|
Littleton Public Schools Policy |
|
Policy Code DJ Policy Name Purchasing Adoption July 2, 1984 Revised October 14, 2010 |
Purpose and Philosophy
The primary purpose of the Purchasing Department is to coordinate and assist staff members in the purchasing of goods and services in support of the instructional and noninstructional programs, pursuant to the highest ethical standards of conduct. All items purchased shall be judged in terms of quality, suitability, services, schedule for delivery, as well as cost. Where appropriate, standardization of supplies and equipment should be used.
Relations With Vendors
No employee of the District or member of the Board of Education shall be financially interested, or have any personal beneficial interest, directly or indirectly, in any contract or purchase of supplies, materials, equipment, or services used by or furnished to the District or to District students. The Superintendent may approve purchases from vendors where employees have a financial interest on an exception basis if all competitive bidding procedures have been performed. The Board of Education will be notified of any exceptions made. No exceptions will be allowed for Board of Education members.
No employee shall accept or receive directly from any person, firm, or corporation to whom any contract or purchase order for goods or sale of services may be awarded, by rebate, gift, or otherwise, any money or anything other than the nominal value, or any promise, obligation, or contract for future reward or compensation.
No employee or member of the Board of Education may utilize the Purchasing Department or District purchasing procedures to obtain goods or services for his or her own private use.
No employee or member of the Board of Education shall endorse in public media any product in such a manner as will identify him or her as an employee of the District or Board of Education member without prior approval by the Board of Education.
District employees and members of the Board of Education of the District shall at all times carefully evaluate their social and entertainment contacts with possible vendors so as to avoid any appearance of impropriety.
Employees are required to turn over to the District any item offered as “free,” relative to a purchase, e.g., teacher’s guide or an additional copy.
Employees shall refuse all items offered “free,” e.g., Christmas cards for the purchase of weekly newspapers, rings for the purchase of class rings, and request that the value of the item be discounted from the total purchase cost of the order.
Solicitation by any salesperson of any District employee in the school buildings shall be prohibited except by prior approval of the school principal.
No employee who has identified a piece of District property as “surplus” will be eligible to purchase such property.
Selection of Vendors and Contractors
The District will solicit bid quotations from as many responsible bidders as possible and reserves the right to exclude any supplier from bidding if that supplier, without just cause, has failed to perform or provide the goods or services purchased on any order.
The District will seek business and bids from all eligible vendors, regardless of race, creed, color, sex, national origin, age, or handicap and will extend no favoritism to any vendor.
Ethical Practice
The Purchasing Department will:
Demonstrate the highest standards of honor and integrity in all public and personal relationships to merit the respect, trust, and confidence of employees and community.
Provide materials and services which will afford students the opportunity to develop mentally, physically, socially, and morally to their fullest potential.
Work to enhance the image of the District by developing and maintaining good relations with its suppliers.
Provide equal opportunity to all suppliers.
Maintain sensitivity and responsiveness to changing needs and act with objectivity and impartiality in advancing the District’s standards.
Obtain the greatest quality and quantity for every dollar expended in cooperation with all local and state professional purchasing organizations.
Specifications
Staff members will assist the Purchasing Department in the development of complete specifications necessary for the purchase of good and services.
Bids and/or proposals shall meet or exceed District specifications in order to receive consideration.
Legal Reference: C.R.S. 22-63-204
Cross Reference: GB, General Human Resources Policies