all employees must observe standing procedure for the disclosure [Agency]’s interests and conflicts of interest; [Agency] will ensure that specifications and procurement documentation are independently reviewed before release. This may extend to the engagement of a probity advisor; and conflict of interest information for suppliers must be included in procurement documents (e.g. tender document, request for quotation). This should include information on: commitment to managing conflict of interest; [Agency]’s how [Agency] handles conflict of interest and what steps would be taken if a real, perceived or potential conflict of interest is identified during the procurement and after supplier engagement; and require the supplier to disclose conflict/s of interest in their submission. 2.3 Nomination and appointment of evaluation panel members A risk at this point is that panel members are selected because they may be less inclined to take issue with a panel project and would chair’s (or manager’s) views, therefore be potentially more compliant with them. This can include panel members who: are closely associated with the chair/management; have a compatible conflict of interest with or bias as the chair/management; are inexperienced and/or untrained in panel procedures and responsibilities; and/or are not generally assertive. To manage this risk: the selection of evaluation panel members [should / must] be a task divided among several individuals; evaluation panels [should / must] have an appropriate number of members (three being a minimum and five is recommended); evaluation panel members [should / must] be selected to broadly represent the diversity of teams and functions within [Agency or business unit] as – appropriate to each procurement; the evaluation panel [should / must] include a person external to [Agency / business unit] where possible; before you commence your role as a panel member you will receive [information / training] on the role including panel procedures, your – responsibilities, and the importance of disclosing interests and conflicts of interest; chair and panel members must complete a [Disclosure of Relevant Personal Interests Form] and/or [Disclosure of Conflict of Interest Form] before the panel is convened; and
all employees must observe [Agency]’s standing procedure for the disclosure interests and conflicts of interest; [Agency] will ensure that specifications and procurement documentation are independently reviewed before release. This may extend to the engagement of a probity advisor; and conflict of interest information for suppliers must be included in procurement documents (e.g. tender document, request for quotation). This should include information on: [Agency]’s commitment to managing conflict of interest; how [Agency] handles conflict of interest and what steps would be taken if a real, perceived or potential conflict of interest is identified during the procurement and after supplier engagement; and require the supplier to disclose conflict/s of interest in their submission. 2.3 Nomination and appointment of evaluation panel members A risk at this point is that panel members are selected because they may be less inclined to take issue with a panel chair’s (or project manager’s) views, and would therefore be potentially more compliant with them. This can include panel members who: are closely associated with the chair/management; have a compatible conflict of interest with or bias as the chair/management; are inexperienced and/or untrained in panel procedures and responsibilities; and/or are not generally assertive. To manage this risk: the selection of evaluation panel members [should / must] be a task divided among several individuals; evaluation panels [should / must] have an appropriate number of members (three being a minimum and five is recommended); evaluation panel members [should / must] be selected to broadly represent the diversity of teams and functions within [Agency or business unit] – as appropriate to each procurement; the evaluation panel [should / must] include a person external to [Agency / business unit] where possible; before you commence your role as a panel member you will receive [information / training] on the role – including panel procedures, your responsibilities, and the importance of disclosing interests and conflicts of interest; chair and panel members must complete a [Disclosure of Relevant Personal Interests Form] and/or [Disclosure of Conflict of Interest Form] before the panel is convened; and
Procurement_-_Conflict_of_Interest_Guidance_-_template.docx