HOW TO 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 KCDA for Quote/Proposal
Members interested in receiving a quote for services should contact the KCDA representative listed above. KCDA will work to provide a quote or proposal to you. A valid quote or proposal provided to you must:
- Be signed and dated by the KCDA contract specialist
- State the KCDA contract number AEPA 018-B
- Identify the approving member’s contact name, e-mail address and phone number
The quote/proposal from the vendor or KCDA must include the information listed above to avoid delay of the order process.
**See below details for ordering materials only and for orders involving public works**
3. Draft a Purchase Order (PO) and Submit to KCDA
Upon review of Facilities Solutions Group (FSGI) quote or proposal, please draft and submit a purchase order 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 from FSGI.
4. KCDA Submits Purchase Order to Vendor
Once approved, KCDA will create and send a KCDA Purchase Order on your behalf to the representative at FSGI. A copy of the order will be kept on file at KCDA.
IMPORTANT DETAILS
- FSGI 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 FSGI, 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 FSGI.
- Orders processed against this contract by customers who are not KCDA members or without e-mailed approval from KCDA are in violation of contract AEPA 018-B 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.
For Materials Only - Direct Ship/Direct Invoice:
1. KCDA Members, please call 855-642-1109 to request a quote. Facilities Solutions Group (FSGI) will submit a signed and dated proposal or quote, upon request, to a KCDA member in accordance with the pricing awarded under this contract. 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.
2. FSGI must specifically state contract # AEPA 018-B, LED Lighting on the proposal to the KCDA member. This proposal must identify the member’s contact name, e-mail address and phone # of the person responsible for approving this purchase. This member contact information is critical, and if not provided, may be grounds for delaying the processing of the order, and the eventual payment to AEPA 018-B, LED Lighting.
3. Members will make their PO out to Facilities Solutions Group. (Members can also use their credit card to order.)
For Public Works Involved Contracts (Labor Included):
1. FSGI will submit a signed and dated proposal or quote to each interested KCDA member in accordance with the pricing awarded under this contract. 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. FSGI must specifically state the KCDA contract #AEPA 018-B, LED Lighting on their proposal to each KCDA member. This proposal must identify the member’s contact name, e-mail address and phone # of the person responsible for approving this purchase. This member contact information is critical, and if not provided, may be grounds for delaying the processing of the order as well as eventual payment to FSGI.
2. Members should send a copy of their PO made out to KCDA and a copy of the FSGI quote to Jeanne Cassidy at KCDA jcassidy@kcda.org; 425-251-8115 X 131. Members shall identify if the aggregate dollar value of the project is over $150,000. If the total value is over $150,000, KCDA will provide a 3rd Party Agreement that both KCDA member, FSGI, and KCDA will sign.