ETHICORE ESG COMMITMENTS
Ethicore is an impact agency, driven to improve the impact of organisations across the ESG agenda. We will focus our time and energy in areas which can achieve a positive impact on the environment and society globally. We will manage our own impact in the process.
We are committed to ESG principles and practices, including:
- Net Zero operations.
- Minimising environmental impacts. This includes:
- Working virtually, where possible.
- Travelling by public transport where feasible, and/or low carbon personal transport, e.g. electric bicycle or car.
- When organising meetings and events, seeking opportunities to minimise carbon and environmental impacts.
- Offsetting unavoidable emissions and environmental impacts in the process, using high quality offsets.
- Net positive impact socially
- Ensuring we are building equity, diversity, inclusion into our work and projects through our team and with EDI advice.
- Contributing 5% of turnover to social and environmental impact, in terms of donations and pro-bono activity.
- Simple and effective governance, focusing our efforts on impact over and above organisational growth.
- Engaging associates in an assessment of project opportunities for impact.
- Surveying clients on the impact of projects (and satisfaction and learning) on completion.
ETHICORE PROCUREMENT POLICY
- Purpose and Scope
The purpose of the Ethicore Procurement Policy and Procedures (Procurement Policy) is to structure our purchasing processes and sourcing strategies to ensure that the services and goods we acquire are the result of transparent, objective, time and cost-effective decision making and risk management.
This Procurement Policy applies to all Ethicore officers and staff, as well as any agent(s) working for Ethicore, seeking to acquire, acquiring and/or managing ongoing contractual relationships for the provision of services and/or goods to, or on behalf of, Ethicore. It is not a box-ticking exercise, but rather implies careful consideration at all stages of the procurement process, including before and after. This Policy may be shared with potential suppliers, donors, clients and external partners, and may be incorporated into any resulting contractual relationship.
- Definitions
The below are definitions of terms used throughout this Policy.
2.1 Bid, proposal or tender: is the offer from a possible vendor or consultant responding to an invitation from Ethicore for that offer.
2.2 Procurement Manager: is the person(s) responsible on behalf of Ethicore for handling procurement issues, developing templates, and answering any questions relative to this Policy.
2.3 Procurement Process: is the acquisition process (purchasing) of goods and/or services.
2.4 Request for Proposal (RFP) or Request for Interest (RFI): is an invitation from Ethicore defining a need and criteria by which Ethicore will select a winning supplier (in this case, a proposal that discretely sets out what service and good will provided, for how much, when and how, etc.)
- Overview of Procurement Process and Confidentiality
This Procurement Policy applies to all acquisitions of goods/services.
Offers or tenders received from applicants are strictly confidential to Ethicore and should not be shared with potential or actual applicants in order to ensure fair and unbiased competition. The results/outcomes of any offer or tender may be shared directly with the applicant only, including a summary as to why it was not selected.
- Delegation of Authority
Authority to engage financially is the responsibility of the Director of Ethicore. Any “Delegation of Authority” to ‘officers’ of Ethicore is on a case-by-case basis, solely by the Director and must be in writing.
Officers must avoid oral agreements or commitments in absence of any delegation of authority. In cases of a delegation of authority, signature is still required by the Director.
- Ethics and Sustainability
All purchasing of goods or engagement of services at Ethicore must comply with the laws of England and Wales and associated guidelines relating to human rights, the environment, employment, health and safety, anti-avoidance and anti-corruption regulations.
This Procurement Policy commits Ethicore and its agents to uphold ethical conduct, social responsibility, transparency, auditability and accountability, and sound risk-management in the context of the procurement. When selecting possible vendors or consultants, Ethicore shall strive to seek to build diversity, gender equality, sustainability and inclusivity. Ethicore procurement aims to consider sustainability alongside value for money and quality. All records should be as complete and accurate as possible, and managed according to GDPR guidelines.
- Procurement Process (Expenditure Limits)
All procurement must be signed off by the Director, referencing full information relating to this policy. Any delegation of authority must be approved in writing in advance of any procurement activity.
No formal call for tenders is required, unless other factors imply a significant impact on Ethicore, such factors include where an engagement would affect Ethicore’s reputation and integrity, and/or have a conflict of interest.
- Suppliers, Vendors or Consultants
Ethicore only partners with suppliers, vendors or consultant that attest they respect and comply with all applicable health, safety, environmental, employment and fiscal regulations. Any known violations or inability to provide the appropriate evidence shall disqualify any supplier, vendor or consultant from the procurement process. Any conflicts of interests that may arise in the context of a possible or ongoing vendor/consultant relationship should be immediately raised with the Director.
- Call for Tenders (RFP, Criteria)
No formal call for tenders is required, unless other factors imply a significant impact on Ethicore. A request for proposals or a request for interest will include: a brief for the work, indicative costs/budget, timeframes, experiences and references required, ethical and sustainability contribution and compliance and will be measured against performance on those criteria.
- Selection Process
Selection shall be made in consideration of cost-effectiveness, quality, risks, ethics and sustainability.
- Contract Principles, Review and Management
Where possible, Ethicore’s terms and conditions should be used, and variations of terms and conditions should be kept to a minimum. This Policy may be referred to in contract review and negotiation. All contracts, including amendments, and other contractual documentation should be properly kept.
- Prompt Payment
Where there is no agreed contractual provision or other written understanding, suppliers’ invoices must be paid within 30 days of receipt of the goods or services, or on the presentation of a valid invoice, whichever is later. This must be in accordance with the terms and conditions of the contract.
Where there is a contractual provision or other written understanding, suppliers must be paid within the terms of such contract.