705R - Vendor Relations

  • This regulation provides guidelines regarding vendor access to employees to conduct official business or to provide services as part of the school-board-approved employee benefits package. The school board recognizes that vendors need access to facilities and employees yet seeks to ensure that the learning and working environment is minimally disrupted.

    Access to Staff or Students

    With prior authorization by the site administrator, approved vendors, agents, or sales representatives may enter schools or division buildings to promote or sell goods or services to employees or students. Approved vendors, agents, or sales representatives include those who regularly supply goods and services to the school division or who are school board-approved, employee benefit providers. Otherwise, anyone found soliciting goods or services, arranging demonstrations of products or services, or taking orders from students or employees in school division buildings or on school division property during operating hours without prior authorization shall be subject to removal from the premises.

    Prohibition on Solicitation or Acceptance of Gifts

    No employee with responsibility for a procurement transaction may request, accept, or agree to accept from a bidder, offeror, contractor, or subcontractor any gift, tangible item, or service of more than minimal value ($75) and that may be used for personal benefit.

    Disclosure of Subsequent Employment

    No employee or former employee with official responsibility for procurement transactions may accept employment with any bidder, offeror, or contractor with whom the employee or former employee dealt in an official capacity concerning procurement transactions for a period of one year from the end of employment by the school division unless the employee or former employee provides written notification to the school division prior to commencement of employment by that bidder, offeror, or contractor.

    Vendor Performance Complaints

    When a vendor delivers goods or performs services that are unsuitable or inferior to the needs and expectations of the account manager, purchasing staff shall be promptly notified so that appropriate action can be taken to address the situation. Since purchasing staff must follow prescribed procedures while filing or investigating complaints, the account manager or product user shall furnish a written explanation describing the item, the length of time the item/service has been in use, the reason(s) for the complaint, the purchase order number, and vendor name. Upon receipt, purchasing staff shall take the necessary steps to ensure that the problem is resolved and the vendor complaint is maintained on file. Complaint reports are necessary to develop customer-vendor history, evaluate vendor performance, and, if required, take appropriate and timely action to terminate a vendor relationship. Vendor failure to respond in a timely manner to address a filed complaint may result in removal from the approved vendor listing.


    Legal Reference(s):
    Code of Virginia 1950, as amended, Section(s) 2.2-4370, 2.2-4371, 22.1-78, 22.1-293


    Cross Reference(s):
    Policy 570P, Personnel- School Employee Conflict of Interests


    Adopted: July 8, 2009
    Amended: June 15, 2017