Corporate Procurement

Restrictions

Personal conduct and accountability

Anyone involved in procurement must always represent our best interests.

The employees code of conduct section 6.3 Relationships with contractors states:

'Employees must disclose, to the appropriate manager, all relationships of a business or private nature with external contractors, or potential contractors. Orders and contracts must be awarded on merit, by fair competition against other tenders, and no special favour shown to businesses run by, for example, friends, partners or relatives in the tendering process. Employees who engage or supervise contractors or have any other official relationship with contractors and have previously had or currently have a relationship in a private or domestic capacity with contractors, must declare that relationship to the appropriate manager'.

If at any time when dealing with suppliers or potential suppliers, should anyone have a personal, business or family connection, it must be declared.

The individual's involvement will not normally be allowed to continue, in order to protect both the person and us from potential embarrassment or conflict of interest.

Any employee, at any level, should not use their authority or office for personal gain (which extends to the gain of their family, friends or associates).

All employees have a responsibility to maintain unimpeachable standards of integrity in all their business relationships that includes rejecting any business practice that might reasonably be deemed improper.

When dealing with suppliers we are representing ourselves, so it is important that all dealings reflect the highest standards.

It is also important that professionalism and a high quality of work are demonstrated from initial contact, through negotiation and agreement to supply.

It is everyone's responsibility to ensure that all transactions with suppliers are clear, unambiguous and honoured in full, unless terminated or modified by mutual consent.

We must also ensure that we are not committed to agreements that cannot be fulfilled because of over enthusiastic or ill-advised suggestions to the supplier.

Separation of roles during tendering and in supervision of contracts

Employees involved in the tendering process and dealing with contractors must be clear on the separation of client and contractor roles within the council.

Senior employees who have both a client and contractor responsibility must be aware of the need for accountability and openness.

Employees in contractor or client units must exercise fairness and impartiality when dealing with all customers, suppliers, other contractors and sub-contractors, including the in-house team.

Employees who are privy to confidential information on tenders or costs for either internal or external contractors must not disclose that information to any unauthorised party or organisation.

Employees contemplating a management buy-out must, as soon as they have formed a definite intent, inform the appropriate manager and withdraw from the contract awarding processes.

Employees must ensure that no special favour is shown to current or recent former employees or their partners, friends, relatives or associates, in awarding contracts to businesses run by them or employing them in a senior or relevant managerial capacity.

Corporate Procurement

Restrictions

Personal conduct and accountability

Separation of roles during tendering and in supervision of contracts

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