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What are some best practices for avoiding bias in purchasing decisions?

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Conflict of interest (COI) is a situation where a person or organization has competing or incompatible interests that may affect their judgment or actions. In purchasing processes, COI can lead to biased or unethical decisions that favor one supplier over another, or that compromise the quality, cost, or delivery of goods or services. To avoid COI and ensure fair and transparent purchasing, here are some best practices to follow.

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Jassim Alampara

Procurement Consultant @ Alambaar | Process & Cost Optimization | Procurement Audit & Training | Cross Industry…
Alexey Anshakov

I ?? your business profits by up to 40% with automation. Unlock your first workflow automation case, saving you $25k+…
Christopher E. Burton, CPPO

Procurement / Contracts / Operations Leader / MBA

1 Identify potential COI

The first step to avoid COI is to identify and disclose any potential sources of conflict that may arise in the purchasing process. This may include personal or professional relationships, financial interests, gifts or favors, or other influences that could affect the decision-making process. By disclosing any potential COI, the purchasing team can assess the risk and take appropriate measures to mitigate it, such as assigning a different person to handle the purchase, or seeking an independent review or approval.

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Alexey Anshakov

I ?? your business profits by up to 40% with automation. Unlock your first workflow automation case, saving you $25k+ in just 2 weeks, with a Forbes & EU Innovation Award recipient.
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Do not forget to implement clear policies: Develop and enforce policies that explicitly outline expectations regarding conflicts of interest. These policies should provide guidance on identifying, disclosing, and managing COI situations to ensure transparency and fairness in purchasing decisions.

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Christopher E. Burton, CPPO

Procurement / Contracts / Operations Leader / MBA
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COI is not a black and white issue and in fact is one of the most complex issues that procurement leaders must "manage". In my experience, open competition allows for any interested party in the contract to "put their best foot forward" and during such the RFx process are required to provide any conflicts related to personnel of governmental officials. Procurement leaders and evaluation committee members, should also disclose any conflict or perceived conflict of interest after reviewing respondent proposals. If the Procurement leader managing the RFx process has a real or perceived conflict, they should recuse themselves from the process.

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2 Follow policies and procedures

The second step to avoid COI is to follow the established policies and procedures for purchasing processes. These policies and procedures should provide clear and consistent guidelines for sourcing, evaluating, selecting, and contracting suppliers, as well as for managing and monitoring the performance and compliance of suppliers. By following the policies and procedures, the purchasing team can ensure that they adhere to the principles of fairness, transparency, accountability, and value for money, and that they document and justify their decisions.

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David Zell

VP Supply Chain - fruit/veg products
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Using multiple points of contact within your company to engage with a supplier can help provide more transparency. One person controlling all contact with a vendor creates a risk of real or perceived ROI. Of course, resources are finite, so the risk has to be weighed against the cost.

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3 Conduct due diligence

The third step to avoid COI is to conduct due diligence on the suppliers and their products or services. Due diligence is the process of gathering and analyzing information about the suppliers and their offerings, such as their qualifications, reputation, experience, quality, price, availability, and reliability. By conducting due diligence, the purchasing team can verify the claims and credentials of the suppliers, compare and contrast their strengths and weaknesses, and identify any red flags or risks that may affect the purchase.

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4 Seek multiple quotes

The fourth step to avoid COI is to seek multiple quotes from different suppliers for the same or similar products or services. Seeking multiple quotes can help the purchasing team to compare and evaluate the options available in the market, and to negotiate the best terms and conditions for the purchase. By seeking multiple quotes, the purchasing team can also avoid favoritism or collusion with a single supplier, and demonstrate that they have considered a range of alternatives.

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5 Involve stakeholders

The fifth step to avoid COI is to involve relevant stakeholders in the purchasing process. Stakeholders are the people or groups who have an interest or stake in the outcome of the purchase, such as the end-users, managers, customers, or regulators. By involving stakeholders, the purchasing team can gain valuable input and feedback, ensure alignment and buy-in, and increase trust and confidence in the purchase. By involving stakeholders, the purchasing team can also avoid conflicts or disputes that may arise from a lack of communication or consultation.

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Jassim Alampara

Procurement Consultant @ Alambaar | Process & Cost Optimization | Procurement Audit & Training | Cross Industry Benchmarking | Procurement Transformation Specialist |
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Avoiding bias in purchasing decisions requires a multifaceted approach, and involving stakeholders is paramount. By engaging various parties across departments and levels of expertise, you can gather diverse perspectives and insights. This not only ensures a thorough evaluation of options but also minimizes the influence of individual biases. Encouraging open dialogue and collaboration allows for the consideration of different priorities and requirements, leading to more informed and equitable decisions. Additionally, establishing clear criteria and decision-making processes helps maintain transparency and accountability, further mitigating bias.

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David Zell

VP Supply Chain - fruit/veg products
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A documented category strategy will go a long way here. The more that your decision is documented, the better it will likely hold up to scrutiny. There can certainly be subjective criteria involved in such a decision - for example, a long history with a supplier or a supplier’s reputation for a risky product/service are good examples. Documented reasoning can greatly reduce suspicions.

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6 Review and improve

The sixth step to avoid COI is to review and improve the purchasing process on a regular basis. Reviewing and improving the purchasing process can help the purchasing team to identify and address any issues or gaps that may have occurred, to learn from the successes and failures, and to implement changes or improvements that can enhance the efficiency, effectiveness, or quality of the purchase. By reviewing and improving the purchasing process, the purchasing team can also ensure that they comply with the latest standards, regulations, or best practices in the field.

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Jerin George

Assistant Procurement Manager with MTech in Mechanical Engineering, specializing in Procurement Management
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1. Conducting third party evaluation. Organisation should entertain evaluation of purchase process by an independent agency. Which will give more reliable and uncompromised results. 2. Maintain proper documentation and ensure sufficient transparency

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What are some best practices for avoiding bias in purchasing decisions?

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1 Identify potential COI

2 Follow policies and procedures

3 Conduct due diligence

4 Seek multiple quotes

5 Involve stakeholders

6 Review and improve

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