Guidelines For The Implementation Of The Policy on Codes of Conduct For University Vendor Relationships

(Doc. T08-028)

The University of Massachusetts and all the University campuses shall develop operational procedures to assure that the highest ethical standards for the procurement of goods and services are adhered to at all times. These procedures should include:

• Procurement of the highest quality and best value of goods and services competitively bid through open public bid procedures as required by Trustee Policy or applicable state and federal laws.
• Inclusion in University bid request documents written requirements for all expected rebates, discounts, or any other forms of incentives offered by vendors. To the extent possible such incentives should directly lower University costs on the offered goods services.
• Disclosure in vendor bid responses of all rebates, discounts, or any other forms of incentives offered by vendors as part of pricing arrangements. Rebates must be remitted directly to the University.
• Public bid of any services performed by vendors on behalf of, or as an agent for, the University as required by Trustee Policy or applicable state and federal laws.
• Protection of student or employee information provided to vendors in accordance with applicable federal and state laws and regulations, as well as University policies, procedures and guidelines.
• Full disclosure of any potential conflicts of interest or conflicts of interest as governed by applicable federal and state laws and regulations and University policies, procedures and guidelines.
• Execution of Conflict of Interest Agreements by individuals involved in decision making for vendor bids on goods and services including those individuals on vendor selection committees.
• Establishing a University phone number within the University's Office of the General Counsel, whereby University personnel may address matters relative to ethical procurement questions/concerns and receive a response from a qualified University advisor.