1.1.8 Procurement of Goods and Services Policy

POLICY TYPE: 1.0 Administrative Policies \ 1.1 Fair Treatment
EFFECTIVE DATE: 2025-08-14	LAST REVISED: 2025-10-23
THIS POLICY APPLIES TO: Contractors – Individuals engaged to provide services under a contract with SelfDesign Learning Foundation Support Providers – Individuals engaged under a contract or agreement with SelfDesign Learning Foundation to provide services for a specific learner Families – Learners and parents(s)/guardian(s) of learners participating in SelfDesign Learning Foundation’s programs Volunteers – Individuals providing goods/services under the terms of an agreement with SelfDesign Learning Foundation Board Members – Members of the Board of Directors for SelfDesign Learning Foundation and the Foundation for SelfDesign (FSD)

Policy Statement

SelfDesign Learning Foundation (SDLF) will utilize sound and professional business practices while obtaining the best value for procuring goods, services, and equipment.

Definitions

Value – understood as best fit, best time, best choice, overall the best and not specific to just price

Policy

SelfDesign Learning Foundation will ensure that individuals procuring goods and services make decisions and actions based on the following values:

Honesty/Integrity – Maintaining the highest standard of integrity in all relationships, both inside and outside SelfDesign.
Professionalism – Fostering the highest standards of professional competence.
Responsible Management – Optimizing the use of resources to provide the maximum benefit to SDLF.
Serving the Interest of SelfDesign – Not using their role for personal benefit, rejecting and denouncing improper business practices.
Law-abiding with:
1. Canadian, provincial and any other applicable laws
2. SDLF’s Rules and Regulations, and
3. Contractual obligations.

Protocol

SDLF will ensure that individuals abide by the following norms of ethical behaviour and rules of conduct when procuring goods, services, and equipment.

Norms of Ethical Behaviour

To consider SDLF’s interest in all transactions and to carry out and adhere to its established policies.
Receptive to competent counsel from one’s colleagues and guided by such counsel without impairing one’s role’s responsibility.
Buy without prejudice, seeking to obtain the maximum value for each dollar of expenditure.
To strive to purchase Canadian products if they are comparable in quality and pricing with non-Canadian alternatives.
To strive for increased knowledge of the materials and processes of manufacture, and to establish practical procedures for performing one’s responsibilities.
Participate in professional development programs to enhance one’s purchasing knowledge and performance.
To subscribe to and work for honesty in buying and selling and to denounce all forms of improper business practice.
Respond promptly and courteously to all who call on a legitimate business mission.
To encourage abiding by the Professional Code of Ethics (as established by the Purchasing Management Association of Canada).
To counsel and assist fellow purchasers in the performance of their duties.
To cooperate with all organizations and individuals engaged in activities that enhance the development and standing of purchasing and materials management.

Rules of Conduct

Declaration of Interest – Individuals will declare to their Foundation contact any situations where they have a personal interest that may impact or might reasonably be deemed by others to impact their impartiality in any matter relevant to their role.
Confidentiality and Accuracy of Information – The confidentiality of information received in the course of duty must be respected and not used for personal gain; information given in the course of duty should be true and fair and not designed to mislead.
Fair Competition – While considering the advantages to the Foundation of maintaining a continuing relationship with a supplier, any arrangement that might prevent the effective operation of fair competition should be avoided.
Business Gifts and Hospitality – To preserve the image and integrity of the team member, SDLF, and the profession, business gifts other than items of small intrinsic value should not be accepted. Reasonable hospitality is an accepted courtesy of a business relationship. The frequency and nature of gifts or hospitality accepted should not be allowed whereby the recipient might be or might be deemed by others to have been influenced in making a business decision due to accepting such hospitality or gifts.
Discrimination and Harassment – No member shall knowingly participate in acts of discrimination or harassment toward any person with whom he or she has business relations.
Environmental Issues – Members shall recognize their responsibility to environmental issues consistent with their corporate goals or missions.
Interpretation – When in doubt about interpreting these rules of conduct, members should refer to the Director of Procurement.