Vendor Relations

The Purchasing Department has established contracts and agreements with many Vendors.

• Cooperative Contracts
• Audio Visual Contracts
• Price Agreements
• Architects Engineers and Related Services Consultants Roster

• Amazon
• Apple
• Barnes & Noble Discount Card
• Best Buy (aka Multi Service Corp.)
• Costco
• Grocery Stores
• Home Depot

Vendor Connections

• Other Vendor Contacts and Information

Additional Vendor Information:
District Employee Relationships With Vendors:

• All vendor representatives shall be given the opportunity to present their products to the District.
• All letters, correspondence and other forms of communication shall be answered or acknowledged promptly.
• The Purchasing Department shall conduct all price adjustment negotiations, when necessary.
• Vendor visitations should be allowed, request that representative make an appointment - you are not obligated to 'drop everything’ to visit with a vendor.
  
• When meeting with salespersons, no one outside the purchasing department shall commit themselves or the District to purchase a certain product or service, nor imply that a vendor will receive an order before the purchasing department has reviewed and approved the request.

How Vendors do business with the District

The Purchasing Department publishes information for the benefit of new vendors who wish to do business with the District on the Districts’ web site. This information is what Vendors need to know in order to understand how the District conducts business, direct Vendors to Doing Business with the District.

Employee Ethics

• Refrain from showing favoritism to any vendor. When placing an order or recommending award of a bid, the criteria for making this selection shall always be the most responsive and responsible vendor.
• Refrain from accepting gifts, gratuities or kick backs of any kind from vendors which could compromise one’s objectivity and judgment.
  
• Refrain from using professional influence or position to receive special consideration, discounts, or favors from vendors.
• Remove yourself from a position of influence or decision making when a potential conflict of interest exists.
• Demand honesty and integrity from sales representatives.
• Grant all qualified bidders equal consideration.
• Foster and promote fair, ethical and legal trade practices.
• Avoid situations which could compromise your objectivity or be perceived as such. Keep your distance. Avoid becoming too closely involved socially with the vendors. Keep your relationship at a professional level. Lunch and dinner invitations should be politely declined. If unavoidable, you may lunch with vendors, but at your own expense.
• Expenses incurred to participate in vendor site visits must be borne by the school district. Offers from vendors to pay for district employees’ travel expenses must be declined.

Vendor Performance

General

All contracts and purchase orders contain vendor performance requirements. These requirements typically include price, quantity, quality, delivery location, and delivery date. An important part of the purchasing cycle is to ensure that vendor's performance is consistent with these requirements.

Noncompliance

If vendors fail to meet their contractual obligations, end users should notify the Purchasing Department immediately. The Purchasing Department will work with the end user to try to resolve the problem and will help with documenting the situation in the contract file if warranted by the circumstances. If a vendor consistently fails to perform, it may result in cancellation of the contract. Under certain circumstances, vendors may be suspended or debarred by the District.

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