Procurement Evaluation Conflict of Interest Disclosure Guide

For public sector organizations

DISCLAIMER

The information contained within this guide is solely advisory, and should not be substituted for legal, financial or other professional advice. This guide is also not a directive nor is it a substitute for legal advice. You are responsible to adhere to all applicable policies, laws or trade agreements.

Introduction

Each procurement evaluation team members should complete a separate Conflict of Interest Disclosure form for each evaluation.If your organization has an overall conflict of interest policy, ensure that any aspects of the evaluation in question that are not covered by the overall policy are covered in this form, and that nothing in this form contradicts or supersedes the overall policy.

For auditing purposes, provide a copy of the signed form to the respective signee, and retain the signed forms as part of the overall procurement file documentation.

Conflict of Interest Disclosure

I have read the Supply Chain Code of Ethics (attached) and understand the expectations for ethical conduct. Consistent with the Supply Chain Code of Ethics, I am capable of identifying a situation that constitutes a conflict of interest such as, but not limited to:

  1. Engaging in employment outside this organization
  1. Not disclosing an existing relationship, direct or indirect, that may be perceived as being a real or apparent influence on my objectivity in carrying out an official role
  1. Providing assistance or advice to one or more particular vendors participating in a competitive bid rather than all vendors equally
  1. Having a direct or indirect ownership, investment interest, or compensation arrangement with any entity participating in the bid process with the organization
  1. Having access to confidential information related to the procurement initiative
  1. Accepting favours or gratuities from those doing or intending to do business with the organization directly or through partner organizations

If at any time before or during an evaluation I, or anyone else, identifies a potential conflict of interest with regards to a specific procurement file, process or the overall duties of my role, I will immediately declare it to the respective evaluationlead or my superior, and a decision will be made regarding my continued role on the evaluation team.

I agree to abide by the Supply Chain Code of Ethics and the Procurement Policies and Proceduresin all of my procurement activities.

With my signature below:

I declare that there are no actual or potential conflicts of interest arising out of my participation in procurement activities

OR

I declare that there can or does exist conflicts of interest as follow(s):
(for additional space,add sheets as required)

Procurement file being evaluated:(Enter procurement file name here)

Name:(Print name here)

Signature:(Sign here)

Date:(Enter signing date here)

Ontario Broader Public Sector - Supply Chain Code of Ethics

Referenced from Section 7.1 of the Ontario Broader Public Sector Procurement Directive.

Goal: To ensure an ethical, professional and accountable Broader Public Sector (BPS)supply chain

  1. Personal Integrity and Professionalism

Individuals involved with Supply Chain Activities must act, and be seen to act, with integrity and professionalism. Honesty, care and due diligence must be integral to all Supply Chain Activities within and between BPS organizations, suppliers and other stakeholders. Respect must be demonstrated for each other and for the environment. Confidential information must be safeguarded. Participants must not engage in any activity that may create, or appear to create, a conflict of interest, such as accepting gifts or favours, providing preferential treatment, or publicly endorsing suppliers or products.

  1. Accountability and Transparency

Supply Chain Activities must be open and accountable. In particular, contracting and purchasing activities must be fair, transparent and conducted with a view to obtaining the best value for public money. All participants must ensure that public sector resources are used in a responsible, efficient and effective manner.

  1. Compliance and Continuous Improvement

Individuals involved with purchasing or other Supply Chain Activities must comply with this Code of Ethics and the laws of Canada and Ontario. Individuals should continuously work to improve supply chain policies and procedures, to improve supply chain knowledge and skill levels, and to share leading practices

Version date: May 2017Page 1 of 4