Doing Business with City Schools

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.

• Session #1: How to do Business with City Schools
• Session #2: WMBE Program Components - Women-Owned or Minority-Owned Business Enterprise
• Session #3:  I have a contract,  now what? Quote, invoice guidance, do’s and don’ts of submissions
• Session #4: ESSA - An overview of the ESSA (Every Student Succeeds Act)
  •  City Schools ESSA Evidence Catalog
• Session #5: MOUs and You: Who needs an MOU and who does not? Who is your contact when you have one?

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.

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.

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.