Awarding contracts through favouritism

A supplier offered an engineer a partnership to his company and shared with him the company’s annual profit, on the condition that the engineer would award more contracts to the supplier.
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A plant engineer of a hi-tech electronic product manufacturer was responsible for maintenance of the company's production facilities.  The plant engineer came to know a maintenance service supplier who frequently treated him to lavish entertainment at clubs and leading restaurants.  Later, the supplier invited the plant engineer to join his company as a partner and promised him a share of the company's annual profits if the plant engineer agreed to award more contracts to him thereafter.  Mindful of the supplier's past generosity, the plant engineer felt embarrassed to turn down the supplier's offer.

Case Analysis

The plant engineer might contravene the Rules of Conduct of the Hong Kong Institution of Engineers if he concealed his personal interest in the supplier's company and secured business for the supplier who might not be the best capable service provider for his company.

Both the plant engineer and the supplier might violate Section 9 of the Prevention of Bribery Ordinance (POBO) if the partnership, which could be an advantage under the POBO, was offered and accepted without the permission of the electronic product manufacturer.

Although entertainment is common in business practice, the plant engineer should avoid accepting excessive entertainment that may affect his objectivity in discharging duties.   He should also check whether his company has any policy on the acceptable level of hospitality offered by contractors/vendors to prevent any conflicts of interest or the potential for such a conflict.

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Unauthorized loan from contractors

A project engineer is employed by a chemical product manufacturer to supervise the engineering works performed by its contractors. Due to his job nature, he develops a close companionship with a contractor who has recently undertaken a gas tank repair project of the company.
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A project engineer is employed by a chemical product manufacturer to supervise the engineering works performed by its contractors.   Due to his job nature, he develops a close companionship with a contractor who has recently undertaken a gas tank repair project of the company.

Learning that the project engineer suffers from substantial loss in a recent stock investment, the contractor immediately offers to lend the project engineer $200,000 to help him overcome the financial difficulty.

When time comes for an inspection to be conducted for the gas tank repairing works, the contractor requests the project engineer to turn a blind eye to certain defects found in the finished works, saying that the defects can have little chance to pose a safety hazard.   He also reminds the project engineer of his generosity to him in the past.   The project engineer finds it difficult to require the contractor to rectify all the defects found in the works.

Case Analysis

Besides breaching the Rules of Conduct of the Hong Kong Institution of Engineers, the project engineer may put his employer's interest and public safety at stake if he compromises his objectivity in professional judgment and turns a blind eye to substandard works.

The project engineer should not accept a loan from persons who have business dealings with the company, placing him into a position of obligation that may lead to a conflict of interest.

The project engineer and the contractor may be liable to the charge of a corruption offence under the Prevention of Bribery Ordinance (POBO) for offering and accepting a loan, an advantage under the POBO, in relation to the duties of the recipient's company without his employer's permission.

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Deceiving the company by subcontracting a job from a contractor

A software engineer recommended his company to award a software design job to an outside contractor, who then sub-contracted the job back to him.
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When receiving his company's instruction to design a computer software for a digital answering machine, a company's software engineer claimed that he was too busy to take up the job and recommended it to be contracted out to an outside software house which was owned solely by his former colleague.

The software house owner at first had no intention to undertake the job.  But the software engineer persuaded him to secure the job first and then sub-contract it back to the software engineer.  Using the software house as a disguise to deceive his own company, the software engineer could pocket $95,000 being 90% of the project fee while the rest would go to the owner.

Case Analysis

The software engineer contravened the Rules of Conduct of the Hong Kong Institution of Engineers, which require an engineer to offer complete loyalty to his employer and avoid engaging in business, investments or activities which conflict with the interests of his employer.

An employment or contract could be considered as an advantage.  As the software engineer's company neither approved the engineer to take up part-time job nor allowed him to accept any advantage in relation to his duties, the engineer had violated Section 9 of the Prevention of Bribery Ordinance for assisting the software house to get the job and accepting the project fee in return.

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Using office resources for private business

Eva, a fixed-term contract staff member in a large company, worked efficiently and usually finished her assignments before deadlines. To secure future income, she explored developing her side-business by using the company’s resources.
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Eva was a clever and efficient staff member working on a fixed-term contract in a large firm.  She could easily complete her assignments before the deadlines; but she preferred not letting other colleagues know about that because she did not want extra workload given to her and making other colleagues look less capable.  Being a fixed-term contract staff member, she understood that she would leave the firm at the end of the contract.  Hoping to make her mark one day and to secure future income, she was thinking the possibility of developing her side-business during the office hours by using the firm’s resources while pretending working on certain projects in the office. 

Eva thought to herself: it was not her fault that she was more efficient and capable than other colleagues.  She was only a fixed-term contract staff member and would leave the firm one day.  She needed to prepare herself for the future.

Was that justified for Eva’s secret plan?  What about the interest of the firm?  What factors does Eva need to consider before taking her course of action?

Case Analysis

Eva was facing an ethical dilemma that might put her personal values such as loyalty, responsibility and honesty to challenge. In handling the situation, Eva should identify the relevant facts and take stock of all stakeholders concerned. The following factors should be taken into consideration when identifying viable alternatives and choosing the best course of action:

  1. Any violations to her professional, industry specific, or company code of conduct.
  2. Is it against the Law?
  3. Does it correspond with her self-values such as loyalty, responsibility and honesty?
  4. Can she disclose her decision to others openly and honestly without misgivings?

The ETHICS PLUS ethical decision making model might be helpful for her in solving the dilemma.

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Conflict of interest and embezzlement

Timmy, an estate agent, was commissioned by Mrs Chung, a landlord, to sell a residential unit. Under Timmy’s persuasion, Mrs Chung lowered the selling price. After the transaction was completed, Mrs Chung later found out that the buyer had immediately sold the unit.
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Timmy, an estate agent, was commissioned by Mrs Chung, a landlord, to sell a residential unit at $9,000,000. Ms Lam, a client, expressed willingness to buy the unit at $8,780,000 but instead of informing Mrs Chung of the offer, Timmy told Mrs Chung that a client had agreed to buy her unit at $8,580,000 in the name of a limited company. He persuaded Mrs Chung to sell the unit at a reduced price for cash flow reason as there were signs that property prices were going down. Mrs Chung eventually agreed. However, Mrs Chung later found out that, after the transaction was completed, the buyer had immediately sold the unit to Ms Lam at $8,780,000. She reported the case to the ICAC which subsequently revealed that Timmy was one of the shareholders of the limited company which was the buyer.

Case Analysis

As a licensed estate agent, Timmy should observe the Code of Ethics of the Estate Agents Authority. Estate Agents and salespersons, in engaging and accepting an appointment as an agent, should protect and promote the interests of their clients, carry out the instructions of their clients in accordance with the estate agency agreement and act in an impartial and just manner to all parties involved in the transaction. Also, they should avoid accepting an appointment involving a property in which they have a beneficial interest. Any pecuniary or other beneficial interests in relation to the property shall be disclosed fully to all parties concerned. 

Timmy’s dishonest behaviour not only caused loss to Mrs Chung and Ms Lam but also tarnished the reputation of the trade. Timmy’s conduct might constitute a criminal offence of fraud under Section 16A of the Theft Ordinance.

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Abandoning integrity for personal advantages

Bill and Anna, were estate agents of the same agency. Bill stole Anna’s chance to sell the property to a client at a lower price and then tried to re-sell it to Anna’s client at a higher price.
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Mrs Mo, a flat owner, commissioned an estate agency as the sole agent for the sale of a shop premises priced at $13.6 million. The company assigned Anna and Bill to take care of the matter.

One day, Anna found a buyer who offered to buy the premises for $14 million. As Anna could not reach Mrs Mo at that moment and had to leave office for an urgent meeting, she asked Bill to contact Mrs Mo. When Bill contacted Mrs Mo, he told her that a buyer had offered $12.8 million for the premises. Bill eventually persuaded Mrs Mo to accept the offer and sign a provisional sale and purchase agreement.

The next day, Bill told Anna that the shop premises had been sold to his client Mr Sung who was willing to re-sell the premises to Anna’s original buyer as a confirmor. Sensing something was suspicious, Anna reported to her supervisor that Bill might have breached the company’s code of practice by showing favour to Mr Sung to sell him the premises at a lower price.

While the estate agency conducted an internal investigation, Bill begged Anna to falsely claim that she had only met the original buyer who made the $14 million offer after the provisional sale and purchase agreement had been signed. Anna immediately refused.

In fact, the whole situation happened because Bill did not want to share the commission equally with Anna. Instead of co-operating with Anna, he wanted to handle the transaction alone. He thus sought assistance from his friend Mr Sung in buying the shop at a lower price and then re-selling it as a confirmor to Anna’s original buyer at a higher price. Through this way, Bill not only could receive more than $50,000 commission from both the buyer and seller, he could also share the profits from the price difference with Mr Sung. The estate agency refused to pay Bill the commission and reported the situation to the ICAC.

Case Analysis

It might seem that Bill was being clever, but actually he was being foolish. He committed a criminal offence of fraud under the Theft Ordinance and seriously undermined professional ethics by disregarding the interests of his clients. 

Bill’s unethical behaviour breached the Code of Ethics promulgated by the Estate Agents Authority. His failure to observe and comply with the law and the Code of Ethics might render him not being a fit and proper person under the Estate Agents Ordinance to hold license and disciplinary action might be taken against him.

On the other hand, the management of the estate agency showed zero tolerance for such malpractices by treating Anna’s complaint seriously and taking action against Bill’s unethical and illegal behaviour. Its integrity management enabled staff to understand clearly the ethical standards the company required of them and whistle-blow any misconduct in confidence. This could deter staff from further unethical behaviour. It could also attract and help retain ethical employees, thus helping the company to earn greater profits and goodwill in a long run.

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Commit a crime in the face of heavy debts

Clement, an employee of an estate agency, was entrusted with handling a village-type house development project. In order to repay his debts owed to a villager, he conspired with the villager to deceive payment from his employer.
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Director Mr Lai was a village-type house developer and a director of an estate agency. His agency had acquired a land lot in the New Territories for constructing village-type houses.

Mr Lai assigned the project to his assistant Clement who held an estate agent’s licence. Clement knew Mr Shum who claimed himself a village representative. They often gambled together and Clement ended up owing money to Mr Shum. When Clement failed to make a repayment, Mr Shum asked Clement to deceive Mr Lai by making use of Mr Lai’s eagerness to get the project underway so that Clement could repay the debts. Clement felt he had no alternative but to do as Mr Shum instructed.  One day, Clement told Mr Lai that Mr Shum, the village representative, had asked the company to donate $500,000 to the village fund. Otherwise, the village residents would object the coming village-type house construction project. To avoid complications, Mr Lai made a cheque to Mr Shum and Clement returned a false receipt on Mr Shum’s behalf.  

Later, Mr Lai suspected that corruption might be involved in the incident and reported it to the ICAC.  After investigation, it was found that Mr Shum was not a real village representative, but only an ordinary villager.

Case Analysis

Clement had been entrusted with handling the village-type house development project and should have cherished the opportunity to show his abilities. Unfortunately, his gambling habit led him to personal finance problems. Driven into a corner, he conspired with Mr Shum to deceive Mr Lai’s company and abused his employer’s trust in him. Clement knew very well that the $500,000 solicited by Mr Lai was not for donation purpose. By using a false receipt to deceive his principal Mr Lai, Clement might be in breach of Section 9(3) of the Prevention of Bribery Ordinance. Mr Shum might also commit a deception offence under the Theft Ordinance for falsely represented himself to Mr Lai as a village representative. 

As Clement and Mr Shum had business dealings, socialising might have been unavoidable. But Clement should have kept a suitable distance from Mr Shum and, above all, should not have had any pecuniary associations so that he would not have to show favouritism, or to get caught in a work dilemma where it was difficult to stay neutral, or to do illegal acts for personal gain. He should avoid engaging in frequent gambling activities with his clients to avoid involving in any monetary dealings that might lead to conflict of interest situation.

Clement would also breach the Code of Ethics promulgated by the Estate Agents Authority for engaging in illegal activities and bringing discredit and/or disrepute to the estate agency trade. His failure to observe and comply with the law and the Code of Ethics might render him not being a fit and proper person under the Estate Agents Ordinance to hold license and disciplinary action might be taken against him.

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Poor financial management that leads to risk-taking

Working in an estate agency, Ronald had recently completed a transaction and asked one of his clients to deposit the commission into the bank account of a consultancy firm which was set up by himself.
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Ronald worked in an estate agency. His employer trusted him and provided him with training; yet Ronald felt he could have done better. Ronald planned to marry his girlfriend in a year’s time. To prepare for the costly wedding, he applied for a huge loan from a finance company, putting himself in a position where he had to work very hard to repay the debt. After successfully renting out Ms Yeung’s flat at $30,000 per month, Ronald asked Ms Yeung to deposit the $15,000 commission into the bank account of a consultancy firm which was set up by himself. Ronald also lied about the consultancy firm being a subsidiary of the estate agency which he worked for. To conceal the whereabouts of the commission, Ronald submitted a false report to his employer stating that Ms Yeung’s tenancy transaction had been facilitated by a consultancy firm and Ms Yeung would only be willing to pay commission to the consultancy firm. Ronald’s employer was suspicious about these arrangements and checked the consultancy firm’s details. Ronald’s dishonest act was revealed and a report was made to the ICAC.

Case Analysis

Ronald had become entangled in debt and deliberately used his own consultancy firm to embezzle commission due to his employer. Under Section 9(3) of the Prevention of Bribery Ordinance (POBO), it is an offence for any agent to use false/ erroneous/ defective receipt/ account/ other document with the intent to deceive his principal. Ronald wilfully used a false document with intent to mislead the estate agency about Ms Yeung’s transaction.  He might violate Section 9(3) of the POBO.

Ronald was disloyal to his employer. He defied the law out of greed and ruined his own future.

As a licensed estate agent, Ronald might also breach the Code of Ethics of the Estate Agents Authority which states that estate agents and salespersons shall refrain from activities during their practice which may infringe the law.

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Acceptance of advantages without separating public from private interests

An estate agent helped his cousin to buy some commercial units at a discounted price. In return, the cousin gave him a handsome amount of tea money.
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Gordon was an estate agent in an estate agency.  Mr Yu, a client, commissioned Gordon to sell four commercial units, specifying a minimum average price of $20,000 per square foot. As Gordon knew his cousin Johnny planned to invest in commercial buildings in that district, he recommended Mr Yu’s units and sold two of them to Johnny at around $18,000 per square foot. To thank Gordon, Johnny offered him “tea money” of $150,000. Gordon then found another buyer, Mr Pau, for the remaining two units, asking $24,000 per square foot in order to fulfil Mr Yu’s price instructions. After several negotiations, the transaction was concluded at $22,000 per square foot. Although Gordon succeeded in selling Mr Yu’s units at an average price of $20,000 per square foot, Mr Yu suspected that Gordon had favoured Johnny and corruption was involved. He therefore reported the case to the ICAC. Gordon argued in court that the transaction had been concluded according to Mr Yu’s wishes and neither the estate agency nor Mr Yu had suffered any loss. However, the estate agency employing Gordon had stipulated that no agent was allowed to accept any private advantage from clients. The seller Mr Yu was also dissatisfied with Gordon’s behaviour.

Case Analysis

Under Section 9 of the Prevention of Bribery Ordinance (POBO), it is an offence for any agent, without the approval of his principal, to solicit or accept an advantage as a reward for or an inducement to perform an act in relation to his principal’s interest or business.

Gordon privately accepted a reward of $150,000 from his relative Johnny without the permission of his principals (namely the estate agency and Mr Yu). Hence, he might commit the offence of accepting a bribe under Section 9 of the POBO. Johnny might also commit an offence by offering a bribe.

Gordon and Johnny were relatives. Gordon should have declared this conflict of interest to the estate agency and Mr Yu.

When handling a transaction involving a relative and a client, Gordon should have remained neutral. Instead, he favoured his relative, resulting in loss to both Mr Yu and Mr Pau, the other buyer. Although Mr Yu had set a minimum average transaction price per square foot, Gordon should have tried to obtain the best possible price for the seller according to market conditions. Mr Pau had to acquire units at a higher price because of Gordon’s corrupt act.

Gordon’s behavior might also violate the Code of Ethics of the Estate Agents Authority which states clearly that estate agents or sales persons shall refrain from activities during the practice which may infringe the law. They shall provide services to clients with honesty, fidelity and integrity and protect and promote the interest of their clients, carry out the instruction of their clients in accordance with the estate agency agreement and act in an impartial and just manner to all parties involved in the transaction. Furthermore, any conflict of interest in relation to the property shall be disclosed to their clients that they are so acting.

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