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\ Yorking \ \brclrobes <br />• Sole-source procurement is al lowed only when justified and approved by leadership. <br />4.3 Conflict of Interest <br />• Empl oyees an d voluntee r s must disclose any relationships w ith vendo rs 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 writ i ng and signed by authorized <br />representatives. <br />• Contracts ove r $10,000 should be reviewed by legal counsel. <br />• Records o f procurement activities, including quotes and approva l s, must be ma intained <br />for auditing purposes . <br />5. Vendor Management <br />• Vendo rs shou ld be eva luated periodically based on performance, cost, and se rv ice <br />quality. <br />• Lon g-term partnerships should be r eviewed annually t o ensure continued value and <br />al ignment with organizat i onal needs. <br />6. Policy Review <br />Thi s poli cy wi ll be reviewed an nu all y and updated as necessary to reflect changes in regulations, <br />funding requirements, o r organizationa l priorities. <br />Effective Date : January 1, 2025 <br />Approved By: Derek Benson, Chi ef People & Operations Officer <br />EXHIBIT 2 <br />  <br />  <br />City Council 10 – 221 7/1/2025