DJG – Vendor Relations

1. Vendor Selection

No favoritism shall be extended to any vendor. This lack of favoritism includes disallowing use of the District email system and other communication tools to advertise the services and products of vendors. Each order shall be placed on the basis of quality, price and delivery. Past service shall be a factor if all other considerations are equal. To be approved for an award, a vendor must be approved by application, pre-qualification, bid/proposal qualification or at the discretion of the Director of Purchasing or designee. Opportunity to provide services and products to the District shall be afforded to all responsible vendors. Whenever possible, vendors whose business address is within District boundaries will be afforded the opportunity to provide services and products to the District. All qualified vendors shall be granted fair consideration, quality being equal, and each transaction shall be judged on its own merits. Competition by vendors will be encouraged. Any vendor or bidder who offers items in excess or in violation of the spirit of this policy may be disqualified indefinitely.

2. District Employees

All employees of the District must exercise sound judgment in avoiding conflicts of interest or the appearance of impropriety in dealing with vendors, including the use of the District email system and other communication tools to promote the services and products of vendors. Employees of the District must not accept gifts or gratuities of substantial value or substantial economic benefit tantamount to a gift of substantial value from vendors or other outside persons which would tend to obligate or improperly influence a reasonable person in the position to depart from the faithful and impartial discharge of the employee's duties, or which the employee knows or should know is primarily for the purpose of reward for action taken. District employees may not use their positions for private advantage or personal financial or material gain. District employees may not participate in the purchasing process if the employee has a direct relationship with a vendor doing business with the District. A direct relationship may include the business being owned by a spouse or immediate family member or the employee being employed by the business. Immediate family members include relatives who are connected by blood or marriage. No person officially connected with or employed in the District shall be an agent or be in any way pecuniarily or beneficially interested in or receive any compensation or reward of any kind from any vendor for the sale of supplies, material, equipment or services to the District without the express prior written consent of the Board of Education. No employee acting as independent contractor, or firm owned in whole or in part by an employee shall be allowed to sell products or services of any kind to the District. Exceptions are allowed for sports officiating and may be allowed for other services and products if there is no other available source in the marketplace, or upon prior Board of Education approval.

3. Outside Vendors

The Board shall protect the staff and program against undue invasion of the school day by not allowing any solicitation of employees during the school day. Principals shall not allow material from vendors to be placed in employee mail boxes or school areas where employees may assemble. District employees shall not engage in the promotion of the services of a particular outside vendor, nor shall the District's email system or other communications tools be used to forward solicitations from a vendor.

4. Violations

Reported violations of this Policy will be investigated by the District. Vendors and/or sales representatives found to have violated these provisions may be barred from doing business with the District. Employees may be disciplined for violations of this policy.

Cross References:	BC - School Board Member Conduct

Legal References:	C.R.S. § 24‑18‑104 (Rules of Conduct for Public Employees)
	C.R.S. § 24-18-201 (Interests in Contracts)

Adoption Date: September 08, 2003 Last Revised: May 10, 2021