Policies & Reports | Supplier & Vendor Guidelines| MUTUK

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Supplier & Vendor Policy

Mzough U Tiv UK (MUTUK) is committed to working with reliable, ethical, and high-quality suppliers/vendors who align with our mission and values. These guidelines establish the standards and expectations for all vendors providing goods and services to MUTUK.

Supplier Policy

Last Updated

22 Mar. 2025

Policies, Guidelines & Statements

1. Eligibility & Approval

To be considered as a supplier, vendor's must:

Section 1.1: Be a registered business or individual contractor with verifiable credentials.
Section 1.2: Provide references or past work experience relevant to the services required.
Section 1.3: Comply with local and international laws, including tax, labour, and trade regulations.
Section 3.4: Demonstrate a commitment to ethical business practices and fair labour conditions.

2. Code of Conduct

All suppliers/vendors must adhere to the following:

Section 2.1: Ethical Business Practices
Section 2.1.1: Conduct business with integrity, honesty, and transparency.
Section 2.1.2: Avoid any form of bribery, corruption, or conflicts of interest.
Section 2.1.3: Disclose any personal relationships with MUTUK members that may create a conflict of interest.

Section 2.2: Compliance & Legal Standards
Section 2.2.1: Adhere to all applicable local, national, and international laws.
Section 2.2.2: Respect intellectual property rights and confidentiality agreements.
Section 2.2.3: Ensure all employees and subcontractors comply with legal employment practices.

Section 2.3: Quality & Service Standards
Section 2.3.1: Deliver products/services on time and as per the agreed specifications.
Section 2.3.2: Maintain high-quality standards for goods and services.
Section 2.3.3: Communicate proactively about delays, issues, or changes to agreements.

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3. Procurement & Payment Terms

Section 3.1: Vendor Selection Process
Section 3.1.1: The organisation will conduct a competitive review before selecting a vendor.
Section 3.1.2: Preference will be given to vendors from within the community, offering value for money, quality service, and ethical sourcing.
Vendors may be required to submit proposals, quotations, or samples before approval.
Section 3.2: Payment Terms
Section 3.2.1: Payments will be processed within 30 days of invoice submission, unless otherwise agreed.
Section 3.2.2: Invoices must include detailed descriptions, dates, and amounts for transparency.
Section 3.2.3: Any discrepancies or disputes must be resolved before payment processing.

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4. Conflict of Interest

The organisation expects all suppliers and vendors to conduct business in a manner that avoids any actual, potential, or perceived conflicts of interest.

Section 4.1: Vendors must disclose any relationships (personal, financial, or business-related) with the organisation's members or employees that may improperly influence business decisions.
Section 4.2: Vendors and their employees should not offer or receive gifts, favors, or incentives that could affect decision-making.
Section 4.3: Any conflicts of interest must be reported to MUTUK immediately for review and resolution.
Section 4.4: The organisation reserves the right to terminate agreements if a conflict of interest is not appropriately managed.

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5. Confidentiality & Data Protection

Section 5.1: Vendors must protect sensitive information shared by the organisation.
Section 5.2: No vendor may share or distribute confidential data, contracts, or project details without MUTUK’s written approval.
Section 5.3: Any data breaches or unauthorised access must be reported immediately.

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6. Performance Monitoring & Review

Section 6.1: The organisation reserves the right to audit and review vendor performance periodically.
Section 6.2: Poor performance, missed deadlines, or violation of agreements may result in contract termination.
Section 6.4: Vendors must provide regular updates and reports on the progress of services or goods supplied.