Section 3: Prohibited Procurement Conduct
Procurement and Contract Services Policy
Purchasing and Contract Ethics Section 3
Employment at Oregon Tech is a public trust. The ethical standards that Oregon Tech employees must maintain encompass the highest standards of honesty, integrity, impartiality and professionalism in conducting business on behalf of the University. As employees responsible for maintaining the integrity of the solicitation, procurement and contracting processes and as stewards of the University and taxpayers dollars it is especially important that Oregon Tech employees avoid even the perception of a conflict of interest.
3-2: Authority to Purchase or Enter into Contracts
Employees may not procure goods or services or enter into Contracts outside of the employee’s budget authority, purchase authority, Institutional authority or Contract signature authority. In accordance with Oregon Tech Policy 580-061-0020, only those individuals specifically designated, may enter into any type of contract or agreement on behalf of Oregon Tech. Contracts entered into by individuals not designated as authorized Contract Officers will be voidable at the sole discretion of the Vice President for Finance and Administration or the President. The University may take appropriate action in response to execution of Contracts contrary to this Policy. Such actions include, but are not limited to, providing educational guidance, imposing disciplinary measures, holding the individual personally liable for such Contracts, and termination of employment.
3-3: Purchase/Payment Fragmentation
Employees shall not fragment purchases or payments in order to avoid following a regulation, policy or procedure. Anticipated and estimated purchases shall be aggregated whenever possible to accurately reflect purchase totals and gain economies of scale as available with quantity purchases.
3-4: Process Circumvention
Employees may not circumvent regulations, policies or procedures by using personal funds for the purchase and then seeking reimbursement or by using an alternate funding source or contracting method which will be indirectly reimbursed or paid for by Oregon Tech.
3-5: Bid Shopping
Employees involved in the procurement process will not disclose a Vendor’s price to competitors in order to have a competitor beat the Vendor’s price. Price results may only be given to Vendors once the final selection is made.
Collusive behavior will not be tolerated from employees or Vendors. Collusive behavior includes but is not limited to, making agreements or understandings between two or more persons to commit a fraudulent, deceitful, unlawful or wrongful act in order to provide an unfair advantage.
3-7: Document Fabrication
Altering, fabricating, destroying, misrepresenting, or forging Contracts or documents for personal gain or an unfair advantage is prohibited.