Procurement

The term "procurement" is typically used when referring to public institutions that must comply with public procurement regulations. However, certain procurement requirements also apply to private companies — for instance, if they receive national or European Union funding, subsidies, or work under public contracts.

Having their own procurement rules can also be beneficial for companies. They not only promote transparent and efficient use of resources but also help enhance reputation and compliance with certification standards such as ISO 9001 or ISO 14001. In some cases, such procedures are requested by clients who want assurance about supplier and product reliability.

Companies can develop their procurement procedures in two main directions:

• Technical requirements and their definition – to ensure quality control of procured raw materials, including, for example, material specifications, testing methods, and certification requirements.
• Supply chain control – focusing on how to select suppliers and maintain better communication and cooperation with them. This includes procurement risk assessment, evaluation of contract terms, and criteria for long-term partnerships.

An important part of the procurement procedure is quality control — that is, how to verify whether procured raw materials meet quality requirements and what actions to take if non-compliance is discovered. These procedures should also be included in supply contracts.

When it comes to hazardous substances (in both raw materials and chemicals), companies should pay special attention to the following aspects:

• Request information about the composition and hazards of materials — for example, based on the list of substances of concern under the REACH regulation;
• Safety data sheets (SDS) — these must be up-to-date and clearly understandable;
• Hazard assessment should be conducted during the procurement planning phase, as it can influence occupational safety requirements, employee training needs, and environmental protection measures.

In cases where a client determines which raw materials must be used — such as in construction — understanding the environmental and health impacts of these materials can serve as a basis for discussing service pricing. This is because the company may need to assume additional responsibilities, such as providing personal protective equipment, developing extra work instructions, or organizing specialized waste management.

For companies aiming to become more efficient and improve the management of raw materials and hazardous chemicals, we offer a Beginners guide to green procurement for enterprises - a tool for the better management of hazardous substances. The guidelines include an introductory explanation and an Excel tool with checklists and examples for developing or improving an internal management system.