2
OUR OBJECTIVES Topurchasegoodsandservicesthatmeetorexceed ourqualityandquantityspecificationsatthelowestcost andtodeliverthemontime. Tomanagetheexpenditureofcorporatefundswithin- tegrityaccordingtocorporatepoliciesandprocedures, andtoensurethatallpurchasetransactionsmaximize thereturnoninvestment. Toconstantlystriveforcostimprovementswithallpurchase transactionsinanefforttoidentifyandimplementstrategies forcostreductionandcontrol. ToensurethatAflacanditssubsidiariesarealways heldinthehighestesteembymaintaininganimpeccable reputationforconductingallbusinesstransactionsinan ethical,efficient,andprofessionalmanner. WHAT WE EXPECT FROM VENDORS Torespondpromptlyandaccuratelytoquestions. Tohonorandmeetallcontractualobligationsasde- scribedinthetermsandconditionsoftheinstrument(s) ofagreement(purchaseorder,validcontract,etc.), unlessmodificationsarenegotiatedandintegratedinto theinstrument. ToproactivelyinformAflacofnewtechnologiesand trends,aswellassubmitsuggestionsthatwillimprove theperformanceofoursupplychainmanagement processesforgoodsandservices. Toprovideaminimum30-daywrittennoticeofanyprice changes,recalls,orothermaterialadjustmentsforany goodsorservicespurchasedorundernegotiationfor purchase,unlessdeterminedotherwisebytheterms andconditionsofanexecutedagreement. TostrictlyconformtoallAflacpoliciesconcerningconduct withouremployeesandonourpremises. Toconductallbusinessrelationshipswithhonesty, fairness,andintegrity. ToensurethatallAflacinformationrelatedtoourbusiness relationshipiskeptconfidential. ToactivelysupportAflac’ssupplierdiversityinitiativesby offeringsubcontractingopportunitiestocertifieddiverse suppliersassociatedwithprovidingourproductsand services. TosupportAflac’ssustainabilityeffortsbyconsidering theenvironmentalimpactofmaterialsoffered,andtheir useanddisposal. A GUIDE for Vendors Z100817B 4/11 AflacWorldwideHeadquarters 1932WynntonRoad|Columbus,GA31999|aflac.com For potential business opportunities with Aflac, please register online at: https://supplierportal.dnb.com/aflac. ETHICAL VIOLATIONS Aflacemployeesandvendorsareexpectedtoconduct businessinanethicalmanner.Instancesofunethical behaviorbyanemployeeorvendorshouldbereported toourcorporatecompliancecoordinatorinanyofthe followingways: •CalltheAflacHelplineat1.800.981.6497. •Sendafaxto706.596.3577. Sendaletterto: 1932WynntonRoad Columbus,GA31999-0001

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Page 1: A GUI dE for Vendors - AflacA GUI dE for Vendors WElCOmE Vendors This brochure is to assist you in understanding ... Commerce (GHCC), the U.S. Pan Asian American Chamber of Commerce

OUR OBJECTIVES

• �To�purchase�goods�and�services�that�meet�or�exceed�our�quality�and�quantity�specifications�at�the�lowest�cost�and�to�deliver�them�on�time.

•��To�manage�the�expenditure�of�corporate�funds�with�in-tegrity�according�to�corporate�policies�and�procedures,�and�to�ensure�that�all�purchase�transactions�maximize�the�return�on�investment.

•��To�constantly�strive�for�cost�improvements�with�all�purchase�transactions�in�an�effort�to�identify�and�implement�strategies�for�cost�reduction�and�control.

•��To�ensure�that�Aflac�and�its�subsidiaries�are�always�held�in�the�highest�esteem�by�maintaining�an�impeccable�reputation�for�conducting�all�business�transactions�in�an�ethical,�efficient,�and�professional�manner.

WhaT WE ExpECT fROm VEndORS

• To�respond�promptly�and�accurately�to�questions.•��To�honor�and�meet�all�contractual�obligations�as�de-

scribed�in�the�terms�and�conditions�of�the�instrument(s)�of�agreement�(purchase�order,�valid�contract,�etc.),�unless�modifications�are�negotiated�and�integrated�into�the�instrument.

•���To�proactively�inform�Aflac�of�new�technologies�and�trends,�as�well�as�submit�suggestions�that�will�improve�the�performance�of�our�supply�chain�management�processes�for�goods�and�services.

•��To�provide�a�minimum�30-day�written�notice�of�any�price�changes,�recalls,�or�other�material�adjustments�for�any�goods�or�services�purchased�or�under�negotiation�for�purchase,�unless�determined�otherwise�by�the�terms�and�conditions�of�an�executed�agreement.

•��To�strictly�conform�to�all�Aflac�policies�concerning�conduct�with�our�employees�and�on�our�premises.

•��To�conduct�all�business�relationships�with�honesty,�fairness,�and�integrity.

•��To�ensure�that�all�Aflac�information�related�to�our�business�relationship�is�kept�confidential.

•��To�actively�support�Aflac’s�supplier�diversity�initiatives�by�offering�subcontracting�opportunities�to�certified�diverse�suppliers�associated�with�providing�our�products�and�services.

•��To�support�Aflac’s�sustainability�efforts�by�considering�the�environmental�impact�of�materials�offered,�and�their�use�and�disposal.

A GUIdE for Vendors

Z100817B������������������������������������������� �����������������������������4/11���

Aflac�Worldwide�Headquarters

1932�Wynnton�Road�� |� �Columbus,�GA�31999�� |� �aflac.com

For potential business opportunities with Aflac,please register online at:

https://supplierportal.dnb.com/aflac.

EThICal VIOlaTIOnS

Aflac�employees�and�vendors�are�expected�to�conduct�business�in�an�ethical�manner.�Instances�of�unethical�behavior�by�an�employee�or�vendor�should�be�reported�to�our�corporate�compliance�coordinator�in�any�of�the�following�ways:•�Call�the�Aflac�Helpline�at�1.800.981.6497.•�Send�a�fax�to�706.596.3577.•��Send�a�letter�to:�

1932�Wynnton�Road�Columbus,�GA�31999-0001

Page 2: A GUI dE for Vendors - AflacA GUI dE for Vendors WElCOmE Vendors This brochure is to assist you in understanding ... Commerce (GHCC), the U.S. Pan Asian American Chamber of Commerce

A GUIdE for Vendors

WElCOmE Vendors

This brochure is to assist you in understanding our procurement policies and objectives.

Our purchasing philosophy is to award busi-ness to vendors that help Aflac achieve its strategic business objectives.

Aflac fully recognizes its obligations to customers, employees, vendors, shareholders, and communities to effectively and efficiently manage corporate resources to maximize profitability under impeccable governance.

WhaT YOU maY ExpECT fROm US

Aflac�will�conduct�all�business�activity�with�the�utmost�integrity,�fairness,�and�respect�for�the�mutual�success�of�both�parties.

VEndOR REGISTRaTIOn

Aflac�requires�all�potential�vendors�to�complete�a�questionnaire�at�https://supplierportal.dnb.com/aflac.�The�information�requested�includes�essential�background�data,�certifications,�and�references.

VEndOR dIVERSITY and SUSTaInaBIlITY

�Aflac�supports�supplier�diversity�development�through�initiatives�designed�to�offer�genuine�business�opportunities�to�minority,�woman-owned,�and�other�diverse�business�enterprises.�We�attempt�to�fully�engage�the�economic�development�of�these�communities�not�only�by�our�internal�initiatives�but�also�by�our�support�and�involvement�with�the�various�organizations�supporting�the�growth�and�development�of�these�vendors.�We�maintain�memberships�in�the�Women’s�Business�Enterprise�National�Council�(WBENC),�the�National�Minority�Supplier�Development�Council�(NMSDC),�the�Georgia�Hispanic�Chamber�of�Commerce�(GHCC),�the�U.S.�Pan�Asian�American�Chamber�of�Commerce�(USPAACC),�and�the�National�Veteran-Owned�Business�Association�(NaVOBA).�

Aflac�strives�to�be�a�good�steward�of�the�planet.�We�are�committed�to�wisely�selecting,�using,�and�disposing�of�the�resources�required�to�conduct�our�business.�We�carefully�consider�the�environmental�impact�of�the�materials�we�purchase—not�only�for�today,�but�for�years�to�come.�

We,�therefore,�seek�to�give�preference�to�qualified�vendors�certified�as�minority,�woman-owned,�or�veteran-owned�businesses,�as�well�as�those�who�support�our�sustain-ability�efforts.

On-SITE VISITS

�Aflac�maintains�strict�security�access�to�all�corporate�premises.�Vendors�are�required�to�schedule�appointments�and�check�in�at�the�security�desk�in�the�Aflac�lobby,�where�a�security�officer�will�give�instructions�on�the�sign-in�procedure�and�arrange�for�an�associate�to�meet�and�escort�the�party.

QUOTaTIOnS

All�quotations�and�similar�requests�for�proposal�must�be�submitted�in�writing.�RFI�and�RFP�responses�may�be�submitted�electronically�(via�email),�provided�all�other�procedures�for�proposal�submission�are�met.�Requests�for�quotes�will�be�solicited�only�when�we�consider�the�vendor�to�be�a�valid�candidate.�Competition�is�conducted�openly�within�the�guidelines�of�quotation�requests.�We�make�every�attempt�to�issue�clear,�concise,�and�unbiased�specifications�that�meet�our�essential�requirements.�Vendors�are�required�to�respond�to�our�requirements�and�specifications�concisely�and�in�the�prescribed�format.�Alternatively,�quotes�that�may�potentially�improve�cost�performance,�quality,�delivery,�etc.,�are�accepted�only�if�the�requirements�of�the�original�quote�request�are�addressed.�Any�proprietary�information�considered�essential�to�your�quote�response�must�be�approved�by�Aflac�before�submission�and�marked�as�such�in�the�submitted�document.

Only�Strategic�Sourcing�and�Procurement�(SS&P)�personnel�are�authorized�to�issue�purchase�orders.�Suppliers�should�not�ship�goods�nor�provide�services�without�an�authorized�purchase�order.�Invoices�submitted�without�purchase�order�numbers�will�be�delayed�or�returned.

Suppliers�must�submit�all�invoices�to�Aflac�at:�Attn:�Accounts�Payable�1932�Wynnton�Road�Columbus,�GA�31999-4322�or�email�to:�[email protected].

GIfTS and EnTERTaInmEnT

Gifts�in�excess�of�$100�are�discouraged�and,�if�made,�the�employee�is�required�to�report�the�gift�to�the�corporate�compliance�coordinator.

nOnCOmplIanCE

If�a�vendor�does�not�follow�the�guidelines�outlined�in�this�pamphlet,�we�reserve�the�right�to�remove�the�vendor’s�name�and�the�name�of�the�parent�company�from�our�approved�vendor�list�for�a�minimum�of�one�year.�Goods�and�services�determined�by�Aflac�to�be�of�poor�quality�and�workmanship,�or�delivery�of�such�goods�and/or�services�that�adversely�impact�our�operations�will�not�be�accepted�nor�will�payment�be�made�for�submitted�invoices.

Please�address�any�questions�about�our�procurement�procedures�to�the�2VP,�SS&P.��