Terms and Procedures
1. Suncoast Preparatory Academy (Suncoast) uses a purchase order (PO) system for all product and services vendors. The parent or legal guardian will work with their Suncoast ES to request educational materials and services through a PO.
2. Purchase Requests are internally reviewed and, if approved, processed by the Suncoast Community Partners Team. The PO is generated and emailed to the vendor.
3. The vendor will provide only those materials and services which are identified on the PO. POs may not be altered by the vendor once issued. Please verify that items and services are correctly identified, and the pricing is accurate. If there is any error or discrepancy, vendors are responsible for contacting the Suncoast Community Partners Team at vendors@suncoastprep.org.
4. Unless a vendor receives a PO from Suncoast, materials and services will not be considered authorized which means that any materials distributed, delivered, or services rendered prior to the issuance of a PO will not be paid.
5. Once materials have been provided or services have been rendered, the vendor should submit a detailed invoice that includes both the appropriate PO reference number and a unique invoice number to invoices@suncoastprep.org.
6. Suncoast processes check payments via United States Postal Service (USPS) on a Net 30 to 60 basis, depending on the timing of state funding disbursement and postal delivery time. We strive to process payments within 30 to 45 days. In the rare event of state funding delays, payments may extend up to 60 days, with advance notice provided.
7. All service vendors agree to background check all staff who are coming into contact with students, either in-person or live online.
8. Service vendors must have their own liability insurance and furnish a copy of a declaration page or proof of insurance card showing that coverage is in force while they are providing services to students.
9. It is the Vendor's responsibility to renew coverage, and send a copy of their updated declaration page or new proof of insurance card to vendors@suncoastprep.org to prove they have active coverage if coverage expires during the school year.
10. You must provide proof that your products and/or services are not religious in nature. Suncoast will not authorize or pay for products or services that are religious in any way.
11. Maintain respectful and professional relationships.
12. Communicate directly with Suncoast regarding paid services and payment matters before approaching our families.
13. Not abiding to terms may lead to removal from our community partner list.