As Wordhoard is a sole trader organisation, procurement is a relatively simple process guided by the following principles:
Purchases need to:
- Provide value for money.
- Reduce costs where possible.
- Support continuity of service (e.g. subscription services)
- Facilitate effective/improved project delivery.
- Involve ethical and reliable vendors.
- Minimise environmental impact.
- Comply with all relevant laws and regulations.
All purchases must be considered in these terms.
Procurement procedures
Vendor selection
- Vendor selection shall be based on fair and transparent criteria, including quality, price, delivery, and past performance.
- Multiple quotes or bids shall be sought when relevant to ensure competitive pricing and value for money.
- Vendor evaluations may be conducted to assess performance and suitability for future engagements.
Ethics
Wordhoard prohibits any form of corruption, bribery, or unethical behaviour in procurement activities.
- Employees and contractors involved in procurement related to Wordhoard projects must act with integrity, avoid conflicts of interest, and disclose any potential conflicts promptly.
- Gifts, favours, or any other improper inducements from vendors are strictly prohibited.
Documentation
- Accurate and complete records of all procurement activities, including quotations, contracts, purchase orders, and invoices, shall be maintained.
- Records shall be retained according to legal and regulatory requirements.
Date: 1 February 2023.