Supplier Policy
Introduction and Purpose of Policy
In line with Arc’s vision and values, we have implemented a vetting process for potential transport suppliers to ensure any partnerships align with our goal to protect people, planet, and profit. The following policy outlines considerations and actions for selecting suppliers to ensure we have the best possible partners.
Scope:
This policy is to be followed by all full-time and part-time permanent employees.
Key Principles:
Employees are to read and understand the below details including Supplier Code of Conduct policy.
Arc are committed to selecting local and environmentally conscious suppliers when able to ensure this is met, please follow the below requirements.
The supplier verification form can be used as initial form for selection and evaluation purposes and this form can also be used as a verification check every 12 months.
Supplier Code of Conduct:
1. Introduction
Operating with integrity governs our approach and therefore our aspiration to be recognised by our stakeholders as an organisation which is a responsible corporate business in all our relationships. We expect our suppliers to share our commitments and approach and we state below guidelines that we require of all our suppliers. We expect them to adhere to the guidelines and to confirm in signing up to this code that they expect these requirements also of their supply chain, including sub-contractors By collaborative working we believe we can jointly have a positive impact on society.
2. Laws and regulations
Suppliers will comply with all applicable local and national laws, rules, regulations and requirements in the provision of products and services manufactured and provided to Arc. This includes compliance with the International Labour Organisation (ILO) Core Conventions. It is the supplier’s responsibility to maintain and enforce these standards within its own supply chain.
3. Underage labour
Suppliers shall ensure that no underage labour has been used in the production or distribution of goods and services to Arc. A child is any person under the minimum employment age according to the laws of the country where the product (or parts of) or services are sourced from, or in the absence of law under the minimum age for completed mandatory education.
4. Forced labour
Suppliers will not use or tolerate in their supply chain any form of slavery, servitude, indentured, bonded, involuntary prison, military or compulsory labour or any form of human trafficking. All work must be conducted voluntarily and without threat of any penalty or sanctions. No employee government issued identification, passports or work permits will be retained by the supplier as a condition of employment. Workers’ rights to leave the workplace after their shift or to terminate their employment after reasonable notice and receive owed salary must be recognised by the supplier. This applies to local or migrant employees. Suppliers are asked to report to Arc any incidents of slavery or human trafficking found in its business or supply chain.
5. Freedom of association
Suppliers shall respect the rights of workers to associate or not to associate with any group, as permitted by and in accordance with all applicable local and national laws and freedom of association and collective bargaining. Suppliers shall not interfere with or discriminate against workers choosing to belong to them. Where the right to freedom of association and collective bargaining is restricted under national law, suppliers will facilitate, not hinder, alternative means of independent and free association and bargaining.
6. Discrimination
An inclusive and diverse work environment is encouraged, with equal opportunities for all workers. All employees must be treated fairly and not discriminated against in any form of employment. Suppliers must not discriminate against any employee based on age, gender, sexual orientation, race, ethnicity, colour, disability, religion, political affiliation, union membership, national origin, marital or pregnancy status during any recruitment or employment activities. Suppliers must commit to a workforce free of any harassment or threat of harassment. Any forms or threats of harassment, physical, mental, sexual or verbal, must be prohibited and not tolerated.
7. Wages and benefits
Wages and benefits must meet legal minimums and industry standards without unauthorised deductions.
8. Working hours
Suppliers must ensure working hours comply with national laws and standards and should not expect workers to work (including overtime) in excess of hours set out in relevant working time legislation or other national legal limits unless an opt out has been chosen by the employee with appropriate supporting written evidence.
9. Healthy and safe working conditions
Suppliers must provide safe and clean conditions for workers at sites of working and residential facilities. Clear procedures must be in place to ensure regulated occupational health, safety and wellbeing standards are adhered to. Suppliers must comply with Arc’s Health and Safety policy.
10. Environment
Suppliers must have clear procedures in place to ensure direct and indirect environmental impacts associated with the goods and services are understood, measured and managed. Suppliers must comply with Arc’s Sustainability and Environment policy.
11. Business integrity
Suppliers shall not engage in any form of bribery or corruption.
12. Discipline and grievances
Suppliers must provide a grievance mechanism for workers and their organisations to enable workers to anonymously raise workplace concerns. The mechanism must be transparent, set out clearly how grievances will be assessed, and feedback provided. Workers and their representatives must be informed clearly how the scheme operates and its scope and that it is equally accessible to all workers. Disciplinary procedures shall be clearly documented, communicated and easily accessible to all workers. All disciplinary matters shall be recorded including evidence that the worker knew and understood what he/she was accused of and given the right to trade union or other appropriate representation at disciplinary meetings which may lead to significant disciplinary penalties or dismissal.
13. Compliance with Code
Suppliers must be able to demonstrate compliance with the Arc’s Supplier Code of Conduct. This includes documented evidence and the right of Arc or a designated firm to conduct audits. Audits to include facility inspections, review of supplier records business practices and conducting employee interviews.
14. Reporting concerns
In relation to 2. to 13. above suppliers are invited to report any area of concern to Arc or alternatively report any concerns to the Gangmasters and Labour Abuse Authority on 0800 432 0804 or Modern Slavery Helpline on 0800 0121 700 or at https://www.modernslaveryhelpline.org/report.
Environmentally and Locally Preferred Suppliers Policy
Arc is committed to forging supplier relationships that lead to positive outcomes for society and the environment. Therefore, Arc has developed this policy to encourage the purchase and use of materials, products, and services that incorporate environmental, social, community, and performance goals. This policy applies to all Arc Hospitality & Arc Recruitment employees in all locations (including virtual offices and employee home offices).
Environment:
Arc maintains a deep commitment to sustainability and the importance of environmentally beneficial considerations in vendor selection. Preference should always be given to suppliers that are able to meet robust third-party social and environmental certification criteria. Examples of this third-party criteria include, but are not limited to:
• Certified B Corporation
• FSC/PEFC Certified
• Living Wage Foundation Certified
• Organic
• Fair Trade
• Green Seal
• Energy Star Certified
Other rigorous and independent third-party certifications will be considered on a case-by-case basis.
Local / Diverse:
Arc’s policy also reflects the critical importance of supporting local economic development, community prosperity, and cultural diversity.
Therefore, preference will be given to independent suppliers physically located within 10 miles of any of Arc’s office locations, and we encourage employees at each office to create their own preferred suppliers list on this basis. Similarly, Arc encourages employees to forge relationships with suppliers that are female owned or have ethnically diverse ownership.
Please note that these are preferences and not absolute requirements. Price, quality, availability, and other factors will also be considered when selecting suppliers.
Resources:
Employees are encouraged to find socially and environmentally responsible vendors in their area by searching, for example, https://bcorporation.uk/we-are-b-corps or https://www.greendirectory.co.uk/.
Below is an example of vendors that have been pre-approved, but we encourage all employees to find what best fits their personal values as well as the values of Arc:
• Electronics – Recono.me Technologies Ltd. (B Corporation based in London with UK wide delivery options)
• Office Supplies & Furniture – Redbox Group (B Corporation)
• Office Supplies – EnvoPap (B Corporation based in London)
• Janitorial Products – Delphis Eco (B Corporation) • Transport – Green Motion (Vehicle Rental across UK)
• Transport – Green Tomato Cars (Taxi service London)
• Brand & Website Design – Make Your Words Work (B Corporation based in London)
Transport Supplier Selection Policy
1. Introduction
In line with Arc’s vision and values, we have implemented a vetting process for potential transport suppliers to ensure any partnerships align with our goal to protect people, planet and profit. The following policy outlines considerations and actions for selecting transport providers to ensure we have the best possible partners.
2. Selection process
To ensure we make the most suitable, financial serviceable and ethical partnerships with transport suppliers, there are a number of factors that need to be considered.
2.1 Location – when sourcing new transport providers, the locality of the company needs to be reviewed. We endeavour to support local businesses, to benefit people and planet. The company’s environmental policy needs to be requested and analysed to ensure alignment with our B-Corp commitments.
2.2 Pricing needs to be financially viable and comparable to other possible providers, finding a cost-effective, reasonably priced partnership.
2.3 Transport options - enquire into the various options for transport i.e. variety of multi-seater capacity
2.4 Mission and values – research the company and their ethics, look into whether their values are in-line with Arc’s.
3. Vetting process:
The following checks must be carried out:
• Review checks
• Companies House
Request the following documentation:
• Insurance documents
• MOT certificate
4. To partner:
Operating with integrity governs our approach and therefore our aspiration to be recognised by our stakeholders as an organisation which is a responsible corporate business in all our relationships. We expect our suppliers to share our commitments and approach and we state in the Supplier Code of Conduct what we require of all our suppliers. We expect them to adhere to the guidelines and to confirm in signing up to the code that they expect these requirements also of their supply chain, including sub-contractors by collaborative working we believe we can jointly have a positive impact on society.