Procurement Policies
From Southeast LinuxFest
Contents |
[edit] Procurement Policies
[edit] General
The financial group for the Southeast Linux Fest Foundation (SELF) is charged with management of revenues and expenditures for the foundation. In accordance with this charge, it is expected that there should be standard policies and practices in reference to procurement of assets, and for expenditures for services. These general procedures are expected to be followed without exception, except where determined by a quorum vote by the majority of the board of directors.
The F/OSS community is based on free and open source software. It is an expectation that we are also stewards of our planet; this expectation extends to our procurement process. We envisage choosing local eco-friendly vendors in all our purchases.
[edit] Competitive Bidding (Quotes)
- A minimum of three quotes are required for all purchases.
- If an item may be acquired locally, there shall be a minimum of one quote required.
- Any quotes from vendors with a relationship to an officer, or member of the board shall be disclosed. If it is determined that a company, or entity is in a potential conflict of interest with an officer, or board member, and no such disclosure is provided in advance, they will be prevented from bidding on any quote. They will be prevented from bidding until the board member has resigned, or until the next potential bidding round, provided that the disclosure is in place prior to bids.
- All competitive bids shall be held in private, by the treasurer, until a final vendor is chosen. All bids shall be posted for public review after a vendor is chosen.
- Preference shall be given to vendors located in Greenville, South Carolina, Greenville, Anderson, Laurens, and Pickens Counties in South Carolina, North Carolina and Georgia, and Southern states in (Florida, Virginia, Alabama, Arkansas, Maryland, West Virginia, Mississippi, and Louisiana).
- A preference will be given to all natural, biodegradable, or ecological-friendly products. This shall be limited to a +10% premium above the lowest bid. If an eco-friendly bidder is within the 10% rule, and no other factors are limiting, the eco-friendly bidder shall be given first preference.
- All final purchase decisions are to be determined by the treasurer, or board of directors above $500.00.
- The treasurer may make non-competitive (no-bid) selections at his discretion without board approval below $500.00.
- No board member, or company employing a board member shall make bids during the first year on bid selection. Subsequent bids, can be bid on by board members, or their employing companies. The treasurer and employer shall be prevented from all competitive bids. This includes companies where they have a 10% ownership, or serve on the corporate boards.
- All quotes shall be based on common criteria which shall be published in advance of seeking quotes.
[edit] Competitive Bidding Projects
- All expenditures above $250.00, directed by the treasurer, or as determined by the board of directors, shall have a committee assigned to gather quotes.
- All committees shall have a Committee Chair at a minimum who shall make recommendations to the treasurer, or board of directors as appropriate.
