Procurement Policy

This policy establishes the principles and procedures governing the acquisition of goods, works, and services necessary to support the organization's mission of improving the lives of children with special needs and their families.

This policy applies to the Board of Trustees, Executive Management, employees, procurement personnel, Programme Managers, Finance personnel, consultants, contractors, volunteers involved in procurement, partner organizations managing organizational funds, and suppliers, vendors, and service providers.

The policy applies to all procurement activities funded by organizational income, donations, grants, sponsorships, government funding, international development partners, or other approved funding sources.

It covers the procurement of goods, services, consultancy services, construction and renovation works, information technology equipment, software, office supplies, vehicles, medical and therapy equipment, educational materials, training services, and logistics and transportation.

Reach & Touch Charity Initiative conducts procurement based on the following principles:

Transparency

All procurement activities shall be conducted openly, fairly, and in a manner that can withstand public scrutiny.

Accountability

Every procurement decision must be documented and capable of independent review or audit.

Value for Money

Procurement decisions shall balance quality, cost, sustainability, functionality, and long-term value rather than focusing solely on the lowest price.

Fair Competition

Qualified suppliers shall be given equal opportunities to compete for contracts without discrimination or favoritism.

Integrity

Employees and representatives shall act honestly, ethically, and avoid any conduct that could compromise procurement decisions.

Sustainability

Where practical, the organization will consider environmentally and socially responsible procurement practices.

Compliance

All procurement activities shall comply with applicable laws, donor requirements, contractual obligations, and organizational policies.

All departments are responsible for planning their procurement requirements in advance. Procurement planning should identify operational needs, support approved budgets, avoid unnecessary emergency purchases, promote efficient resource utilization, minimize procurement risks, consider delivery timelines, and support programme implementation schedules.

Annual procurement plans should be reviewed regularly and updated as organizational priorities evolve.

The procurement method selected shall be proportionate to the value, complexity, and urgency of the purchase.

Petty Cash Purchases

For low-value operational purchases within approved petty cash limits, such as office refreshments, minor office supplies, local transport expenses, and small maintenance items.

Request for Quotations (RFQ)

Used for routine purchases of moderate value. The organization should, where practicable, obtain quotations from at least three qualified suppliers to compare price, quality, delivery time, and service.

Competitive Tendering

Used for high-value or complex procurements. This process may include public advertisement, invitation to tender, technical evaluation, financial evaluation, and supplier interviews or presentations where appropriate. Contracts will generally be awarded to the supplier offering the best overall value based on predefined evaluation criteria.

Single-Source Procurement

Single-source procurement may only be used in exceptional circumstances, such as sole supplier availability, emergency situations, compatibility with existing systems, donor-approved exceptions, or specialized expertise unavailable elsewhere. Such procurements must be justified in writing and approved by the appropriate authority.

Suppliers will be evaluated based on factors including technical capability, relevant experience, product or service quality, pricing, financial stability, delivery performance, customer support, ethical business practices, legal compliance, sustainability practices, and reputation and references.

Selection decisions shall be objective, documented, and based on predetermined criteria.

All employees, Board members, volunteers, and procurement committee members must disclose any actual, potential, or perceived conflict of interest that could influence procurement decisions, such as family relationships with suppliers, financial interests in bidding companies, personal relationships with vendors, or gifts or favors offered by suppliers.

Individuals with a conflict of interest must not participate in the evaluation, selection, or approval process for the relevant procurement.

Employees and representatives must not accept gifts, hospitality, favors, commissions, or other benefits that could influence or appear to influence procurement decisions. Modest promotional items of nominal value may be accepted where permitted by organizational policy and applicable law, provided they do not create a conflict of interest.

Bribes, kickbacks, or improper inducements are strictly prohibited.

Procurement approvals shall be based on delegated authority levels established by the organization. Approvals should be obtained before commitments are made. No employee may approve a procurement in which they have a personal interest.

High-value procurements may require multiple levels of approval, including Executive Management or the Board of Trustees, depending on the value and risk.

Contracts should clearly define scope of work, deliverables, timelines, payment terms, performance expectations, reporting requirements, confidentiality obligations, termination provisions, and dispute resolution mechanisms.

Programme managers are responsible for monitoring supplier performance throughout the contract period.

Before payment is processed, the organization shall verify that goods have been delivered, services have been completed satisfactorily, quantities are accurate, quality standards are met, delivery documentation is complete, and any defects or discrepancies are resolved.

Acceptance should be documented by an authorized employee.

Payments shall only be made after receipt of a valid invoice, confirmation that goods or services have been received, verification against purchase orders or contracts, appropriate approvals, and compliance with financial procedures.

Duplicate or unauthorized payments are prohibited.

Reach & Touch Charity Initiative seeks to work with suppliers who demonstrate ethical labour practices, respect for human rights, compliance with applicable laws, environmental responsibility, fair employment practices, non-discrimination, and anti-corruption commitments.

The organization reserves the right to discontinue relationships with suppliers engaged in unethical or unlawful practices.

Procurement fraud is strictly prohibited. Examples include bid rigging, collusion, false quotations, kickbacks, inflated invoices, duplicate billing, unauthorized purchases, and personal purchases using organizational funds.

Suspected fraud must be reported immediately under the organization's Anti-Fraud and Whistleblowing Policies.

Complete procurement records shall be maintained for audit and accountability purposes, including procurement plans, requests for quotations, tender documents, evaluation reports, contracts, purchase orders, delivery notes, invoices, payment records, correspondence, and supplier performance reviews.

Records shall be retained in accordance with legal, donor, and organizational requirements.

The organization will regularly review procurement activities through internal audits, external audits, procurement reviews, financial monitoring, compliance assessments, and supplier performance evaluations. Findings will be used to strengthen procurement systems and improve organizational efficiency.

Failure to comply with this Procurement Policy may result in formal warning, disciplinary action, suspension, termination of employment or volunteer engagement, cancellation of supplier contracts, recovery of financial losses, or referral to law enforcement or regulatory authorities where appropriate. Serious misconduct may result in civil or criminal proceedings.

This policy will be reviewed at least every two (2) years, or sooner if required due to changes in legislation, donor requirements, organizational growth, audit recommendations, procurement best practices, or emerging operational risks.

The organization is committed to continually improving its procurement processes to ensure efficiency, accountability, and responsible stewardship of resources.

Questions regarding this Procurement Policy or procurement-related matters should be directed to us.