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40 <br /> _rp <br /> 11(y NN'a rd robes <br /> • Sole-source procurement is allowed only when justified and approved by leadership. <br /> 4.3 Conflict of Interest <br /> • Employees and volunteers must disclose any relationships with vendors that could <br /> present a conflict of interest. <br /> • Procurement decisions should be made objectively and in the best interest of the <br /> organization. <br /> 4.4 Contracting& Documentation <br /> • All agreements must be documented in writing and signed by authorized <br /> representatives. <br /> • Contracts over$10,000 should be reviewed by legal counsel. <br /> • Records of procurement activities, including quotes and approvals, must be maintained <br /> for auditing purposes. <br /> 5. Vendor Management <br /> • Vendors should be evaluated periodically based on performance, cost, and service <br /> quality. <br /> • Long-term partnerships should be reviewed annually to ensure continued value and <br /> alignment with organizational needs. <br /> 6. Policy Review <br /> This policy will be reviewed annually and updated as necessary to reflect changes in regulations, <br /> funding requirements, or organizational priorities. <br /> Effective Date:January 1, 2025 <br /> Approved By: Derek Benson, Chief People & Operations Officer <br />