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Supply Chain Code of Ethics

Geneva Centre for Autism Purchase and Procurement Policy and Procedure

Geneva Centre for Autism will purchase goods, services and consulting services in accordance with Generally Accepted Accounting Principles, ministry guidelines, and sound financial practices.

Geneva Centre for Autism shall endeavour to receive value for money when procuring goods, services and consulting services.

An open and transparent competitive process seeks to achieve the best value for the funds expended to meet specific needs and promotes fair dealings and equitable relationships with vendors.

Geneva Centre for Autism is committed to ensuring compliance with the 25 mandatory requirements set forth in the Broader Public Sector Procurement Directive.


  • All purchases are within the approved budget.
  • The Board of Directors authorizes the annual expenses of the agency by approving the annual budget.  For any purchases not incorporated into the fiscal budget, the Board of Directors delegate’s authorization responsibility to the Chief Executive Officer.  However, the Board of Directors shall be informed of major purchases that have the potential to affect the direction or financial results of the organization.  The Board requires the Chief Executive Officer to obtain Board authorization for purchase commitments (individual purchase orders or supplier contracts) longer than 2 years or greater than $25,000.
  • Any purchase with a gross value up to $500 shall be reviewed and authorized by a Supervisor/Manager/Director.
  • Any purchase with a gross value under $5,000 shall be reviewed and authorized by a budget holder (an employee who has been given the responsibility to manage an approved budget on a behalf of the organization).
  • Any purchase with a gross value greater than $5,000 but less than $25,000 and approved in the budget shall be reviewed and authorized by a Director.
  • Any purchase with a gross value of $25,000 or greater and approved in the budget shall be reviewed and authorized by the Chief Executive Officer.
  • Any purchase with a gross value greater than $25,000 and not approved in the budget shall be reviewed and authorized by the Board of Directors.
  • Any purchase in excess of budget refer to Policy – Unbudgeted Expenses.
  • It is the responsibility of the Party involved in the purchase and reimbursement of goods and services to ensure compliance with this policy and procedures.  Accounting is responsible for verifying that the amount requested is supported by the attached documents and that the signature is the appropriate signing authority.
  • The Supervisor/Manager or Director of the department the expense is related to approve the requisition.  Special authorization is required if the amount of the requisition is over a certain limit or an unbudgeted expense. Only individuals with the appropriate level of authority are able to approve the cheque requisition.

The following thresholds and approval levels are required for the procurement of goods, services and consulting services:

  • Up to $5,000 – one telephone quote – approval by Manager;
  • $5,000-25,000 – three telephone quotes – approval by Chief Executive Officer;
  • $25,000-99,999 – a minimum of three written quotations – approval by Chief Executive Officer and Board;
  • Over $100,000 – open (advertised) tender invitation process – requiring sealed quotes and receipt by a specific deadline – selection by Executive Management Team (minimum three members).

For open tender invitations, requirements must be defined properly and clearly so that potential vendors can submit valid and responsive submissions, bids and proposals and the procurement documents must include proposed contract terms and conditions.

Documentation must be maintained which indicates any evaluation process and rationale related to quotation / tender selection.


Prior to the commencement of any contract, the agency ensures:

  • Contracts are entered into when there is an advantage to the agency by doing so.
  • A full range of potential arrangements is investigated before entering into an exclusive contract.
  • Legal assistance or advice is obtained if necessary for any non-standard clauses.
  • All contracts entered into by the agency are reviewed and approved by the Chief Executive Officer or designate. Special authorization is required if the amount of the contract is over a certain limit or an unbudgeted expense. Only individuals with the appropriate level of authority can approve and sign a contract.
  • As best practice, contractor must provide proof of liability insurance and WSIB coverage where appropriate.
  • Each contract is witnessed, dated and embossed with the agency’s corporate seal if required.
  • The agency also ensures that a completed copy of the final contract is made available to all other signatories.
  • The original signed contract is kept in a secure place at the agency’s finance department.
  • All Purchase of Service contracts must meet the agency conflict of interest guidelines.
  • At least 3 months prior to the completion of the contract, the Chief Executive Officer or designate reviews and plans for the renewal or tendering of the contract following the above procedure.
  • At the minimum, each Purchase of Service contract entered into by the agency, shall provide the following information:
    • the nature of the service
    • the financial obligations agreed to
    • the period of time that the contract covers
    • the invoicing procedure or a payment schedule
    • a termination clause
    • a table of contents regarding the negotiated work plan
    • authorization by Chief Executive Officer or Director of Finance on behalf of agency


  • Authorization is to include:
    • Date - Date of request
    • Completed by - Name of the person completing the form (if a cheque requisition)
    • Payable to - The name and complete address of the payee
    • Description - Reason for payment cross-referenced to supporting details or documents and attached to the requisition
    • Coding section - The account code or codes to be debited and the corresponding amounts with taxes (PST and GST) identified separately
    • Coding section – The account code, portion of GST to be refunded (e.g. 50%)
    • Amount – Total amount of the cheque to be issued
    • Approved by - Requires authorized signature
    • Special delivery instructions - If the cheque is not to be directly routed to the payee then the appropriate routing instructions need to be reported in this space
    • Date required – Record date cheque is required if different from regular cheque run

Geneva Centre for Autism has formally adopted the Ontario Broader Public Sector Supply Chain Code of Ethics.
Goal – To ensure an ethical, professional and accountable BPS supply chain.

Personal Integrity and Professionalism
Individuals involved with Supply Chain Activities must act, and be seen to act, with integrity and professionalism. Honesty, care and due diligence must be integral to all Supply Chain Activities within and between BPS organizations, suppliers and other stakeholders. Respect must be demonstrated for each other and for the environment. Confidential information must be safeguarded. Participants must not engage in any activity that may create, or appear to create, a conflict of interest, such as accepting gifts or favours, providing preferential treatment, or publicly endorsing suppliers or products.

Accountability and Transparency
Supply Chain Activities must be open and accountable. In particular, contracting and purchasing activities must be fair, transparent and conducted with a view to obtaining the best value for public money. All participants must ensure that public sector resources are used in a responsible, efficient and effective manner.

Compliance and Continuous Improvement
Individuals involved with purchasing or other Supply Chain Activities must comply with this Code of Ethics and the laws of Canada and Ontario. Individuals should continuously work to improve supply chain policies and procedures, to improve their supply chain knowledge and skill levels, and to share leading practices.