Supplier Code of Conduct

On May 30, 2025, PHSA implemented the Supplier Code of Conduct. This code sets the standards suppliers must comply with when providing goods and/or services to BC health care organizations.

The code provides a framework to ensure that suppliers comply with regulatory requirements related to:

  • Labour conventions
  • Relevant provincial and federal laws
  • Applicable environmental and ethical standards 

Supplier requirements

All suppliers must review and comply with the PHSA Supplier Code of Conduct. As part of this requirement, suppliers must complete the Supplier Code of Conduct Declaration & Acknowledgement Form to confirm their understanding.

All suppliers doing business with PHSA are required to comply regardless of size or location.

If you have questions or concerns, contact us at vendorliaison.supplychain@phsa.ca.

About the Supplier Code of Conduct

To help you understand the code and complete the form, see the information below.

 

This code is based on a set of fundamental International Labour Organization (ILO) labour conventions that directly support the United Nations' Universal Declaration of Human Rights. These fundamental standards set out regulations for working conditions.

PHSA is responsible for implementing the foundational commitments in First Nations Health transformation, and the:


PHSA has a duty regarding the federal Fighting Against Forced Labour and Child Labour in Supply Chains Act SC 2023, c. 9,  which aims to increase industry awareness and transparency about forced labour and child labour. We ask that reporting entities under the act share a copy of their report with PHSA.

 

 

Review this webinar for helpful information about understanding the code.‎

 
 

About the Declaration & Acknowledgement Form

The Declaration & Acknowledgement Form allows suppliers to provide their declaration of compliance with PHSA's Supplier Code of Conduct and to provide all the required documentation.

We expect 100% completion. We will follow up with suppliers if there are documents missing.

 

You will be asked to declare your policies and practices and provide support documentation in the Declaration & Acknowledgement Form. If you do not have a policy in place, you can share current measures related to the topic in a few paragraphs.

 

If you already provided some of the documentation during the request for proposal (RFP) process, you will need to re-submit them for the Supplier Code of Conduct. In 2026, we are implementing a new platform for supplier onboarding, and we expect that we will be able to integrate these two processes.

 

 

Failure to meet the deadline may affect current or future purchase orders that we place with your company.

 

 

PHSA will review submissions as we receive them. PHSA Procurement will reach out if there are questions or compliance concerns. PHSA Procurement believes in partnership and good faith and will work with suppliers to support where necessary.


Consequences for non-compliance may include:


  • Impacts on your ability to bid on current or future tenders
  • Purchase orders might be frozen or held until compliance is met
 

 
  • The Supplier Code of Conduct and Declaration & Acknowledgement Form were shared with all suppliers on May 30, 2025. As a result, the first annual reporting deadline is June 1, 2026.
  • For new suppliers, the reporting deadline will be based on the start date of their contract. It is the supplier's responsibility to note the submission renewal deadline.
  •  We are working to implement a notification system as part of our new supplier onboarding platform, which is expected to launch in 2026. 
 
 

Tips for completing the form

Before you start:

  1. Review the Declaration & Acknowledgement Form
  2. Prepare support documentation
  3. Determine authorized signatory for your organization and coordinate the submission

Please note:

  • Plan to complete the form in one session as there is not a mechanism to save your work.
  • You can upload files in PDF or Word format. The file size limit is 2 GB.
    • If you have large files that are also available via web link, you can add them in the "support info" field instead. Indicate which topic the link is in reference to.
  • The form requires an authorized signature, please ensure someone with designated signing authority digitally signs the form to complete.

Required support documentation

 

The form requests several documents to be uploaded; we suggest that you gather these documents in advance:


1.  Ethical Business Standards policy or current measures

2.  WorkSafeBC Clearance letter or similar documentation

3.  Policy or current measure stating how the supplier upholds human rights in accordance with applicable law and International Labour Organization (ILO)

4.  Policy and reporting on federal, Fighting Against Forced Labour and Child Labour in Supply Chains Act. Please share any company policies related to forced labour and/or child labour. If you are a reporting entity, share a copy of your report.

5.  Health and safety policy

6.  Policy and/or current measures stating how the supplier upholds BC's Declaration on the Rights of Indigenous Peoples Act

7.  Policy and/or current measures stating how the supplier complies with applicable environmental laws, statutes, and regulations of the jurisdiction in which they operate.

8.  Policy and/or current confidentiality measures related to applicable privacy legislation

9.  Policy and/or current measures related to conflict of interest

10.  Annual health care industry representative vendor credentialling through the Health Standards Organization. Email vendorcredentialing@healthstandards.org for information on the attestation process.

11.  Required licenses, permits and certificates

12. ​​ Up to date certificate of insurance