Supplier Manual. November 2012 Rio de Janeiro

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1 Supplier Manual November 2012 Rio de Janeiro

2 Dear Partner, The Rio 2016 Olympic and Paralympic Games Organising Committee is working to deliver excellent Games, with memorable celebrations which will promote the world s impression/image of Brazil, based on sustainable transformation through sport in a social and urban environment, ensuring an extense legacy for the city of Rio de Janeiro and Brazil. The mission is challenging, and requires the collaboration of a team of top of the line suppliers and partners who can be multipliers of values guiding the Committee initiatives: celebration, realisation and participation. Rio 2016 seeks partners who share the desire to transform the Country through sport and which are committed to the transformation process brought about by the Games. In this sense, sustainability is one of the criteria formally considered in all our decision-making processes, along with other noteworthy aspects, such as total cost, quality, deadline and risks, so that we always seek the product or service that provides us with the best value. We will relate with the companies and people who share our focus on technical excellence and who believe that it is possible to do the best, since we want suppliers and partners whose level of commitment with society is as great as that of Rio For this reason, we prepared this material, where it is possible to find important information related to the registration of companies, hire services and respond to suppliers. Other relevant themes which are also treated are: codes of conduct considered appropriate to commercial relations, information security and sustainability and diversity of our partners. We recommend that you read the entire manual. Remember that your collaboration is very important to the success of the Rio 2016 Olympic and Paralympic Games. Rio 2016 Olympic and Paralympic Games Organising Committee Summary 1 Supplier Registration Criteria Criteria for Supplier registration 4 2 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro

3 1.2 Approval/Registration Erro! Indicador não definido. 2 Supplier Development and Evaluation 6 3 Hiring and Purchasing Rules 8 4 Brand Use Rules Erro! Indicador não definido. 5 Rules of Conduct 10 6 Information Security 11 7 Sustainability 14 8 Diversity 14 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro 3

4 1 Supplier Registration Criteria To participate in the Rio 2016 Olympic and Paralympic Games Organising Committee, the interested company must take precedence by its efficiency, be committed to the quality of the products and services offered and be up to date and involved in the customer service of the requirements established as part of the Project s sustainability. 1.1 CRITERIA FOR SUPPLIER REGISTRATION To apply, the interested company should complete a questionnaire, informing: Company registration information Catalogue of products and services Certificates (in accordance with the Sustainable Supply Chain Guide) References: main clients and projects 1.2 APPROVAL/REGISTRATION If services need to be provided, the company would be approved and be registered in the registry. In addition to the information sent at pre-registration, the company should also send the following documents: 1) The Company s Bylaws or Articles of Association consolidated with all the alterations realized, duly archived in the commercial registry of the participating company, and Detailed Status Certificate, also issued by the Commercial Registry or Civil Registry of Legal Entities with at most 20 (twenty) days of issue from the date of proposal presentation. 2) Foreign companies not provided with legal representation in Brazil must indicate a Representative, domiciled in the city of Rio de Janeiro, vested with sufficient powers granted by public instrument before the Notary Public Office, including receiving a citation, notification, intimation or be communicated for any act or decision of the Rio 2016 Olympic Games Organising Committee. 3) Proof of Representation of the participating Company. 4) Consortium or specific goal company contract constitution. 5) Proof of registration in the National Registry of Legal Entities of the Ministry of Finance (CNPJ). 6) Proof of registration in the state and municipal tax registry of the headquarters of the company or consortium of participating companies if applicable. 4 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro

5 7) Proof of fiscal regularity from the Municipal Treasury and the State Treasury of the participating company headquarters, upon presentation of proof of regularity of the Service Tax (ISS) and the Tax on Circulation of Goods (ICMS) or, in the event that the company is not a taxpayer, presentation of the fiscal regularity certificate that demonstrates such condition. 8) Negative Certificate of Tax Debits relative to Federal Taxes of Active Debt to the Federal Government. 9) Negative Certificate of Tax Debits relative to Pension Contributions and to Third Parties. 10) Negative Certificates of Tax Debits registered in Active Debts relative to the State and Municipal Taxes issued by the Treasury Attorney s Office of the State and Municipal governments, of the headquarters of the participating company. 11) FGTS-CRF Regularity Certificate. 12) Certificates of Civil Distributors of the company or consortium of participating companies headquarters. 13) Certificates of the Distributors of protest of titles from the headquarters of the participating company. 14) Negative Certificates of Labour Tax Debits (CNDT), in compliance with Law /2011 and the terms of Art. 642-A, of the Title VII-A, of the Consolidation of Labour Laws approved by Decree-Law No , of May 1, ) Proof of registry in the Service Company from Other Municipalities Registry CEPOM of the Municipality of Rio de Janeiro, in compliance with paragraph 2, article 2 of the SMF Resolution nº of 2012, if the participating company headquartered in another Municipality that is not Rio de Janeiro. 16) Copy of Certificates, when applicable. 17) Operational Licence, when applicable. 18) Environmental Licence, when applicable. 19) Declaration of the Presence of Hazardous Substances, when applicable. MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro 5

6 2 Supplier Development and Evaluation The quality and efficiency of the Rio 2016 suppliers is of strategic importance to the realization of the Olympic and Paralympic Games. For this reason, conscious of the relevance of such factors for obtaining good results, Rio 2016 has a process to develop suppliers that takes into consideration the response to the legal requirements in general and the nature of the deliveries (material and services), as well as the requirements of quality, deadline, customer service, competitiveness and sustainability. Follows are listed some recommendations of the great importance that should be observed in each process, aimed at eliminating the gaps in customer service and, consequently, help the supplier in terms of maintaining a satisfactory performance indicator: Regularly monitor Rio 2016 communication, taking the necessary measures for customer service in the quality and deadlines agreed upon. Critically analyse the purchase documents which come from Rio 2016 carefully noting: Delivery date Delivery location Quantities Sales Conditions Guarantee Specifications/scope Requests referred to supplies (labelling, identification, packaging, certificates, etc.) Contact the Procurement department whenever you have a question or do not agree with the conditions of the purchase document. 6 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro

7 Supply the materials and services in strict compliance with those specified Verify that the technical information negotiated is described in the purchase document The Invoice must be issued with the Purchase Order number and in respect of the values and conditions established in this document MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro 7

8 3 Hiring and Purchasing Rules Rio 2016 seeks to maintain relationships with companies that are reliable, transparent and committed to ethical principles, establishing partnerships and hoping to find suppliers in the market which are trained under the best administrative, financial, technical and commercial conditions. Within this context, the hiring and procurement processes take specific documents into account that composed each of the competition processes for which the company is invited to present a proposal to supply/offer services. These documents contain the main rules relative to: Contracted project obligations Technical requirements Monitoring Intellectual Property Law Insurance Caution Guarantees Fines, reimbursements, retentions, penalties, discounts and compensations Prices, invoicing and payments Hiree evaluation Rescission Material supply Communication Proposal delivery guidelines Other provisions 8 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro

9 4 Brand Use Rules The Rio 2016 Olympic and Paralympic Games organisation will be paid through contracts with sponsors. The value of the Rio 2016 brand, all intellectual property and, consequently, the ability to offer official sponsors an exclusive association with the Games will be essential to the event financing. Thus, Rio 2016 and all its suppliers are committed to respect the contracts signed with the Games sponsors. Rio 2016 will offer unique business opportunities to those who wish to associate with the Rio 2016 brand, becoming partners over the next years. These partners will join those of the International Olympic Committee and the International Paralympic Committee (IOC and IPC), world sponsors in supporting the Games. In this way, the use of the brand and the relation with the suppliers with the Olympic and Paralympic brands must obey the rigorous criteria defined in the competition processes and supply contracts. MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro 9

10 5 Rules of Conduct In defining the rules of conduct for the suppliers, the Rio 2016 Olympic and Paralympic Games Organising Committee aligns with the values and ideas considered indispensable to the exercise of a professional activity that reflects the patterns for ethical conduct and cultural identity. Rio 2016 values transparent relations which may ensure equal opportunities, respect and integrity. Rio 2016 employees must be coherent and transparent in their professional relations with suppliers, sponsors and business partners, thereby guaranteeing fair and equal competition, providing (effective and potential) partners with equal and transparent treatment. Rio 2016 employees do not accept gifts, except for commemorative gifts on special dates such as New Year s festivities. Not even gifts with small economic value will be accepted if they are given several times and / or for no special reason; it is strictly forbidden to accept gifts of nominal value. Employees must protect the interests of Rio 2016 and cannot use the respective professional position in relation to partners or employees of the group, for their own benefit or third parties benefit. Negotiations with commercial partners will always seek to achieve the best results for Rio 2016, without offering or receiving any personal advantage. Accordingly, to obtain price privileges or any other type of privilege for personal use, receive personal advantages or third-party advantages which may impact the commercial relationship between the parties is strictly prohibited. The bidding processes take into account commercial, technical, professional, sustainability and ethical criteria, as well as compliance with legal requirements, especially labour, social security, tax and environmental requirements, for the purpose of hiring the best suppliers with proven competence and reputation, which may guarantee the best return for Rio 2016 as far as cost, quality and sustainability are concerned. 10 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro

11 Conflict of interests Any type of private relationship between suppliers and the employees of Rio 2016, such as, for example, family relationship between the supplier and its staff with Rio 2016 employees or with people related to the Games organisation must be formally notified upon registration. The intermediation of commissioned agents will not be allowed, except if the supplier formally justifies the need to involve this type of agent. Abuse of power / harassment Rio 2016 does not allow coercive commercial practices for obtaining advantages, or any type of harassment (moral, sexual, political and religious). Unfair competition Business espionage and any other practice that may jeopardise the principles of fair competition will not be allowed. Work Conditions Suppliers must ensure that their products and / or services are provided and / or rendered, in Brazil or in other countries, in compliance with the minimum requirements set out in the Ethical Trading Imitative (ETI) available on the ETI website and mentioned in the Rio 2016 Sustainable Supply Chain Guide. 6 Information Security The Rio 2016 Information Security Management System aims to guarantee data integrity, confidentiality and availability, as well as: MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro 11

12 Ensure that information related to the material / service procurement area is accessed and / or altered by authorised people Ensure access and maintenance of information accuracy and content Ensure that information is made available and used in a timely and appropriate manner Protect information from several types of threats and reduce leakage of confidential information Allow the organization to assess risks and implement the appropriate controls It is worth observing that confidential information consists of information of restricted use within Rio 2016, whose inappropriate disclosure may cause severe losses to the operations, assets or reputation of the Committee. In addition, it is important to highlight that confidential information in the Procurement area consists of information not disclosed to the public through any communication means, namely: Technical and commercial data Business goals, tactics and strategies Annual budgets Short and long-term planning Procurement volume and conditions Surveys results Statistical, financial, accounting and operating data All suppliers, partners and contractors working in the premises of Rio 2016 or those who have access to the information (in physical and / or electronic format) or to the systems of the Committee must comply with Rio 2016 Information Security Policy. The supplier must be aware that, in addition to the commitments regarding the rendering of the service (s) hired by Rio 2016, it is also its responsibility to: 12 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro

13 Comply with the information security, classification and treatment criteria Sign and comply with the clauses regarding the confidential information to which it has access Comply with the agreed service levels Use the information and information systems of Rio 2016 only for approved and professional purposes Comply with contractual clauses, laws and regulations that are applicable to the Information Security and to the service Contact the manager in charge of the contract in case of any doubt regarding Information Security requisites It must also be highlighted that any individual who jeopardises Rio 2016 information security and/or Information Security requisites and the supplementary procedures, norms and standards, or interferes or refuses to cooperate in the investigation of violations, will be subject to disciplinary actions and measures, including rescission of the work contract or contractual agreements, as well as to civil, criminal or regulatory actions. MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro 13

14 7 Sustainability Rio 2016 abides by sustainability principles throughout the Games management cycle, from design and planning until implementation, review and post-event activities, notably through the adoption of the Sustainable Supply Chain Programme. The Sustainable Supply Chain Guide contains details on our sustainability requirements and criteria; it also explains how these criteria will be adopted through our acquisition, licensing and sponsorship processes. 8 Diversity Rio 2016 has a multi-ethnic, multi-cultural and multi-belief team. This mixture leads Rio 2016 Committee, uniting everyone towards a common ideal that celebrates harmonious diversity. The Rio 2016 Diversity Manifesto expresses the Games commitment to diversity, and describes the values we wish to share with suppliers, sponsors and licensees. Rio 2016 will soon divulge details on the Manifesto s goals, in order to facilitate their integration with the acquisition and licensing processes. Rio 2016 encourages the adoption of practices aimed at expanding participation, in its Supply Chain, of micro, small and medium-sized businesses of the most diverse social segments and groups, as a way to ensure business opportunities to the highest possible number of market players. If you have any doubt or need further information, please send an to: 14 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro

15 MANUAL DO FORNECEDOR SETEMBRO 2012 Rio de Janeiro 15

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