Purchasing
Gold Award of Excellence in School Purchasing Operations
The Downingtown Area School District was the recipient of the Gold Award of Excellence in School Purchasing Operations by the Pennsylvania Association of School Business Officials during the PASBO annual conference in March of 2020. Downingtown is the only school district in PA to receive the Gold Award twice. The award is designed to recognize professionalism, efficiency and leadership in school purchasing. Applying for and winning the award identifies Downingtown as a district that places importance on the purchasing function. It highlights the success of the district.
District entities are eligible to apply for the award every three years. The Award of Excellence was received by the district in 2014. The Gold Award of Excellence was received in 2017 and 2020.
Purchasing oversees the operation of all procurement activities and reviews and approves all purchase orders. The Downingtown Area School District is part of the Chester County Intermediate Joint Purchasing Consortium.
The CCIU goes out to bid for Copy Paper, Binder Combs, Athletic Supplies, Custodial Supplies, Mulch and Fuel. E-School Mail is used for this county bidding process.
The CCIU Consortium also provides approved vendor discount bids. These bids are valid for the entire school year and are the primary source for orders.
Purchasing Links
Vendor Information
Procurement Manager
Matt House
Welcome to the purchasing department of the Downingtown Area School District. For questions or information, please contact Matt House via email.
Downingtown Area School District periodically participates in Bids and RFPs, however no longer participates in line item bidding for general school/office supplies. Partnering with various vendors to provide on-line ordering as needed has proven to be time and cost effective. Office Depot is currently the primary office supply vendor under the TCPN contract. Other on-line vendors include School Specialty, Kurtz and Becker’s.
All active BIDS and RFPs are advertised on the website and documents and results can be viewed through the link provided on the home purchasing page.
Downingtown does make the effort to obtain quotations on all products ordered and is happy to keep your information on file so that you are notified when quotations are needed and notified of bidding and RFP opportunities.
Every school in the Downingtown Area School District has a budget to purchase materials, supplies and services necessary to support the school’s daily operations. All school administrators are responsible for understanding and following the district’s policies and procedures for purchasing materials, supplies and services.
The Downingtown Area School District is required to follow ALL procurement requirements controlling the purchase of materials, supplies and equipment for use in public schools throughout the Commonwealth of Pennsylvania. These include the Uniform Commercial Code, state laws and federal regulations.
PA School Code 807, as amended, establishes the primary legal requirements to be followed in the purchase of materials, supplies and equipment as such:
Purchases between $12,600 and 23,200 must have three quotations unless the purchase is made from an “approved” vendor. It is recommended that three quotes are received for ALL purchases between $12,600 and 23,200. Please notify the purchasing department for assistance.
Purchases over 23,200 must be advertised and publicly bid, unless an "approved" vendor is used. Please notify the purchasing department for assistance.
An approved vendor is a vendor that is part of a legal purchasing consortium.
NOTE: The fact that a school district is under no legal requirement to obtain competitive pricing should in no way supersede the responsibility of the purchasing department to ensure that the district is getting the best value for the best price.
IMPORTANT: Purchasing amount thresholds apply to the DISTRICT. The total spend must include all predictable products, district-wide, for the entire fiscal year. Examples include copy paper, technology items, supplies, custodial supplies and furniture. If the total of school/district purchases for like items will equal more than $12,600, then procurement rules for purchases greater than $12,600 apply.
NOTE: As of July 1, 2016, the Downingtown Board of School Directors has approved the requirement that 3 quotes must be obtained for all purchases over $5,000.
APPROVED VENDORS
A vendor is the company or organization that sells the items or provides the services that you would like to purchase. Vendors that are part of an approved purchasing consortium are recommended. DASD is approved to participate in the following purchasing consortiums:
Chester County Intermediate Unit Contracts – copy paper, technology, binder combs, custodial supplies, Percent Discount Catalog Bid, Fuel Oil and Trash Removal. Please contact Sharon Freemont at the CCIU for additional information. www.cciu.org
State Contracts – PA State Contract, COSTARS, DGS, PA Federal Surplus Property.
Association of Educational Purchasing Agencies (AEPA) – KPN, PAEJPC, PEPPM, NJPA, TCPN
National Contracts – US Communities, GSA Technology Schedule 70.
DISTRICT SURPLUS ITEMS
All surplus items in the district must be approved for sale or disposal by the building principal, technology and curriculum if applicable, and the DASD Board of Directors. The Facilities Department picks up approved surplus items for sale, from the buildings, in June and December.
DISTRICT POLICY
Downingtown School Board Policy can be referenced for purchasing authority and guidelines.
Vendor Registration
Downingtown Area School District uses “approved” vendors whenever possible to purchase goods and services. Approved vendors are part of a legal purchasing consortium. If you are not sure what constitutes an “approved vendor”, please visit the vendor information tab on the website.
To be added to our vendor list as an approved vendor, a vendor for future Quotations, RFPs or Bids, an Information Form must be filled out.
Email requests at lpeiffer@dasd.org are used to meet with vendors for introduction to their products and services, obtain references and determine whether vendors should be added to the vendor list.
If you would like to be added to our vendor list of non-approved vendors for future RFPs or Bids, please email Matt House. Requests are used to meet with vendors for introduction to their products and services, obtain references and determine whether vendors should be added to the vendor list..
Vendor lists are maintained in the district by product category such as, but not limited to:
- K-12 Furniture
- Office Furniture
- Copiers/Printers/Print Management
- General Office Supplies
- Art Supplies
- Technology Items
- Special Education Classroom Materials
- Special Education Classroom Equipment
- Athletic Equipment
Surplus Items for Sale
The Downingtown Area School District uses Public Surplus for the sale of all district surplus items. Below is a list of item(s) currently for sale:
2006 Ford F-350 Super Duty:
2006 GMC Savannah:
2004 Chevrolet Express:
2009 Ford Escape:
2018 Chevrolet Malibu:
Four (4) Thomas CH Minotour 30 Passenger Buses CLOSED
Bids & RFPs
Notice is hereby given that:
The Downingtown Area School District is soliciting sealed bids for the delivery and installation of kitchen equipment at the following locations:
1. East Ward Elementary School, 435 Washington Avenue, Downingtown, PA 19335: Walk-In Cooler
2. Lionville Elementary School, 526 West Uwchlan Avenue, Downingtown, PA 19335: Walk-In Cooler
3. Marsh Creek 6th Grade Center, 489 Dorlan Mill Road, Downingtown, PA 19335: Dishwasher
Bidders may submit proposals for any or all items. Awards may be made to multiple vendors. Bids must not be contingent upon receiving multiple awards.
Submission Deadline: Sealed bids must be received by 11:00 AM EST, July 22, 2025
BID: Results
Archived Bids and RFPs
Delivery and installation of kitchen equipment at the following locations:
1. East Ward Elementary School, 435 Washington Avenue, Downingtown, PA 19335: Serving Line
2. Lionville Elementary School, 526 West Uwchlan Avenue, Downingtown, PA 19335: Refrigerator & Warmer Units
3. Marsh Creek 6th Grade Center, 489 Dorlan Mill Road, Downingtown, PA 19335: Dishwasher
4. Downingtown East High School, 50 Devon Drive, Exton, PA 19341: Dishwasher
Bid Submission Deadline: Sealed bids must be received by 11:00 AM EST, May 19, 2025
Surplus Equipment RFP: Lenovo & Dell Devices
Inspection: November 18, 2024 between 12:00PM - 2:00PM (by appointment only)
Submission Deadline: November 20, 2024 by 12:00PM
Email only for submission of proposals to Ben Tobias; btobias@dasd.org
Shamona Creek Elementary School (SC) Wiring Upgrade Project RFP
An RFP to provide Category 6 network cabling at SC.
Mandatory pre-bid meeting: Monday, October 21, 2024, 4:15PM at Shamona Creek.
Bid submission date: All Bids must be received by 9:00AM on Tuesday, October 30, 2024.
bid documents
Bid Submission Form
Addendum A-1
Addendum B-1
ResultS
Surplus Equipment RFP: iPads and Laptops
Inspection: July 25, 2024 between 12:00PM - 2:00PM (by appointment only)
Submission Deadline: August 1, 2024
Email only for submission of proposals to Ben Tobias; btobias@dasd.org
Surplus Equipment RFP: Lenovo ThinkPad L13 Yoga
Inspection: June 19, 2024 between 12:00PM - 2:00PM (by appointment only)
Submission Deadline: June 20, 2024
Email only for submission of proposals to Ben Tobias; btobias@dasd.org
Surplus Equipment RFP: Macbooks
Inspection: April 9, 2024 between 12:00PM - 2:00PM (by appointment only)
Submission Deadline: April 12, 2024
Email only for submission of proposals to Matt House, mhouse@dasd.org
Surplus Equipment RFP: iPad Gen 6
Inspection: February 14, 2024 Between 12:00PM - 2:00PM (by appointment only)
Submission Deadline: February 16, 2024 by 12:00PM
Email only for submission of proposals to Matt House, mhouse@dasd.org
Proposal RESULTS
Food Service Management Company (FSMC) RFP
2024-2025 Cost Reimbursable RFP and Contract - PDE Approved2024-2025 Attachment CR3 - Participating Sites2024-2025 Attachment CR3 - Nonparticipating Sites
Attachment 4 Detail Attachment 4 Summary
Attachment 5 Detail Attachment 5 Summary
Attachment 6 Detail Attachment 6 Summary
Attachment 7 Detail Attachment 7 Summary
Attachment 8 Attachment 9 Attachment 11
FSMC Current Staff Costs Attachment 12
21 Day DASD Cycle Menu k-8 - breakfast 21 Day DASD Cycle Menu K-8 - lunch21 Day DASD Cycle Menu 9-12 - breakfast 21 Day DASD Cycle Menu 9-12 - lunchBid Prostest Procedures - FSMC RFP
Surplus Equipment RFP: MacBook Air 11" A1465
Inspection: 12:00PM - 2:00PM (by appointment only)
Submission Deadline: January 20, 2023 by 12:00PM
Email only for submission of proposals to Matt House, mhouse@dasd.org
Proposal results
Surplus Equipment RFP: iPad Gen 5's
Inspection: July 20, 2022 from 12:00PM - 2:00PM
Submission Deadline: July 21, 2022 by 12:00PM
Email only for submission of proposals to Matt House, mhouse@dasd.org
BID: Cafeteria Serving Line Equipment: Lionville Middle School and Downingtown Middle School
Submission Deadline: August 16, 2023 11:00 AM - Email submissions will not be accepted.
For Mail Submission: DASD, 540 Trestle Place, Downingtown, PA 19335 ATTN: Laurie Peiffer
For In-Person Bid Submission: DASD, 540 Trestle, Place Downingtown, PA 19335 ATTN: Laurie Peiffer
Virtual bid opening: August 16, 2023 1:00 PM. Zoom link: https://dasd-org.zoom.us/j/96050556168
bid documents bid response form results
Surplus Equipment RFP: Lenovo ThinkPad L380 Yoga
Inspection: November 10, 2023; 12:00PM - 2:00PM (by appointment only)
Submission Deadline: November 14, 2023 by 12:00PM
Email only for submission of proposals to Matt House, mhouse@dasd.org
Structured Cabling Upgrade: BH & SC
An RFP to provide CAT6A network cabling from the MDF/IDF to the endpoint drop.
Mandatory pre-bid meeting: Tuesday, January 9, 2024 at 4:00PM
Bid submission date: January 18, 2024 by 9:00AM