A. It is the policy of the Purchasing Office to promote the city's reputation for courtesy, fairness, impartiality, integrity, service, progressivism, economy, and government by law. The responsibility for implementing this policy rests with each individual who participates in the procurement process, including the using department and suppliers, as well as purchasing personnel. The Purchasing Office adheres to the ethical standards as set forth in State of Arizona Procurement Code.
B. Among the prescribed practices for city employees are the following:
1. No public employee having official responsibility for a procurement transaction shall represent the city in that transaction when the employee knows that:
a. The employee is contemporaneously employed by a bidder, offeror, or contractor involved in the procurement transaction;
b. The employee, the employee's partner, or any member of the employee's immediate family holds a position with a bidder, offeror, or contractor such as officer, director, trustee or partner, has a personal and substantial participation in the transaction, or owns or controls more than 5% of the firm;
c. The employee, the employee's partner or any member of the employee's immediate family has a pecuniary interest arising from the transaction;
d. The employee, the employee's partner or any member of the employee's immediate family is negotiating, or has an arrangement concerning prospective employment with a bidder, offeror, or contractor;
e. No employee having official responsibility for a procurement transaction shall solicit, demand, accept or agree to accept any payment, loan subscription, advance deposit of money, services, entertainment or anything of more than nominal value from any bidder, offeror, contractor, or subcontractor.
2. Employees may attend functions that are not limited exclusively to city employees, i.e., an industry trade fair, or like function. Purchases made directly from any city employee must be reviewed by the Finance Director and a written conflict of interest statement must be submitted to the City Clerk to be entered into the public record.
3. Any person involved in a transaction may request a written City Attorney's opinion about the applicability of these provisions.
(Res. 2008-011, passed 2-19-2008)