Topeka Electrical Procurement Policy

A.  General Policy

    *   No Conflict of Interest.  All directors, employees, or committee members who participate in the selection or acceptance of a contract for equipment, materials, supplies, or services must comply with the TEJATC conflict of interest policy.  No director, employee, or committee member will partiticpate without approval of the board.  "Conflict of Interest" includes situations in which the employee, family member, or board member has a financial interest in the business or individual selected for the contract.

    *   No Purchase of Items for Personal Use.  No director, employee, or committee member who participates in the selection or acceptance of a contract for equipment, materials, supplies, or services shall use such items for personal use.

     *   No Receipt of Gratuities.  No director, employee, or committee member shall solicit or accept gratuities, favors, or anything of value from contractors, potential contractors, or parties to agreements with the non-profit.

    *   No Purchase of Items Not Approved in the Budget.  No director, employee, or committee member shall solicit or accept any equipment, materials, supplies, or services that have not been approved by the Board of Directors in the annual budget without prior approval of the board.

    *   Document Cost Analysis.  The TEJATC shall conduct a cost analysis and document files in conjunction with every purchase.  The procurement file should contain a justification for the lack of competition if competitive bids or offers are not obtained.

    *   Contract with Winning Bidder.  If a contract is competitively bid, the TEJATC will enter into a contract with the winning bidder that specifies the equipment, materials, supplies, property, or services to be purchased and the payment terms.

     *   Evaluate Each Contractor.  The TEJATC will evaluate each contractor at the completion of each contract.  The evaluation will be utilized to make decisions to award future contracts.

B.  Acquisition Procedure

The TEJATC will conduct all procurement transactions in a manner that maximizes opportunities, increases quality, and reduces the cost of the purchase.  The TEJATC reserves the right to reject any bids or offers, if deemed to be in its best interest.

    *   Pricing Procedures.  One of the following procurement procedures shall be utilized for all purchases of equipment, materials, suppliles, property, or services involving amounts over $500:

          *   Open Market Inquiry.  The TEJATC will inquire in the open market to ensure an advantageous price and quality.  The file shall document the inquires made and the offers received.

          *   Request for Competitive Quotes.  The TEJATC will request competitive quotes, orally or in writing, from at least three different sources.  The file shall document each invitation made and offers received.

         *   Formal Proposal Procedure.  The TEJATC will solicit competitive responses through a formal bid procedure.  Bids will remain sealed until the time designated in the proposal.

    *   Document Prices.  The TEJATC shall maintain files on all quotations solicited and offers or bids received and any criteria for selection.  In all instances in which the lowest bid is not awarded in the contract, justification for the selection must be contained in the file.

    *   Two Signatures on Checks.  There must be two approved signatures on all checks.