Purchase and Procurement

Communication rules

Rules of communication with VÚB about possible future cooperation

The rules described below are relevant for all cases in which VÚB banka (hereinafter referred to as "VÚB banka/VÚB/banka") acts as a potential customer of goods and services within commodities managed by the Procurement department, and which are governed by the General Terms and Conditions for the supply of goods and services available in the section useful links and documents for download.

1. On behalf of VÚB banka, only an employee of the Procurement department, or persons delegated by him, deals with possible future cooperation or future business obligations.
2. Only persons authorized to act on behalf of the company according to the commercial register or persons who have been authorized in writing to act on behalf of the bank by internal regulation or power of attorney granted in writing by authorized persons act on behalf of VÚB Bank.
3. VÚB banka usually organizes tenders for suppliers of goods and services or other movable and immovable things with more than one potential business partner.
4. VÚB banka continuously monitors and evaluates:
   • performance criteria established for business partners, regardless of whether they are potential, current or future business partners;
   • current market conditions within individual commodities;
   • technical and business requirements.

1. If, based on the monitoring and evaluation of the situation in the areas mentioned above, changes occur, VÚB banka reserves the right to change the requirements and conditions for the currently ongoing tender procedures, including the cancellation of such tender procedures without the obligation to enter into a contractual or other similar business relationship with a potential business partner. If such a situation arises, VÚB banka has the right to cancel the selection procedure even without giving a reason.
2. VÚB banka enters into a contractual or other similar relationship only after all contractual conditions have been negotiated, including knowledge of all legal and factual circumstances of the contractual relationship. VÚB banka under no circumstances considers/does not accept the following situations as the conclusion of a contractual or similar relationship:
   • delivery/submission of an offer during negotiations without proper notification of the result of the selection procedure to the selected tenderer or tenderers. Delivery/submission of an offer within the tender procedure before its formal conclusion does not mean the creation of a contractual relationship;
   • delivery of goods/provision of service, if the internal rules and procedures established by VÚB banka were not followed;
   • dealing with a person not authorized to act on behalf of VÚB banka;
   • the acceptance of a price offer, a proposal for business cooperation, a proposal or the text of the draft wording of the contract by VÚB banka cannot under any circumstances be considered as consent to the conclusion of a contract on a future contract;
   • negotiations with the representative of VÚB banka before the conclusion and mutual signing of the contract cannot under any circumstances be considered as consent to the conclusion of the contract on the future contract.

1. VÚB banka requires that, in the process of negotiating contractual terms, any draft of the contract text sent for assessment contains clearly marked and identifiable changes to the text made by the applicant compared to previous versions of the text of the given contract.
2. VÚB banka will consider as the final proposal of a business partner for the conclusion of a contract or similar business relationship only the one that arises from official negotiations and when submitting it, all internal rules, processes and selection procedures defined by VÚB banka were observed. At the same time, such a final proposal must be submitted through an electronic tool accepted by VÚB Bank called Portale Fornitori. In addition to the mandatory details of the proposal arising from the conditions of the tender procedure, the business partner, when submitting the offer, is also obliged to indicate the period of validity of the submitted offer, after which the offer will be considered invalid with the obligation to submit an updated price offer. Unless otherwise stated or the validity of the submitted offer is not stated, VÚB banka will consider the submitted offer as valid for the next 90 days from the end of the deadline for submission of offers.
3. VÚB banka makes purchases through the official "Purchase Order" form, which, in addition to the financial commitment, defines the full or partial delivery of the agreed scope, the price for the items and the total price, tax details, the place of delivery and the expected date of delivery. The purchase order must contain a reference to a pre-signed contract, binding to the relevant performance, in all cases where such a contract has been concluded.
4. VÚB banka has implemented multi-level approval processes for concluding contracts or similar business relationships. The conclusion of a contract or a similar business relationship is in any case still subject to an internal approval process, which is a condition for concluding a contract or a similar business relationship.
5. VÚB banka considers the rules and principles mentioned above also valid for cases in which there are changes in concluded contractual or similar business relationships.
6. VÚB banka fully respects that each of the parties involved in business negotiations incurs costs for the preparation of submitted offers. In this context, VÚB banka emphasizes that the costs of preparing submitted offers are the costs of the party that submitted the proposal, unless otherwise agreed. The costs for the preparation of submitted offers will be accepted and reimbursed by VÚB banka only if they were incurred only after prior acceptance and approval by VÚB banka in the form of a purchase order. VÚB banka will consider all other costs for the preparation and submission of the offer as costs related to the submission of the offer, borne by the party submitting the offer.
7. VÚB banka and the negotiating parties are aware that each of the parties assumes the risk of failure in negotiating the terms and there is a risk that no contract or other form of business relationship will be concluded in the end. In connection with the above, VÚB banka emphasizes that any compensation for damage caused by a failure to negotiate the terms of the business relationship will be provided to the applicant only on the condition that VÚB banka was notified of such damage before such damage could occur and at the same time that the parties agreed before the start of the tender procedure they agreed on the maximum extent of damage that VÚB banka is willing to compensate.

Processes

The selection process at VÚB is managed according to the rules established by the parent company Intesa SanPaolo.

The conducted selection procedures are closed to the public and intended only for invited applicants. VÚB banka reserves the right to decide on the final list of applicants and to exclude applicants from the selection process even without giving a reason.

As part of the procurement process, above-standard multi-stage independent checks of both suppliers and buyers are implemented in order to ensure a safe, fair and transparent course of tender procedures.

From the business partner's point of view, the tender process is divided into 4 subsequent phases. The critical phase is the tender process itself, when communication between VÚB banka and the applicant is strictly limited and managed by procurement.

1. Performance management
2. Preparation of the tender
3. Implementation of the tender
4. Implementation of the selected solution

Icon		Description
		Identification of potential applicants
		Registration and screening of potential applicants in IT applications
		Finalization of the list of applicants
		Tender publication
		Preparation, submission and evaluation of tenders from a technical point of view
		Conducting multiple rounds of commercial negotiations on submitted offers
		Setting up cooperation and responsibilities before the start of implementation
		Implementation of the selected solution/delivery of goods and services
		Review of delivered solution/goods and services provided
		Evaluation of cooperation and fulfillment of agreed conditions
		SRM and feedback to business partners
		Knowledge sharing and best practice

Contacts

Organizationa structure and contacts

Organizational structure

Contacts

In case of need/questions, contact us by e-mail according to individual areas:

Planned tenders

We give past, present and future partners the opportunity to apply for selected tenders.

Below you will find a list of planned tenders, which we have decided to publish and open the possibility of application for all suppliers after meeting the conditions stated in the documents and fulfilling the basic conditions for participation in the tender by a potential business partner.

The conducted selection procedures are closed to the public and intended only for invited applicants. VÚB banka reserves the right to decide on the final list of applicants and to exclude applicants from the selection process even without giving a reason.

Useful links and downloadable documents

Documents

Supplier Portal 

Privacy protection

Information regarding the processing of personal data at VÚB Bank can be found in the Personal Data Protection section, specifically in the document Notice on the processing of personal data within the procurement process at VÚB, a.s..