Reminder: Amazon Business Transitioning to Single Sign-On on Monday, February 24th
A quick reminder that starting Monday, February 24th, Amazon Business will require Single Sign-On (SSO) for all Douglas County School District users. This update will provide a more secure and efficient login experience.
To avoid any delays in placing Amazon orders, please ensure your account is set up with the correct email format before the transition.
If you are an admin for an Amazon account, please make sure all users in your group are informed about this change.
Click the link below for full details on this transition.
Amazon Business Account: Single Sign-On Transition
Amazon Business Account - Single Sign On
Strategic Sourcing and Contract Management is excited to announce a streamlined way for Douglas County School District staff to access our Amazon Business account.
Starting February 24th, the platform will transition to Single-Sign-On (SSO) authentication, offering a safer and more streamlined login experience. This will affect all users currently in our Amazon Business account.
Click the link below for full details on this transition.
Amazon Business Account: Single Sign-On Transition
Quick & Simple Work Order Requests – New Process Starts Feb 3!
We’re making it quick and simple for you to submit work order requests! Starting February 3rd, the Distribution Management team is streamlining requests through Asana Forms, ensuring faster response times, better tracking, and clearer communication.
Charter school deliveries
Discarding books
General deliveries/pickups
Textbooks & curriculum
Mail handling
Media requests
Tech repairs/recycling
Will Call (pickups at WSC)
Other similar needs
For general inquiries, you can still reach us via email, and we’ll get back to you as soon as possible.
We appreciate your support in making this transition and look forward to serving you more efficiently. Have questions or need help? Just let us know!
Best,
Distribution Management Team
Charter Bus Suppliers:
A Five Star Limo is no longer an approved supplier to be used within the district. Please refer to the SSCM Google Site for a list of suppliers that can be used.
Gifts and Incentives Reminder
We want to remind all DCSD staff and teachers about the importance of maintaining ethical practices in our interactions with external organizations.
Please remember that staff and teachers should not accept gifts, incentives, or benefits from travel agencies or other vendors. This helps us ensure fairness and transparency in all district-related activities.
Thank you for your understanding and for continuing to uphold the standards that make our district great!
Contract Templates
As part of our ongoing efforts to ensure compliance and efficiency in our contract management process, we would like to remind you of the importance of using the most current versions of all contract templates.
Action Required:
Download Current Contracts:
Please download the most up-to-date contract templates from the SSCM Google Site before submitting them for signature. This will help us maintain consistency and accuracy across all our agreements.
Effective Date:
Starting August 1st, any non-current versions of contract templates submitted for signature will be returned. Please ensure you are using the latest versions to avoid any unnecessary delays.
How to Access the SSCM Google Site:
Visit the SSCM Google Site at SSCM Google Site
Navigate to the "Forms and Contracts" section.
Download the necessary contract templates.
Why This Is Important:
Compliance:
Using the latest contract versions ensures all agreements comply with current policies and regulations.
Efficiency:
It prevents the need for revisions and resubmissions, saving time for all parties involved.
Accuracy:
Up-to-date contracts reflect the most recent terms, conditions, and clauses, providing clarity and protection for all stakeholders.
We appreciate your attention to this matter and your commitment to maintaining our high standards of operational excellence. If you have any questions or need assistance accessing the SSCM Google Site, please do not hesitate to contact the Strategic Sourcing Team.
Thank you for your cooperation.
Refreshed Strategic Sourcing Google Site
We’re excited to share some great news from the SSCM team – our refreshed Strategic Sourcing Google Site for Douglas County School District is now live!
This new site is designed with you in mind, making it easier and faster to find the tools and resources you need. Check out what’s new:
Cleaner, User-Friendly Interface: A fresh design that makes finding what you need a breeze.
Updated Resources: The latest templates, guides, and info to keep you on top of your game.
Improved Search: Quickly locate documents and tools with enhanced search features.
Resources at Every Turn: FAQs, guides, and templates are just a click away throughout the site.
Ready to explore? Just click SSCM Google Site or use your previous link (it’s been redirected to the new site). Feel free to take a look around and let us know what you think!
If you have any questions or need help, we’re here to assist. We’d love to hear your feedback and are excited for you to experience the updated site.
Thanks for all your hard work and support!
SSCM Food Truck Site
As we start the new school year, the SSCM team is excited to share our updated SSCM Food Truck Site, featuring a list of approved food truck suppliers and detailed information about our food truck process.
If the supplier you need is not listed, please contact us at strategicsourcing@dcsdk12.org. To onboard a supplier, we will need a copy of their Certificate of Insurance (COI) and their contact information (email and phone number). Please review our Food Truck Guidelines and Best Practices to ensure compliance.
Please note, as per federal policy, food trucks are not permitted to sell food to students during school hours. Thank you!
Importance of Using Most Current Versions of All Contract Templates
As part of our ongoing efforts to ensure compliance and efficiency in our contract management process, we would like to remind you of the importance of using the most current versions of all contract templates.
Action Required:
Download Current Contracts:
Please download the most up-to-date contract templates from the SSCM Google Site before submitting them for signature. This will help us maintain consistency and accuracy across all our agreements.
Effective Date:
Starting August 1st, any non-current versions of contract templates submitted for signature will be returned. We want to avoid any unnecessary delays, so please ensure you are using the latest versions.
How to Access the SSCM Google Site:
Visit the SSCM Google Site at SSCM Google Site
Navigate to the "Forms and Contracts" section.
Download the necessary contract templates.
Why This Is Important:
Compliance:
Using the latest contract versions ensures that all agreements comply with current policies and regulations.
Efficiency:
It prevents the need for revisions and resubmissions, saving time for all parties involved.
Accuracy:
Up-to-date contracts reflect the most recent terms, conditions, and clauses, providing clarity and protection for all stakeholders.
We appreciate your attention to this matter and your commitment to maintaining our high standards of operational excellence. If you have any questions or need assistance accessing the SSCM Google Site, please do not hesitate to contact the Strategic Sourcing Team.
Thank you for your cooperation.
Warehouse Delivery Schedule
We hope you had a restful summer break. We are pleased to inform you that the warehouse delivery schedule will resume on Tuesday, July 30th. Please take note of the following important information regarding deliveries:
Warehouse Delivery Schedule:
Starting Tuesday, July 30th, the warehouse will operate according to the regular delivery schedule found at this link.
Missing Packages:
If you are expecting any packages from parcel carriers (e.g., USPS, UPS, FedEx) that have not been delivered, please be aware that these may have been directed to the warehouse. We advise you to check with the Distribution Management team for any packages that may have been delivered there during the break.
New and Improved Strategic Sourcing Google Site
The SSCM team is excited to announce that our new and improved Strategic Sourcing Google site for Douglas County School District is now live!
This updated site has been designed with your needs in mind, offering enhanced functionality, easier navigation, and a host of new resources to support your work more effectively. Some of the key features include:
User-Friendly Interface: A cleaner, more intuitive design to help you find what you need quickly.
Updated Content: The latest information and resources to assist you with your strategic sourcing needs.
Enhanced Search Functionality: Improved search capabilities to make finding documents and tools easier than ever.
Resources Throughout the Site: A comprehensive collection of templates, guides, and FAQs available across the site.
To access the new site, simply click SSCM Google Site or visit our previous link, which has been redirected to the new site. We encourage you to explore the site and familiarize yourself with its features. As always, we appreciate your feedback.
If you have any questions or need assistance navigating the new site, please do not hesitate to reach out. Your feedback is important to us, and we look forward to hearing your thoughts on the new site.
Thank you for your continued dedication and support.
New Postage Process from the Distribution Management Team
We are excited to announce the implementation of a new outgoing mail process aimed at improving efficiency and accuracy in our mail distribution system across the district. This new process will be effective starting July 7th, 2024.
Process Overview:
Distribution of Pouches:
Each school and administrative building will receive a pouch designated for outgoing mail. These pouches will have an account code attached for easy tracking and billing.
Weekly Pickup Schedule:
The Distribution Management (DM) team will visit each location once a week at their normal scheduled time to collect the pouches. Please ensure that all outgoing mail is placed in the pouch before the scheduled pickup day.
Mail Service Provider:
After collection, the pouches will be picked up by our contracted mail service provider. They will handle metering and sorting of the mail at their facility.
Responsibilities of Bookkeepers and Administrative Assistants:
Pouch Management:
Bookkeepers and admin assistants are responsible for managing the outgoing mail pouch. This includes ensuring that all outgoing mail is placed in the pouch with the correct account code visible.
Timely Preparation:
Prepare and secure the pouch before the designated pickup day to ensure a smooth collection process.
We are confident that this new process will bring significant improvements to our mail distribution system. Should you have any questions or require further clarification, please do not hesitate to contact the Distribution Management team by emailing warehouse_questions@dcsdk12.org.
Thank you for your cooperation and support as we transition to this new system.
The Home Depot PunchOut system is now active and fully operational.
If you need to make a purchase through Home Depot, you can proceed to use the PunchOut system in Workday as usual.
If you need any assistance with ordering from Home Depot, please contact our Home Depot representatives:
Melissa Moore
Pro Account Expeditor (PAE)
Phone: (1) 888-809-8989 ext. 80138
Email: ProSupport_VIP@homedepot.com
Andy Ortega
Pro Account Manager
Phone: (719)-243-8229
Email: andres_m_ortega@homedepot.com
The Home Depot PunchOut system
The Home Depot PunchOut system is currently unavailable and will remain inactive until Home Depot is able to resolve the issue. Should you need to make a purchase from Home Depot, please contact our Home Depot representatives via phone or email to place your order.
Melissa Moore
Pro Account Expeditor (PAE)
(1) 888-809-8989 ext. 80138
ProSupport_VIP@homedepot.com
Andy Ortega
Pro Account Manager
(719)-243-8229)
andres_m_ortega@homedepot.com
We are now offering Kleenex Facial Tissue as a warehouse item that can be purchased by the schools through Workday. The item number is 8787 in the catalog.
SSCM- Gift Card Guidelines Update
Please visit the SSCM Google Site for the updated Gift Card Guidelines. If you have any questions, please feel free to reach out to sscm@dcsdk12.org.
School Specialty discounted pricing from 1/15-3/31
School Specialty is offering DCSD a 5% promotional discount on all online purchases from January 15th through March 31st. To use this discount, please enter "DOUGLAS5" during the checkout process. Here is the link to the Promotional Flyer
Should you require any further information, assistance, or quotes, Please contact Shanna Bricco, our school Specialty Account Representative. Phone: 920-243-5217
Email: shanna.bricco@schoolspecialty.com
BSN Order Guidelines
BSN orders should only be placed with either a prepayment via a P-card or with a PO submitted through Workday. Verbal orders are not allowed. Purchases made with Booster Club funds will not fall under the DCSD umbrella so please let your BSN associate know when submitting orders so they can adjust accordingly. Thank you!
MooreCo Boards:
SSCM has updated the process for ordering MooreCo boards to help have less damage in the shipping process. We will now stock this item in the warehouse. If you are in need of a MooreCo board please order through the warehouse catalog.
Travel Agencies:
As a reminder we currently have 12 approved travel agencies for use on our SSCM site (linked below). Travel agencies can take up to 4 months to get on board.
Purchasing Apple Products via the Workday Punchout System
Apple has changed its way of ordering to a punchout system, similar to ODP, Home Depot, and School Specialty. When creating the requisition please navigate to the Connect to Supplier Website. This will take you to the Apple Ecommerce website where you will be able to add the things you are looking for to your cart. There will be 5 preferred products on the landing page, these 5 items are preapproved by IT. Once you go to checkout you will be directed back to Workday to complete the requisition. If you have any questions about the new Apple ordering process please reach out to bglover@dcsdk12.org.
EON, a New Office Supplies Alternative
We're excited to introduce you to a new supplier called EON, which is an Amazon and ODP Business Solutions (Office Depot) alternative. They provide office supplies, promotional products, and more. EON is a local woman-owned business that offers free next-day shipping (if orders are placed by 5 pm. If you are interested in setting up an account for your school, please email our representative Pam Wagner. Here is a link to their website https://eonoffice.com/
Please keep in mind that Eon is currently not authorized to allow the purchase of IT items for DCSD. Any IT-related purchases must receive approval from STIP before proceeding. We'd like to ask you to continue to procure these items from your usual sources.
Please feel free to contact SSCM if you have any questions.
Eon Office
Pam Wagner - Sales Rep
720.570.5438
pwagner@eonoffice.com
Contracts from the SSCM Site
Please remember to download contracts from the SSCM Site as they are updated frequently.
BSN and Denver Athletic Orders
For all BSN and Denver Athletic orders, please make sure the items are paid for via Pcard or have a PO# linked to it for invoicing purposes. No items will be allowed to be issued or taken until then.
Hometown Ticketing
If in need of any online ticketing services, Hometown Ticketing provides a few different services. Please check this flyer and reach out to SSCM if you have any questions.
Updated Gift Card Purchase Policy
The gift card policy has been updated. (See the latest revisions here.) Specifically, gift cards cannot be purchased with P-cards and purchase orders must be submitted to obtain a check from the Accounts Payable team.
New Surplus Furniture Process
The SSCM team is happy to introduce a new surplus furniture process. If you have extra furniture or are in need of furniture, please refer to the SSCM site here to access the “DCSD available and needed furniture log”. There you will find instructions on how to use the log and the contact information to transfer and dispose of surplus furniture.
Please note that the Distribution Management Warehouse does not have space to store excess furniture at this time.
SSCM-
Amazon Purchases - Restrictions Lifted
The SSCM team is extremely happy to announce that starting Tuesday, June 20th restrictions for Amazon purchases will be lifted. Please keep in mind that our restricted items list is still in effect and P-card users are expected to stay in compliance with the P-card program policy found in the Procurement Card Program Manual. Violations will place P-card privileges in jeopardy of termination.
All IT and furniture items will now go through an approval process. Plan to check out as normal but be prepared for a short delay to accommodate this process. This will also go into effect on Tuesday, June 20. If an order is rejected a brief explanation will be provided.
These updates mean that Amazon helpdesk tickets are no longer necessary and will not be available following Tuesday.
If you have questions, please reach out to the SSCM team at sscm@dcsdk12.org.
MooreCo Boards
When ordering MooreCo boards please request a hold and notify in the external comments section. A hold and notify is when the shipper is ready to deliver the item, they will call to set an appointment time. Pick a time when you can have two people from maintenance or two people who can help guide the boards off of the truck at delivery.
Eon
We're excited to introduce you to a new supplier called EON, which is an Amazon and ODP Business Solutions (Office Depot) Alternative. They provide office supplies, promotional products, and more. EON is a local woman-owned business that offers free next-day shipping (if orders are placed by 5 pm. If you are interested in setting up an account for your school, please email our representative Pam Wagner starting Monday, 8/14.
Please keep in mind that Eon is currently not authorized to allow the purchase of IT items for DCSD. Any IT-related purchases must receive approval from STIP before proceeding. We'd like to ask you to continue to procure these items from your usual sources.
Please feel free to contact SSCM if you have any questions.
SSCM- Gift Card Guidelines Update
Please visit the SSCM Google Site for the updated Gift Card Guidelines. If you have any questions, please feel free to reach out to sscm@dcsdk12.org.
Updated Master Services Agreement (MSA)
SSCM has updated its Master Services Agreement (MSA) to be shorter and more comprehensive. Please visit the SSCM website to download the new MSA.
WSS Module through Workday
Hello DCSD! Many of you have signed up for the WSS module through Workday and the Strategic Sourcing & Contract Management (SSCM) team is ready to launch the next phase of this program to implement a better, more effective method of assisting our DCSD community.
The benefits of this system include:
Tracking types of requests
This will help us identify common requests providing insight to proactively find solutions to eliminate frictions before they occur.
Tracking response times of the SSCM team.
This will help us better streamline how we assist our stakeholders.
Tracking request urgencies
We’ll be able to view all requests simultaneously providing viable opportunities to prioritize by needs rather than on a first come first serve basis.
You can access the instructions for submitting “intake forms” at this link: WSS intake form instructions. (This link will also be posted on the SSCM website found at this link: SSCM Site.)
Intake forms should replace most requests made through to the sscm@dcsdk12.org email and likely some helpdesk tickets.
If you are unsure when to use an intake form and seek assistance don’t hesitate to call us at 720-433-0060 or email us at sscm@dcsdk12.org. The SSCM team is available to answer any questions you have regarding this new process.
Amazon Purchases - Restriction Lifted
The SSCM team is extremely happy to announce that starting Tuesday, June 20th restrictions for Amazon purchases will be lifted. Please keep in mind that our restricted items list is still in effect and P-card users are expected to stay in compliance with the P-card program policy found in the Procurement Card Program Manual. Violations will place P-card privileges in jeopardy of termination.
All IT and furniture items will now go through an approval process. Plan to check out as normal but be prepared for a short delay to accommodate this process. This will also go into effect on Tuesday, June 20. If an order is rejected a brief explanation will be provided.
These updates mean that Amazon helpdesk tickets are no longer necessary and will not be available following Tuesday.
If you have questions, please reach out to the SSCM team at sscm@dcsdk12.org.
MooreCo Boards
When ordering MooreCo boards please request a hold and notify in the external comments section. A hold and notify is when the shipper is ready to deliver the item, they will call to set an appointment time. Pick a time when you can have two people from maintenance or two people who can help guide the boards off of the truck at delivery.
Process to Review Open Purchase Orders Before End of Year
With the end of the school year quickly approaching now is the time to review your open Purchase Orders (POs). Please run the DCSD - SSCM - PO Lines Not Fully Received or Fully Invoiced report in Workday to review your open POs. If there are any POs that need to be closed please tag the PO Buyer on the PO to let them know to close it. As a reminder all open purchase orders will be rolled from the 2022-23 school year to 2023-24 school year on August 1, 2023. If you need any help or have any questions regarding closing a PO please contact strategicsourcing@dcsdk12.org or workday_help@dcsdk12.org.
SSCM - Supplier Reporting Form:
The Strategic Sourcing team has devised a method to report and capture significant interactions with our DCSD partners. If you have experienced an interaction with an existing or potential supplier partner (this includes service provider and delivery drivers) and you would like to report it (good or bad) please fill out this form and it will be documented accordingly. Thank you!
SSCM - New Charter Bus Company:
New Charter Bus Company- Denver 24/7 Limo
Warehouse Paper Ordering - New Process:
We have simplified the process of buying colored paper and other types of paper from HiTouch. You no longer need to purchase them from the warehouse; instead, you can purchase them through the DCSD Amazon account under lists. Use this guide to help you access the DCSD HiTouch Paper Pricing. Copier paper will still need to be purchased through the Workday Warehouse Supplies Catalog.
Email warehouse_questions@dcsdk12.org if you have any questions.
DCSD Amazon HiTouch Paper Pricing List Guide
Internal Memo Field Required Now on Purchase Requisitions
You will start to get a hard stop on requisitions if the internal memo field is not filled out letting SSCM know if they need to send the requisition to the supplier to order it or not.
Strategic Sourcing & Contract Management (SSCM) / Purchase Cards (PCards) Update:
Purchasing Limits have increased and are in effect immediately! Please see the updated Policy DJ District Purchasing. For any questions, please reach out to Andria Miller in SSCM.
PCard Limits
Standard Cards
Single Purchase Limit: $5,000
Monthly Limit: $10,000
Travel Cards:
Single Purchase Limit: $10,000
Monthly Limit: $20,000
General Competitive Purchasing
Up to $5,000 - Small purchases up to $5,000 shall be made in a commercially prudent manner but do not require a competitive process. These purchases may be made via a purchasing card.
$5,001 to $10,000 - Purchases in which the estimated total of goods or services falls within this range shall require one written quote. Travel purchases may be made via a purchasing card.
$10,001 to $50,000 - Purchases in which the estimated total of goods or services falls within this range shall require three written quotes.
$50,001 to $500,000 - Purchases in which the estimated total cost of the goods or services falls within this range shall require a formal competitive process (RFQ or RFP).
$500,000 and greater - In addition to the formal competitive process (RFQ or RFP), the Board shall approve all single contractual purchase obligations of $500,000 or greater, and all purchases with an aggregated annual amount payable to a single vendor of $500,000 or greater.
Strategic Sourcing & Contract Management (SSCM) / Purchase Cards (PCards) Update:
Purchasing Limits have increased and are in effect immediately! Please see the updated Policy DJ District Purchasing. For any questions, please reach out to Andria Miller in SSCM.
PCard Limits
Standard Cards
Single Purchase Limit: $5,000
Monthly Limit: $10,000
Travel Cards:
Single Purchase Limit: $10,000
Monthly Limit: $20,000
General Competitive Purchasing
Up to $5,000 - Small purchases up to $5,000 shall be made in a commercially prudent manner but do not require a competitive process. These purchases may be made via a purchasing card.
$5,001 to $10,000 - Purchases in which the estimated total of goods or services falls within this range shall require one written quote. Travel purchases may be made via a purchasing card.
$10,001 to $50,000 - Purchases in which the estimated total of goods or services falls within this range shall require three written quotes.
$50,001 to $500,000 - Purchases in which the estimated total cost of the goods or services falls within this range shall require a formal competitive process (RFQ or RFP).
$500,000 and greater - In addition to the formal competitive process (RFQ or RFP), the Board shall approve all single contractual purchase obligations of $500,000 or greater, and all purchases with an aggregated annual amount payable to a single vendor of $500,000 or greater.
ODP (Office Depot) Shipping & Handling Fee
As a friendly reminder, please be aware that ODP charges a $9.99 S&H fee for orders under $50.00. If you place an order through the Workday punch-out and it is below $50, you will receive an error message to continue. You will need to add $9.99 to the freight box to proceed.
Package Deliveries
Please check deliveries as soon as possible, and if any package looks damaged in any way open it to confirm whether or not the contents are damaged. If contents are damaged please call the warehouse or supplier immediately, if the package was delivered to the school directly by the supplier, have them help with getting the damaged items replaced. Thank you.
New Charter Bus Company-
Sunset Limo. Please visit the Charter Bus Google Page for more information.
Thank you!
New Field Trip Option:
Skate City Colorado:
DCSD can now use Skate City busing for any school field trip events between 9AM-3PM (min 50 paid skaters). Each bus would seat up to 65-74 total passengers with 2 buses at both the Aurora and Littleton facilities.
All 2-hour field trip events would just be $7.50/skater which includes the admission and skate rental, as all teachers and staff members are complimentary. They can also do STEM Educational field trip events, which is a 3-hour event for $12/skater.
The buses would just be an additional charge of $150 per bus, as all of the drivers are background checked, drug screened, and in compliance with all DOT requirements.
SSCM Update:
The Independent Contractor Agreement has been revised. Please bookmark this page and download the contract from here every time it is used to make sure you have the most up to date version.
PO Year End:
Please make sure to fill out this page for any open POs that need to be closed or rolled.
Office Depot rebranding to ODP Business Solutions
On May 1, 2022, Office Depot rebranded to ODP Business Solutions. One of the first places you may notice the brand change is on the new and improved website at odpbusiness.com or through the Workday Punchout. You will be automatically routed to this new domain.
School Specialty Punch-Out in Workday
Good News! The School Specialty Punch-Out catalog in Workday is operational again. Bookkeepers will no longer need to place manual orders.
Welcome New Warehouse Driver/Preventative Maintenance: Please welcome Anton Mallard, who recently filled the Delivery and Preventative Maintenance position at the WSC warehouse. Anton comes to us with 22 years of warehouse experience and a mind for innovation and operations. He is extremely personable and happens to be an amazing vocalist! We are very excited to have him join the team.
Discontinuing Stock: Effective immediately, the WSC warehouse is discontinuing a number of colored paper and art supplies SKUs. You will notice these items disappearing from the catalog as stock is depleted. Please note that any pending orders of items that are out of stock will be automatically cancelled. We will continue to stock white printer paper and pastel colored paper by the case. If you are in need of any of these discontinued items, we recommend ordering them directly from Staples or Office Depot with your Pcard or you may use the Punchout in Workday for Office Depot. Thank you.
New Charter Bus Companies
Central Student Transportation dba CST is now an approved supplier to use within the District. To get a quote, please contact dispatch@cstschoolbus.com or 303-253-0514.
Dakota Bus Service dba Grace Coachlines is now an approved supplier to use within the District. To get a quote, please contact charters@gracecoachlines.com or 303-287-7605.
Job Posting in the Warehouse: If you know someone who may be interested, the Warehouse is currently hiring for a Warehouse Delivery & Preventative Maintenance position. Here is the link to apply. Thank you for helping us get the word out.
New Charter Bus Company
Premier Charters is now an approved supplier to use within the District. To get a quote, please contact Ryan Benjamin at 303-289-2222 or use this link.
COVID Supplies from the Warehouse
If you need to order COVID Supplies from the District Warehouse please place your order via Workday with your normal Warehouse order. Please refer to this list of COVID items that are available at no cost and additional items that are available at a cost.
Charter Bus Companies - Payments
Moving forward, please pay all charter bus companies via PCard (procurement card). Thank you! Questions? Contact PCard@dcsdk12.org.
Looking for a new option for Shredding Services?
Please reach out to ProShred, Data Destruction or All American Records Management. These suppliers are under contract with DCSD and are DCSD preferred. If you know of a shredding service you'd like to use and aren't sure if they are under contract, please reach out to Carrie Curnow at ccurnow@dcsdk12.org.
ProShred - Tom Nash - 303-730-2500 - Tom.Nash@proshred.com - Click here for a price list
Data Destruction - Jamie Crozier - 303-388-3282 ext 104 - JCrozier@data-destruction.com - Click here for a price list
All American Records Management - John Actor - 303-373-5101 - jactor@aarmrecords.com - Click here for a price list.
Office Depot Update from DCSD Sales Rep Maureen Keiser:
I wanted to share an important update with you that impacts all orders placed on business.officedepot.com. Any orders with an overall total of less than $50.00 will be assessed a $9.99 delivery fee.
If your order starts at $50.00 and is split into two or more deliveries, this fee will not be assessed. We are taking this step in response to the ongoing challenges in the national supply chain that has resulted in increased costs in the transportation of goods.
Please note that orders placed through the District punchout in Workday are not being impacted by this delivery fee at this time.
I am also sharing the news with you that after 41 years, 7 months, and 1 day – I am retiring from Office Depot. It is a bittersweet decision – I have enjoyed my time working with all of you!! Veronica Kelly is onboard with Office Depot and ready to step in when I leave. You can reach Veronica at veronica.kelly@officedepot.com. I will be here until mid-October!
As a Reminder:
Charter Bus Pricing:
SSCM has negotiated set rates with Colorado Coach Lines. Round trips are $775 for 6 hours (tip included) and $135 for each additional hour after. Please contact Jason at info@coloradocoachlines.com or 303-699-7788 for a quote.
Charter Bus Approved Suppliers:
Here is the Charter Bus page for approved suppliers to work within the district. If they are not on the list, they are not approved.
Charter Bus Pricing: SSCM has negotiated set rates with Colorado Coach Lines. Round trips are $775 for 6 hours (tip included) and $135 for each additional hour after. Please contact Jason at info@coloradocoachlines.com or 303-699-7788 for a quote.
Charter Bus
Here is the Charter Bus page for approved suppliers to work within the district. If they are not on the list, they are not approved.
Here are a couple of quick links for our Amazon Business Account for any back-to-school or office supply needs you may have.
Free 2-Day shipping on Business Prime-eligible items (learn more)
Tax-exempt purchasing
Educator exclusive discounts
Ready for School shopping page with in stock and ready to ship items.
Progressive Discounts on eligible products, a benefit of our Business Prime membership, to unlock lower prices on products we buy most.
Custom lists of products that can be reordered
For all questions related to orders, shipments, returns or charges please contact Amazon Business Customer Service here.
New Shredding Service Option: Good news - DCSD now has another option for Shredding Services. Please contact ProShred if you would like to set up a service schedule or even just a one-time purge. Please see the attached price sheet. You can contact ProShred at: 303-730-2500 or Tom.Nash@proshred.com.
Overnight Field Trips: Domestic overnight field trips are allowed beginning June 1st, 2021. Here is the 2021-22 Proposal for Overnight Activity Trips. It can be found on the Day/Overnight Trips Site under Overnight Trips - Secondary Schools. Please be sure to read and complete the entire proposal before submitting to kvanhorn@dcsdk12.org. Reminder that NO INTERNATIONAL TRIPS are allowed at this time.
EF Tour Supplier Update
Please see the updated policies below that DCSD has negotiated with EF Tours:
If you are a new traveler and sign up for a tour traveling in 2022 or 2023 before May 1, 2021, by paying in full or by enrolling and remaining in good standing on our Automatic Payment Plan, you have the option to cancel your tour for any reason by August 1, 2021 and we’ll refund 100% of the money paid to EF.
***The US State Department and CDC have increased travel warnings on many countries, the District does not approve travel to any country that has a level 3 or above warning**** Please review the website provided before you plan any trips, foreign travel, while wanting to move forward will be rolled out carefully when travel bans and restrictions start to get lifted. https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/
In addition, any travelers who were postponed from 2020 trips or 2021 trips that have EF travel vouchers are under the above mentioned terms and conditions. Many of these travelers are enrolled on 2022 trips right now but that does not change their options should DSCD not approve their trip for 2022. If their tour was not approved for 2022 they would be able to use their voucher on another EF trip through 9.30.2023, transfer their voucher to someone else, or redeem it for a refund less $350. You can see those options HERE.
Warehouse summer schedule: We will stop all deliveries (warehouse and mail) starting June 7th and will resume deliveries (warehouse and mail) again starting Aug 2nd . The delivery schedule and routes for next school year will be the same as this last year with no changes. We will still be making deliveries to all Admin Buildings as normal through the summer. If you need anything during the summer or have questions please email:
warehouse_questions@dcsdk12.org or call 720-433-1224.
The warehouse will be open through the summer M-F 7:00-3:30 if you need to stop by and pick up or drop off. Please email or call before coming to the warehouse. Thank you and have a wonderful summer.
From Virco, DCSD Preferred Furniture Supplier: "Please see the links: Updated Campus Basics and Quick Ship promo brochures for 2021 which contain some of our most popular items with shorter lead times." Please reach out to ccurnow@dcsdk12.org or insidesales@virco.com with questions. To become registered to shop at Virco's online store, please send an email to the District's sales representative, Emily Schell, at insidesales@virco.com.
A reminder from Strategic Sourcing and Contract Management - Any purchase over $5,000 always requires 3 written quotes per BoE Policy DJ. Please remember to attach your additional quotes to your PREQ so that your purchase will go through quickly. Please visit the SSCM Google Site for more information about how we can help you!
Below are a few helpful contacts for our Amazon Business account:
Amazon Business Customer Service – Customer service team dedicated to business customers only. Please use this team for anything relating to an order, transaction, shipment, and general Amazon related inquiries as well.
· Phone 888-281-3847
· Amazon Business Customer Service Online Chat
Tax Queries - If you have any queries regarding Tax charges please email tax-exempt@amazon.com – this includes questions regarding tax rate and refunds.
Your Customer Advisor – hnh@amazon.com or you can also call me at 571-495-6112 Heather is the person for anything related to your Business Account structure and tools within your account, and any Amazon shopping inquiries that don’t fall into the above categories.
New Contract Requirement: In order to add or activate ASO Officials in Workday, they will need to complete an Independent Contractor Agreement (ICA). If you have any further questions please contact StrategicSourcing@dcsdk12.org.
Restriction Lift Requests on Amazon: When sending your restriction lift request to StrategicSourcing@dcsdk12.org, it is required to include the link of the item in question.
PPE Warehouse Orders: The below listed PPE items can be ordered through the warehouse. These items have specific account coding associated to them and CANNOT be changed. In addition, these items are to be ordered on one internal requisition. Other warehouse items CANNOT be added to this requisition.
9009 - E32 Floor Cleaner
9008 - E23 Neutal Disinfectant
9002 - Hand Soap
9000 - Hand Sanitizer (cartridges)
5018 - Hand Sanitizer (pump bottles)
8704 - Spray Bottles
8708 - Trigger Sprayers for Bottles
5010 - No Contact Thermometers
8109 - Oxivir Disinfectant
August Warehouse As Needed Delivery Schedule - Beginning August 3rd: For all delivery and/or pickups requests, email the warehouse_questions@dcsdk12.org to schedule. All deliveries will include mail/interoffice and any items from media and/or IT that has been requested.
Mail/Interoffice will be delivered to Wilcox and West Transportation twice a week on Tuesdays and Thursdays. Cantril will also receive a mail/interoffice delivery once a week on Mondays.
Additional obsolete IT pick-up information
The warehouse will pick up only 1 pallet of obsolete IT equipment. However, if you expect to have more than one pallet please contact CDR Global to schedule a pick-up. Contact Information: Dalton Brown, 405-749-7989 ext. 1314 or dbrown@cdrglobal.com
Please note it may take up to 2-3 weeks for pick-up
For all books that need to be discarded, please contact Jeff Stephens with Textbook Fare to schedule a pick-up:
Contact Information: jstephens@textbookfare.com and /or 303-949-8399
Discard Books : For all who have discard books, please contact Jeff with Textbook Fare directly and schedule a time for him to come and pick-up your books at your school location.
Opening District Information :
Home Deliveries Getting to District Sites: With the opening of our District, it is important that ALL home delivery items are taken to your respective District sites. This is a requirement from an auditing perspective.
Internal Warehouse Orders: Starting July 6th, you may place internal warehouse orders. We are still working on putting in a few items into our inventory such as no touch thermometers. Please refrain from placing multiple orders, it is best to complete one large order.
July Warehouse Deliveries: Deliveries will be made on an as needed basis, please schedule a delivery time by sending an email to warehouse_questions@dcsdk12.org. The warehouse has several large pallets per school, so it is important that someone from the school is there to accept the delivery.
2019-20 Budget Orders and Payments: We encourage everyone to review their purchase orders (PO) to ensure that the invoices needing to be paid out of the 19/20 budget are applied and paid. Requesting an invoice is easy, please send a request to the email that is listed next to the "issue option" of the PO. If you have further questions please contact the buyer listed on the PO.
Workday Approvals: With the end of the school year approaching, it is important to have all outstanding transactions in Workday approved before 6/30/2020 in order to ensure a smooth year end close. These transactions can include but are not limited to P-Cards, Purchase Requisitions and Data Changes, please be sure all of your Workday Inbox items are complete. If you have any questions regarding any outstanding transactions please email workday_help@dcsdk12.org.
2020-21 Blanket/Open PO's: Please wait until July 1st to enter any blanket/open PO's for the 2020-21 school year.
UPDATE Warehouse Accepting Deliveries: The West Support Warehouse will now be accepting deliveries Monday through Friday starting June 8, 2020 from 9am to 3pm for necessary deliveries. Please be sure to choose the West Support Warehouse, 701 Prairie Hawk Dr. Castle Rock, CO 80109, when entering your requisition.
The warehouse will not be distributing items to schools and other District buildings at this time, so please only ship items that can be stored.
Workday Punchouts: Since Building Engineers and the West Support Warehouse will be back in the buildings full time, the Workday punchouts have been turned back on. Please note, home address will not be able to be used if you place an order through a punchout.
Placing Orders and your Delivery Options: Please be aware, there are a few different types of delivery options when placing orders. Please see your choices below:
If you are allowed to be in your school during this time, feel free to contact suppliers directly and ask for your specific order to be released for shipping to your school. Please be sure to provide a date time frame.
The West Support Center Warehouse is open to accept shipments only. Their hours are Monday, Wednesday and Friday from 9am to 3pm. UPS, FedEx and third parties are aware of our schedule.
The home delivery approval process is listed on the front page of the BoB.
Many suppliers are willing to hold our orders until the schools open back up.
If you need to pay for orders that are being held by suppliers, work with Strategic Sourcing to obtain the invoice and pay for it prior to having your orders delivered.
Warehouse Internal Orders: At this time, please do not place any internal warehouse requisition orders. The warehouse is not making any deliveries to schools. In addition, all internal orders that were placed on or before March 12th will be canceled.
Pearson Re-branding: Last week Pearson Education announced the launch of a new brand name, which is now Savvas Learning Company. The public launch of Savvas Learning Company, marks the final stages of their re-branding initiative. For the next few months, you’ll likely see a mix of both brands as they transition which is normal and expected for a brand transition like this. Here is a link for further FAQ regarding this change. Please note, this doesn't affect Pearson Assessments, they are still owned by NCS Pearson.
Virco: Exciting news! Virco now offers online ordering with the District's discounted pricing! To obtain a login , please register by sending an email to the District's sales representative, Emily Schell, at insidesales@virco.com. All orders are to be placed through the online process; you can use a Pcard or it also has the ability to provide a quote so you can also do a PO requisition. Once you have the PO number you will then be able to go online and place your order. This allows for you to track your order. Click these links to review their brochures for their Quick Ship Program and Campus Basics.
Placing orders for the 20/21 school year: We do not want to hold up orders for next year, however, we ask that you follow the below instructions for placing your orders.
Purchase Orders: If you want to place an order to be shipped to a home address, please follow the Home Approval Process. If you want to place an order and cannot ship it to a home address please include the following statement in the Memo to Suppliers: "Hold all orders until notified by the District."
Orders that need to be paid from the 19/20 budget: Please contact StrategicSourcing@dcsdk12.org in order to request a pre-pay invoice.
PCard Orders: If the order is small, please follow the Home Approval Process to request shipments to a home. Otherwise, please work with the supplier to hold your order until further notice.
Click here for important information regarding the Business Services Year End Process.
Receipts in "Draft" Status: A purchase order cannot be paid or closed if there is a receipt in "draft" status. Please ensure you are running the DCSD - Receipts in Draft report to find all drafts that are attached to your POs. In order to delete receipts in "draft" status follow the below instructions:
Open receipt
Click the Action button in top blue ribbon
Scroll down to Receipt and over to Cancel - if it doesn't have Cancel;
Click Edit
Delete each item in the cart by using the trash can icon, once empty;
Repeat Step 3
UPDATE – Mail and Delivery Information During District Closure: Below is updated information regarding District mail and deliveries.
Is our mail being held?
Yes, the United States Postal Services will be holding all schools and District buildings mail during the closure.
Supplies needed during the closure:
On a case by case basis, if an employee feels that he or she needs to purchase an item that allows him or her to continue to work from home, then the individual can send an email request to their Director or Principal asking for permission to have the item sent to their home address. If approved, the Director or Principal shall send the approval email to Lindsay Bergemann for final approval. The item can then be ordered via p-card or PO and shipped to the recipients home address. ***All purchasing policies still apply. Approved email must be attached to the requisition on Workday.
Please be mindful of what is being purchased during this time. We all need to be fiscally smart about what we are purchasing and logistically how the items will eventually get back to the school/department
Package already in route to your school or District building? Please see carrier information below:
FedEx will hold the packages for you to pick up at their stations. However, the stations are nearly at capacity which means they have no more room to store packages and will not be holding them for more than a few days. FedEx will begin returning shipments back to the shipper.
Before going to the station, call Customer Support to verify that the package is on hand at one of these facilities before you make the trip to pick up: 800.463.3339.
FedEx Ground Station: 14257 East Easter Ave., Englewood, CO 80112
FedEx Express Station: 7272 South Joliet Street, Englewood, CO 80112
Another option: Visit fedex.com and request your shipments to be routed to the nearest FedEx Office to pick up. You can also have your shipper, while creating a shipping label, request to Hold at Location (HAL). FedEx will deliver to the nearest FedEx Office and then contact you when the package arrives.
UPS will hold the packages for up to 7 days (14 max depending on the center’s discretion) for you to come and pick it up at their locations. If you have the tracking number visit UPS.com or call 800--377-4877.
After the 7 day period, the center will return the package to the sender.
Please monitor all your Purchase Orders and P-card orders while the District is closed. Upon return, Strategic Sourcing can assist with any orders that haven’t been received.
If you have something urgent please contact StrategicSourcing@dcsdk12.org and a Buyer will be able to assist in the best direction to place an order.
Supplies needed during the closure: On a case by case basis, if an employee feels that he or she needs to purchase an item that allows him or her to continue to work from home, then the individual can send a request to their Director or Principal asking for permission via email to have the item sent to their home address. If approved, the Director or Principal shall send the approval email to Lindsay Bergemann for final approval. The item can then be ordered via p-card or PO and shipped to the recipients home address. ***All purchasing policies still apply. Approved email must be attached to the req.
Please be mindful of what is being purchased during this time. We all need to be fiscally smart about what we are purchasing and logistically how the items will eventually get back to the school/department.
United States Postal Service (USPS): Each school will need to contact USPS regarding any mail that is to be delivered to their school. You will need to contact your local post office and ask for a hold during the closure. All USPS mail that is sent directly to the District Admin buildings (Wilcox, WSC) has already been put on hold.
UPS & Fedex: If you have any deliveries that are in transit via UPS or Fedex, they will only be held for a few days at the UPS and Fedex Distribution Centers before they are sent back to the sender. Please contact SSCM if you are concerned about any of these orders or if you need to change the address.
Open Purchase Orders: Please work with the SSCM buyers to ensure that items are being received on and PO's appropriately closed. This will help greatly during this closure time as well as year-end. Remember to send your invoices to your AP clerk.
Service Contracts: If your school or department has a service contract that needs to be canceled or rescheduled please have your bookkeeper work with SSCM to figure these out. ***As usual, please do not sign any contracts without SSCM's knowledge as we are here to help protect you and the District.
Monitoring Open Purchase Orders: It's that time of year, please begin to go through all open purchase orders by using the report DCSD - SSCM - Find Purchase Orders. Please review each purchase order to ensure that it was fully received, invoiced and paid. Complete change orders to request a close or a change to the PO using the associated buyer. Obtain any invoices from suppliers that have not been invoiced on yet.
The best way to review receipts and invoices are under the "Business Document Lines" within the good and service lines. Simply "right click" and see in new tab. Then click on the first blue receipt or supplier invoice under the magnifying glass. This will open the receipt and invoice fully.
Receipts: Please delete all receipts that you see in 'Draft." Invoices will not pay, nor can we close the POs with draft receipts.
Invoices: In reviewing invoices, at the top next to "Payment Status" you will see if it is Paid or not. If it is not, please review the "Matching Summary" tab further below for reasons why.
As always, please contact the buyer through a change order if you have any questions regarding open POs.
Service Cancellations During Closure: Please ensure that when canceling a PO for services that will not be completed during the closure, it is made clear to the buyer whether you have already canceled the service or you would like us to.
Mail and Delivery Information during District Closure: Click here for information regarding mail and deliveries during the District closure. Also, please refrain from placing any orders until the District returns. Please let your staff know as well.
Supplier Expo Cancellation: Due to recent circumstances with the COVID-19 virus, the Supplier Expo has been cancelled.
Trip and Event Contract Information: In the event you're having trouble with canceling a scheduled trip or event due to the closure, please contact Katie Van Horn, Derek Chaney and Laura LaMont.
Warehouse Schedule - Spring Break/District Closure: Bookkeepers & Building Engineers - We will not be making any warehouse or mail deliveries while the District is closed. We will resume our normal deliveries when the District reopens. Please let your staff know as well. Thank you and have a safe break.
NEW Warehouse Request Form: For all delivery requests and pick-ups, please submit your request on the new Warehouse Request Form. If you have any questions, please call 720-433-1224 or email warehouse_questions@dcsdk12.org.
Supplier Expo Cancellation: Due to recent circumstances with the COVID-19 virus, the Supplier Expo has been cancelled.
Amazon Business Purchases: If you receive a message that your purchase is being blocked, email strategicsourcing@dcsdk12.org for approval. Please be sure to include the link to the Amazon Business page you are on when you receive the block; the link contains information SSCM needs in order to lift the restriction.
Updated Independent Contractor Agreement: Strategic Sourcing has updated the Independent Contractor Agreement. Please be sure you are using the current version on the SSCM Site.
Amazon Business Email: Amazon recently sent out an email regarding a new Chrome version 80 release and the impact it may have on our punchout experience . While the email was legitimate, we do not have Amazon set up as a punchout, so this does not apply to DCSD. You can disregard the email.
Office Depot Delivery Changes: Office Depot has made us aware of some changes in their delivery service to the district. Their 3rd party carrier has opted to terminate their contract effective immediately - they had about three days notice on this. Following a recent acquisition, they are no longer in the small package delivery service and will focus on freight only delivery.
Office Depot will be shipping via UPS in the interim so regular orders will not be impacted. Items that exceed the UPS size and weight guidelines will shift to Conway LTL for delivery. This would include larger white boards, and large furniture - file cabinets, bookcases, etc. The Conway shipments will take longer for delivery, the estimated delivery date is indicated online when orders are placed. They have added about a week in transit for these deliveries, but they should take a little less time than that.
New Report to Monitor Outstanding POs: There is a new report on the Bookkeeper Dashboard called DCSD - SSCM - Outstanding POs. It will provide all your POs that have been fully received on but still have a balance. Please take a look and create a change order to either close or update amount on these purchase orders.
Amazon Business School Supplies Wish List: It's never to early to think about back to school supplies! Amazon Business has launched a new feature on shopping lists to be able to share the list to others outside of the account. This new feature will allow teachers to create their school supply wish list and email it to parents who have Amazon accounts. If this is an avenue a teacher is looking to utilize, be sure it is specified to parents where the school would like the products shipped. For your convenience here is a List Reference Guide.
Micheals Craft Store Rewards: It has been brought to my attention the Michaels Craft Store has a new electronic tax exempt feature through there rewards program. Unfortunately, we are NOT allowed to use this method as there is no way to regulate the use of personal credit card purchases. We will need to continue to complete the green slip in the store at check out.
Independent Contractor Agreement: The Independent Contractor Agreement has been updated and linked to the Independent Contractors page of the Strategic Sourcing Google site for your convenience. We will not be accepting any old versions, so please ensure they are deleted. As always feel free to contact StrategicSouring@dcsdk12.org if you have any questions in determining who is a Independent Contractor.
Warehouse Holiday Hours: There will be NO school warehouse or mail deliveries for the following Holiday breaks :
Thanksgiving Break (November 25th - 29th), resumes December 2nd
Winter Break (December 23rd - January 4th), resumes January 6th
Please note, all mail deliveries will run as normal to Wilcox, Cantril and WSC. If you need anything in an emergency please call the warehouse at 720-433-1224 or email us at warehouse_questions@dcsdk12.org. Have a safe and wonderful holiday season!
Recycling/Disposal of School Items: The District has a Google Plus Community for schools /departments to post items that they no longer need and allows other schools/department to request/purchase these items. It is called "Dougslist" - https://plus.google.com/communities/111050804642198121276 We encourage you to utilize this service.
All Copy has informed us that if you have used HP or other toner cartridges (non Sharp cartridges), you can place those used cartridges next to the Sharp boxes and they will pick them up as well. Please do NOT place non Sharp cartridges in the recycling box. The warehouse will no longer be picking up used toner cartridges because the recycling process is no longer available through the warehouse.
As a part of a commitment to the environment, Sharp Electronics offers zero waste toner recycling for all Sharp consumables, including: cartridges, bottles, toner collection containers and drum units. Please keep in mind that these recycling boxes are for Sharp products only.
STOP, DROP, RECYCLE RECYCLING PROGRAM
· It's free & easy to ship your recyclables in bulk
· We provide all collection and shipping materials
· We provide all shipping and recycling costs
· We further reduce our carbon footprint by more efficiently shipping in bulk (box fits up to 10 cartridges)
· All consumables are 100% recycled with ZERO waste to a landfill
Sharp – http://www.sharpusa.com/AboutSharp/SharpAndTheEnvironment/Recycling/StopDropRecycle.aspx
How it works:
· Each school/office to designate a point person who oversees toner/supplies/recycling
· Point person will register school/location and order the Sharp Recycling Kit (Once you click on the link above, click on Order a Bulk Recycling Kit)
· Once registered, you will receive a recycling kit which consists of
o 3 pre-addressed, pre-paid cartridge collection/ shipping boxes
o 3 clear plastic liners
o 3 zip ties
· When full, leave for you FedEx driver to pickup
Click on the link below to see the flyer regarding the Warehouse Art and Paper sale:
Due to the Strategic Plan Launch next Friday, September 20th the warehouse will not be making any deliveries on Friday 9/20. Please note, all deliveries will be as followed. By Thursday 9/26 all mail and warehouse deliveries will be all caught up.
Friday 9/20 -> Monday 9/23
Monday 9/23 -> Tuesday 9/24
Tuesday 9/24 -> Wednesday 9/25
Before scheduling Charter Bus services, please visit the SSCM Charter Bus page with the updated and approved Charter Bus companies. Please note that Metropolitan Shuttle has been removed because they are a broker, not an actual Charter Bus company.
In addition, SSCM has negotiated a pricing agreement with Denver Coach Charters so we suggest that you contact them first for a quote. If there is a Charter Bus company that is not listed, please contact Andria Miller and she will look into it.
Purchase Order Roll Forward Form: For all purchase orders that need to be placed now for the 19/20 budget, we will need to roll them forward after July 1, 2019. Please keep track of these POs by utilizing the Roll Forward Purchase Order Form. For convenience you may also utilize the DCSD – SSCM – Find Purchase Orders report to monitor your purchase orders.
Accounts Payable Reminders: Please ensure that you submit petty cash replenishment requests, pay/travel vouchers, invoices for the last check run in June by June 21, 2019.
Orders being shipped to the warehouse: If you have packages being shipped to the warehouse, please ensure that you email warehouse_questions@dcsdk12.org to provide direction on logistics. Also, keep in mind if you need to receive on a PO by June 28th, the warehouse will need to know to inform you of delivery.
Supplier Contract Reminders: All contracts are to be reviewed and signed by Strategic Sourcing and Contract Management.
Contracts cannot be set for longer than 1 year.
Certain contracts hold language we legally cannot agree to.
Lindsay Bergemann, Director of Strategic Sourcing and Contract Management has been designated by the Superintendent to sign all District contracts.
Please ensure that you send all contracts to StrategicSourcing@dcsdk12.org for review.
Click here for the Procure to Pay Year End Process and Deadlines. For questions contact either PCard@dcsdk12.org, Accounts.Payable@dcsdk12.org or StrategicSourcing@dcsdk12.org.
Summer Warehouse Deliveries: Warehouse and mail deliveries for the summer will only be made if specifically requested starting on June 3rd through July 26th for all schools. During this time, all normally scheduled deliveries will be suspended until after July 26th.
For departments, Warehouse deliveries and mail thru the summer will continue as normal for Wilcox, Cantril, West Trans., Construction, NUTS, Security, and Bldg. A.
ALL schools and departments will be on the same mail and warehouse schedule for 19/20 school year. For special deliveries or pickups needed, email or call the warehouse: Warehouse_Questions@dcsdk12.org or 720-433-1224.
We listened! Due to the comments received from the schools and departments regarding purchasing thresholds, Strategic Sourcing compared the current policies with other Colorado School Districts. After review, Strategic Sourcing asked the Board to consider increasing the $25,000 RFP threshold to $50,000 and require that only spend between $5,000 and $49,999 require three quotes.
The Board approved! In addition, the P-Card limit of $1000 will be increased to $2,500 and travel cards will be increased to $5,000. The RFP and quote thresholds are effective immediately, and all P-Card changes will be in place by April 19, 2019. The changes will also be discussed further at the upcoming Bookkeeper Meetings.
Lastly, for clarification, the $500,000 Board approval threshold will remain unchanged.
Email Strategic Sourcing if you have any questions at StrategicSourcing@dcsdk12.org
Supplier Expo 2019: Strategic Sourcing and Contract Management is pleased to invite you to our 2nd Annual Supplier Expo which will be held on Friday, April 19th in the West Support Center Warehouse (701 Prairie Hawk Drive, Castle Rock, CO 80109).
We have invited our Supplier partners here to showcase their products and services to the employees of DCSD. Exhibits will open Friday morning at 9 AM and close at 12 PM. You can come anytime during these hours.
Come grab some free goodies and meet our account reps in person.
All who attend will receive a chance to WIN for your school or department:
A Brand New Tablet
Classroom furniture
4 Hour Shuttle Package from Denver Coach Charters
Keurig
Variety of Gift Cards
Two $300 Home Depot Gift Cards for Your School/Dept
$100 Printing Gift Card from Minuteman
Athletic Shoes
And More!
We appreciate your support. Fill out the linked survey here and please forward to any DCSD employee you think would like to attend.
If you have any questions, please contact Andria Miller at amiller1@dcsdk12.org.
Toner Recycling Program: Please utilize Amazon and/or Office Depot for any toner purchases as the Warehouse no longer stocks toner. Amazon/HiTouch specifically provides preferred pricing and next day shipping, but please purchase the best price toner from either supplier. In regards to recycling, click here to see the easy steps for recycling toner. This will also be listed on the Strategic Sourcing & Contract Management Google Site.
Staples Printing and Promotional Items: Click here to review the registration page for Staples Advantage. Please note, this is for printing and promotional items only. Also provided, is a link to register your Pcard for in-store purchases. I would ensure your staff takes advantage of this offer as our related pricing will be attached.
Curriculum: Take advantage of Follett Textbooks Reserve Stock Program. It is essentially a pre-order program for the 19-20 school year. Let Follett start looking for the books you need for next year so that when your funds are available so are the books! Here is the link to further information and process for this program.
Warehouse: Here is the link to review the updated Warehouse and M Delivery Policy, regarding media delivery & pick-up as well as obsolete equipment pick-ups.
FedEx: Douglas County School District has recently negotiated new rates with FedEx. These rates include Parcel (Ground shipments 1-150 pounds), Express(Next day, 2 day, and 3 day) along with LTL (Less than Truck Load – 151 lbs. and above) Shipments. Our rates are bundled which means that all the revenue is pooled into one bucket of shared discounts. The more we ship with FedEx the better the discounts we receive!
Account numbers have been set-up for each location. Bookkeepers will be receiving an email with your new account number shortly. All freight invoices will be mailed to each School/location that uses FedEx.
NEW FedEx Shipment Procedures
1. Don’t send your boxes to the warehouse.
2. Use the FedEx website along with your new account to create labels and request pick-up.
If you have any questions about your account feel free to reach out to our Local Account Executive with FedEx:
Jerry Vogt
303.728.4608
Save-the-Date: DCSD's 2nd Annual Supplier Expo will be held Friday, April 19, 2019! More information to come on suppliers who will be in attendance and door prizes. Please spread the word!
Lakeshore Learning: Exciting news! Lakeshore Learning is a punchout in Workday for your convenience. We receive 5% discount and free shipping on all orders. Also, Lakeshore now has Elementary furniture for your 21st century classroom needs! The furniture is designed by teachers with today’s learning environment in mind. Lakeshore offers complimentary 3D classroom layouts, designs and delivery service. Tables, desks, chairs and storage units are also backed with a lifetime warranty. Be on the lookout for a brochure in a few weeks and don’t hesitate to reach out the Regional Manager, Ben Graessle, with any questions. Lakeshore will also be in attendance at the Supplier Expo in April!
Staples Advantage: For those of you who have received an email to set-up an account with Staples Advantage, please disregard at this time.
Sam's Club Memberships - Strategic Sourcing is happy to announce that each school or department may have one Sam's Club Membership. For all those who are interested please view this link for instructions and general rules.
Important New Benefits Being Added to our Amazon Business Program: We are excited to announce updates to our preferred market place, Amazon Business. Through these new changes, you will receive further cost savings on Office Products, have more time back in your day by streamlining the Amazon ordering process, and allow your school site or department staff to build their own carts which they will submit to you for approval before the order is placed.
To receive cost savings and save time with faster deliveries, we have partnered with HiTouch Business Services to offer special Douglas County “Negotiated Pricing” through the Amazon Business. When you search for office supplies, please look for Negotiated Price offerings and compare to find the best value. In addition to special pricing, HiTouch will offer Douglas County schools next day delivery on items ordered before 4pmMT. Please select the “Local Express Shipping” option when it’s available at checkout to receive this added benefit from HiTouch.
In addition, Amazon Business has offered to assist in streamlining your ordering process. This will give you an opportunity to have your teachers/staff request items electronically within Amazon Business while maintaining full control over spending once your account settings are enabled. For those of you (site Administrators) who would like to on board teachers or staff, please be on the look out for an email from Laura LaMont listing the “next steps.”
For other questions, you can visit the SSCM Google Site, Amazon Business FAQ or contact StrategicSourcing@dcsdk12.org.
NEW Pearson Shipping Rate: Great news! The new Pearson shipping rate is locked in at 3% for all future orders. Based on the 17/18 spend with Pearson, this is a savings of $11,950.66!
Purchase Order Reminder: Since we are half way through the school year, please remember to ensure all your purchase orders (PO) have been received on, paid and closed. When requesting to close a PO, please refrain from sending an email and tag the appropriate Buyer by using the activity box on the bottom of the PO through Workday.
Purchase Orders/Receipts: School level bookkeepers should not be receiving on BASE purchase orders. The BASE program will take care of receiving on their own purchase orders.
Amazon Business Prime: Since we have seen great benefits to our District around our Amazon Business partnership, we are pleased to announce that we will receive Amazon Business Prime (free 2-day shipping) for another year!
Due to the increasing need for third-party transportation, Strategic Sourcing has added additional approved Charter Bus companies to the Charter Bus Google page.
Only trips provided by these 9 Charter Bus companies are approved. It is imperative that any new companies are approved by Strategic Sourcing before any transportation of students is provided. This includes buses chartered by any booster or parent organization. We are continuing to add more companies under contract, so if you come across a Charter Bus company that is not listed please email Strategic Sourcing to get them approved.
Lastly, this form, Charter Driver/Trip Sponsor Safety and Evacuation Procedures Certification, must be signed by the actual charter bus driver for the trip and the trip sponsor right before departing for the trip. This ensures that all evacuation procedures are known and the trip sponsor has had a chance to walk the bus with the driver. The trip sponsor is responsible for giving the completed form to the school bookkeeper once the trip is completed. The bookkeeper shall keep the completed form on file as well as send a copy to Kelly DeVol in School Leadership at kelly.devol@dcsdk12.org. Maintaining this record is important as it is very likely DCSD will be audited for compliance to this requirement.
Let Strategic Sourcing know if you have any questions. Thanks!
Reminder: please let your staff know that before spending any amount requiring a purchase order, a requisition needs to be placed in Workday. This allows for the amount they need for their purchase to go through the proper approvals before the purchase is made. This is required per District policy DJ-R. If you submit the receipt of purchase without having an approved requisition (before receiving prior approval), this is called a Confirming or After-the-Fact purchase order and not allowed.
Also, all purchases exceeding $5,000.00 (but less than $25,000.00) require 3 quotes. This is pursuant to Board Policy DJ.
Strategic Sourcing can help anyone looking to make a purchase. Please share this decision tree link with your staff so they are aware of the services we offer.
Konica: The District contract for Konica repairs/maintenance has been renewed as of July 1, 2018. Our apologies for any recent inconvenience as the purchase order wasn't issued in time. Konica has stated the account will be open late next week, in the meantime please contact Damian Flores for any services you may need. damian.flores@kmbs.konicaminolta.us
Credit Memos: Please be aware that Accounts Payable (AP) will no longer be applying credit memos to purchase orders associated with any curriculum suppliers. (e.g. Houghton Mifflin Harcourt, McGraw Hill, Pearson, etc.) Typically, these suppliers do not provide us with a specific PO number and we would like to ensure that the appropriate refund/credit is received.
Instead, credit memos will be the stakeholders responsibility to ensure that it is applied to the next order.
In the event that the stakeholder will not be having another order with that particular supplier, please request a refund check instead of a credit memo.
Invoices: If invoices are attached to purchase orders, AP is NOT notified for processing, so please ensure that invoices are sent directly to AP.
Requests to AP: All requests to AP should be made directly with assigned AP clerk, again AP does NOT get notified of messages that are in purchase orders.
Please complete a "change order" for all applicable purchase orders:
17/18 SY purchase orders that need to be rolled to the 18/19 SY
17/18 SY that need to be closed
Note, current closed 17/18 SY POs cannot be re-opened. If you have any further questions please contact StrategicSourcing@dcsdk12.org
Warehouse deliveries will resume Tuesday, July 30th. Please find attached below the DCSD Mail Guidebook. This guidebook references procedures and helpful hints for DSCD intra-district and postal questions. For further questions and requests please contact warehouse_questions@dcsdk12.org.
Purchase Order Reminders
17/18 Budget - It has been brought to our attention that closed 17/18 purchase orders cannot be re-opened. In the event that change orders are needed, please either use a PCard or create a new requisition*.
18/19 Budget - Now is the time to create your blanket purchase orders for the 18/19 SY. Workday makes it easy for us to copy the previous year requisitions! *Simply open a previous requisition, click the "actions items" button next to the blue requisition number, hover over "procurement" and scroll to "add to cart". Do not use "create requisition" as it will only have you create a new requisition. Please contact StrategicSourcing@dscsdk12.org for further questions.
School Outfitters is a punchout on Workday!