Procurement: Written Procurement Policy and Standards of Conduct

Procurement Policy 

Procurement Plan Template (DOC)

The SFA/LEA must maintain written policies and procedures that reflect applicable federal, state, and local regulations. These policies should include:

• The procurement methods to be used;
• A requirement that costs incurred must be necessary and cost-effective;
• A requirement that procurement avoids the acquisition of unnecessary or duplicative items;
• All procurement transactions must provide full and open competition;
• A requirement that the SFA/LEA must maintain records sufficient to detail the history of procurement
• Procedures for evaluation of proposals, including procedures for the use of the market basket cost analysis method if applicable;
• A requirement to conduct a cost or price analysis for all formal bids and/or contract modifications
• Steps that the SFA/LEA will take to assure that small, minority, and women’s business enterprises and labor surplus firms are used when possible.

Standards of Conduct

The LEA/SFA must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and administration of contracts. These standards must:

• Prohibit soliciting or accepting gratuities, favors, or anything of monetary value from contractors or parties of subcontracts;
• Include disciplinary actions for violations of the policy

The written standards of conduct may be included in the written procurement policy or may be maintained in a separate policy.