Purpose

The purpose of this Procurement Policy is to ensure that all significant purchases/procurement activities carried out by Mentor to Impact are conducted in a transparent, fair, efficient, and accountable manner, ensuring best value for money and compliance with applicable laws.

All purchases and procurements must be conducted with integrity and in accordance with anti-corruption principles. Conflicts of interest must be avoided and managed.

This policy applies to:

• All employees, consultants, and project staff involved in procurement decisions or purchasing activities.
• All purchases of goods and services, including consultancy services.
• Procurement conducted in Denmark and abroad, including through project partners where applicable.

Purchases under this policy must follow these principles:

1. Offers

1.1 For services with a net value of up to EUR 10,000.00 a written offer can be dispensed with in certain cases. The CEO must be informed in writing.

1.2 For services with a net value above EUR 10,000.00 (p.a. for services), at least one (1) written offer must be solicited.

1.3 For work or services with a net value above EUR 50,000.00 (p.a. for services), at least three (3) written offers must be solicited.

1.4 The tender material for purchases covered by sections 1.2 and 1.3 should contain:

• a general description of the work required,
• a deadline for the submission of tenders,
• an address for the return of tenders and,
• (where applicable) the minimum requirements for the contents of the tender.

1.5 Exceptions to the above requirements may only be used when justified, such as:

• Urgent operational needs.
• Sole-source availability (unique expertise, proprietary technology).
• Compatibility requirements (fx with existing systems).

All exceptions must be documented in writing and approved by senior management.

 

2. Evaluation of Offers

2.1 All purchases shall be conducted using open and fair competition whenever feasible. Suppliers must be treated equally and without discrimination.

2.2 Purchases covered by section 1.3 shall be based on best overall value, considering fx price, quality, delivery time, lifecycle cost, sustainability, and risk. – The criteria will be set on the basis of the purchase at hand, as criteria and requirements must be proportionate to the size, complexity, and risk of the purchase.

2.3 Offers must be examined on the basis of the criteria mentioned in section 2.2, and the substantial elements for the award decision must be documented in a written report (the evaluation report).

2.4 In the case of offers with a net value above EUR 50,000.00, negotiations must be conducted with at least two of the most competitive bidders. Minutes of the negotiations must be made.

2.5 Cost overruns must be clarified and approved prior to commissioning.

 

3. Documentation /Award of Contracts

3.1 Essentially only the CEO or his/hers representative can award a contract.

3.2 For purchases covered by section 1.3, at least two individuals must be involved in the decision-making and approval process.

3.3 Contract documentation must contain all contract-related details and stipulations, incl. all specifications.

3.4 All documents appertaining to the contract (offers, award recommendation, evaluation report and negotiation minutes) should be kept and given as originals once the contract has been awarded. Documentation must be retained in a structured manner.

 

4. Human Rights Compliance and Anti-Corruption and Ethical Conduct

4.1 Mentor to Impact requires all suppliers/tenderers for purchases covered by sections 1.2 and 1.3 to sign a declaration stating that the supplier/tenderer is committed to:

• upholding and respecting internationally recognised human rights standards.
• complying with all applicable human rights legislation and principles, including but not limited to the prohibition of discrimination, forced labour, child labour, and any form of exploitation or abuse.
• ensuring that their operations, supply chains, and employment practices respect human dignity, equality, and safe working conditions, and must take reasonable steps to identify, prevent, and address any actual or potential adverse human rights impacts arising from their activities.
• complying with all applicable anti-corruption, anti-bribery, and fraud prevention laws and regulations.
• not engaging in, not authorising, and not tolerating any form of bribery, corruption, facilitation payments, or improper influence in connection with tenders or the performance of any resulting contract.
• maintaining appropriate policies, controls, and procedures to prevent, detect, and address corrupt practices within their operations and supply chains, and acting with integrity, transparency, and accountability at all times.

 

5. Monitoring, Reporting, and Non-Compliance

5.1 Compliance with this policy is mandatory. Non-compliance may result in:

• Corrective actions (e.g., re-procurement).
• Financial consequences (ineligibility of costs).
• Disciplinary measures where relevant.

5.2 Finance/management may conduct periodic internal checks to ensure compliance and audit readiness.