The Code of Ethics has a specific section on relations with suppliers which must be oriented towards mutual satisfaction and be based on the observance of the principles of transparency, fairness, loyalty, integrity and competition. The Environmental Policy orients purchasing management towards the use of products and services which have a low environmental impact throughout their life-cycle and to procure supplies locally, where possible, thereby minimising harmful emissions generated by transport.
The Purchasing Department of UBI Sistemi e Servizi manages the purchasing cycle for Group companies in compliance with the provisions of the Group Spending Regulations. These regulations, which apply to all Group companies, govern the roles and responsibilities of those involved in managing budgets and incurring expenses with the separation of roles between those requesting supplies and authorising payments, those that sign contracts and handle negotiations with suppliers and those keeping the accounts and paying the invoices.
In February 2015 staff responsible for purchasing (buyers) received a training course on “green proocurement”.
Selection of suppliers
Suppliers are selected with care on the basis of cost, service quality and technical, commercial and financial reliability. The Code of Ethics states that where requirements are the same, preference is given to those suppliers who demonstrate the implementation of good practices of responsibility and/or possession of social or environmental certifications. Formal implementation of this policy in the internal regulations that govern purchasing management constitutes an improvement objective which was also considered in the training initiative mentioned above. To ensure the independence of suppliers, we seek to avoid the establishment of exclusive business relationships, or those characterised by excessive financial dependence on the Group (the total amount paid to each Group supplier must not exceed 25% of the supplier’s total turnover).
Contractual conditions and terms of payment
Contractual conditions and terms of payment are constantly updated to comply with the legislation in force and with market conditions on the basis of periodical monitoring. Supplies which are not regular or for small amounts, and considered not strategic and which do not carry a high operational risk are regulated by the general conditions of a standard contract, while specific contracts are drawn up for recurring, strategic supplies, which carry high operational risk or which are for large amounts.