Agenda - Council - 12/08/2020 - Laserfiche WebLink

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Denying one or more vendors the opportunity to bid on a contract when they have no history of default or failure in performance. Examples of this include: • Using unreasonably restrictive specifications. • Pre -qualifying bidders on a discriminatory basis. • Removing companies from a bidders list without just cause. • Requiring unnecessary high bonding. Giving favored vendors an unfair advantage. Examples of this include: • Providing vendors with non-public information regarding their competition's offer in advance of a bid opening. • Making information available to favored vendors and not to others. • Giving un-favored vendors inaccurate or misleading information. Accepting gifts from vendors. • Minnesota Statutes 471.895 prohibits government employees from receiving gifts except where they are included as part of the cost of a product, good or service provided (such as a meal provided as part of a conference). Section 3: Decentralized Purchasing The City of Ramsey has a decentralized purchasing program, meaning that each department is responsible for making its own purchases of materials and services for their operation. Individual departments are generally responsible for making their own purchases in order to support flexibility and discretion of purchasing and project management with the aid of expertise at the department level. Such items as office supplies, paper products and other general supplies that are used throughout the City will be centrally assigned to one department for purchase. The responsibility lies within each department to obtain bid or quotes, maintain records of bids or quotes, prepare purchase orders, receive deliveries and approve invoices for payment. 3.1 Conflicts of Interest All city employees who are involved in the solicitation and approval process for a contract, or the management or supervision of a contract if awarded, shall notify his/her supervisor as soon as the employee realizes that he/she is closely related to any owner, director, officer or principal in a closely held business entity or has an interest in the business entity that has submitted a bid or is awarded a contract. The City shall have the sole discretion to determine whether there is an actual conflict of interest or an appearance of a conflict of interest. If it is determined that there is only an appearance of a conflict of interest, that employee shall be precluded from participating in the contract solicitation and approval process, and in appropriate situations from the management and/or supervision of the performance of the contract. If there is an actual conflict of interest, the City shall determine whether a contract can be awarded to and performed by the proposed contractor in such a manner as to avoid the actual conflict of interest. The officers, employees, and agents of the City must neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontractors. 3