KVEC Procurement Suite
Kentucky Valley Educational Cooperative (Cooperative Purchasing)
KVEC Procurement Suite
Seven small tools for cooperative purchasing. Most take a few minutes.
New director? . Questions: [email protected].
Start here
Routine reviews
Annual documentation
Problems and exceptions
Vendor wanting to bid with KVEC? .
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Find an awarded vendor
Choose your district and a category to see available vendors, pricing, and bid documents.
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Price Comparison
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1Setup
2Compare Prices
3Export
KVEC Cooperative Purchasing: KVEC has already conducted the competitive bid process for the current fiscal year. Your job is to compare these bid prices against what you paid last year and document that they're fair and reasonable. This takes just a few minutes.
Your Information
Your District
Select your district so we only show vendors that serve you.
Bid Category
Choose the category you need to document. You'll compare this year's bid prices against what you paid last year.
Enter what you paid last year (or your best estimate) for each vendor. The Current Bid Price shown is an equivalent-basket average — the average across every item that vendor has on this year's bid — so compare it against a similar average of what you paid last year, not a single item's price. The tool calculates the variance and flags anything that looks unusual.
Price Comparison
| Vendor | Items on Bid | Current Bid Price (avg across items) |
Prior Year Price ($) | Variance | Fair & Reasonable |
|---|
+ Add a vendor:
Procurement Checklist
Verify these items before filing your documentation.
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Logging to KVEC…
Your Copy
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Your Information
Tell us who you are so we can follow up if needed.
Vendor Feedback
Select the vendor and let us know how things are going.
A quick photo helps — the product, the case label, or the delivery slip. Photos are shrunk automatically before sending, so any phone picture is fine.
KVEC keeps a copy of every submission. Check the box above if you’d like one for your own records too.
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Feedback Submitted
Thank you! Your feedback has been recorded.
A copy has been saved to the KVEC monitoring log.
Build your procurement file
Tick the vendors your district actually buys from — one file covers all of them. Your progress is saved on this device.
Which vendors do you use?
Most districts use just a few. You can change this any time.
Your procurement file
KVEC keeps the cooperative bid and award records. Your district keeps records created locally after the award, including invoice checks, substitutions, price-change notices, and approvals.
Your district’s own file should hold anything created after the award: invoice price checks, Buy American exceptions, substitution notes, vendor performance issues, written amendments or price-change notices, and the retained records for at least three years after final payment.
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Invoice Review (Price Verification)
Select a category and vendor, then enter prices from a recent invoice. We’ll compare them with the awarded prices.
Why this matters: KDE checks this in every procurement review — invoices must match the awarded price list from your KVEC bid.
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Items Checked
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Match Award
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Over Awarded Price
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Under Awarded Price
Overcharge found? An invoice above the awarded Firm Price is only allowed when the vendor provided written documentation to your district before the increase took effect, and never above the Escalation ceiling (dairy only). You hold those vendor letters (KVEC never sees them), so tick “Doc on file” only if the letter is in your records. No letter? Contact the vendor for a credit and report it via the Vendor Monitor tab. Either way, printing or exporting this check below is how a copy reaches KVEC’s records.
Buy American Exception Log
Use this form when a non-domestic food item is purchased under an allowed exception.
Under 7 CFR 210.21(d) and USDA memo SP 23-2024, food purchases must be domestic (produced in the U.S., or processed in the U.S. with at least 51% U.S. agricultural content). Exceptions are allowed for only the two reasons below, and each must be documented. This is your decision as director (no pre-approval from KDE or KVEC is needed), but KDE verifies the documentation in procurement reviews, so log each exception here when it happens and print the approval form for your file. Heads up: since July 1, 2025, non-domestic purchases may not exceed 10% of your total annual commercial food costs; if you can’t meet that threshold, contact KDE about temporary relief.
Exception Log
Heads up: this log lives only on this computer. If you switch computers, it won't come with you — but every entry you add is also sent to KVEC, so nothing is lost.
Vendor Sign-Up (Bid Notification Registry)
Want to do business with KVEC’s 28 member school districts? Register below and we will email you when next school year’s bids are released (typically each spring), along with the bid documents. Registration takes about two minutes.
What registration is (and isn’t). This registry is a notification list only. Registering does not make your company a KVEC vendor, does not obligate KVEC or its districts to purchase anything, and is not required to bid. Bid openings are publicly advertised and open to all qualified bidders. To become an approved vendor you must respond to the actual bid when it is released. What to expect if awarded: vendors hold their bid prices firm for the full school year (an overall catalog discount can substitute for item pricing in some categories), and districts choose freely among all approved vendors.
Your company
Business classification (optional)
Checking these never affects eligibility. It helps KVEC document federal small-business outreach (2 CFR 200.321).
What do you sell or provide? * (check all that apply)
Where can you deliver or serve? *
Questions? Alex Smith · [email protected]. Registry information is used only to send bid notifications and document outreach; it is never shared with other vendors.
KVEC Procurement Suite: Two-Minute Guide
Everything here is optional reading. If you only do one thing after this: set your district and year in the top-right corner, then start with Vendors.
Set your district and year once. Click the district button in the top-right of the page and pick your district and fiscal year. Every tool below will remember it and fill it in for you, on this device, until you change it.
Start here
Vendors — see who is awarded in your district, at what prices, and pull any documents you need. This is the tool almost everyone needs first.
Routine reviews
Invoice Review — whenever a vendor invoice comes in, run it here to confirm the price matches what was awarded. Takes about ten minutes.
Annual documentation
Price Analysis — documents that KVEC's bid prices are fair and reasonable compared to what you paid before. Keep the copy it generates in your file.
Compliance Checklist — the procurement file KDE expects to see. Tick the vendors you use and it builds one file covering all of them. Run it before a review, not during one.
Problems and exceptions
Buy American Log — log it the day a non-domestic substitution shows up, and print the approval form for your file.
Vendor Performance — report a vendor problem (late delivery, wrong items, billing issue) directly to KVEC.
For vendors, not districts
Vendor Sign-Up — a notification registry for companies who want to hear about upcoming bids. If you are a district director, you can ignore this one.
Questions about any of this: [email protected].