Supplier Manual

SUPPLIERS' GUIDE Clarification: This manual has been designed as guidance for current suppliers or those willing to deal with Emirates Transport (ET). It does not supersede the approved policy guides and procedure regulations of the Purchase guides and regulations and this Guide, the guides and regulationsDepartment. will In prevail. case of any conflict between such This Guide is periodically updated. Emirates Transport has the right to amend or cancel any clauses of this Guide as it may deem appropriate without prior notice. The terms and conditions in the request for quotation (RfQ) and the tenders constitute the principal terms and conditions that shall be referred to. Introduction Background : Emirates Transport was founded in 1981, with the aim Vision: of organizing and managing transport and maintenance Excellence and leadership in sustainable transport and general services. various federal and local government agencies, and private sectorservices institutions. and supervision of the operation for the benefit of Mission: The corporation adopts a leading strategy in the transport Achieving the highest levels of luxury and comfort for our and technical services sector, through business centres partners and clients through a creative team of human encompassing 21 centres operating through 41 locations resources that provides transport, maintenance and nationwide, beside 8 subsidiaries. These business centres leasing services, as well as facilities management and other include the Governmental and Private School Transport complementary professional services, all in accordance with branches of school transport, which are: Abu Dhabi, Western the highest in safety and environmental standards. Region,Centres, affiliatingAl Ain, Dubai,the School Sharjah, Transport Ajman, Division, Central including Region 9 (includes Umm Al Quwain, Al Dhaid, Masfout and Hatta), Ras Values: Al Khaimah, and the East Coast branch (includes Fujairah, Safety, Care, Creativity, Participation, Excellence, Transparency Khor Fakkan, Kalba and Dibba), with 33 stations within. and Responsibility 2 3 Manual Objective This Guide has been developed in order to : Mohammed Abdullah Al Jarman Increase supplier awareness and keep them informed of General Manager ET’s activities. Emirates Transport is always keen to build strong and products and services to Emirates Transport. strategic relations with its partners in the interest of SecureDefine forthe suppliershighest levels the best of transparency, methods of deliveringobjectivity their and all stakeholders. It is keen to enhance these relations equal opportunities. by every means, in particular with local and foreign Maintain Emirates Transport’s relation with distinguished suppliers, with whom relations are not only based on suppliers in all purchases. Provide high quality products and services at the best Transport’s needs, but this goes far to include many price, subject to adopted policies and procedures. aspectsthe supplier’s of social efficiency responsibility. and ability These to meet relations Emirates are governed by many conditions and criteria which have been thoroughly developed to keep in line with the vision, mission, values, obligations and national role of Emirates Transport and, at the same time, serve the supplier’s interest within the frame of sustainable partnership. A Word by the GM 4 5 The Purchase Department : The ET Purchase Department's Activities : by adopting approved policies and procedures, including •Planning and supervising purchase processes in the corporation drafting annual plans and programs to implement purchases, including the purchase of products, items and services in a The Purchase Department's Policy : the highest quality and least price levels. The Purchase Department is a vital department of planned scientific way, and meeting the corporation's needs at the Support Services Division in Emirates Transport. analysis of the proposals of commodities and services suppliers, It develops policies, procedures, regulations and •Conducting appropriate technical, financial and field study and programs to meet all needs of the corporation in order purchase committees of the corporation and concluding to achieve its strategic objectives and to maximize submitting recommendations and study findings of competent necessary contracts with commodity and services suppliers the value for money in complete integrity and according to applicable regulations of the corporation. responsibility. To this end, the Purchase Department and all its employees adhere to the best practices in Insurance of all assets and human resources of the corporation. purchase and supply processes, holding open, fair The• Purchase Department takes necessary arrangements competition for all and maintaining ethical fair conduct to provide the corporation's purchases through: in all purchase transactions. •Supplier registration. •Specification of purchases. •Preparation of quotations or tenders. •Supplier invitation. with different units and committees. •Technical and financial assessment of proposals in coordination •Contracts. 6 7 Managing Relations Emirates Transport’s Standards and Ethics in Dealing with Suppliers: with Suppliers: Emirates Transport adopts standards and ethics that ensure integrity of its employee-supplier dealing and supplier-ET dealings. To this end, all existing and prospective suppliers must refer - and adhere - to the ET Supplier Code of Conduct and sign the attached undertaking. The Main principles of this Code are: Fair practices and integrity of operation Supplier Registration : No compulsory or child labour The Purchase Department provides a supplier-related database, • No discrimination which is updated on an annual basis. • Care for occupational health and safety (OHS) • Conservation of environment and natural resources websitewww.et.gov.ae" www.et.gov.ae , applies for a supplier • Anti-bribery and corruption registrationFor registration, online theand suppliersubmits requiredapplies fordocuments. registration The suppliersvia ET's • No presents and hospitality must ensure that their documents are completed and correspond to • the registration application. Then, the application is reviewed and • assessed by the competent body, which recommends it is accepted or dismissed. • Whistle-blowingNo conflict of interest (according to the ET Amana System). • Observance of ET’s intellectual property and confidentiality On satisfaction of registration requirements, provision of supporting Also, the Purchase Department obligates its employees who deal with • documents and payment of applicable charges, the supplier is added suppliers through its business centres, branches and departments to comply with the ET Employee Code of Conduct, which includes: Fairness when dealing with all people. Registrationto the ET's register Criteria of approved : suppliers. Dedication to the job. Avoidance of any unethical behaviour in dealings and communications. following conditions: AThe completed registration registration application application is accepted is if submittedthe applicant with satisfies all required all the of interest with the corporation. documents. A known address of workplace. RefusalAvoidance of ofany any funds, personal loans, business discounts, deals presents which may and give services rise to from conflict the A valid trade license. supplier if this will affect the purchase decision. Correspondence of authorized activity in the trade license to the Protection of secrets and information of the corporation or the supplier. activity made by the potential supplier. Promoting relations with suppliers in a positive way through courtesy and integrity of dealing. supplier has previously provided services. AThree bank certificates account in theof experiencesame trade fromname different of the agency. bodies, to which the The supplier’s acceptance of the terms and conditions of Emirates Transport and signature of ET Supplier Code of Conduct. Settlement of applicable charges. Approval of the submitted form by stamping it with the stamp of the company and signing by the authorized signatory on behalf of the company. 8 9 Registration Levels: After the registration application is accepted, the supplier is registered in any of the following three levels according to supplied information: • First Level: corporationWhere the supplierof no more satisfies than AED all 100,000registration per annum.criteria, the supplier is registered in the first level and given the authority to supply items to the Registration Rules: • Second Level: After the suppliers satisfying registration requirements are approved and the Purchase Department receives the approval of dealing suppliers which will be registered in the register of suppliers, their information supplierWhere the is supplierregistered satisfies in the all second registration level and criteria given and the has authority a financial to budget that is audited by a chartered auditor for three fiscal years, the is entered in the appropriate register on the system to allow they are supply items of no more than AED 500,000 per annum. invited easily. The Department shall invite all registered suppliers in • Third Level: cases of purchase by way of tender or sale in auction and select some of them in the appropriate method of purchase according to the rules of of the below items, the supplier is admitted to the third level and given each method. theWhere authority the supplier to supply satisfies items all registrationof more than criteria AED 500,000and

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