| Authority/Reference(s) | |
|---|---|
| Revision Date | September 3, 2024 |
Policy
All Department of Family and Protective Services (DFPS) staff and staff augmentation contractors must disclose potential conflicts of interest if they:
- Participate in the procurement or management of any contract, or portion of a contract,
- Have signature authority responsibilities, or
- Have access to the System of Contract Operation and Reporting (SCOR).
To comply with these requirements, applicable staff complete and submit form 5643 Nondisclosure and Conflict of Interest Certification:
- Within 30 calendar days of hire date or before receiving access to SCOR, whichever comes first; or
- When transferring to another DFPS contracting position; or
- Upon identifying new potential conflicts of interest.
For this policy “procurement” includes the use of grants that provide financial assistance to support a public activity.
Annual Certification of Form 5643
Annually, in May, all staff who are required to complete form 5643 must certify that the form on file remains valid. If the form cannot be certified, DFPS staff must complete and submit a new form to Contract Oversight and Support (COS). IT staff augmentation contractors (ITSAC) must complete and submit a new form to the Information Technology Business Office (ITBO).
The form cannot be certified if staff:
- Identifies new potential conflicts of interest; or
- Transfers to another DFPS contracting position.
DFPS Information Technology Staff and Information Technology Staff Augmentation Contractors
DFPS Information Technology (IT) staff complete form 5643 as part of the IT onboarding process, the forms are maintained by the IT Talent Engagement division. DFPS IT staff members submit a copy of the completed form to COS using the Submit 5643 SharePoint form.
The procedure for ITSAC to submit form 5643 is administered by ITBO and is maintained as part of the contractor’s personnel file. COS does not require a copy of ITSAC 5643 forms unless requested as part of an audit.