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February 16, 2011 (Houston Community College)

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Created: February 16, 2011 1
February 16, 2011
PROCUREMENT GUIDELINES
PROCUREMENT OPERATIONS
HOUSTON COMMUNITY COLLEGE SYSTEM
Procurement Guidelines are issued by the Executive Director under Article 1 of the
Houston Community College Procurement Operations Procedures Manual.
No. 2
Subject: Disclosure and Avoidance of Even the Appearance
of a Conflict of Interest
As internal guidelines and supplemental guidance under Article 3.2 of the Houston
Community College Procurement Procedures Manual, “Conflict of Interest,” this
Guideline shall govern the conduct of all Staff, Supervisors, Managers, the Director and
the Executive Director, employed in the Procurement Operations Department for the
disclosure and avoidance of conflicts of interest “in fact” and, whenever feasible, even
the appearance of a conflict of interest. The Procurement Operations Department
consists of Procurement and Contract Administration, and is responsible for the
procurement of all goods and services for the entire Houston Community College
System. This Procurement Guideline is supplemental to all State Statutes and Houston
Community College resolutions and policies governing employee standards of conduct
and conflicts of interest, including Article 3, Procurement Standards of the Procurement
Operations Procedures Manual.
Guideline
: It is the guideline of the Procurement Operations Department to promote,
maintain and exemplify the highest standards of conduct given our central roles and
responsibilities in the public procurement process including value analysis. In particular,
we understand and appreciate the importance of avoiding conflicts of interest “in fact,”
and even the appearance of a conflict of interest, in relation to the bids, proposals,
offers and contracts that we solicit, evaluate, negotiate and award, and the respective
vendors including their owners, officers, managers and staff.
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CLEAR
Created: February 16, 2011 2
Process
: The key process features are (a) awareness of our roles and
responsibilities, and our commitment to avoid conflicts of interest “in fact” and even the
appearance of a conflict of interest; (b) timely, written disclosure; (c) recusal from
personal participation in any transaction in which there is a conflict of interest, and even
the appearance of a conflict of interest.
1. Conflicts of interest
“in fact”
(or
“actual”
conflicts of interest) are well described in
the Procurement Operations Procedures Manual, and in the Houston Community College
Professional Standards and Codes of Conduct. This Procurement Guideline, therefore, is
intended to address particularly the more difficult concept, and process for,
the
avoidance
of
even the “appearance of a conflict of interest.”
Both kinds of conflict of
interest are to be avoided, and this Procurement Guideline describes the procedure to
be used in the Procurement Operations Department for the disclosure of either kind of
conflict of interest, including the introduction with this Procurement Guideline of the
“Procurement Operations Department Conflict of Interest Disclosure Form.”
2. For purposes of this Procurement Guideline, “the appearance of a conflict of interest”
means the
appearance of a conflict of interest in the eyes of a reasonable observer.
3. For the purposes of this Procurement Guideline, conflicts of interest, either “in fact,”
or as an “appearance of a conflict of interest,” may arise in relation to any of the
following categories of “interests” or “relationships”:
financial interest; employment
relationship; family relationship; and friendship
, as defined below.
“
Financial interest
” means any ownership interest of 10% or $15,000 of the fair
market value of the business entity (whichever is lower) or with the particular vendor
possessed at the present time by the Procurement Operations employee, or possessed
by a “relative” of the Procurement Operations employee as that term is broadly defined
in the Board Policy: C: 2.4 Human Resources - Nepotism, Conflicts of Interest. This
includes any form of income or revenue received by the Procurement Operations
Department employee at the present time, or by a “relative” of the Procurement
Operations employee, from the particular vendor.
“
Employment relationship
” means any employment relationship with the particular
vendor by the Procurement Operations employee, or by the parents, spouse or children
of the Procurement Operations employee, at the present time, or that existed at any
time within the past five years, and also means any present offer of future employment
by the particular vendor to the Procurement Operations employee or to the parents,
spouse or children of the Procurement Operations employee.
“
Family relationship
” means a relationship between the Procurement Operations
employee and an individual associated with the particular vendor that is a “relative” of
the Procurement Operations employee as that term is broadly defined in the Board
Policy: C: 2.4 Human Resources - Nepotism, Conflicts of Interest.
“
Friendship” means a relationship between the Procurement Operations employee and
an individual associated with the particular vendor that does in fact exceed, or that
Created: February 16, 2011 3
would “appear” to exceed in “the eyes of a reasonable observer,” a routine workplace or
professional acquaintance, either at the present time or at any time in the past five
years.
“
An individual associated with the particular vendor,” as that term is used above,
means any individual that owns 10% or $15,000 of the fair market value of the business
entity (whichever is lower) of the vendor company, or that is an officer or executive of
the vendor company or its governing board,
or
that is employed by the particular vendor
and is reasonably expected to perform at least 50% of the contract work for Houston
Community College System.
4. As soon as an employee of the Procurement Operations Department reasonably
knows, or foresees, that he or she may have
either
(a) a conflict of interest “in fact” as
defined here or in the Board Policy: C: 2.4 Human Resources - Nepotism, Conflicts of
Interest at Section of the Houston Community College System Standards of Conduct, or
(b) an “appearance” of a conflict of interest in “the eyes of a reasonable observer,” the
employee shall disclose by filling out and giving the “Procurement Operations
Department Conflict of Interest Disclosure Form” to his/her Department Director and
also to the Chief Procurement Officer (Executive Director, Procurement Operations).
Early presentation of the disclosure form is essential.
5. Upon receipt of the “Procurement Operations Department Conflict of Interest
Disclosure Form,” the Department Director, together with the Chief Procurement Officer,
shall assess the situation and produce the appropriate protection for the employee, and
for Houston Community College System, as early as possible, in the form of the
employee’s “recusal” from future work in relation to the project, procurement or
contract, or other reasonable remedy.
Created: February 16, 2011 4
Procurement Operations Department
Conflict of Interest Disclosure Form
For all executives, managers and staff (“employees”) of the
Procurement Operations Department (
see
Procurement Guideline No. 2)
Purpose
: To disclose voluntarily and in good faith, as early as possible, the existence of
a conflict of interest “in fact”, or the “appearance of” a conflict of interest in “the eyes of
a reasonable observer.”
In relation to either
(a) a particular procurement/evaluation/negotiation process for __________________
(description of goods or services) where __________________________________
(name the particular vendor) can reasonably be expected to be a competitor or
candidate for contract (or purchase order) award;
:
or
(b) a proposed contract (or purchase order) award to __________________________
(name the particular vendor).
Your name: ______________________________ (printed)
In relation to either (a) or (b), above, this is to disclose that: (i) I have “in fact” a
conflict of interest, or (ii) I may “appear” to have a conflict of interest in “the eyes of a
reasonable observer.”
For the purposes of this disclosure form, a conflict of interest, or the appearance of a
conflict of interest, shall take into consideration any and all of the following categories of
“interests” or “relationships”:
financial interest; employment relationship;
family relationship; and friendship
, as defined below.
“
Financial interest
” means any ownership interest of 10% or $15,000 of the fair
market value of the business entity (whichever is lower) or with the particular vendor
possessed at the present time by the Procurement Operations employee, or possessed
by a “relative” of the Procurement Operations employee as that term is broadly defined
in the Board Policy: C: 2.4 Human Resources - Nepotism, Conflicts of Interest. This
includes any form of income or revenue received by the Procurement Operations
Department employee at the present time, or by a “relative” of the Procurement
Operations employee, from the particular vendor.
“
Employment relationship
” means any employment relationship with the particular
vendor by the Procurement Operations employee, or by the parents, spouse or children
of the Procurement Operations employee, at the present time, or that existed at any
time within the past five years, and also means any present offer of future employment
by the particular vendor to the Procurement Operations employee or to the parents,
spouse or children of the Procurement Operations employee.
Created: February 16, 2011 5
“Family relationship
” means a relationship between the Procurement Operations
employee and an individual associated with the particular vendor that is a “relative” of
the Procurement Operations employee as that term is broadly defined in the Board
Policy: C: 2.4 Human Resources - Nepotism, Conflicts of Interest.
“
Friendship
” means a relationship between the Procurement Operations employee and
an individual associated with the particular vendor that does in fact exceed, or that
would “appear” to exceed in “the eyes of a reasonable observer,” a routine workplace or
professional acquaintance, either at the present time or at any time in the past five
years.
“
An individual associated with the particular vendor,” as that term is used above,
means any individual that owns 10% or $15,000 of the fair market value of the business
entity (whichever is lower) of the vendor company, or that is an officer or executive of
the vendor company or its governing board,
or
that is employed by the particular vendor
and is reasonably expected to perform at least 50% of the contract work for Houston
Community College System.
Using the guidelines and definitions given above, please use the space below to
specifically disclose and describe the nature of, or the basis for, the conflict of
interest “in fact”, or for the “appearance of” a conflict of interest in “the eyes of a
reasonable observer.”
_________________________________ _________________________________
Signature Date
_________________________________
Printed Name
Instructions: Please submit this form to the Chief Procurement Officer (Executive
Director, Procurement Operations) and to your Department Director, as soon as you
become aware of either a conflict of interest “in fact,” or the “appearance” of a conflict
of interest in “the eyes of a reasonable observer.” Pursuant to Procurement Guideline
No. 2, this disclosure will enable the Chief Procurement Officer and your Director to
assess the situation and produce the appropriate protection for you, and for Houston
Community College System, as early as possible, in the form of your “recusal” from
participation in that project or procurement, or other reasonable remedy.
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