Procurement

Purpose

The purpose of this policy is establish the framework for the management and control of procurement activities of GoodBot.

Scope

This policy applies to GoodBot workers and others authorized to business on behalf of GoodBot.

Policy Statements

3.1 Procurement activities at GoodBot will be governed by GoodBot policies and have an appropriate balance of the following principles:

1. Fairness: Vendors will be treated fairly and have equal access to the procurement activities;

2. Probity: Procurement activities will be carried out in a manner consistent with the highest standards of ethical behaviour, integrity and impartiality and will be free of real or perceived conflicts of interest;

3. Compliance: Procurement activities will comply with applicable laws, regulations and trade agreements and will be conducted with due regard for confidentiality and privacy of information;

4. Competition: Procurement activities will be subject to a competitive process that is reasonable, practical and appropriate to the value, complexity and nature of the procurement;

5. Transparency: Vendors will have appropriate access to clear information on procurement opportunities, processes and results;

6. Value for Money: Procurement decisions will consider and balance elements such as cost, quality, reliability, continuity and strategic procurement objectives;

7. Accountability and Authorization: Procurement processes are clearly documented, decisions are approved in accordance with their value and accountability for such decisions is clearly established.

3.2 Services and/ or goods that are intended for personal or non-business use must not be procured in the name of GoodBot or with GoodBot funds.

3.3 Procurement activities must be planned. Prior to engaging in a procurement activity, the necessary funds for the services and/or goods to be procured must be available in a budget approved by the Chief Executive Chief or Project Manager.

3.4 Procurement activities must not be sub-divided in order to circumvent the requirements of this policy.

3.5 GoodBot procurement activities must include the following components:

1. Information gathering: Requirements for gathering and soliciting information from vendors that are appropriate to the monetary value, complexity and profile of the services and/or goods being procured. This will include obtaining quotes from at least three vendors for services and/or goods valued over $500;

2. Competition: A competitive process is required to identify vendors, except where the vendor meets the criteria for Direct Award;

3. Direct Award: The establishment and application of appropriate conditions and requirements for procurements activities that are subject to a Direct Award;

4. Selection and procurement award: An objective process to ensure that vendor and quotations are evaluated in accordance with appropriate criteria in order to identify those providing the best overall value;

5. Document administration: Requirements for standard procurement forms and documentation procedures;

6. Procurement amendments and terminations: Processes to approve and administer procurement amendments and terminations; and

7. Complaints and disputes: Processes to resolve complaints or disputes arising from procurement activities.