority of our purchases require purchase orders or other forms of contract. If unsure, please contact Procurement Services at procurementservices@seattleschools.org.