Policies and Regulations NEPN Code: DJG
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Fiscal Management
Vendor Relations

Vendor Relations with District
The School Board wishes to maintain good working relations with vendors who supply materials, supplies and services to the School District. Constructive efforts by the administration to seek the advice and counsel of vendors about how to improve such relationships are encouraged.

The District shall not extend favoritism to any vendors. Each order shall be placed on the basis of quality, price and delivery, with past service being a factor if all other considerations are equal.

Vendors have no obligation to contribute to solicitations from schools.

No purchase will be knowingly made from an employee of the District, nor from a member of the immediate household of an employee, unless, a minimum of three competitive quotes are obtained and the purchase is approved by the Purchasing Supervisor or designee.

No purchase will be made from a member of the Board or from a member of his/her immediate household, or from any enterprise in which he/she holds a substantial interest other than public utilities, except as provided by law.

No employee shall endorse any product of any type or kind in such manner as will identify him/her in any way as an employee of the District.

Suppliers are encouraged to submit information about their products to the purchasing supervisor. The purchasing supervisor will meet with vendors to discuss their products as time and schedule allow.

Vendor Relations with Schools/Students/Staff
No agent or salesperson shall be permitted to discuss business propositions, to distribute business propositions, or to canvass students and/or employees on District property unless approved by the Superintendent or a designee. No approval shall be granted that is not in compliance with Policy/Regulation KHBA/KHBA-R.

Suppliers, contractors and others doing or seeking to do business with the school system shall be discouraged from giving gifts to school employees. Any employee receiving an individual gift from a vendor, contractor, or supplier with an estimated value in excess of $50 shall report such gift to the business manager where a record of such gifts shall be maintained.

 

Legal reference:

SDCL
5-18A Public Agency Procurement -- General Provisions
13-20 School District Purchases and Contracts
13-20-2.1 Interest of school district officer or employee in sale of school equipment as misdemeanor--Exceptions
6-1-1 Local officer's interest in public purchase or contract unlawful-contract void
6-1-2 Conditions under which contract with local officer permitted--Contracts voidable if conditions not fully met

Related Policies/Regulations:

DJE – Bidding Procedures
DJEA – Deposit and Performance Bond Requirements
DJF – Local/Competitive Purchasing
KHBA/KHBA-R – Commercial Activities

 

Policy   Board Action (formerly 3313, 3313.1 and 3313)
Adopted: 05-28-68 13052  
Amended: 10-25-93 27458.2d  
Amended: 03-11-85 21978  
Amended: 08-14-95 28225  
Amended 02-09-98 28986  
Amended: 01-09-06 34304  
Amended: 05-12-08 35048  
Amended: 11-24-08 35220  
Reviewed: 03-14-11 35999  
Amended: 11-13-12 36494  
Reviewed: 11-09-15 37326  
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