Commitments and future challenges Sustainability at PRISA 111 Sustainability Report 2014 Responsible management of our suppliers The goal of PRISA’s purchases and procurement policy is to build up a solid base of suppliers and collaborators which will enable all our companies to acquire goods and services under the strict criteria of efficiency, cost, coverage and technical and productive capacity. PRISA also evaluates the supplier’s integrity and its fulfillment of its fiscal, labour, human rights, environmental and, above all, the legal obligations in force in that country. The Corporate Purchases Department is the first contact PRISA will have with potential suppliers and this body oversees the relations of suppliers with the Group’s companies. Since 2009 it has focused on three areas of action related to Group CSR policy: ƒƒ Selection and management of suppliers, these are seen as crucial stakeholders in the company’s dayto day operations. ƒƒ Paper management. Paper is the most important raw material used by most of the business units and its sustainable use must be part of any environmental policy. ƒƒ To determine new areas where we can improve identification, measurement and management of the company’s environmental impact. To aid the the department to fulfill its obligations, a series of guidelines has been drawn up which govern the relationship between PRISA and its suppliers: ƒƒ PRISA’s relations with suppliers are governed by principles of objectivity, transparency, non-exclusivity and equal opportunities. ƒƒ All suppliers involved in any adjudication process will receive complete and detailed information about the goods and/or services to be supplied. ƒƒ The information supplied will be identical for all suppliers, ensuring that no single supplier enjoys any initial advantage, thus fostering legitimate competition. ƒƒ Potential suppliers will not be invited to participate in the adjudication process. ƒƒ All those who apply to become suppliers have a right to request an evaluation of their particular adjudication process. ƒƒ All applications will receive a reply accompanied by comments on their acceptance or rejection. A negative reply is in no way an obstacle to submitting future applications, once the reasons behind the rejection have been addressed. ƒƒ The results of the adjudication process, including a summary of the criteria employed, will be communicated to the supplier in writing. ƒƒ Initiatives for constant improvement are in place, which boost quality to the benefit of both parties. The supplier is welcome to make any suggestions as is felt necessary to improve relations between the Group and suppliers. Selection and management of suppliers The acquisition process is based on the principles of objectivity,transparency, non-exclusivity and equal opportunities. The specifications of procurement processes and negotiating rounds for potential PRISA suppliers are detailed in the application forms, where there is also information on conditions and obligations that the Group requires of all its suppliers. There are four criteria in the process of adjudicating and authorizing potential suppliers: ƒƒ Quality of the product/service offered. ƒƒ How the service matches our requirements ƒƒ Cost and ability to deliver on issues related to CSR. ƒƒ Confirmation and certification that the Group’s CSR criteria have been met All potential suppliers interested in becoming certified as PRISA suppliers should apply via the Electronic Purchases Platform. The process is subject to SOX and related internal controls required of companies listed in the U.S. market. This channel manages Groupsupplier relations, all aspects of the process, including potential supplier registration, application, the certification and authorization of all our suppliers worldwide as well as ongoing follow-up and periodic assessment according to those criteria previously outlined. All suppliers must be certified and authorised prior to forming part of our list of suppliers For the past six years, the Department of Corporate Purchases has been managing and updating a data base of the Group’s chief suppliers, evaluating them on key CSR criteria, including paper management, recycling and reuse of fungibles and CO2 emissions. Applicants must be in full compliance with Conventions 138 and 182 of the International Labor Organization (ILO) governing child labor. Non-compliance with these conventions will nullify any contracts between the parties. PRISA favors suppliers who meet CSR criteria and who have SA 8000, ISO 9001 certification etc. Indeed, 74% of our suppliers have a quality certification. The Corporate Purchases Department oversees the relations of suppliers with the Group’s companies, focused to Group CSR policy
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