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Authorities and Purchasing
Probity
Probity
Contents
Policy ......................................................................................................................................... 1
Purpose ....................................................................................................................................... 1
Scope/Audience ......................................................................................................................... 1
Associated documents ................................................................................................................ 2
Policy guidelines ........................................................................................................................ 2
Fundamental principles .......................................................................................................... 2
Conditions of acceptance of business courtesies ................................................................... 3
Existing relationships ............................................................................................................. 4
Declaration ............................................................................................................................. 4
Confidential information ..........................................................
Error! Bookmark not defined.
Measurement/Evaluation ........................................................................................................... 4
Policy
These guidelines outline the probity policies for Canterbury DHB in
relation to purchasing of goods or services, including the
appointment of consultants.
Purpose
It is essential that parties responding to invitations to provide goods
and services, interested groups, and the public at large, are able to
have confidence that tendering and selection processes have been
impartial and fair, with no party being given advantage over another
or discriminated against. The purpose of these guidelines is to
assist all Canterbury DHB employees, consultants and contractors
engaged in any purchasing to perform their duties in a way which is
ethical, fair, unbiased and not affected by any self interest or
personal gain.
Scope/Audience
These guidelines apply to all individuals involved in purchasing
goods and/or services including:
Canterbury DHB’s Board of Directors
The latest version of this document is available on the CDHB intranet/website only.
Printed copies may not reflect the most recent updates.
Authorised by: CEO
Issue Date: March 2015
Page 1 of 4
Be reviewed by: March 2018
Authorities and Purchasing
Probity
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Canterbury DHB’s senior managers, employees and consultants
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working on tasks related to purchasing goods and/or services
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third parties involved in tasks related to purchasing goods and/or
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services.
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Associated documents
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CDHB Clinical Manual (volume 11) - Informed Consent
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Conflict of Interest – Hospitality Declaration Form
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Code of Conduct
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Policy guidelines
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Fundamental principles
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All Canterbury DHB board and committee members, senior
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managers, employees, consultants and contractors involved in
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purchasing of goods or services must respect and adhere to the
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following fundamental principles of ethical conduct:
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Ethical principles must be placed above private gain
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Personal financial interests must not be held that conflict with the
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proper performance of the duty of the individual concerned as
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employee, consultant, contractor to Canterbury DHB
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Non-public company information must not be used except for
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the benefit of Canterbury DHB and, in particular, must not be
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used to further any private interest;
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All actions must be lawful, fair, honest and in the best interests of
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Canterbury DHB;
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Gifts or gratuities must not be accepted from potential suppliers,
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contractors or any other person having any interest in a specific
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project, except on the limited basis outlined in the Conditions of
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acceptance of business courtesies below. Gratuities include but
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are not limited to items such as:
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– fees, commissions, or payments
– entertainment
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– travel
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– training.
Any information on Canterbury DHB’s plans or priorities in
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relation to how suppliers will be selected that is not in the public
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The latest version of this document is available on the CDHB intranet/website only.
es
.
Printed copies may not reflect the most recent updates.
Authorised by: CEO
Issue Date: March 2015
Page 2 of 4
Be reviewed by: March 2018
Authorities and Purchasing
Probity
arena must not be disclosed to potential suppliers, contractors or
any other person having any interest in a specific project or
product, except as may be authorised by the relevant manager.
Conditions of acceptance of business courtesies
If a potential supplier, contractor or any other person having an
interest in a specific project or product wishes to extend a general
and accepted business courtesy, such as entertainment or a gift, to
an individual listed in the Fundamental principles section above, the
following procedures must be followed:
(a) Before accepting the invitation, the individual should consider
whether the business courtesy or gift could reasonably be
perceived by an independent person to influence the judgement
of the individual. If this is the case, the invitation or gift should
be declined.
(b) If the individual wishes to accept an invitation or gift after
considering paragraph (a) above, then he or she must comply
with the following:
All Employees and Consultants: Direct reports to the Chief
Executive must seek consent from the Chief Executive to hospitality
or gifts valued over $100 during a 1 month time period. All other
staff must seek prior consent from the person they report to for
hospitality or gifts valued over $100 in any 12 month period.
Senior Managers and the Board of Directors: It is recognised that
as part of the regular business environment, board and committee
members and senior managers of Canterbury DHB may have
contact with individuals and firms associated with a specific project
or product or potential suppliers to projects or of products. A senior
manager or board or committee member must disclose, on a regular
basis, any such contacts so that these contacts can be recorded in
the Disclosure Register in accordance with paragraph (c) below.
Such contact should be limited to those activities that can be
considered general and accepted business practice.
(c) Details of every invitation or gift accepted by an individual listed
in paragraph (b) above must be recorded in the Disclosure
Register available within one week of the hospitality or receipt of
the gift.
(d) If an individual is uncertain as to whether a business courtesy,
invitation or gift relates to a project or not, the individual should
err on the side of caution and follow the above procedure.
The latest version of this document is available on the CDHB intranet/website only.
Printed copies may not reflect the most recent updates.
Authorised by: CEO
Issue Date: March 2015
Page 3 of 4
Be reviewed by: March 2018
Authorities and Purchasing
Probity
T
(e) Under no circumstances should a business courtesy or gift be
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accepted from a tenderer while a tender is being conducted for
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the provision of goods or services.
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Existing relationships
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Individuals should attempt to avoid situations likely to result in a
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conflict of interest. If a potential conflict of interest does arise or
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could be seen to be occurring, the individual must declare this in the
Disclosure Register.
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Declaration
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This policy will be provided to all employees, consultants and
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contractors employed or engaged by Canterbury DHB. All such
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individuals will be asked to sign a form acknowledging that they have
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received, read and understood this policy. All gift recipients are
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required to complete the Conflict of Interest/Hospitality Declaration
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attached to this Policy, and to give further declarations as required
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by Canterbury DHB.
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Measurement/Evaluation
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How this policy will be measured on how it is used, e.g. an audit.
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Policy Owner
Corporate Solicitor
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Policy Authoriser
Chief Executive Officer
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Date of Authorisation
19 March 2015
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The latest version of this document is available on the CDHB intranet/website only.
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.
Printed copies may not reflect the most recent updates.
Authorised by: CEO
Issue Date: March 2015
Page 4 of 4
Be reviewed by: March 2018
