A probity plan that sets out the probity guidelines and procedures to be followed should be prepared prior to the commencement of the competitive bid process. It is important that all members of the government project team, the project steering committee, advisors and other stakeholders in the project are aware of arrangements put in place to preserve the probity of the process and, to this end, are provided with a copy of the probity plan.
The probity plan should document:
• The role of the independent probity auditor
• The parties/committees responsible for making decisions and dealing with proponents
• Membership of committees and their formal terms of reference and recording arrangements
• Principles and practices regarding confidentiality of and access to, dissemination, use and storage of project information and records
• Procedures for management of probity, including responding to problems and queries
• Principles and procedures that will promote probity with efficiency
• Procedures for evaluation of bids
• Procedures for identifying and addressing conflicts of interest.
A probity plan template is included in Attachment 1.