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Ethical guidelines regarding procurement

Ethical guidelines regarding procurement

Ethical guidelines for employees in association with procurement and supplier contact at OsloMet.

The Civil Service Act § 20 states: Prohibition against gifts in the service (lovdata.no)

For procurements the following additional and detailed guidelines must apply

See also sustainable procurement at OsloMet

  • Use of position

    Employees must not use their position for personal gain, but rather behave in a way that maintains and earns respect for the position and thus gives a good impression of OsloMet

  • Disqualification

    1. OsloMet staff must not seek to obtain advantages for themselves or related persons so that their integrity could be questioned.
    2. OsloMet employees must not in a preparatory phase express a procurement need that could be perceived by others as a conflict of interests. This applies to both direct personal interests and interests of related persons.
    3. The purchaser must give a written justification of purchases made from firms where OsloMet employees have interests. The purchase must be approved by the immediate supervisor.
    4. If one’s own personal interests could influence the decision in a case that one has professional responsibility for, or if others consider this as likely, the matter must be submitted to the immediate supervisor for a ruling on the question of disqualification.
  • Consideration of sustainability

    1. OsloMet sets requirements and follows up that suppliers actively contribute to preventing negative impact on the climate and environment.
    2. OsloMet is aware of its own consumption and is concerned with efficient use of resources.
    3. OsloMet contributes to ensuring that requirements such as universal design are met and that requirements for pay and working conditions are met by the suppliers. The high-risk list of the Directorate for Administration and Economy (DFØ) shows which product areas are particularly exposed to violations of basic human rights in the supply chain, and OsloMet uses their guidelines to set the right requirements and criteria.
  • Business relations and social interaction

    Moderate forms of hospitality and socializing is part of polite business relations. The extent of such attention however must not evolve so that it affects the decision-making process, or so that others might have reason to believe that it does. The amount of attention must be in correlation to business /service related needs.

  • Gifts and provisions

    1. Employees must not accept gifts, commissions, services or other provisions for themselves or anyone else that are likely to influence acts of service, or by the giver meant to do so. This does not include smaller promotional products and for instance Christmas greetings in the form of small gifts with little value, where it is obvious that the provision is not meant to affect acts of service.
    2. Whether a provision can be accepted or not depends on the specific assessment of each single case. What is important to assess is whether the provision would affect the recipient's integrity or give such an impression to others, or whether it could cause harm to the person concerned or to OsloMet.
    3. Provisions related to a specific case that is up for decision, must not be admitted. If there is doubt about whether a provision can be received, it must be rejected.
    4. Invitations to cultural events or other gatherings without any business related content should be rejected.
  • Travelling in the service

    When suppliers or the service sector offer visits to private businesses, trips to exhibitions etc. it is a prerequisite that OsloMet covers the costs of travel and accommodation.

  • Private use of framework agreements

    Employees should not use framework agreements made with suppliers for the supply of goods and services to OsloMet for personal use. The foregoing also applies to employees’ closely related persons if the benefit is considered to have a correlation with the workers employment at OsloMet.

  • Confidential and correct information

    Confidential information received in connection with the provision of services should not be used for personal gain. Information received about offers or services from the market must be treated confidentially and must not be misused against competing providers. OsloMet employees shall act in accordance with good business practice, have high business ethical standards and ensure equal treatment of suppliers.

  • When in doubt

    If you have any doubts related to the interpretation of these rules, the matter must be submitted to the immediate supervisor.

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