Procurement Policy

1. Purpose

Baker Tilly Hong Kong (“BTHK”) is committed to conducting procurement activities in a transparent, ethical, and effective manner to ensure the best value for the firm while upholding the highest standards of corporate governance and integrity.

This Policy establishes a consistent framework to guide procurement decisions, ensuring fairness, accountability, and alignment with BTHK’s strategic objectives, including its commitment to Environmental, Social and Governance (“ESG”) principles.

2. Scope

This Policy applies to all procurement activities undertaken by BTHK, including the sourcing of goods and services, vendor selection, contract management, and supplier engagement.

All staff involved in procurement activities are required to comply with this Policy.

3. Core Procurement Principles

3.1 Fairness and Equal Treatment

BTHK is committed to maintaining a fair and competitive procurement environment.

All vendors and service providers will be treated equally, fairly, and with respect at all times.
Procurement activities will promote open and fair competition, ensuring equal opportunities for qualified vendors.
Decisions will be free from bias, conflict of interest, or undue influence.

3.2 Ethical Conduct and Integrity

All procurement personnel must:

Adhere to the highest standards of professional and ethical conduct
Act in the best interests of BTHK
Avoid and disclose any actual or potential conflicts of interest

3.3 Transparency and Accountability

Procurement processes shall be conducted in a transparent manner with appropriate documentation and approvals to ensure accountability and traceability of decisions.

4. Vendor Selection and Evaluation

Procurement decisions will be made based on a balanced assessment of financial and non-financial factors, ensuring the best overall outcome for BTHK.

Key evaluation criteria include, but are not limited to:

Quality of goods or services offered
Fitness for purpose and ability to meet specifications
Vendor’s reputation and market standing
Past partnership experience and performance history with BTHK
Pricing competitiveness and overall value for money
Delivery capability, reliability, and responsiveness

No single factor will solely determine vendor selection; decisions will be based on professional judgment.

5. ESG Commitment in Procurement

BTHK recognises ESG as a fundamental core value embedded in its governance and operational practices.

In line with this commitment:

Vendors are strongly encouraged to adopt and maintain sound ESG practices, including but not limited to environmental responsibility, ethical business conduct, and social accountability.
BTHK expects vendors to invest appropriate resources to enhance and sustain their ESG performance.
Demonstrated ESG commitment and performance will be considered an important added value in the vendor evaluation process.
BTHK may prioritise vendors who align with its sustainability goals and contribute positively to broader ESG objectives.

6. Procurement Procedures

Procurement activities shall follow established internal procedures, including:

Identification of procurement needs
Sourcing and obtaining quotations from qualified vendors
Evaluation based on defined criteria
Appropriate approval in accordance with delegated authority
Proper documentation and record-keeping

7. Conflict of Interest

All staff must disclose any personal or financial interest in a vendor or procurement process.

Any identified conflicts must be properly managed or escalated to ensure impartial decision-making.

8. Vendor Relationship Management

BTHK seeks to build professional, respectful, and sustainable relationships with its vendors.

Vendors should be engaged in a manner consistent with BTHK’s values and standards
Performance of vendors may be reviewed periodically
Continuous improvement and feedback are encouraged

9. Policy Review

This Policy will be reviewed periodically to ensure continued relevance, effectiveness, and alignment with regulatory requirements and ESG developments.

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