Supplier Code of Conduct

1. Scope

1.1. The University of Ottawa, Faculty of Medicine (“UO-FoM”, “Organization”) is committed to complying with all laws and regulations that apply to procurement activities, aiming to support the departments to remain leaders in teaching and research.

As a University of Ottawa, Faculty of Medicine Supplier, you play an integral role in helping us achieve these goals. The Supplier Code of Conduct communicates the minimum standards by which all UO-FoM Suppliers are expected to conduct themselves when providing goods or services to the organization.

Please note that departments or laboratories may establish guidelines that are more restrictive than those described in this document.

1.2. It is the Supplier’s responsibility to share this Supplier Code of Conduct with all personnel who may be engaged in conducting business activities with the University of Ottawa, Faculty of Medicine. 

1.3. The Supplier shall comply with the University of Ottawa’s procurement policies and procedures referenced in section 12.

1.4. This Supplier Code of Conduct is applicable to all UO-FoM campuses, namely, Roger Guindon Hall and the Peter-Morand campus.

2. Definition

2.1. Supplier

A Supplier refers to a person or organization designated to solicit business and has the capacity to fulfill the procurement requirements of the organization as described in Policy 98 - Ethical Purchasing.

2.2. Service Technician

A service technician refers to a person designated by a supplier to conduct an assessment, repair or maintenance of scientific equipment.

3. Visiting Policy

The Supplier must check-in at the UO-FoM Procurement and Logistics room RGN-1129 to obtain a visitor’s pass and provide valid identification. A visitor’s pass is provided in exchange for a valid piece of identification.

3.1. Visiting Hours

The UO-FoM Procurement and Logistics are open from 8:00 AM to 4:00 PM. No access is authorized outside the normal business hours (E.g. before or after hours, during holidays, and during weekends). The Supplier must check-out prior to 4:00 PM.

3.2. Identification

The visiting Supplier representative or service technician must wear an identification badge, jacket, or shirt showing the company name, as well as the Procurement and Logistics visitor’s pass. Unidentified visitors will be escorted off the UO-FoM premises.

4.Core Services
 

4.1. Liquid Nitrogen Weekly Replenishment

        Technicians performing the weekly liquid nitrogen replenishment are granted access by the Procurement and Logistics to all the laboratories requiring replenishment.

4.2. Small Instruments Calibration Services

        4.2.1. Suppliers performing small instrument calibration services are awarded a minimum of a 1-year contract.

        4.2.2. Quarterly on-site pipette calibration clinics are scheduled according to the customer’s needs. Dates will be scheduled at least 1 month prior to the date of the clinic;

        4.2.3. Weekly pick-up for pipettes requiring service between the scheduled on-site clinics will be coordinated with the Procurement and Logistics. The UO-FoM Procurement and Logistics will inform the Supplier of the need to pick-up pipettes on a weekly basis. The Supplier must pick-up the pipettes or cover all courier fees.

        4.2.4. Service technicians performing pipette calibration clinics are granted access by the Procurement and Logistics and are limited to the room where the calibrations are conducted and the campus common areas.

        4.2.5. Any other small instruments calibration services shall be scheduled upon request.

        4.2.6. Reference only one purchase order number per invoice.

        4.2.7. Provide prepaid waybills for shipping service in order to send pipette for calibration services to be completed outside of clinics. Procurement and Logistics will consolidate shipments when applicable.

4.3. Equipment repair and maintenance

        4.3.1. The service technician conducting an assessment, repair, or maintenance of scientific equipment will only be granted access to the laboratory or area where the equipment is located.

        4.3.2. A valid purchase order number is required when scheduling a visit for repair or maintenance. Confirmation of the time of the appointment, the designated area, and any instruction pertaining to the visit is confirmed to the Supplier upon approval.

        4.3.3. Upon arriving on-premise, the service technician must visit the UO-FoM Procurement and Logistics in room RGN-1129 to obtain a visitors pass. Please refer to section 3 for the complete Visiting Policy.

4.4. Biobar Program

        4.4.1. Suppliers participating in the Biobar program, must:

                 4.4.1.1. Sign the Biobar Program Agreement.

                 4.4.1.2. Abide by the UO-FoM Biobar Suppliers Quotes and Pricing Procedure.

                 4.4.1.3. Complete the Supplier Contact Information Form.

5. Sponsored Events

A sponsored event applies to all types of workshops, seminars, conferences, and equipment demo, that have a legitimate educational purpose or otherwise support a UO-FoM business goal (E.g. technical training, equipment demos for potential acquisition).

5.1. To request an event, complete the following Supplier Event Request Form. The frequency of these events is determined and pre-approved by the UO-FoM Procurement and Logistics.

5.2. A purchase order number must be assigned to all types of events and used as a reference in all communications and shipping of material.

5.3. Administrative fees may apply for certain types of events based on time and location. 

5.4. Meals and refreshments can be provided and paid for directly by the Supplier only if not perceived as an incentive and if compliant with the University of Ottawa’s Policy 21 - Procedure 16-12 and Broader Public Sector Procurement Directive.

       5.4.1. The UO-FoM Procurement and Logistics must pre-approve any meals and refreshment request via the Supplier Event Request Form.

5.5. Any related travel and overnight lodging expenses are to be covered by the Supplier.

5.6. Any event not abiding by this procedure shall be cancelled immediately.

6. Product Show

A Supplier under contract through the UO-FoM Procurement and Logistics Biobar program is eligible to participate in the semi-annual Biobar Product Shows.

7. Product Samples

Supplier product samples cannot be sent without the advanced review and approval of the UO-FoM Procurement and Logistics. Approval can be acquired via a request for a purchase order number. A request can be submitted to Medistore by a UO-FoM member.

8. Promotions

8.1. All advertising within the UO-FoM campuses, promoted by a Supplier, is subject to the Procurement and Logistics approval via medpurch@uottawa.ca, in order to ensure compliance with the internal approval procedures and University of Ottawa standards.

8.2. Quotes and any other type of promotions, with the exception of lab start-up programs, must be shared with the UO-FoM Procurement and Logistics via medpurch@uottawa.ca, and available to the entire University of Ottawa.

9. Social and Sustainable Accountability

Suppliers doing business with the UO-FoM are encouraged to develop, maintain, and apply socially and environmentally acceptable practices in the workplace. The UO-FoM Procurement and Logistics expect price competitive, socially and environmentally sound, and safe products, packaging and services.

10. Incentives

10.1. In compliance with the Broader Public Sector Procurement Directive, the following items are not acceptable:

         10.1.1. Gifts or incentives given to UO-FoM employees for the purpose of influencing a purchasing or contracting decision.

         10.1.2. Gifts that could be perceived as a bribe, payoff, deal, or any other attempt to gain a competitive advantage.

         10.1.3. Cash or items redeemable as cash (E.g. checks, gift cards, stocks, etc.).

         10.1.4.Gifts or other incentives that are given for the purpose of encouraging or rewarding customers referrals.

         10.1.5. Gifts that may violate a law or regulation.

11. Exceptions

Functions that are exceptions to the procedures outlined in the Supplier Code of Conduct must have the prior approval of the UO-FoM Procurement and Logistics.

12. References

This Code of Conduct is complementary to the University of Ottawa’s - Procurement Services policies and procedures as well as the Government of Ontario’s Broader Public Sector Procurement Directive.

12.1. Broader Public Sector Procurement Directive

12.2. University of Ottawa Supplier Policies and Procedures

12.3. University of Ottawa - Office of Research Ethics and Integrity

12.4. Policy 21 - Procedure 16-12 - Reimbursement of Hospitality Expenses

12.5. Policy 36 - Supply of Goods and Services

12.6. Policy 70 - Conflict of Interest - Member of Staff

12.7. Policy 98 - Ethical Purchasing