Procurement Department

The Procurement Team's main objective is to help ensure that the San Francisco Unified School District students and staff have the goods and services required for day to day operations.

Interested in doing business with the San Francisco Unified School District (SFUSD)?  Want to be on our Vendor list?  You must acknowledge and agree to the following:

• Must accept purchase orders in lieu of prepayment;
• SFUSD will not be required to complete a credit application to order goods/services;
• A W-9 must be provided to the school district;
• If a contract is awarded for any services, the Vendor must acknowledge it has read, reviewed, and is in full agreement to the contract form utilized by the school district for the specific goods/ services provided by the Vendor*
• Ability to comply with the insurance requirements listed in the contract form utilized by the school district for the goods/services being provided by the Vendor
• The contract form will not be modified and must be signed in its current form
• Payment for goods/services will not be made until after the goods/services have been received/performed (PCC § 20118);
• Payments will be made by check after goods/services have been received/performed and an invoice for services has been received.

If you agree to the above, please sign and date below and email your W-9 to vendorrequest@sfusd.edu.  The subject line of the email must state “New Vendor Request – Your Company Name.”  In the body of the email, include the following:

• Your company name;
• Goods or services provided;
• Contact name, with phone number and email.
• Website link
• W-9

 If you have any questions, please email marceloa@sfusd.edu.  

 Note: If you are already doing business, or have done business, with SFUSD, you do not need to take any action.

*Prior to awarding a contract, upon request, SFUSD will send the contract form to the Vendor.

I am a duly authorized representative of the Vendor named below applying to be added to the SFUSD Vendor list.  I have read and reviewed the above terms and conditions of doing business with SFUSD, and on behalf of the Vendor, agree to all terms and conditions.  I certify that I am authorized to enter into this Agreement with SFUSD on behalf of the Vendor named below. 

___________________________ Date: __________________________

Name of Individual

Title 

Name of Vendor

If making a federally funded purchase (Title I) of $10,000.00 or greater, but less than $114,800, you are required to obtain three quotes. These quotes can be in the forms below:

• (i) Email from the vendor (with identifying information showing the vendor as the sender);

• (ii) Letter/quote/proposal on vendor's letterhead;

• (iii) Price sheet taken from the vendor's website (Best if SFUSD has a print-to-PDF with date of snapshot visible. This can be a screenshot, or a shopping cart converted to a PDF); or

• (iv) Phone call with vendor (could work only if documentation is in writing (i.e., signature of staff member certifying authenticity of quote, date of call, name of person spoken to, company, etc.).

Attach documentation for the three quotes to your GoFast requisition requesting a purchase order.

For purchases of $114,800 or greater, a competitive solicitation must be done.  See SFUSD Procurement Manual - Non-Construction.

To help simplify our transition to the Frontline system and streamline processes for Procurement, school sites, and offices, we are clarifying and simplifying the process and policy for contracts.

Best practice for all district managers is to look online (and elsewhere as needed) to make sure you are receiving the best value for our spending of public dollars for professional services contracts.  If:

• Purchase of professional services is under $10,000 - It is strongly recommended to look for the best pricing.  However, there is no requirement to produce proof of your search at this dollar value.  If using federal funds, documentation must be provided.  This limit for professional services for all other funds is now under $25,000.
• Purchase of professional services between $25,000 and the current statutory bid threshold of $114,800. - Managers must attempt to get three quotes and keep time & date evidence of the quotes on site in the event that they are requested by Procurement or from auditors during the annual audit.  Procurement will no longer require evidence of quotes upfront.
• Purchase of services over $114,800 - Must be routed through Procurement for competitive solicitation with any requested supporting material. 

Reminder: As stewards of public funds, we have a fiduciary duty to ensure that spending is both appropriate and practical. 

The bid threshold that requires formal bidding (also known as a competitive solicitation) is in the amount equal to or greater than $114,800 (for calendar year 2025), as outlined in the Public Contract Code (PCC) § 20111.  This threshold applies to equipment, materials, supplies, and non-construction services. 

If the need for a federally funded contract in 2025 exceeds $114,800, a formal solicitation is required.  This amount is increased annually in January, as required by statute.

Likewise, if separate school sites award contracts for the same type of services from the same vendor (e.g., dance lessons) and the aggregate amount of the contracts exceeds $114,800, a competitive solicitation is needed. This type of purchase cannot be broken down into separate quotes to stay under the threshold.  This is called “bid splitting” and is unlawful.  

SFUSD GOAL: Fiscal Stabilization = Appropriate Spending

• California Constitution, Article 16, Section 6:
  • Prohibits a gift of public funds to any individual…
    • Expenditures of school public funds must be for a direct and primary public purpose and within the scope of the school district’s jurisdiction and purpose. The responsibility of the district is to show that the expense benefits the education of students within its schools.

Gift of Public Funds Instructions

Related: Purchase of Food*

*Food Object Codes: If food is ordered and delivered, the object code is 5890. If food is ordered, but is picked up, it is 4313.

Gift Card Instructions

Join us for training and/or Q&A:

• 1st Wednesday of the month from 12:00 pm - 1:00 pm; link to virtual meeting.
• 3rd Wednesday of the month from 3:00 pm - 4:00 pm; link to virtual meeting.

General Guidance

To avoid delays in processing contract requisitions, please ensure they are fully and correctly completed with the right service dates, budget year, etc.  Check that you have insurance, fingerprint and TB clearance.  

Questions about your requisitions?  Please contact the functional area first as indicated below; do not go directly to DoT.

●   Budget questions for requisitions: Budget Analyst Assignments

●   Accounting questions for requisitions: Accounting Analyst Assignments

●   Contracts: Patricia Martir (martirp@sfusd.edu), Michael Hirai (hiraim@sfusd.edu)

●   Purchase Orders: Kenneth Neu (Neuk@sfusd.edu)

●   Not sure what functional area: Arthur Marcelo (marceloa@sfusd.edu)

Zoom image | App Request Form | DoT App Requirements

Please contact Patricia Martir (martirp@sfusd.edu) or Michael Hirai (hiraim@sfusd.ed)

FY 2025-2026 Agreement Forms

The above link provides access to the Contract Forms.  Each template must be downloaded in Word.  Do NOT send blank templates to vendors/suppliers for them to complete.  Filling out the contract templates is the responsibility of District staff only.

Contracts Team

Patricia Martir - Principal Administrative Analyst, (415) 241-6468 ext. 1616, martirp@sfusd.edu 

Michael Hirai - Senior Administrative Analyst, (415) 241-6468 ext. 1609, hiraim@sfusd.edu 

Purchasing Team

Chasity Cannon - Purchaser, (415) 241-6468 ext. 1607, cannonc@sfusd.edu

Richelle Valencia - Purchaser, (415) 241-6468 ext 1604, valenciar@sfusd.edu 

Herbert Valmores - Assistant Purchaser, (415) 241-6468 ext. 1606, valmoresh@sfusd.edu 

Operations

Lorena Arana - Junior Clerk, (415) 241-6468 ext. 1626, aranal@sfusd.edu 

Management

Kenneth Neu - Purchasing Manager (628) 466-1279, neuk@sfusd.edu

Arthur Marcelo - Director of Procurement, (415) 241-6468 ext. 1608, marceloa@sfusd.edu 

135 Van Ness Avenue, Room 310

San Francisco, CA 94102

Phone (415) 241-6468

Fax (415) 241-6487

Questions regarding contracts? contract@sfusd.edu