Probity and Procurement

Probity Probity is defined as ‘integrity, uprightness, honesty’ – Our probity services are concerned with the examination and evaluation of whether a process is being complied with over the life of a project. It can also consider whether established criteria, standards and principles have been complied with. While typically probity activities are focused on the procurement of goods or services, they can be applied to any process which has a defined approach and expected outcome; such as recruitment of personnel or the disposal of an asset. Probity activities are provided through the related roles of Probity Advisor and Probity Auditor. A ‘probity adviser’ would typically provide advice as requested before and during the course of the process, including on specific issues that arise. A ‘probity auditor’ seeks to report an objective opinion on probity issues, generally after the process has been completed. Stantons can and does fulfil both roles. The foundation probity fundamentals applied to our assignments are: Best value for money: This is achieved by fostering an open competitive environment by ensuring non-discrimination in which proponents can make attractive innovative and competitive proposals with confidence that they will be assessed on their merit. Competition between potential suppliers is an important foundation in achieving value for money. (ii) Impartiality: Respondents to a request are entitled to expect impartial treatment at every stage of the process. All potential suppliers should be provided with the same information. If they do not consider the process to be impartial and honest, they may withhold valuable ideas or be deterred from bidding. (iii) Conflicts of interest: A conflict of interest is a conflict between the public duty and the private interest of a decision maker. Conflicts of interest can be actual, potential or perceived. Perceived or potential conflicts of interest can be as damaging as actual conflicts of interests. (iv) Accountability and transparency. Documentation is critical to accountability and transparency. Accountability involves agencies being able to demonstrate and justify the use of resources to an appropriate authority. This necessarily involves keeping good records that leave an audit trail. Transparency refers to the preparedness to open an activity and its processes to scrutiny and possible criticism. (v) Confidentiality: Certain information will need to be kept confidential during the process period of evaluation. Generally all information pertaining to the process should be considered as “in confidence”. Procurement Supporting our probity focus, Stantons has extensive experience in the public sector procurement environment, providing a range of specialized consultancy services in procurement and contract management We provide value adding support to assist our client’s corporate approach to procurement, commencing from needs analysis through to final award of contract and, if necessary, provision of contract management services. We work with the client to develop and implement a structured approach to the procurement task, including: Development of key documents including the Business Case, Procurement Plan, Risk Assessments, Probity Plan, Evaluation Plan and the Contract Management Plan. Facilitate the conduct of tender evaluation meetings, referee and financial capability checks. Write Tender Evaluation Reports prepare the documentation for submission to approving authorities. Prepare agency staff for contract negotiations and, where necessary, participate in the negotiation process. Stantons International provides strategic level procurement support, which includes techniques such as: Strategic source identification techniques. Contract models including remuneration models and contract management processes. Performance-based contracts that include KPIs tailored for the specific contract type . Advanced forms of contract type, including: ECI – Early Contractor Involvement EPCM – Engineer, Procure, Construct and Manage Alliance contracting. Shared risk/shared benefits contracts. Public Private Partnership models. We provide process facilitation support as well as highly focused and results orientated workshops and briefing sessions. Guidance on questioning and interviewing approaches and development of negotiation skills contribute to the development of effective procurement teams and effective procurement outcomes. Stantons also provides project direction and management support, focusing on project performance and delivery monitoring and governance processes with respect tracking and report, and the utility of scheduled deliverables and the continuing value for money of the project – particularly in the face of proposed variations.	Kevin Donnelly James Cottrill

Probity

Probity is defined as ‘integrity, uprightness, honesty’ – Our probity services are concerned with the examination and evaluation of whether a process is being complied with over the life of a project. It can also consider whether established criteria, standards and principles have been complied with. While typically probity activities are focused on the procurement of goods or services, they can be applied to any process which has a defined approach and expected outcome; such as recruitment of personnel or the disposal of an asset.

Probity activities are provided through the related roles of Probity Advisor and Probity Auditor. A ‘probity adviser’ would typically provide advice as requested before and during the course of the process, including on specific issues that arise. A ‘probity auditor’ seeks to report an objective opinion on probity issues, generally after the process has been completed. Stantons can and does fulfil both roles.

The foundation probity fundamentals applied to our assignments are:

Best value for money: This is achieved by fostering an open competitive environment by ensuring non-discrimination in which proponents can make attractive innovative and competitive proposals with confidence that they will be assessed on their merit. Competition between potential suppliers is an important foundation in achieving value for money.

(ii) Impartiality: Respondents to a request are entitled to expect impartial treatment at every stage of the process. All potential suppliers should be provided with the same information. If they do not consider the process to be impartial and honest, they may withhold valuable ideas or be deterred from bidding.

(iii) Conflicts of interest: A conflict of interest is a conflict between the public duty and the private interest of a decision maker. Conflicts of interest can be actual, potential or perceived. Perceived or potential conflicts of interest can be as damaging as actual conflicts of interests.

(iv) Accountability and transparency. Documentation is critical to accountability and transparency. Accountability involves agencies being able to demonstrate and justify the use of resources to an appropriate authority. This necessarily involves keeping good records that leave an audit trail. Transparency refers to the preparedness to open an activity and its processes to scrutiny and possible criticism.

(v) Confidentiality: Certain information will need to be kept confidential during the process period of evaluation. Generally all information pertaining to the process should be considered as “in confidence”.

Procurement

Supporting our probity focus, Stantons has extensive experience in the public sector procurement environment, providing a range of specialized consultancy services in procurement and contract management

We provide value adding support to assist our client’s corporate approach to procurement, commencing from needs analysis through to final award of contract and, if necessary, provision of contract management services. We work with the client to develop and implement a structured approach to the procurement task, including:

Development of key documents including the Business Case, Procurement Plan, Risk Assessments, Probity Plan, Evaluation Plan and the Contract Management Plan.
Facilitate the conduct of tender evaluation meetings, referee and financial capability checks.
Write Tender Evaluation Reports prepare the documentation for submission to approving authorities.
Prepare agency staff for contract negotiations and, where necessary, participate in the negotiation process.

Stantons International provides strategic level procurement support, which includes techniques such as:

Strategic source identification techniques.
Contract models including remuneration models and contract management processes.
Performance-based contracts that include KPIs tailored for the specific contract type .
Advanced forms of contract type, including:
- ECI – Early Contractor Involvement
- EPCM – Engineer, Procure, Construct and Manage
- Alliance contracting.
- Shared risk/shared benefits contracts.
- Public Private Partnership models.

We provide process facilitation support as well as highly focused and results orientated workshops and briefing sessions. Guidance on questioning and interviewing approaches and development of negotiation skills contribute to the development of effective procurement teams and effective procurement outcomes.

Stantons also provides project direction and management support, focusing on project performance and delivery monitoring and governance processes with respect tracking and report, and the utility of scheduled deliverables and the continuing value for money of the project – particularly in the face of proposed variations.

Kevin Donnelly

James Cottrill