Directives

PURPOSE

To ensure that volunteers are able to compete in procurement processes for goods and services while respecting the integrity of the procurement process.

SCOPE

Volunteers who serve on groups such as the Algonquin College Board of Governors, the Algonquin College Foundation and Algonquin College Foundation Capital Campaign Cabinets and all other volunteers who provide services to the College

DEFINITIONS

POLICY

1. The College recognizes the valuable contribution made by individuals and their companies that provide volunteer service to the College.  These volunteers will be eligible to compete in procurement processes for goods and services.
2. The College wishes to respect the integrity of the procurement process by ensuring that volunteers do not receive any real or perceived advantage in the procurement processes.
3. Individuals and their companies that provide volunteer service to the College will be permitted to participate in the competition for goods and services as potential suppliers in the procurement process.
4. Individuals and their companies that provide volunteer service to the College will not receive any advantage over other individuals or companies in the procurement process for goods and services.
5. Every attempt will be made to ensure that volunteers are not exposed to information that could give them an unfair advantage in a procurement process for goods and services.  However, if a volunteer is in a situation where such information is about to be shared, or is  being shared, the volunteer will declare a conflict of interest or potential conflict of interest so appropriate action can be taken to ensure that the conflict of interest situation does not continue.
6. This policy will be communicated to volunteer members of groups such as the Algonquin College Board of Governors, Algonquin College Foundation and Algonquin College Foundation Capital Campaign Cabinets and to all competitors for goods and services as part of the procurement process.
7. Volunteer members listed above will be required to sign an acknowledgement of the Policy upon confirmation of their appointment. (Appendix 1)
8. All competitors for goods and services will be required to incorporate an acknowledgement of the Policy in their submissions or responses to procurement processes for goods and services. (Appendix 2).
9. The Director of Finance and Administrative Services is responsible to ensure that this policy is administered within the procurement process for goods and services.



PROCEDURE

SUPPORTING DOCUMENTATION
Appendix 1         Conflict of Interest Procurement Protection Declaration for Volunteers
Appendix 2         Conflict of Interest Procurement Protection declaration for Competitors                                             

RELATED POLICIES
None

RELATED MATERIALS
None