Civil Service Ethics Office

• Publication Date ： 2007-09-10
• Last updated：2018-12-25
• View count：1118

On August 2, 2006, these points were passed by the Taskforce for Supervising Government Ethics at the prison
On August 9, 2006, based on No. 0950600250 in the Category of Mingde Prison Affair, these points were announced and implemented
1	According to：
	According to ‘Government Procurement Act’ as well as No. 0920901238 in the Category of Correction, Ministry of Justice, of April 24, 2003
2	Purpose：
	In order to secure the quality of secondary food for our inmates which the prison is to purchase, and comply with the regulations and eating demands, we establish sound procedures for inspections. Thus the institution’s rights can be protected. The eating sanitation of our inmates can be guaranteed. This will help with security concerns and prevention of corruption
3	Inspections and audit mechanism：
	(1)	Whenever ordered secondary foods are delivered to our prison, the on-duty director of the kitchen should check them thoroughly. Besides, he or she should sign on the form, “Inmates’ Major and Secondary Foods Delivery Inspection Document” and mark that there are no forbidden or controlled foods, and take responsibility for the inspection.
	(2)	Initial inspection: Whenever ordered secondary foods are delivered to our prison, our staff who takes charge of the food order should inspect all the food, with our accounting staff who should supervise the inspection as well as an inmate representative (working in the prison’s kitchen) who assists with the inspection. When it is necessary, they should take photographs or film the food for the sake of a record. If the inspection is positive, the food controller should sign in the column of the inspection result of “Inmates’ Major and Secondary Foods Delivery Inspection Document.” In addition, he or she should mark, ‘After thorough inspection, the foods are of good quality.” If the foods found are not up to the standards of what the prison orders, the food supplier should make up what is wrong or missing based on the regulations in the contract.
	(3)	Random inspection: in order to strengthen the quality, specifications of secondary foods or to check whether any forbidden foods or objects are brought in, our staff from the civil service ethics office should occasionally inspect the food delivery, at least once a week, so that the function of supervision works.
	(4)	Double check: The convener of the Food Improvement Taskforce (Vice-Superintendent) takes charge of the double check once a week. If necessary, he can inspect the foods at any time.
4	Notes about inspections：
	(1)	Due to the inspection of inmates’ secondary food order, our inspector should stick to the regulated specifications, based on each kind of contract, as well as to the adjusted items and quantity of foods specified at the monthly meeting of the Food Improvement Taskforce. Thus can the inspector carry out a sound inspection.
	(2)	Inspection quantity: Frozen foods should be regulated to have a certain reasonable water content. During inspection, it is necessary to deduct the weight of the water content of frozen foods from the total weight. The way to calculate the water content of frozen food is to defreeze the whole-box frozen foods; then, the weight of de-frozen icy water is divided by the total weight of the whole-box frozen foods. Afterwards, we take the arithmetic mean of every calculation. Then, based on it, we regulate our contract. While we inspect the foods, we hope to receive foods whose water content is deducted and which meets a reasonable standard.
	(3)	Inspection quality: Quality food should be clean, safe and hygienic. If the meat appears black, the fat appears yellowish, or parts of the bones are moldy, there are strange objects in the food products or the eyes of fish look blurred and smell and so on, our inspector should decide that the quality is too poor. What if our food supplier does not agree with the result of our inspector? Our inspecting staff should report to the convener (Vice-Superintendent) of the Food Improvement Taskforce. Then, together with the prison’s inspector in the place where the foods are stored, we will also have our supplier seal the containers of the foods. Then they will be delivered to the National Animal Industry Foundation or other independent institution which can inspect the foods in a fair way. The independent inspection result will be the basis of food quality as well as the reference to ask for compensation from a supplier who has not fulfilled the contract.
	(4)	After inspection, the unqualified foods should be turned down. Our food controller should issue a written credit note on the spot to the representative of our food supplier or the delegate to sign. By the regulations of our contract, the food supplier should make it up. The food controller should regulate a proper period of time for the supplier to deliver the food. If the representative of the food supplier declines to sign, our food controller should write a report on the contract situation. A relevant report should be given to the convener (Vice-Superintendent) of the Food Improvement Taskforce. Then the Vice-Superintendent should go with prison staff to handle the case on the spot.
	(5)	After our inspector has checked the food, he or she should sign in the right place on the delivery document for our food supplier. Later on, it will become a proof of investigating while suppliers apply for requesting for funds or appropriation.
	(6)	In a random inspection or a double check, once we find unqualified foods or any forbidden or restricted objects, we should find out which staff are involved and who should take the responsibility for such mistakes. Once there are situations where our staff let go our food supplier without proper inspection or make profits from our food supplier, we, according to the different levels of seriousness of the matter, send our staff to the police to be judged by the rule of law.
5	The points are authorized by our Superintendent, Mr. Chen. They are passed by the Taskforce for Supervising Government Ethics after reviewing and then the points are announced and take effect. The same procedures are applied to making amendments.