Purchasing & Bidding

Purchasing Process
The Shawnee Mission School District has a centralized purchasing process. The Purchasing Department is responsible for the purchase or lease of all goods and services except for land, buildings, new construction, and fundraising. Vendors may not sell directly to schools except for fundraising purposes. Vendors interested in conducting fundraising activities should contact the individual schools. Otherwise, all contacts for selling to the district should begin with the purchasing department.

Purchase orders are required for all procurement transactions. Purchases in excess of $20,000 shall be solicited for formal sealed bids or proposals and shall be awarded to the lowest responsible bidder/offerer. Additionally, bids and proposals in excess of $20,000 require board of education approval prior to processing the purchase order(s). Purchases in excess of $7,500 require written proposals or quotes from a minimum of three suppliers whenever possible. Purchases less than $7,500 shall be left to the discretion of the buyer as to whether or not competitive solicitations would be in the best interest of the school district. Purchases may not be split in order to circumvent the bidding statute or board policies.

All formal bids are opened and read publicly at the designated location, day, and time indicated on the bid document, which should be carefully read and completed by participating vendors. Late or faxed bids will not be accepted. The school district reserves the right to reject any or all bids, in whole or in part.

Payment for completed purchases are made within 30 days after receipt of goods or services, or receipt of invoice reflecting the correct amount owed by the district, whichever is latter. SMSD, in almost all cases, is exempt from federal, state, and local taxes.

Gratuities: Purchasing department personnel are prohibited from accepting items, gratuities, or favors from companies or organizations doing business with or wishing to do business with the school district. Exceptions are the acceptance of minor items that are generally distributed by the company or organization through their advertising or public relations department.

Department Objective
The goal of the Shawnee Mission School District purchasing department is to respond to district needs through the timely procurement of the highest quality goods and services, in the required quantity, at the best prices, and from the most reliable sources.

Vendor Information 
A vendor list is maintained in the purchasing department for each class of commodity and service, which is regularly purchased by the district. Formal sealed bids and proposals will automatically be sent to those vendors on that list. Vendors should always respond in some manner to a bid they receive or risk being removed from the vendor list.

Additionally, vendors should contact the purchasing department should they have specific questions about a particular commodity or purchasing procedure.

The Shawnee Mission School District is an equal opportunity employer. It is important to us that vendors providing goods and services to the district are also equal opportunity employers, that they do not discriminate against any employee, applicant for employment, or in awarding contracts or subcontracts because of race, ethnicity, national origin, gender, sexual orientation, age, religion, or disability.

Suppliers may visit the purchasing department at the above address between the hours of 8 a.m. and 4 p.m.   Appointments are recommended.