How to Become an Approved PWCS Fundraising Vendor

The Prince William County Public Schools' (PWCS) Procurement and Supply Services Department has developed an approved fundraising services list titled Approved Fundraising Vendors, which outlines the approved PWCS fundraising providers to include, but not limited to, brochure sales, specialty sales, and cash and carry transactions on an "as needed" basis. The approved Fundraising Vendor List can be found at the following link on the PWCS website under Fundraising Services.

To be considered as an approved PWCS fundraising provider, please send the following to the Procurement and Supply Services contact, Chris Knoll, at [email protected]:

• Completed (typed or printed) and signed copy of the Fundraising Activities Contractor's Agreement 
• Completed and signed copy of the Certificate of Compliance
• Completed copy of the Vendor Information Form
• Completed Company W-9 Form
• Completed Certificate of General Liability Insurance (ACORD 25 form); Vendors who manufacture the products to be sold during the fundraiser must also provide proof of Product Liability Insurance ($1,000,000). Additionally, any vendor driving onto school property must provide proof of Auto Insurance.
• Copies/Samples of the following: Product/program brochures, order forms, parent letters, and other promotional materials, or the internet link to online catalogs and information.

Please note the following:

• Schools must submit the Planned Fundraising Activities Form for all fundraising activities and shall be approved in advance by the school principal and the appropriate associate superintendent before sending to the Procurement and Supply Services Department. Refer to PWCS Regulation 341-1 for details regarding the Planned Fundraising Activities Form.
• For Online Solicitations and Crowdfunding Activities: no posting or soliciting on any crowdfunding service shall be permitted until the PWCS employee has submitted the Online and Crowdfunding Activity Approval Form and submitted any requested information to his/her principal or central office supervisor, as well as obtained all indicated approvals. Refer to PWCS Regulation 341-3  for details regarding Online Solicitations and Crowdfunding Activities.

To do business with Prince William County Public Schools, vendors must register on our website. Instructions for registering are found on the Vendor Information webpage.

Upon a thorough review of the information provided, if approved, a signed copy of the agreement will be returned to you for your records.

Your firm will remain on the approved Fundraising Vendor List unless a written request for removal is received, or until such time as the required Certificate of General Liability Insurance on file with the Procurement and Supply Services Department lapses or otherwise fails to remain current. It is the sole responsibility of each vendor to update PWCS, in writing, as to any changes in contact names, phone numbers, fax numbers, addresses, and email addresses, in addition to different types of fundraising opportunities and products offered to PWCS. Vendors must also provide written notification in the event of a sale or transfer of the business.