Member Support and Services

Support

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 four field representatives available to meet with members who have questions regarding any products or services. Click here for Field Rep details.
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 15,000 items. Daily our staff pulls, packs and ships orders received. Prices on warehouse items include delivery for Washington, Oregon, and Idaho members.

 

Services

Bidding
KCDA advertises, analyzes and awards over 75 bids annually. 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, Bid Information, Bid Schedule. The bid schedule contains the bid name, 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.
Our bid process is audited by the State Auditor and complies with all legal procurement requirements as follows:
  • 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 Bid Information.
  • The bid advertisement is posted when it is received from the paper(s) which is approximately 3 weeks after the bid is published.
  • Depending on the complexity of the project or the number of items bid, we allow vendors approximately 1 month to respond to a bid.
  • Most of our bids are electronically posted including on the KCDA website and vendors are required to respond electronically. Some of our bids are circulated locally and we only post on the KCDA website. 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 1-2 months are allowed for this process to receive samples, ask questions, analyze 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, after which a contract can be executed.
Awarding 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 using 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.
Free Delivery/Inclusive Pricing
KCDA Supply Link pricing includes delivery for Washington, Oregon and Idaho customers. Shipping charges (for members outside Washington, Idaho, Oregon and Alaska), will be calculated and communicated to the member prior to being added to their invoice. All shipping charges for members in Alaska are freight collect.
 
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 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.
No Fault Return
Within 20 business days of receipt of an order, you may return items shipped from the KCDA warehouse (i.e. except vendor direct or special order items) for full credit and no restocking fee. KCDA vendors may assess a restocking fee and return freight charges on furniture and special order items that have shipped directly from the vendor.
 
Procurement Card Orders
KCDA accepts Procurement Cards, MasterCard and Visa as payment for orders, except for direct ship purchases including furniture.
 
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 on-line catalog and a printed catalog. Additionally, order forms will be available on www.kcda.org in January.