Become a Vendor

Hello Interested Heartland Community Partners!

Heartland Community Partners (vendors) are various businesses that provide educational products and services for our Heartland students. We have a wide variety of vendors and would love the opportunity to review your business to see if it is one that Heartland can work with.

If you are interested in becoming a Community Partner (Vendor) with Heartland, please review the following information:

PRODUCT VENDORS: These are educational products where the student/parent use the product independently with no interaction (in-person or virtual) from the vendor.  We have requirements your products must fulfill (non-sectarian products, shipped to families, etc.) and some business practices you must follow to make your product available to Heartland families:

Accept non-recurring credit card payments for products Heartland staff deems as appropriate for our students. This requires no prior vendor approval and Heartland staff will place orders on the vendor’s website as families request the product.

OR

Accept a purchase order for products Heartland staff deems as appropriate for our students. This requires coordination with Heartland staff to confirm pricing, shipping, invoicing instructions, etc. It also allows you to promote your product to our students in our local social media groups. 

If you would like to become a PO vendor you must provide the following information:

• W-9 form

• Description of Products

• Information on pricing, shipping, etc.

• Have a Heartland student interested in purchasing your products

• Agree to invoice with a 30-day net, after the product has been shipped 

If you understand the above requirements, we would be happy to accept your application to be a Heartland vendor. These are the steps in the process:

Step 1: Fill out the Vendor Application here. Be prepared with the information listed above

Step 2: Once we have everything, our Ordering team will review your application and its application to our school.

Step 3: If all is approved and determined to be something that we are ready to work with, we will send you a Purchase Order Agreement. Once signed, we will send you a Welcome email, which will be your signal that Heartland students can now place orders for your products utilizing student funds. 

SERVICE VENDORS: These are in-person or virtual classes and activities. For the safety of our students, all service vendors must be pre-approved prior to any student receiving services. To make your services available to Heartland families, it’s important to understand the following points:

Service vendors must accept Heartland certificates (POs) for each service and can invoice for the services once they have been completed (ie if the service takes place in the month of September, you can invoice Heartland at the end of September). Payment comes about 30 days after invoicing. No payment will be made for services provided prior to receiving the approved certificate.

Heartland cannot approve more than 1 month at a time. Semester/year classes and programs must be split into a monthly rate.
You  must provide the following documents before we can issue a Vendor Agreement:

• W-9 form

• Background Verification form confirming you provide DOJ background checks at your organization

• General Liability Certificate of Insurance reflecting a minimum of $2mil General Aggregate, $1mil per occurrence, $500k Personal & Advertising Injury, and Heartland Charter School named as Additional Insured

• Business license if required in your local jurisdiction

• Photo ID of the individual signing the Vendor Agreement

• Electronic submission of all your services (DLS) so they can be added to our Heartland ordering system’s catalog

• Electronic Funds Transfer form

• Optional California Teaching Credential

• Optional 60-second Informational Video so families can have a good vision of your services

Vendor is responsible for all advertising
Heartland has the right to deny any services

If you understand the above requirements, we would be happy to accept your application to be a Heartland vendor. These are the steps in the process:

Step 1: Fill out the Vendor Application here and wait for our director’s approval (may take up to 2 weeks). Heartland Vendor Department will email you when you have been approved and can move on.

Step 2: Submit the documents listed above. You can speed up this process by having as much as possible ready when we notify you that you’ve moved on to this step. We will send you the specific details (including links, forms, etc) at that time. Once you’ve submitted your documents, it can take up to 5 business days to process all documents.

Step 3: Once we have all of your documents submitted, we will process your Vendor Agreement. It will be sent for electronic signature to the email listed on your application. It can take up to 5 business days to process your Vendor Agreement.

Step 4: After you have signed the Vendor Agreement, our director will also sign it. You will then be added to our Heartland catalog and be made available to our families! Yay! We onboard vendors on the first day of each month, for all who signed their Vendor Agreement by the 20th of the month prior. 

THANK YOU!

Heartland Vendor Department

vendors@heartlandcharterschool.com

(661) 360-6516