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FAQs

Doing Business with the School District

1. How do I become a "Vendor" for the School District?
The School District defines a "Vendor" as any Individual, Business, Corporation, Contractor, Seller, or Offeror related to goods or services.  Vendors can use Vendor Self Service (VSS) to register as a "New" Vendor.

2. Do I need a Business License?
In accordance with State law and local ordinance, all vendors must be appropriately licensed to engage in business with the District.  It is the responsibility of the vendor to obtain any required licenses.  For information regarding State and Local requirements, or to obtain a license, please refer to the State of Alaska Department of Commerce,Division of Corporations, Business and Professional Licensing.

3. How does the District pursue Competitive pricing?

  • Formal Competition - For purchases exceeding $200k in value, price competition will be documented via formal solicitation (i.e. IFB/RFP). Contracts for goods exceeding $200k will be approved by the FNSB School Board in accordance with Board Policy.
  • Semi-formal Competition - For purchases of items that cost $1,000 or more, competition is pursued and documented in accordance with board policy and administration regulations. Depending on the circumstances, documented competition may be accomplished via electronic mail, documented telephone quotes, or by a written request for quotations.
  • Small Purchases - Purchases under $1,000 can be made without documented competition. End users may use their own discretion when selecting a source for such purchases. The Purchasing Department reserves the right to change sources when it is in the best interest of the School District.

4. Who has Authority to Purchase on behalf of the School District?
School District employees are not allowed to commit District funds (i.e. place orders) without prior authorization.  Purchase Orders and Purchase Contracts  are only authorized by the FNSBSD Superintendent, Chief Operating Officer, or designated Purchasing Official.  Acceptance of an order placed without  prior authorization may jeopardize your payment.

5. What's involved with contracting with the School District?
The School District maintains basic standards which align with benchmark industry standards; among others, they include:

  • Income Tax - The School District uses a W9 form to collect tax identification information.  In general, any/all Vendors paid $600 or more during the tax year will be issued an IRS-1099 Form.  It is the responsibility of the Vendor to report income in accordance with IRS regulations.  For information regarding IRS requirements, please refer to www.irs.gov
  • Insurance Requirements - In general, the School District requires all Vendors to carry insurance, and to provide indemnification to the District in the event of damage or injury to person(s) or property.  The School District maintains sole discretion to determine the risk associated with a procurement, and/or the insurance required.  Insurance requirements may vary based on the Scope of Work.  Standard Terms and Conditions can be found on the School District's Buyer's Addendum - Standard Terms & Conditions (subject to change).
  • Prevailing Wage - All contracts for  purchased services must align with current prevailing wage rates as published by the Alaska Department of Labor; Alaska Department of Labor and Workforce Development
  • Procurement Standards - As the recipient of Federal Grant awards, the School District, and Vendor's seeking to furnish goods or services under a grant award, are held to certain Procurement Standards; Vendor Certification may be required depending on the funding source for the purchase.
  • Service Agreements - The School District requires a written service contract, agreement, or memorandum of agreement/understanding for all services provided to the District.  Contracts for (goods only) do not require a written service agreement although written quotes are encouraged, and may be required depending on the type, and volume of goods.
  • Vendor Payments - Vendors may be paid by pCard, check, or Electronic Fund Transfer (EFT) depending on the type of commodity.  The School District operates on a bi-weekly Vendor payment schedule; meaning payments by check or EFT are only issued every two (2) weeks.  To enroll in EFT, see our (EFT) Enrollment Form.  In order to expedite payments, invoices shall include the following elements, at a minimum:
    • The authorized PO#, 
    • A unique Invoice number, invoice date, and Due Date,
    • Business name, remit address, phone number and email,
    • Comprehensive description of the goods or services,
    • Total amount due.

6. Which Service Contract is right for me?
The School District maintains three (3) basic templates to outline terms and conditions for outsourced services; go to: PURCHASING FORMS - Forms related to Services