# 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.
