9-VENDOR INFORMATION PACKET 03132024.pdf

“Putting children and families first to ensure high academic achievement for all.”

Buffalo Public Schools Bureau of Purchase

65 Niagara Square 816 City Hall

Buffalo, New York 14202

Jennifer LoTempio Dr. Tonja M. Williams Director of Purchase Superintendent

March 25, 2024

Dear Sir or Madam:

The Buffalo Public School District (BPS) is updating our vendor records. The District is required by IRS regulations to have a current W-9 Request for Taxpayer Identification Number and Certification form on file for every vendor that receives payment from the district.

To ensure that we have your correct business name, address, and tax identification number, you must complete and submit a W-9 form and a BPS Vendor Information Form.

Carefully read the instructions and return the completed

1. Form W-9 https://www.irs.gov/pub/irs-pdf/fw9.pdf

2. Vendor Information Form,

3. Commodity Classification

Information,

4. MBE or WBE certification (if applicable), and

5. **NEW for 2024** Vendor ACH Authorization Form (optional)

Please email the forms to vendorforms@buffaloschools.org as soon as possible.

After July 1, 2024 NO purchase orders or PAYMENT will be issued until we receive your completed W-9 & Vendor Information Form.

If your accounting department is at a different location, please forward this request to them.

Thank you for your cooperation and prompt attention to this matter. If you have any questions, please call Lynn Greene at (716) 816-4107.

Sincerely, Jennifer LoTempio Director of Purchase

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Purchase Department

816 City Hall, Buffalo, NY 14202 Phone: (716) 816-3585

Fax: (716) 851-3605

VENDOR INFORMATION:

IMPORTANT: Purchase Orders are delivered electronically. Please make sure that the e-mail address provided will be accessible to anyone in your company in the event someone is out of the office.

Company Name:

E-mail Address where Purchase Orders will be received:

Company Website:

PAYMENT INFORMATION:

Provide any remittance address(es) and contact person for which payments are to be mailed to if different from W-9:

Company Name:

Address to Mail Payment:

Contact Person:

MINORITY AND/OR WOMEN OWNED BUSINESS (MWBE) CERTIFICATION:

Required only if certified by any State, County, or City in the U.S.*

Year Certified:

Certification Expiration:

Agency in which Certified:

*Attach all MWBE Certification. It is the vendor’s responsibility to submit updated certification and/or evidence of renewal if certificate expires.

Vendor Information Form

SEND COMPLETED:

✓ Vendor Information Form (this form)

✓ Current and signed W-9 Form (2018 version) or foreign equivalent for your company indicating your legal business name

✓ MWBE/MBE Certification(s), if applicable

✓ Commodity Classification Information Form

✓ ACH Authorization Form (optional) TO THE ABOVE ADDRESS OR VIA EMAIL TO vendorforms@buffaloschools.org

NEW

The Buffalo Public Schools now offers ACH payment options in lieu of issuing paper checks. Please complete and sign the Vendor ACH Authorization Form to be paid via ACH.

☐ YES, I WANT TO “OPT-IN” FOR ACH PAYMENTS

☐ NO, I DO NOT WANT ACH PAYMENT. SEND MY PAYMENT VIA PAPER CHECK TO:

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CONTACTS:

Contact Name:

Title:

Phone: Fax:

E-mail Address:

Contact Name:

Title:

Phone: Fax:

E-mail Address:

INVOICING:

✓ Invoices are to be e-mailed as a .PDF attachment to APinvoices@buffaloschools.org

✓ The subject line must reference the Purchase Order number

Please DO NOT contact the Purchase Department regarding inquiries on payment status, etc. All inquiries can be made by contacting Accounts Payable at 716-816-3683 or accountspayable@buffaloschools.org.

UNAUTHORIZED PURCHASES OF GOODS AND SERVICES:

The Buffalo Board of Education shall only recognize purchases made through the approved purchase order process. All officially authorized purchases are executed by means of written purchase orders, on an official Buffalo Board of Education purchase order form with an authorized signature and a purchase order number. This does not apply to credit card/P-Card transactions.

Do not honor or accept any requests for goods or services unless the request is made through a written purchase order with an authorized signature and an assigned purchase order number. Once a purchase order is received, do not permit any employee to add items to the order. Please alert Jennifer LoTempio of the Purchase Department at purchasing@buffaloschools.org if any Board employee or non-Board employee attempts to place an order without an authorized purchase order.

The Buffalo Board of Education will not be held responsible for any unauthorized orders or purchases. The Buffalo Board of Education will only recognize purchase orders signed by the Director of Purchase.

Commodity Classification Information

Purchase Department

816 City Hall, Buffalo, NY 14202 Phone: (716) 816-3585

Company Name: ________________________________________________

Select and indicate whether Service, Supplies/Materials/Equipment or other:

SE

RV

IC

E

SU

PP

LI

ES

M

AT

ER

IA

LS

EQ

U

IP

M

EN

T

O

TH

ER

AUTOMOTIVE ☐ ☐ ☐

☐ BLACKTOP/CONCRETE ☐ ☐ ☐

☐ BUILDING AND GROUND ☐ ☐ ☐

☐ CAFETERIA ☐ ☐ ☐

☐ CARPENTRY/MASONRY ☐ ☐ ☐

☐ CARPET/ENTRANCE MATS ☐ ☐ ☐

☐ CLASSROOM ☐ ☐ ☐

☐ COMPUTER/INFORMATION TECHNOLOGY ☐ ☐ ☐

☐ CONSULTANT/PROFESSIONAL DEVELOPMENT ☐ ☐ ☐

☐ COPIER ☐ ☐ ☐

☐ DUMPSTER/WASTE MANAGEMENT ☐ ☐ ☐

☐ ELECTRICAL ☐ ☐ ☐

☐ ELEVATOR ☐ ☐ ☐

☐ ENVELOPES ☐ ☐ ☐

☐ FIRE ALARMS/EXTINGUISHERS: ☐ ☐ ☐

☐ FIRST AID/MEDICAL/HEALTH & SAFETY: ☐ ☐ ☐

☐ FOOD/FOOD SERVICE: ☐ ☐ ☐

☐ FURNITURE ☐ ☐ ☐

☐ GLASS ☐ ☐ ☐

☐ HARDWARE/TOOLS ☐ ☐ ☐

☐ HANDICAP EQUIPMENT ☐ ☐ ☐

☐ HVAC ☐ ☐ ☐

☐ HORTICULTURE ☐ ☐ ☐

☐ INCENTIVES/CUSTOM PRINTED ITEMS: ☐ ☐ ☐

☐ INDUSTRIAL MATERIALS: ☐ ☐ ☐

☐ INSTRUCTIONAL ☐ ☐ ☐

☐ JANITORIAL ☐ ☐ ☐

☐ LAMPS/LIGHT BULBS ☐ ☐ ☐

☐ MUSIC ☐ ☐ ☐

☐ OFFICE ☐ ☐ ☐

☐ PAINT ☐ ☐ ☐

☐ PEST MANAGEMENT ☐ ☐ ☐

☐ PLUMBING ☐ ☐ ☐

☐ SECURITY/ALARMS ☐ ☐ ☐

☐ UNIFORMS ☐ ☐ ☐

☐ OTHER: ☐ ☐ ☐

Commodity Classification Information

New Vendor ACH Authorization Form Buffalo Board of Education

Accounts Payable

1. Vendor/Payee Information

Name:

Address:

Contact Name : Contact E-mail:

Telephone Number:

Remittance Email:

2. US Bank Information

Name:

Address:

Representative Name:

Representative Phone:

Account Name:

Account Number:

Routing/Transit Number (ABA):

Type of Account: Checking Savings

3. Approvals/Authorizations - I authorize the Buffalo Board of Education (BOE) to deposit into to the account listed above by electronic funds transfer (credit entries), funds owed the Payee. It is my responsibility to notify BOE AP Department (E-mail or phone #) immediately if there is discrepancy between the amount deposited to my bank account and the amount of the invoice(s) paid. I understand that I must notify the BOE in writing immediately of any changes in status or banking information. In addition, I also authorize the BOE to process debit entries and adjustments for any amounts deposited electronically in error. This Vendor ACH Authorization is to remain in effect until either party has provided at least a 15 day written notification of its termination.

Print Name/ Title of Authorized Official: Signature: Date:

Important Information

Please return completed form via email: vendorforms@buffaloschools.org

For Office of Accounts Payable Use Only Date Stamp - Received

AP Reviewed and Approved:

Date:__________________