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How ordering works
Three steps, one email, and no portal to log into. Most of our orders come from someone who buys everything for a district, a small town or a field office, needs one specific thing, and does not want it to become a project. Card or purchase order, either way.
Send the requirement
Part numbers, quantities, where it ships, and when you need it. A forwarded spec sheet or a photo works just as well.
We quote the same day
Firm line-item pricing on company letterhead, good for 30 days, with the lead time stated for every line.
You pay, we ship
Card through a secure link, or send a purchase order and we invoice on shipment. Goods ship direct to your receiving point and we forward tracking the day it moves.
Orders ship blind from the distributor — your packing slip carries our name, and no supplier pricing goes in the box.
How you pay
Both ways work, and neither needs you to set up an account, log into a portal, or sign anything before you have a quote in hand.
Purchase card
You approve the quote by email; we send a secure payment link. The card is charged when the order ships, not when you approve it — so your statement lines up with something that actually arrived. If an order ships in more than one consignment, each is charged separately as it leaves, and you get a tracking email for each. We never take card details by email or over the phone.
The card statement descriptor reads COPPERSTATESUPPLY, so it reconciles to the quote without a guess. Nothing to set up: you get a quote, you approve it, you pay when it ships.
Purchase order, Net 30
Make it out to Copper State Supply Group LLC, 4539 N 22nd St, Ste N, Phoenix, AZ 85016, and email it to quotes@copperstatesupplyco.com with our quote number on it. No fax, no portal. We acknowledge it the same business day, invoice on shipment against your PO number, and put the quote number on the invoice so your file reconciles without a phone call. A partial shipment is invoiced for the lines that shipped; the balance follows when it does.
Two honest caveats. Vendor setup in your system needs a W-9, and ours waits on an EIN that is applied for rather than issued — the queue is published here. And for a first order, Net 30 is available up to $5,000; above that we ask for the card or to split the order, because a company this new is financing your net terms out of its own pocket. After two clean orders the ceiling comes off. We would rather say so than agree and go quiet.
What your file will need from us
- Quote
- On letterhead, per-line pricing, lead time and origin
- Insurance certificate
- On request, naming your entity where required
- 889 representation
- Signed, on request
- Capability statement
- Published here
Sales tax
We quote tax according to your entity's exemption status and the rules of the state we ship to. Send your exemption certificate with the requirement and we'll apply it. Where tax does apply, it appears as its own line on the quote — so the invoice matches what you approved, which is the part that actually matters.
Freight
Quoted FOB destination with freight included in the line price. If your RFQ specifies otherwise, we'll follow your terms instead.
How we price
Buyers ask, reasonably, why they would pick a new reseller over a catalogue they already have an account with. Here is the basis, so the answer can go in your file rather than on trust.
We buy through distribution and add a margin. The line price on the quote is the delivered price: freight is in it, tax is its own line, and there are no handling, fuel or small-order charges arriving later on the invoice. What you approve is what you are billed.
We will not always be the cheapest, and we will tell you when we are not. On a stock commodity that a national catalogue carries under a cooperative contract, their cost basis beats ours and we say so on the quote rather than shade the number. Where we earn the order is the line they do not stock, the specification they will not confirm, the date they will not commit to, and the quote that arrives today.
A lower written quote gets a written answer. Send us a competitor's quote for the same part number, quantity and delivery terms and, within our 30-day validity, we either match it or reply the same day with the reason we can't. Either way you have a line for the file.
What is in the number
- Line price
- Delivered — freight to your dock is included
- Tax
- Separate line, per your exemption status
- Surcharges
- None — no handling, fuel, or small-order fees
- Card fees
- None passed on; the card price is the quote price
- Written quote match
- Same part, quantity and terms: matched, or declined in writing the same day
- Validity
- 30 days, so the number survives a requisition cycle
If you are a federal cardholder
Under the $15,000 micro-purchase threshold — raised from $10,000 by the FAR Council's inflation adjustment effective 1 October 2025, so if you are working from the older figure, that is why it looks wrong — no solicitation, competition, or contract vehicle is required. A cardholder can buy directly from a responsible source, which is why you do not need us to be on a schedule to place an order today.
Below that threshold the Buy American Act does not attach either (FAR 25.100(b)), and neither does the nonmanufacturer rule. We state country of origin on every line regardless — the reasoning is here — because the record costs nothing to build and matters the moment a requirement grows past the threshold.
Above the threshold we can still quote, and we are completing the registrations that let us follow you there. Current status is published in full.
If you are a district, town or utility
None of the federal machinery above governs your purchase, and we are not going to pretend it does. Your rules are your procurement code and your board policy.
What we can tell you: there is no minimum order, a single line is a real order, we will complete your vendor packet when the W-9 exists, and we will quote to a specification — NSF/ANSI 61, NFPA listing, ANSI/ISEA class, MUTCD — and state it per line rather than sending an unannounced equivalent.
If your policy needs three quotes, say so on the requirement. We would rather be one of three and win it than be the only one and have you explain why.
Terms of sale
The answers you'd otherwise have to email and wait for.
- Quote validity
- 30 days from issue
- Pricing
- Delivered line price, no surcharges; written quotes matched or declined in writing
- Freight
- FOB destination — included in the price
- Sales tax
- Per your exemption status; a line on the quote where it applies
- Payment
- Purchase card, or a purchase order on Net 30
- Purchase orders
- Accepted — made out to Copper State Supply Group LLC, emailed to quotes@
- Net 30 on a first order
- Up to $5,000; card or a split above that until two orders have cleared
- Card timing
- Charged at shipment, per consignment
- Invoicing
- Issued on shipment, per consignment, referencing your PO number
- Lead time
- Stated per line; stock items typically 2–5 business days
- Non-stock lines
- Typically 1–3 weeks; the quote states the date
- Minimum order
- None; single-line orders welcome
- Delivery
- Shipped direct to all fifty states and DC
- On request
- Section 889 representation, insurance certificate, capability statement
When something goes wrong
Every supplier's terms cover the order that goes right. These cover the one that doesn't, because that is the part you are actually taking a risk on when you buy from someone new.
Damaged or short on arrival
Tell us within five business days and we handle the carrier claim ourselves — you do not chase the freight company. A damaged item is replaced or credited; a short shipment is completed at our cost. Note the damage on the delivery receipt if you can, because it makes the claim faster, but a missed note does not void anything on our side.
Wrong item
If what arrives is not what the quote said, that is our error. We pay return freight, we send the right item, and there is no restocking charge. This is the case we most want to hear about immediately, because the fix is usually faster than the explanation.
You ordered the wrong thing
It happens, and we will try. Unopened stock in resalable condition can usually go back, subject to the manufacturer's restocking terms — which we will find out and tell you before you commit to the return, not after. Custom, cut, or special-order lines generally cannot be returned, and we will flag those on the quote.
A date slips
You hear it from us the day we hear it, with the revised date and the option to cancel that line at no cost. We would rather lose a line than let a date go quiet — a delivery date you cannot rely on is worse than a longer one you can.
Four more, because this is technology
Hardware fails differently from a case of gloves, and these are the four that actually come up.
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Dead on arrival
Report it within thirty days and we run the manufacturer's DOA process — you do not open a case, sit in a queue, or read out the serial number twice. Where the manufacturer offers advance replacement we ask for it, so the replacement ships before the failed unit goes back.
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The wrong dock, cable or adapter
The most common IT return, and almost always a specification problem rather than a shipping one. Give us the machine model instead of the accessory part number and we will quote what actually drives your display configuration. If we spec it wrong, the exchange is on us including freight both ways.
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End of life, and silent SKU changes
Commercial IT part numbers turn over constantly, and a SKU quoted in March can be discontinued by June. If a line goes end-of-life between quote and order you get a named successor with the specification difference written out, and the choice to take it or cancel the line.
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Warranty that is actually yours
Authorized-channel product carries the full manufacturer warranty, and we register it to your agency rather than to us — so a support call three years from now does not route through a vendor you no longer buy from. Extended warranty and next-business-day service packs are quoted as their own line when you ask for them, and never bundled in silently.
We quote the part you asked for
If you specify a part number, that is what we quote and that is what ships. If it is discontinued, unavailable, or carries a lead time we think you will not accept, we come back to you with the alternative and the reason — and we do not ship a substitute without your written approval.
This matters more than it sounds. On a listed or certified item — an NFPA-listed fitting, an NSF-certified valve, an ANSI-rated garment — an "or equal" that arrives unannounced is not a convenience, it is a compliance problem you inherit. Where a line has a standard attached to it, tell us the standard and we will quote to it or tell you we can't.
Hours
Monday to Friday, 7:00am to 5:00pm Arizona time (MST year-round — we do not change with daylight saving, so we are one hour behind the Pacific coast in summer).
Same-day cutoff
A requirement that reaches us by 2:00pm Arizona time on a business day is quoted before close that day. After that, you have it the next business morning. If a requirement is urgent, say so and call the number — we will tell you honestly whether the date is reachable.