Cooperative Purchasing
School districts procuring under either Bid Law (KRS 424.260) or Kentucky Model Procurement Code (KRS 45A.345-460) may utilize contracts issued by the Commonwealth's Finance and Administration Cabinet, federal, local or cooperative agency if the goods or services are available at a lower price.
State Contracts
KRS 45A.050(3) allows school districts the opportunity to utilize Master Agreements issued by the Commonwealth for their procurement needs. The Commonwealth's Master Agreements cover a vast variety of goods and services from multiple vendors across the state. KDE encourages districts to investigate these opportunities for the chance to capitalize on greater economies of scale. Information can be found on the Finance and Administration Cabinet's State Agency and Local Government Procurement webpage.
Other School Districts
School districts can also contact any of the Directors of Finance and Business in other districts for information on past solicitations or contract awards by clicking on School and District Contact Information.
Educational Cooperatives
Kentucky has a host of educational cooperatives that provide assistance and expertise for the benefit of their member school districts. The cooperatives provide comprehensive educational services and programs that support the member districts and their schools in their school improvement efforts. Member districts also work through the cooperatives to maximize their purchasing power, thereby improving their fiscal efficiency. Click on the link below to access information on cooperatives.
Kentucky Educational Cooperatives
RFP Template
A Request for Proposal (RFP) is a formalized process to solicit bids or proposals from vendors for a tailored solution for a district's unique need. This differs from a Request for Bids which is intended for a standardized good or service. An RFP is ideal for situations where the school district may not have the experience or expertise to understand all the available options to solve a need.
To assist districts with the RFP process KDE has created an RFP Template package of documents. Each document is set up with explanations and instructions so each district can use these documents, and they become part of the district's official records of the procurement. While KDE made every effort to ensure all documents comply with the requirements of both Bid Law and Model Procurement Code, each district is encouraged to discuss any questions or concerns with board counsel. The package of documents is below.
Main RFP document that contains instructions, hints and other information for the document to be tailored to each district and each RFP.
School District RFP Template April 2025
A template power point slide deck to assist in a preproposal presentation with perspective offers.
RFP Preproposal Slides Template April 2025
Perspective offers may ask questions and receive feedback prior to submission of their proposal. However, that feedback must be available to all offerors. This document provides a template to formally document and make the information available.
RFP Q&A Template April 2025
This template provides a checklist to ensure each offer receives meets a “responsiveness" criterion before moving on to evaluation.
RFP Responsiveness Checklist April 2025
This is an informational document intended for the finance officer or district procurement staff, not the evaluation team, as an introduction to the RFP evaluation process.
Introduction to the RFP Evaluation Process April 2025
This is an information document intended for each member of the RFP's evaluation team.
RFP Evaluation Team Guidelines April 2025
This is a confidentiality agreement for each member of the evaluation team to complete.
Individual Evaluator Conflict-Confidentiality Statement April 2025
Marshall Smith
Office of Finance and Operations
Division of District Support
300 Sower Blvd., 4th Floor
Frankfort, KY 40601
(502) 564-3846 Ext. 4463
Fax (502) 564-6771
marshall.smith@education.ky.gov