Procurement and Supply Procedure

1. Purpose

This procedure regulates the procurement of goods and services by the Hatay Psychologists Association and ensures that procurement processes are carried out in a transparent, accountable, and ethical manner. The procedure outlines procurement processes aligned with the association's operational standards, ethical values, and child protection policies.

2. Scope

This procedure covers all procurements of goods and services. The procurement process includes supplier selection, contracting, delivery, and payment terms. It also encompasses the association’s ethical standards, child protection policies, and preferences for local vendors.

3. Supplier Selection

• Priority for Local Vendors

The Hatay Psychologists Association prioritizes local vendors in its procurement processes. Whenever possible, local suppliers with adequate capacity to deliver goods and services will be preferred.

• National and International Vendors

If local vendors are insufficient, cooperation with national and international suppliers may be pursued. However, ethical standards and quality must still be ensured.

4. Ethical Standards

• Child Protection Policies

The association collaborates only with suppliers who comply with child protection policies. Suppliers are expected to commit to rejecting practices such as child labor and forced labor.

• High Ethical Standards

Suppliers must act in accordance with the ethical standards established by the association. These include environmentally friendly production, fair trade practices, and anti-corruption measures.

• Audit and Oversight

The association reserves the right to audit suppliers’ compliance with ethical standards. Suppliers must be open to audit procedures when necessary.

5. Budget and Approval Process

The association does not impose a fixed budget ceiling for procurement. However, purchases exceeding 150,000 TL require board approval. Procurement activities are carried out according to established budgets and needs, reviewed by association managers, and submitted for board approval. No procurement may begin without this approval.

6. Procurement and Delivery

The procurement process begins with the identification of needs, supplier selection, receiving quotations, and accepting the appropriate offer. Suppliers are obliged to deliver goods or services in accordance with the date or timeline stated in the order. Delivery is considered complete only with the association’s approval. Delivered goods or services are inspected by authorized personnel. In case of any nonconformity, the supplier is requested to make corrections, or the contract is terminated.

7. Payment Terms

Payment terms are determined according to the contract with the supplier. Payments are made in compliance with contractual terms and within the period specified from the order date. In case of payment delays, the supplier will be contacted.

8. Supplier Contract and Obligations

The supplier is responsible for the quality and compliance of the provided goods and services. In the event of defects, the supplier must replace or accept returns at no cost. If the association suffers damages due to defective goods or services, the supplier is liable to pay compensation.

9. Force Majeure

Force majeure refers to events beyond the control of the parties. In such cases, the parties are not held responsible for non-fulfillment of obligations. The supplier must inform the association of the force majeure event as soon as possible. The contract may be terminated due to force majeure.

10. General Provisions

All amendments to this procedure must be approved in writing by authorized personnel of the association. Contract and Jurisdiction: Procurement operations are governed by the laws of the Republic of Turkey, and disputes arising from this procedure will be resolved in the province of Hatay.