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Doing Business with City Schools

Welcome to the Procurement department for City Schools. We are looking for entities that provide quality goods and services at a competitive price and in a timely manner. If your entity is interested in bidding on our projects, use the below information to learn how City Schools procures goods and services. We look forward to doing business with you!

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Current Solicitations and Results

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Board Approved Contracts

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Minority and Woman-Owned Businesses

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Grant Eligible Purchases

Mission

The mission of the City Schools Procurement department is to provide the timely delivery of high-quality goods and services in accordance with fiscally responsible procurement practices and policy.

How Do I Become a Vendor with City Schools?

City Schools Procurement department operates a decentralized purchasing system. Each School and Office initiates their own purchase requests which is then reviewed by the City Schools Procurement team. Schools and Offices determine their own needs, what to purchase, and from whom within approved spending guidance. Although each School and Office makes its own purchasing decisions, all purchases are required to conform to state laws, City Schools administrative regulations,  policies and procedures.

Procurement believes in the principle that purchases should be made on the basis of maximum value for dollars spent commensurate with the needs of the School or Office. Best value means reviewing not just the price, but the quality, timeliness, and appropriateness of products and services.  

City Schools Procurement department encourages Vendors to contact the various Schools or Offices that may have a need for their goods or services. From the perspective of time and protocol, it is strongly recommended that an appointment be made for such visits.  It is the responsibility of the entity to promote their business to our Schools and Offices.

Supporting entities in navigating the process at City Schools is an important part of the Procurement team’s work.  Please take the time to review the materials and videos from our “Doing Business with City Schools” series.  This Webinar series covers critical topics for entities and is a great first step in learning how best to navigate our policies, regulations, and procedures.


Webinar Series

Supporting entities in navigating the process at City Schools is an important part of the Procurement team’s work. Please take the time to review the materials and videos from our “Doing Business with City Schools” series below. This Webinar series covers critical topics for entities and is a great first step in learning how best to navigate our policies, regulations, and procedures.

EMARYLAND MARKETPLACE ADVANTAGE (eMMA)

Entities interested in bidding on opportunity with City Schools should register with eMaryland Marketplace Advantage (procurement.maryland.gov) to receive notifications for open solicitations. eMMA provides information on open solicitations for all local and state agencies and allows each account to set up the types of notifications that are of interest. 

Be sure your business is registered AND that you have made your bid notification selections! If you do not select your bid notifications, even if your business is registered, you will not receive notifications about new bids from City Schools!

Competitive Bidding

Categories

Category I - Small purchases (less than $10,000)
Schools and offices are authorized to make small purchases of goods and services. Schools and Offices work with the vendor to obtain information such as price, delivery and other terms of the sale. The order will be finalized with the issuance of a Purchase Order from K12Buy.com.  The monetary limit for a small purchase is less than $10,000 per purchase of same, similar, or like goods and services. The total amount is inclusive of tax, trade-in, installation, transportation, etc.

Category II – Informal bids (more than $10,000 and less than $50,000)
For the purchase of goods and services costing between $10,000 and $50,000, Schools/Offices are required to get at least two (2) written quotes before purchasing. Schools and Offices work directly with vendors to obtain quotes.

Category III - Formal purchases ($50,000 or more)
Expenditures of $50,000 or more normally require formal competition, public advertisement of the purchase, and approval by the Board of School Commissioners.

categories

Purchase Orders - Unauthorized Purchases Prohibited

Purchase orders are required prior to the commencement of work or the issuance of products. 

Services or products cannot be issued until a Purchase Order is received and Vendors are not allowed to commence work without first obtaining a Purchase Order. City Schools Principals or Staff do not have the authority to authorize a vendor to work without a Purchase Order. Vendors who commence work without a Purchase Order are doing so at their own risk and may have their agreement and/or contract terminated if a pattern of non-compliance is observed.
 

Signing Authority

The Chief Executive Officer and the Director of Procurement are the only officials authorized to sign contracts on behalf of City Schools. Principals and other staff do not have contract signature authority and are not authorized to sign agreements on behalf of City Schools.

Criminal Background Checks

Fingerprinting for the criminal background check shall be performed by City Schools Office of Human Capital:

200 E. North Ave, Room 110, 
Baltimore, MD 21202 
Telephone Number: 410-396-8885

Conflict of Interest

City Schools does not award contracts or provide Purchase Orders to employees of the district.

Except as authorized under Baltimore City Board of School Commissioners Policy BCA, Code of Ethics (“Board Policy BCA”), Vendors are prohibited from using the services of City Schools employees or officials (including members of the Baltimore City Board of School Commissioners) in performing or providing services. Former employees or officials may be used, provided that a 12 month period has elapsed since their last employment at City Schools. All solicitation respondents are required to sign and notarize Appendix G - Ethics Certification. 

Quotes/Proposals and Invoices

A quote or proposal is defined as a document provided to City Schools that 1) details the description of services to be provided, 2) the associated cost for each of those services, and 3) when the services are to be provided. The quote or proposal is prepared and provided prior to the commencement of work and is a part of documentation used when a purchase order is prepared. 

An invoice is defined as the document provided to City Schools following the completion of services. The invoice details 1) the services that were provided, 2) when the services were provided and 3) the cost for those services. The invoice needs to correspond to the information provided in the quote or proposal submitted by the vendor earlier. Specific requirements for quotes, proposals, and invoices are outlined below.

More information regarding quote and invoicing guidance
 

Forms

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Contract General Terms and Conditions

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Electronic Payment - ACH fillable Form

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Quote and Invoice Guidance

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Digital Security Guidelines

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Vendor Security Guidelines

Procurement Contacts

Telephone: (410) 396-8757
Fax: (410) 545.6977
E-mail: purchasing@bcps.k12.md.us

Jessica Wilson, Acting Director of Procurement
443-462-4232
JMClark@bcps.k12.md.us

Pamela Fortson, Executive Administrative Assistant
410-396-8201
PAFortson@bcps.k12.md.us

Peter Ruchkin, E-Commerce Manager
410-396-8201 
pruchkin@bcps.k12.md.us 

Shabray Matthews, Contract Administrator
410-396-8831
ssmatthews@bcps.k12.md.us

Patricia Graff, Purchasing Assistant
410-396-8846
PJGraff@bcps.k12.md.us

Suzanne Addington, Buyer
410-396-8842
SAddington@bcps.k12.md.us

Patricia Pickett, Senior Buyer
443-984-3390 
PGPickett@bcps.k12.md.us

Katharine Kamieniecki, Buyer
410-396-1799
KMKamieniecki@bcps.k12.md.us 

Ted King, Senior Buyer 
443-691-8677
trking@bcps.k12.md.us

Stuart Feldman, Senior Buyer
443-984-3389
safeldman@bcps.k12.md.us

Deborah (Debi) Gray, Procurement/K12 Buy Admin
443-984-3545
DGray@bcps.k12.md.us

Buyer Category Assignments

Academic, Medical, Student Supplies & Equipment

Suzanne Addington

Achievement & Accountability

Suzanne Addington

Advanced Learner Programs

Katharine Kamieniecki

Air conditioning

Stuart Feldman

Armored Car Service        

Patricia Graff

Athletics and physical education

Suzanne Addington

Audiovisual Equipment and Services

Ted King

Bottled Water

Suzanne Addington

Business Management Services

Patricia Pickett

CAO Office Consultants

Katharine Kamieniecki

Carpet and Painting supplies

Stuart Feldman

Catering

Patricia Graff

Cellphones

Ted King

Charter Schools

Patricia Pickett

Commercial, Industrial Supplies, Tools & Shop Equipment

Stuart Feldman

Computers

Ted King

Construction agreements

Stuart Feldman

Contractual Cleaning Services

Stuart Feldman

Control systems

Stuart Feldman

Duplicators, Laminators & Fax Machines  

Patricia Graff

Early Learning Services

Katharine Kamieniecki

Electricity and fuel oil

Stuart Feldman

Elevator maintenance

Stuart Feldman

Engagement

Katharine Kamieniecki

E-rate services

Ted King

Extended Learning Services

Katharine Kamieniecki

Financial Services, Banks, Auditors & Audit Services

Patricia Pickett

Flooring

Stuart Feldman

Food Service Equipment

Stuart Feldman

Food, Juice Products & Services

Patricia Graff

Food Paper Products

Patricia Graff

Furniture & Lockers

Suzanne Addington

Graduation Services

Patricia Graff

Grounds & Swimming Pool Maintenance

Stuart Feldman

Hazardous Waste Services

Stuart Feldman

Human Capital & Benefits

Patricia Pickett

HVAC

Stuart Feldman

Information technology

Ted King

Interpreters

Patricia Pickett

Janitorial Supplies

Stuart Feldman

Legal Services

Patricia Pickett

Lighting

Stuart Feldman

Maintenance contracts

Stuart Feldman

Non-Public

Katharine Kamieniecki

Office Supplies & Paper

Patricia Graff

Painting

Stuart Feldman

Paving

Stuart Feldman

P-Card

Suzanne Addington

Pest Control services

Stuart Feldman

Playground & Rental Equipment

Stuart Feldman

Plumbing

Stuart Feldman

Police Equipment

Patricia Graff

Postage

Suzanne Addington

Printing Services, Printed Forms & Business Cards

Patricia Graff

Professional Development

Patricia Pickett

Promotional Products          

Suzanne Addington

Property leases

Patricia Pickett

Public Relations and Communications 

Patricia Graff

Satellite Systems

Ted King

Secondary Education

Suzanne Addington

Soft Drink Vending

Suzanne Addington

Sound & CCTV - Security

Ted King

Special Education Contracts

Suzanne Addington

Stage Curtains, Drapes, Signage, and Scoreboards

Patricia Graff

Student Support & Safety

Katharine Kamieniecki

T&L - Humanities, Special Ed, Literacy, Math & Science

Suzanne Addington

Telecommunications

Ted King

Temporary Help

Ted King

Textbooks, Library Books, Supplemental Materials & Instructional Materials

Suzanne Addington

Title I

Patricia Pickett

Towing

Stuart Feldman

Transcription services

Patricia Pickett

Transportation Services, Buses & Taxicabs

Ted King

Trash removal

Suzanne Addington

Travel, Hotel, Conference Registration, and Event Vendors

Suzanne Addington

Tuition Reimbursement

Patricia Pickett

Uniforms for Staff and Students

Suzanne Addington