Responsible Procurement Policy 2015 INNOVATION ENVIRONMENTAL ECONOMic ethique rse POLICY SERVICE societal
Summary Editorial...4 A strategic approach...5 Letter of Commitment to CSR...7 Sustainable Procurement Charter...8 Procurement Code of Conduct...10
A message from the Group Purchasing Director A strategic approach Context: Which Procurement Policy for Which General Company Policy? The main approaches in our General Procurement Policy are derived from the 4 approaches in our General Company Policy: To earn our clients favour and confidence and grow our market share in different areas of activity, Welcome to ATALIAN GLOBAL SERVICES Group Procurement Context : A strong strategic decision Created in June 2013, the ATALIAN GLOBAL SERVICES Group Procurement Department replaced a Purchasing, Supply and Management organisation that was structured hierarchically by activity and managed the purchase and supply of goods and services in France.. The Group Procurement Department s mission is to handle all procurement of goods and services not only for France but also for the International Division, which, up until now, had no structured procurement organisation. The Procurement Department also supports the strong growth enjoyed by the group internationally, acting as an efficient, professional, responsive service that breaks down barriers. The creation of United Facility Solutions in 2013, an alliance bringing together 6 European leaders in the domain of Facility Management representing a procurement business volume of almost 2 billion euros offered this Department an additional opportunity to pool volumes during tenders organised with other U.F.S. partners. Through the development of our strategy and our CSR commitments, our Procurement processes, our organisation and contacts, we adhere to all Group procedures and commitments in terms of sustainable development as well as societal and environmental responsibility, To this end, we adopt responsible procurement practices. To capitalise on our assets as differentiating factors in comparison with our competitors: presence in France and worldwide in various sectors, strengthened by the UNITED FACILITY SOLUTIONS (U.F.S.) Alliance, thus significantly extending our commercial network to the benefit of our clients. To guarantee the spirit of cohesion between our different activities via ATALIAN FACILITIES in France and worldwide ( Acting Together ). To be profitable in order to finance our strong growth, in particular internationally. To effectively implement this plan at the level of the Group Procurement Department, we have chosen a project, staggered over 3 years from 2013, which is economical, unifying, motivating and operational: «Purchasing Excellence 2014» The objectives of this project are as follows: To contribute significantly to Group financial performance by activating all procurement levers in a total cost of ownership approach, To structure our Procurement worldwide and use the creation of synergies, the consolidation and pooling of procurement volumes in France, internationally and those of our U.F.S. partners as a major asset of differentiation, To act together and stimulate team collaboration and professionalisation by defining a legible and credible Procurement organisation, drafting simple and effective procedures, by training and leading the network of Purchasing Correspondents, using our Procurement Department as a tool for cohesion within the Group, Contribute to commercial performance through researching and offering to our clients, on an on-going basis, innovative and ecological solutions in a collaborative spirit with our panel of suppliers. Didier SALLE Chief Procurement officer This entire programme respects all the Group commitments relating to sustainable development, since we signed up to United Nations Global Compact in 2012. We are confident in our teams ability and in the credit we attribute to our internal clients and suppliers to succeed together in this ambitious project. 4 5
Letter of commitment to CSR SOCIETAL MANAGEMENT ECONOMIC PERFORMANCE CSR COMMITMENT SERVICE HARMONISATION TRANSPARENCYSIMPLIFICATION COLLABORATIVE INNOVATIVE EXCELLENCE PROCUREMENT ENVIRONMENTALLY- FRIENDLY ATALIAN Siège administratif 111-113, quai Jules Guesde 94400 Vitry-sur-Seine T. +33 1 55 53 03 00 F. +33 1 55 53 03 01 dir-generale@atalian.com www.atalian.com Siège social 110, rue de l Ourcq 75019 Paris T. +33 1 53 72 73 74 F. +33 1 53 72 74 22 Re: Letter of commitment to CSR Vitry, 25th February 2015 The ATALIAN Group has invested in a CSR programme and the Procurement Department wishes to support it by bringing its own contribution via its organisation and performance management system, Purchasing Excellence. This strives for excellence in service quality, transparency and a spirit of cooperation towards our internal clients, suppliers and sub-contractors. We also strive to simplify and harmonise our tools and processes across all of the Group s activities, in order to create synergy and respond in the best way possible to the economic challenges linked to external spending. In this context, I am committed to: Promoting and consolidating our management system, by systematically integrating aspects such as environmental considerations and health and safety at work, The ongoing improvement of our management system, Listening to our clients and stakeholders in order to provide the best quality of service, Mobilising all the necessary resources to achieve the defined objectives. Everyone s involvement and commitment will be a key factor for success so that we can, as a responsible Group, attain our objectives and become more effective. Chief Procurement officer Didier SALLE 6 7
Sustainable Procurement Charter Sustainable Procurement Charter FAO: ATALIAN Suppliers / Service Providers Using all the Group s commitments with regard to sustainable development since it joined the United Nations Global Compact initiative in 2012, ATALIAN supports and promotes the Global Compact principles in its sphere of influence and integrates them into its strategy and daily operations with its partners. This document, which formalises ATALIAN s commitment in the areas of Ethics and Sustainable Development, has led the Procurement Department to remind its providers of goods and services (hereinafter referred to as Providers / Suppliers ) of the principles that each of them have committed to follow and respect when entering into a contract with the ATALIAN Group. The Provider, by entering into a contract with companies in the ATALIAN Group, commit to respecting the following principles: Ethics Several stages give rhythm to the life of a contract: the launch meeting, the opening meeting, the contract review, risk management and contract renewal. RESPECT THE PRINCIPLES DEFENDED BY THE INTERNATIONAL LABOUR ORGANISATION. The Provider commits to respecting the principles defended by the Conventions of the International Labour Organisation and, in particular, the abolition of child labour and the elimination of any kind of forced or compulsory work. DO NOT USE UNDECLARED WORK AND RESPECT CURRENT EMPLOYMENT LEGISLATION. The Provider must not use undeclared workers. They especially agree to abide by all their legal obligations in relation to declarations to administrative, social and tax authorities as necessary in the country concerned. Environmental Practices ADHERE TO PRINCIPLES THAT PROTECT THE ENVIRONMENT. The Provider declares a commitment to respecting the fundamental principles of protecting the environment through the implementation of an environmental policy that aims to employ the best practices for the specific profession. RESPECT THE CURRENT ENVIRONMENTAL REGULATIONS. The Provider commits to meticulously respecting current local, national and international regulations, as the general principles of protection of the environment in the context of the specific activity for the ATALIAN Group company accounts. COMMIT TO CONTROL THE IMPACTS THE ACTIVITY HAS ON THE ENVIRONMENT AND ADHERE TO AN ONGOING IMPROVEMENT PROCEDURE. The Provider commits to controlling the impact that the activity, goods or services have on the environment, through the implementation of a process for identifying the consequences of their activity on the environment. They commit to implementing an ongoing improvement procedure to control environmental impact. PROMOTE THE PRINCIPLES OF THIS CHARTER TO THEIR OWN PARTNERS AND SUB-CONTRACTORS. The Provider commits to promoting amongst their own suppliers, providers and / or sub-contractors, the principles set out above. They also commit to assuring the ATALIAN Group that their own suppliers, providers and / or sub-contractors will follow all the principles set out in this Charter. ACCEPT THE POSSIBILITY OF GROUP COMPANIES CARRYING OUT AUDITS TO CHECK THE APPLICATION OF THE PRINCIPLES IN THIS CHARTER. COMMITMENT TO COMBATTING CORRUPTION. The Provider declares that they will forbid the offer or giving of bribes to clients or anyone linked to those clients. They also declare that they forbid any member of their staff to solicit or accept a bribe, whether for their own profit or that of their family, friends, associates or acquaintances. Social Practices: RESPECT SOCIAL REGULATIONS AS WELL AS ANY REGULATION RELATING TO A SPECIFIC ACTIVITY. The Provider commits to: -practice no discrimination in relation to employment and personnel management and promote professional equality, -not using any mental or physical coercion, nor physical punishment as discipline, -respecting the current legislation in relation to working hours, remuneration, training, trade union law, health and safety. IMPLEMENT A STRATEGY TO PREVENT RISKS LINKED TO SAFETY AT WORK, WHICH IS A MAJOR PREOCCUPATION IN THE PRACTICE OF THE ACTIVITY. IMPLEMENT A PROCEDURE FOR MEASURING QUALITY AND PROMOTE PROFESSIONAL TRAINING FOR PERSONNEL. Agreement and signature : I, undersigned, on behalf of (Company Name) accept ATALIAN Group s Sustainable Procurement Charter and commit our company to respecting the principles of the United Nations Global Compact. Company name : Date : Signed by : Job title : Signature and company stamp : 8 9
Procurement Code of Conduct Procurement Code of Conduct FAO: ATALIAN Employees, In the context of their daily tasks, the Purchaser or the Purchasing Correspondent represents the Group to the exterior and is often a decision maker, either partially or completely, regarding certain financial commitments. By virtue of this position, they are therefore subject to value and behaviour assessments and should therefore be aware of the current code of conduct. The principles set out below must be accepted and meticulously followed by all members of the Procurement Department and the main prescribers of needs at all hierarchical levels. They set out the rules for behaviour for all Group personnel in relation to suppliers and sub-contractors, informing all those concerned of the boundaries that are not to be crossed. These principles make up the Procurement Code of Conduct. It is forbidden to accept gifts from suppliers or sub-contractors, whether monetary, material goods, services, entertainment, travel or any other form of gift. No exception is valid, except within the following limits: For promotional items, end of year low value gifts, lunches or dinners of a professional nature, occurring at a reasonable frequency, the fact that such a gift has been accepted must in no way influence the purchaser s decision nor that of the purchasing advisor with regard to the supplier, During their professional relationships with suppliers and sub-contractors, personnel members are obliged, within the context of their responsibilities, to always act in a manner that conforms to Group interests and legal provision. authorisation must be sought from the line manager. The employee who accepts the gift must have it sent to his or her work address. Their personal address must not be given to suppliers. No Group personnel member may engage, with suppliers and sub-contractors, for their own account or that of a third-party, in operations of a commercial nature, other than those for which they have express authorisation from the Group. Confidentiality of all information received during a consultation and relating to a supplier will be strictly respected, in particular with regard to competitors No Group personnel member may invest directly or indirectly in the capital or the debt of a supplier or sub-contractor, or in the parent company or subsidiaries, while a relationship exists between the Group and this supplier or sub-contractor. The selection of a supplier or sub-contractor of goods or services for the Group must be carried out using specific objective criteria and with transparency. Any favouritism founded on family relationships, race or religion is a serious offence. I, undersigned, agree to adhere to the principles as laid out in ATALIAN s Procurement Code of Conduct and commit to following them in the context of my employment. Nom/Dept : Vitry sur Seine, / / 2015 Signature : In accordance with the Group Ethical Charter, the Procurement Department must be vigilant that the fundamental principles and laws in the areas of social, ethical and environmental protection should be effectively respected in the sub-contracting companies with which the Group has links worldwide. The associated clauses will be integrated in each contract. I, undersigned, do not agree to adhere to the principles as laid out in ATALIAN s Procurement Code of Conduct and therefore do not wish to sign this document. Nom/Dept : Vitry sur Seine, / / 2015 Signature : 10 11
ATALIAN 111-113 QUAI JULES GUESDE 94400 VITRY SUR SEINE T. +33 1 55 53 03 00 F. +33 1 55 53 03 01 www.atalian.com