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.
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7. Termination of Agreement
The organisation reserves the right to terminate vendor agreements in cases of:
- Section 7.1: Failure to meet contractual obligations.
- Section 7.2: Unethical or illegal business practices.
- Section 7.3: Repeated poor performance or unresolved disputes.
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8. Contact & Queries
For any questions regarding vendor partnerships, please contact:
Email: info@mutuk.org
Office Address: 9 Offord Close, London, N17 OTE
