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Procurement policy

 

1. Objectives of the procurement policy

The goal of Voimaosakeyhtiö SF’s procurement policy is to create principles for the company’s procurement and related processes aligned with the company’s mission and purpose.

Voimaosakeyhtiö SF’s procurement categories are outsourced services (incl. legal services, financial services, and external communications services), sporadically purchased consulting services, office supplies, leasing cars, and travel.

This procurement policy covers all procurement categories mentioned above.
 

2. Values, laws, regulations, and principles guiding VSF’s procurement

Voimaosakeyhtiö SF’s procurement is based on existing laws, and its cornerstones are Voimaosakeyhtiö SF’s values, ethical operating principles, procurement policy, and other internal guidelines.
 

3. Procurement responsibilities and mandates

Procurement responsibilities and mandate are based on the decision powers approved by Voimaosakeyhtiö SF’s Board of Directors, itemised in appendix 2. The responsibilities and mandate are defined per position.
 

4. Procurement process and selection criteria

All Voimaosakeyhtiö SF’s purchases need to be approved correctly.
A purchase proposal has to be made on all purchases of services and equipment whose value exceeds the mandate of a Voimaosakeyhtiö SF’s employee. A proposal can, when necessary, be made on purchases below this sum.

Purchase proposals are approved by the CEO of Voimaosakeyhtiö SF within the limits of his mandate. Purchase proposals for any purchases and investments beyond CEO’s mandate are approved by the Board of Directors of Voimaosakeyhtiö SF, at the request of the CEO.

Minor purchases can be approved by Voimaosakeyhtiö SF’s employees within their mandate.

An approved purchase proposal means that a decision has been on the purchase and it can be carried out on the terms given in the proposal. Voimaosakeyhtiö SF’s CEO and SVP Finance are responsible for doing the purchase order and procurement contract within their mandates.

Bids are requested, when necessary. In procurement, targeted procurement procedure or negotiating procedure is used primarily. Tendering is the responsibility of the SVP Finance.

When selecting a supplier, attention is always paid on how well the solution serves Voimaosakeyhtiö SF’s needs as a whole. In services, the selection criteria include capabilities, knowhow, and references of the service provider as well as price. In company cars, carbon dioxide emissions and the vehicle’s tax value are taken into consideration. SVP Finance is in charge of supplier selection and the assessment of supplier suitability.
 

5. Supplier and procurement contract management

The quality of Voimaosakeyhtiö SF’s suppliers is monitored regularly.

SVP Finance is responsible for maintaining Voimaosakeyhtiö SF’s supplier register.

Procurement contracts are drawn up in writing or electronically. Oral contracts are confirmed in writing or electronically.

When procuring services, a Non-Disclosure Agreement has to be in effect before exchanging confidential information.

The contents of a procurement contract are defined more closely in separate instructions (appendix 1).

Procurement process contracts are documented with due care. This documentation is filed in an electronic format. Hardcopies of contracts are filed in binders stored in the company’s premises.

SVP Finance is responsible for drawing up and maintaining procurement contracts.
 

6. Processing and payment of invoices

Voimaosakeyhtiö SF’s invoicing and payments are carried out as per the instructions on the company’s invoicing and payments..

Power to approve invoices is based on Voimaosakeyhtiö SF’s mandates, defined in more detail in appendix 2. These mandates have been approved by the Voimaosakeyhtiö SF’s Board of Directors. Responsibilities and mandates are defined per position.

Invoices on one’s own orders cannot be approved without having another person check their content.
 

7. Breaches of contract

When necessary, cooperation with the supplier is discontinued. The decision on this is made by the person who has approved the procurement. Breaching a confidentiality contract may have legal ramifications.