Procurement, partnerships & anti-corruption

1. Purpose and scope

This draft covers purchasing, contracting, in-kind arrangements, delivery partners and third-party fundraising. The process should be proportionate to value, complexity and risk while protecting the Foundation’s purpose and resources.

2. Planning and approval

Define the need, budget, specification and decision-maker before seeking a supplier or partner. Apply an approved delegation and procurement-threshold schedule. Do not split transactions to avoid approval limits. Keep written reasons for urgent or single-source exceptions and obtain independent review.

3. Fair selection

Use consistent criteria that consider suitability, total cost, delivery capacity, safety and relevant social value. Declare conflicts and exclude conflicted people from evaluation and approval. Do not accept bribes, kickbacks or gifts that could affect a decision. Related-party arrangements require explicit disclosure and appropriate independent approval.

4. Proportionate due diligence

Verify identity and relevant credentials, banking details, capacity and reputation. For participant-facing work, assess safeguarding and privacy arrangements. For fundraising partners, verify fee terms, fund flows, donor-data responsibilities and the use of the Foundation’s name. Do not describe a prospect as an established partner.

5. Contracting and performance

Record scope, deliverables, responsibilities, price, payment terms, ownership of materials and data, safeguarding requirements, complaints routes and exit arrangements. Confirm receipt or performance before payment. Track issues and do not extend a poor-performing arrangement without a documented review.

6. Adoption and review

Approve thresholds, authorisation levels, supplier checks, evaluation templates and a contracts register. Report suspected corruption through the complaints process and preserve relevant evidence. Review this policy annually and when material weaknesses are identified.

Reference framework

Prepared with reference to the Department of Social Development’s NPO Codes of Good Practice and the Information Regulator’s POPIA resources. Review against the Foundation’s circumstances and applicable requirements before adoption.