What is a Code of Conduct for Procurement?

A Procurement Code of Conduct (GVA) is an important document within the procurement process, especially for companies seeking to qualify to bid for public contracts. This document confirms that a company and its directors act with integrity and comply with applicable laws and regulations. A GVA is very important because it helps ensure the trustworthiness of companies and strengthen trust between contracting authorities and bidders. This article covers all aspects of the Code of Conduct for Procurement, from the application process to the strategic value of a GVA for companies.

What is a Code of Conduct for Procurement?

The Gedragsverklaring Aanbesteden is a statement confirming that a company and its representatives have adhered to the ethical and legal standards required in the procurement process. In the Netherlands, this declaration is issued by Justis, the screening authority of the Ministry of Justice and Security. A GVA serves as proof that a company has no criminal convictions or other serious deficiencies on its record.

Why is the Code of Conduct for Procurement important?

The importance of a GVA lies in the trust it creates. Government organizations need to be sure that they are working with reliable and incorruptible parties. For companies, the GVA is an essential document for participating in tenders and complying with the specified conditions. Having a GVA also improves a company's image as it demonstrates compliance with laws and regulations.

How to apply for a Code of Conduct for Procurement?

The application process for a Certificate of Conduct for Procurement consists of several steps. Below we discuss the main stages and the documents required to submit a successful application.

1. Preparing the application

To start the application, the company must gather the necessary documents and information. This includes:

• Identity cards of board members and other relevant directors
• Information about previous convictions or legal proceedings
• Business registration information

2. Submission to Justis

The application for a GVA is submitted to Justis, the screening authority of the Ministry of Justice and Security. This can be done online through the Justis portal, where companies can upload their documents and fill out the application form. There are administrative fees associated with the application, and processing time may vary.

3. Assessment process

During the assessment, Justis investigates whether no criminal offenses or other violations have been committed by the company or its representatives. If in doubt, additional research may be conducted, such as interviews or further information requests. The assessment time is usually several weeks.

4. Results and award

After a successful assessment, the Certificate of Conduct for Procurement is awarded to the company. This declaration is valid for a certain period and, depending on the requirements of the contracting authority, must be renewed periodically.

When is a Code of Conduct for Procurement required?

A GVA is often required in public contracts of significant value, where strict ethical standards apply. It may be mandatory for specific sectors such as construction, healthcare and IT, where the integrity of the service provider is essential. Also in the European context, companies with a GVA are better judged because of standardized compliance with ethical standards.

Exceptions and exemptions

Not all companies are required to submit a GVA. For smaller contracts, the GVA may be optional, depending on the nature of the project and the requirements of the contracting party. In addition, companies with specific certifications may be exempted from submitting a GVA as long as they meet other integrity requirements.

Strategic advantages of a Code of Conduct for Procurement

A GVA offers strategic advantages for companies targeting the government market. The following are some of the key benefits:

1. Increase chance of award

Companies with a GVA appear more trustworthy to contracting authorities, which increases their chances of winning public contracts. The certificate shows that a company meets integrity standards and has previously participated successfully in similar projects.

2. Strengthens corporate image

A GVA shows that a company adheres to ethical standards and values, which contributes positively to the company's image. This can help establish partnerships and improve reputation in the industry.

3. Reduces legal risks

With a GVA, companies can minimize potential legal risks by demonstrating compliance with legal requirements and a commitment to integrity and transparency.

Common challenges in obtaining a GVA

Obtaining a GVA can present some challenges, especially for companies operating in industries with strict regulations. Here are some common obstacles and how companies can overcome them.

1. Cost and time investment

Applying for a GVA involves costs and can take several weeks. This can be especially burdensome for smaller companies. Companies can overcome these obstacles by starting the application early and having all the necessary documents ready.

2. Refusals and appeals

In some cases, Justis may refuse the application for a GVA if irregularities or criminal offenses are found. Companies in such cases have the option to appeal and provide further documentation to prove their integrity.

Practical tips for a successful application

Here are some practical tips to increase your chances of a successful GVA application:

• Start on time: The application process can be time-consuming, so it is important to start well in advance.
• Ensure complete documentation: Ensure that all required documents are completed accurately and completely.
• Be transparent: When in doubt about certain information, it is advisable to be transparent, as Justis may perform additional checks.

Conclusion

A Gedragsverklaring Aanbesteden (GVA) is an essential document for companies wishing to participate in the procurement process in the Netherlands. It helps strengthen a company's reliability and demonstrates that the organization complies with ethical and legal standards. For companies, the GVA offers not only access to public contracts, but also a strengthened image and reduced legal risks. Companies that regularly participate in tenders would do well to be familiar with the process and keep their documentation in good order.