QHRRP 9000-015

Basic Ethical Principles

 

Review/update responsibility
 Finance
Revision
 14 Oct 2024
Reference
 Florida Statute 468.4334(3)

Florida Statute 617.0832

Florida Statute 720.3033
Ethical Principles
 Association Representatives (including Management Services staff) and Board and committee members assigned to or associated with administrative and procurement responsibilities shall…

  • manage their involvement in the procurement process in a manner that precludes conflicts of interest. Individuals who may have a conflict of interest must proactively identify potential conflicts (relationships or activities) and, where appropriate, recuse themselves from the process.
  • make clear to vendors/suppliers or potential vendors/suppliers the overall picture of the company’s procurement activities by describing the general way purchasing is handled, the company’s basic procurement principles (including Ethical Principles), and where applicable, the procedures for screening and selecting new suppliers, and the procedures for making procurement decisions.
  • offer fair and impartial opportunities to bid to all potentially qualified suppliers.
  • reply sincerely to offers from all potentially qualified suppliers.

Association Representatives (including Management Services staff) and Board and committee members assigned to or associated with administrative and procurement responsibilities (including but not limited to vendor selection and contract administration), shall not…

  • establish or maintain a relationship of self-interest with any suppliers or possible suppliers.
  • accept remuneration or any other form of personal gain from suppliers or potential suppliers. Property Management Services staff and representatives assigned to or associated with administration and procurement responsibilities shall not compel suppliers or potential suppliers to provide them money or any other form of personal gain.
Lot owner/tenant vendor relationships
 Based on the Association’s principle of “arms-length “relationships with vendors to minimize (real or perceived) risks of conflicts of interest, RFP/bids shall not be solicited from, or contracts awarded to, vendors where current Queen’s Harbour lot owners, lot owner family members or tenants of current lot owners, hold organizational positions (as defined below) with the vendor which would enable them to influence or directly benefit from the terms of the contract or be involved with the administration of the contract. Furthermore…

  • Vendor “organizational positions” with potential conflicts of interest include, but are not limited to Board members and officers, product/service sales, procurement administration (contract bid preparation and contract oversight or management) and in-house legal staff.
  • Vendors will be required to identify Queen’s Harbour lot owner/tenant Board members and/or employees, if any, and their organizational positions prior to the award of a contract.
  • Disputes regarding lot owner/tenant vendor relationships will be resolved following the Association’s Procurement Dispute Resolution Procedures (See QHRRP 9000-035, Step 10 – Procurement Process).

Exceptions:

Exceptions to the contractor exclusions specified above may be approved by the Board where there are compelling reasons and it is deemed to be in the best interest of the Association, e.g., there are no other vendors reasonably capable of meeting the Association’s requirements. Cost savings normally would not be considered a compelling reason when weighed against the basis for this policy and the inherent risks.) Board approval of exceptions and the basis for the exception shall be documented in the Board minutes.