Sustainable Procurement Policy
1. Purpose of the Diplomacy Training Program’s (DTP) Sustainable Procurement Policy
This policy provides the framework for DTP’s practices in procuring goods and services in pursuit of its vision, mission and goals. It should be read, and implemented, in conjunction with DTP’s Environment Policy; DTP Fraud and Corruption Policy, and DTP Financial and Accounting Procedures Manual.
This policy guides the decisions of DTP’s Board, staff and volunteers. The purpose of the policy is to ensure that DTP meets the International Organisation for Standardisation (ISO) 20400 definition of sustainable procurement, namely that “procurement that has most positive environmental, social and economic impacts possible over the entire life cycle.” Therefore, goods and services procured must have a reasonably justified purpose. · Have minimal negative impact on the environment and climate change. · Be economically and socially responsible by considering human rights and labour practices · Be transparent · Avoid any conflict of interest.
2. Scope of Policy
This policy applies to all of DTP’s procurement of goods and services. It is to be implemented by DTP’s Board, staff and volunteers. It is to be communicated as appropriate to its partners.
3. Guiding Principles
In all the decisions it makes on procurement of goods and services, inside and outside Australia, DTP representatives¹ will:
- Apply commitment to environmental sustainability, human rights and labour rights;
- Maintain transparency in how decisions are made;
- Ensure compliance with legislative rules and regulations
- Seek to minimise possible adverse environmental impacts of procurement;
- Source quality products considering the whole life cost;
- Actively avoid complicity with suppliers or businesses contributing to abuse of human rights or labour rights;
- Where possible procurement decisions should contribute positively to development, human rights and environmental outcomes;
- Seek value for money.
In applying these principles, the process and level of effort will be commensurate with nature and value of procurement.
4. Implementation
DTP shall:
- Minimise efforts and processes connected with very low value purchases;
- Obtain at least 2 quotes for purchases over $1000;
- Purchase carbon offsets where these are an option provided by a reputable provider;
- Purchase recycled/previously used materials where possible;
- Provide written specifications for the purchase of goods and services over a value of $10,000;
- For payments up to $75,000.00 the Executive Director may authorise payment with written authorisation of at least one Board member;
- Non program payments above $75,000.00 require consultation with and approval of the DTP Board – or its nominated representatives (DTP Finance Committee);
- All recording and reporting of DTP finances is to be managed by the Bookkeeper;
- A record of all the documents relating to each transaction should be kept, such being the purchase requisition, quotations, contact information of suppliers purchase contracts or orders, invoices, delivery slips and any other appropriate documents.
5. Reviewing this policy
The DTP Board of Directors adopted this policy on Sustainable Procurement.
Date of First Adoption: July 2019
Renewed: June 2022
Date for Renewal: June 2025
Footnotes
- Board, Staff, volunteers, interns
