Purchasing

Purpose

The Corporation of the City of Waterloo (the “city”) expects suppliers and their subcontractors to operate lawfully and conduct their activities in a socially and environmentally responsible manner at a minimum, meeting the expectations set out in this Supplier Code of Conduct (the “SCC”). The SCC is a statement of expectations for city suppliers related to social responsibility, environmental standards, ethics, human rights and fair workplace practices. The SCC supports the city’s Social Procurement Policy and may be amended by the city from time to time.

Application

The SCC applies to all suppliers and their sub-contractors (“Suppliers”) who respond to bid opportunities and/or who provide goods and/or services to the city.

Ethical conduct
Suppliers responding to bid opportunities must do so in an honest, fair and comprehensive manner that accurately reflects their capacity to satisfy the stated requirements. Suppliers shall only enter into contracts with the city if they are able to fulfill the necessary requirements.

Confidentiality and conflict of interest
Suppliers must comply with all confidentiality requirements of the city.

Information security
Suppliers must ensure that they have necessary security controls in place to comply with the industry compliance requirements (certifications) if they provide digital, online and support services and/or access sensitive information.

Non-discrimination
Suppliers shall not engage in discrimination based on race, colour, age, gender, sexual orientation, ethnicity, disability, place of origin, ancestry, source of income, pregnancy, religion, political affiliation, union membership, family status or marital status in hiring and employment practices such as promotions, rewards, and access to training.

Indigenous rights
Suppliers will respect the rights and freedoms of Indigenous Peoples. If engaging in activities that may infringe upon Indigenous or treaty rights, suppliers are expected to share this information with the city, as early in the planning stages as possible. This will help to ensure open and authentic engagement with Indigenous Peoples and to safeguard constitutionally protected rights.

Health and safety
Suppliers shall protect the health and safety of workers by complying with applicable health and safety laws and taking adequate steps to prevent accidents or injuries to heath arising out of, or associated with, or occurring in the course of work.

Accessibility
Suppliers are required to meet their compliance obligations in the Accessibility for Ontarians with Disabilities Act, 2005 and Ontario Regulation 191/11-Integrated Accessibility Standards, as applicable.

Wages and benefits
Suppliers shall pay their employees at least the minimum wage required by law.

Product safety
Suppliers shall comply with all applicable laws and regulations regarding safety of products.

Environmental responsibility
Suppliers should consider their own environmental practices (e.g., waste reduction), environmental certifications and information on the specific kind of materials they use in manufacturing their products or delivering their services, to minimize the negative impacts on the environment.

Monitoring

Suppliers shall monitor their operations and their subcontracts for compliance of with the terms of this SCC.

Suppliers should advise the city if they are made aware of non-compliance with the SCC. The city may seek to work with suppliers to address potential instances of non-compliance including ensuring that suppliers have a good understanding of the expectations, and to address any apparent lack of compliance with the SCC. If a supplier is unable or unwilling to comply with the SCC, the city reserves the right to take appropriate actions including, but not limited to, seeking additional information, determining bid-non-compliant, and if necessary, terminating a contract.