Chapter 1: Introduction

1.1 Background

Refugee Pathways & Integration Canada (RefPIC) is dedicated to ensuring that its procurement activities are conducted with the highest standards of transparency, fairness, and efficiency. As a nonprofit organization operating in diverse humanitarian and development settings, RefPIC recognizes the critical role of procurement in enabling the effective delivery of programs and services.

Procurement activities often account for a significant portion of organizational expenditures, making it essential to adopt policies that mitigate risks of mismanagement, fraud, and inefficiency. This Procurement Policy establishes a comprehensive framework that aligns with international best practices, ensuring that resources are utilized effectively to achieve RefPIC’s mission of empowering refugees, displaced persons, and host communities.

1.2 Objective

The primary objective of this Procurement Policy is to provide clear and actionable guidelines for the acquisition of goods, services, and works. The policy aims to:(a) Ensure all procurement activities are conducted ethically and transparently.(b) Promote value for money by achieving optimal balance between quality, cost, and efficiency.(c) Comply with relevant legal and regulatory frameworks.(d) Mitigate risks of fraud, corruption, and conflicts of interest.(e) Foster sustainability by prioritizing environmentally friendly procurement practices.

By adhering to these objectives, RefPIC strengthens its accountability to stakeholders and ensures the integrity of its operations.

Chapter 2: Purpose and Scope

2.1 Scope of Procurement Activities

This Procurement Policy applies to all procurement activities conducted by RefPIC, including:(a) Acquisition of goods, such as office supplies, equipment, and materials for program delivery.(b) Procurement of services, including consulting, training, and operational support.(c) Contracting of works, such as construction, renovation, or maintenance projects.(d) Engagement with suppliers, contractors, and service providers at local, national, and international levels.

This scope ensures that procurement processes are standardized across all operational contexts, enabling consistent and efficient practices.

2.2 Stakeholder Involvement

The policy recognizes the importance of engaging key stakeholders in procurement processes to enhance transparency and accountability.(a) Leadership Team: Provides strategic oversight and ensures compliance with procurement standards.(b) Procurement Officers: Responsible for executing procurement processes, including vendor selection, contract management, and record-keeping.(c) Program Managers: Collaborate in identifying procurement needs and evaluating the effectiveness of procured goods and services.(d) External Auditors: Conduct periodic reviews of procurement activities to ensure adherence to policy guidelines and regulatory requirements.

By fostering collaboration among these stakeholders, RefPIC ensures that procurement decisions align with organizational goals and stakeholder expectations.

Chapter 3: Procurement Process Overview

3.1 Procurement Planning

Effective procurement begins with comprehensive planning to ensure that resources are allocated efficiently and procurement activities are aligned with program needs.(a) Needs Assessment: Program managers will identify procurement requirements based on operational plans and budgets.(b) Market Analysis: Procurement officers will conduct market research to identify potential suppliers and assess market trends.(c) Budget Allocation: Procurement plans will be aligned with approved budgets to avoid overspending or resource misallocation.

Procurement planning ensures that all activities are proactive and well-coordinated, reducing delays and inefficiencies.

3.2 Tendering Process

The tendering process is designed to promote competition and transparency in supplier selection.(a) Solicitation: Procurement officers will issue Requests for Proposals (RFPs), Requests for Quotations (RFQs), or Invitations to Bid (ITBs) based on the nature and complexity of the procurement.(b) Evaluation: A procurement committee will evaluate bids using predefined criteria, such as cost, quality, and supplier capacity.(c) Awarding: Contracts will be awarded to the supplier that offers the best value for money while meeting all requirements.

The tendering process is central to ensuring fairness, integrity, and value in procurement decisions.

Chapter 4: Supplier Selection Criteria

4.1 Ethical Standards for Suppliers

(a) RefPIC prioritizes working with suppliers who demonstrate a strong commitment to ethical practices. This includes compliance with labor laws, environmental regulations, and anti-corruption principles.(b) Suppliers must align with RefPIC’s values by ensuring fair wages, safe working conditions, and zero tolerance for forced or child labor.(c) Suppliers must certify adherence to RefPIC’s Code of Conduct for ethical procurement practices, which includes their agreement to avoid any form of exploitation, discrimination, or unethical behavior.

4.2 Financial and Technical Capacity

(a) All potential suppliers are evaluated based on their financial stability to ensure they can fulfill contractual obligations without default.(b) Technical capacity assessments include a review of the supplier's ability to deliver quality goods and services in a timely manner, as per the agreed specifications.(c) RefPIC may require references or performance records from suppliers to verify their ability to meet operational requirements.

Chapter 5: Ethical Procurement Standards

5.1 Fair and Transparent Processes

(a) Procurement activities will adhere to a fair, transparent, and competitive process to ensure all suppliers are given equal opportunities.(i) This includes issuing clear and detailed Requests for Proposals (RFPs) and ensuring open communication during the bidding process.(ii) All suppliers must be evaluated using objective criteria, free from bias or favoritism.(b) Procurement decisions will be documented to maintain transparency and allow for external audits when necessary.

5.2 Anti-Corruption Measures

(a) RefPIC has a zero-tolerance policy towards bribery, fraud, and corruption in procurement activities.(b) All staff and stakeholders involved in procurement must disclose any offers of bribes, gifts, or favors from suppliers.(i) Any instances of suspected corruption will be reported immediately to the relevant oversight authority for investigation.(ii) Suppliers found engaging in corrupt practices will be disqualified and blacklisted from future partnerships with RefPIC.(c) Regular anti-corruption training will be provided to procurement staff to strengthen their awareness of ethical standards.

Chapter 6: Risk Management in Procurement

6.1 Identifying and Managing Risks

(a) RefPIC conducts risk assessments for all major procurement activities to identify potential financial, operational, and reputational risks.(b) Common risks include supplier default, non-compliance with ethical standards, and delays in delivery.(c) Mitigation plans are developed for identified risks, with clear escalation protocols in the event of adverse situations.

6.2 Mitigating Procurement Risks

(a) Contractual agreements will include clear terms and conditions to protect RefPIC’s interests, such as penalties for delays or substandard quality.(b) Financial safeguards, such as performance bonds or advance payment guarantees, may be used for high-value procurements.(c) Continuous monitoring of supplier performance during the contract period helps address potential issues proactively.

Chapter 7: Conflict of Interest in Procurement

7.1 Disclosure Requirements

(a) All employees and stakeholders involved in procurement activities must disclose any personal or financial relationships with potential suppliers.(b) Any conflicts of interest must be declared in writing and submitted to the procurement oversight committee for review.(c) Suppliers are also required to disclose any relationships with RefPIC staff that may compromise the fairness of the procurement process.

7.2 Recusal Procedures

(a) Employees with a declared conflict of interest will be recused from the relevant procurement process to maintain impartiality.(b) A designated alternate staff member will be assigned to ensure continuity and transparency in the procurement activity.(c) Recusal decisions and actions will be documented in procurement records to maintain accountability.

Chapter 8: Documentation and Record-Keeping

8.1 Record of Contracts and Transactions

(a) RefPIC maintains detailed records of all procurement contracts and transactions to ensure accountability and transparency.(i) Contracts will include all terms and conditions, specifications, payment schedules, and supplier responsibilities.(ii) Transaction records, including purchase orders, invoices, and receipts, will be stored in a centralized database for easy access and review.(b) All procurement documentation will be retained for a minimum of five years or as required by local laws and regulations.

8.2 Audit and Compliance Documentation

(a) Procurement activities will be subject to regular internal and external audits to ensure compliance with RefPIC’s policies and legal requirements.(b) Documentation required for audits includes procurement plans, RFPs, supplier evaluations, and final contracts.(c) Any discrepancies or irregularities identified during audits will be investigated, and corrective actions will be implemented promptly.

Chapter 9: Monitoring and Evaluation

9.1 Monitoring Procurement Activities

(a) RefPIC will implement continuous monitoring mechanisms to track procurement activities and ensure adherence to policy standards.(i) Regular reviews of procurement processes will identify areas for improvement and reduce risks of inefficiency or non-compliance.(ii) Key performance indicators (KPIs) will be established to evaluate the efficiency, timeliness, and cost-effectiveness of procurement activities.(b) Monitoring reports will be submitted to the leadership team to ensure accountability and provide oversight.

9.2 Evaluating Supplier Performance

(a) Supplier performance will be evaluated at the conclusion of each contract to ensure that expectations for quality, timeliness, and adherence to ethical standards are met.(b) Evaluation criteria will include:(i) Delivery performance and adherence to timelines.(ii) Compliance with contract terms and conditions.(iii) Alignment with RefPIC’s ethical procurement standards.(c) Suppliers who consistently meet or exceed performance expectations may be considered for preferred vendor status, while those who fail to meet standards may be disqualified from future engagements.

Chapter 10: Review and Updates

10.1 Regular Policy Review

(a) RefPIC’s Procurement Policy will be reviewed annually to ensure its continued relevance and effectiveness in achieving organizational objectives.(b) The review process will consider feedback from stakeholders, changes in legal or regulatory requirements, and lessons learned from procurement activities.(c) Updates and revisions to the policy will be approved by the leadership team and communicated to all relevant staff and stakeholders.

10.2 Updates Based on Changing Needs

(a) RefPIC will adapt its procurement policy to address emerging trends, technologies, and challenges in procurement practices.(b) Emergency updates may be implemented as required to address critical issues or align with new legal mandates.(c) Updated policies will be disseminated to all staff and partners, ensuring comprehensive understanding and compliance.

By adhering to these guidelines, RefPIC ensures that its procurement practices uphold the principles of transparency, accountability, and ethical stewardship, contributing to the organization’s broader mission of empowering communities and fostering sustainable development.