Supplier Relations
Introduction
Sourcing & Procurement Services leads the acquisition of solutions and services on behalf of Proskauer. We seek to maximize value and minimize risk by effectively managing a diverse and valuable supplier base. Proskauer’s sourcing and procurement is driven by a solution orientated, innovative and ethical approach to interacting with its suppliers and third parties which is encapsulated in its Supplier Code of Ethics and its commitment to supplier diversity. All suppliers, current and prospective, should be familiar with the documentation and requirements detailed herein.
The Supplier Relations area is divided into 3 main sections: Supplier Governance that provides policies and certain standard agreements that Suppliers should be aware of and adhere to where applicable; Supplier Guidance that provides practical guidance with respect to invoicing the Firm and payments; and finally Supplier Engagement which provides a high-level overview of the steps a prospective or current supplier should follow to become a certified supplier at the Firm.
Please note, any documentation provided is proprietary information of Proskauer Rose LLP. Use, copying, or dissemination of this document without express written consent is strictly prohibited.
Supplier Governance
Responsible Procurement Guidelines
At Proskauer, we pride ourselves on our reputation for conducting business activities in the most responsible and professional manner. The principles outlined in our Responsible Procurement Guidelines serve as the cornerstone of Proskauer’s relationship with its suppliers and third parties. The Responsible Procurement Guidelines apply to all suppliers providing goods or services to Proskauer. Proskauer will periodically assess compliance with these Guidelines through supplier assessment and review. All current and prospective suppliers in all geographical locations are required to abide by these Guidelines and communicate it to those employees, subcontractors and partners interacting with Proskauer.
Responsible Procurement Guidelines
Procuring for Our Planet
Proskauer is committed to promoting positive Environmental Social Governance (“ESG”) impact throughout its supply management operations. Typically, more than 75% of a law firm’s carbon footprint falls into Scope 3 emissions as defined by the Greenhouse Gas (GHG) Protocol (e.g., travel, purchased goods & services etc.). To this end, Proskauer Sourcing & Procurement Services has launched its Procuring for Our Planet program to survey its key suppliers to better understand Proskauer’s environmental and social impact. The information provided will enable us to more accurately assess our carbon footprint, advocate internally and externally for sustainable business practices, while fostering environmentally and socially conscious relationships. For more information about our ESG objectives, please refer to the Responsibility Guidelines above. We encourage all of our existing suppliers to access and complete the ESG survey below.
At Proskauer, diversity and inclusion are core values and fundamental to our history and culture. We strongly believe that promoting diversity strengthens our entire Firm and the communities in which we live and work. To this end, Proskauer has developed a Supplier Diversity Program that is committed to a more-inclusive marketplace that positively impacts the Firm, its suppliers and its clients. The Supplier Diversity Program is integrated into the Firm’s sourcing practices and designed to enhance opportunities for Diverse Suppliers to deliver cost-competitive, high quality and responsive solutions that result in mutual long-term value. Please refer to the below link for more information. If you qualify as a Diverse Supplier, but are not yet certified, please indicate that on the registration form found in the New Supplier part of Supplier Engagement section and you may be eligible for self-certification.
Modern Slavery and Human Trafficking
Proskauer is committed to the highest standards of responsible and ethical business practice that in turn support corporate social responsibility, protect human rights and create a positive impact on our staff and those around us. This commitment aligns with the objectives of the Modern Slavery Act.
Modern Slavery and Human Trafficking Statement
Standard Terms & Conditions of Purchase
Proskauer has a library of standard terms and conditions that it deploys when procuring goods and services. Suppliers are asked to review the relevant agreement for that commodity under consideration during the formal procurement process. However, where specific terms and conditions have not been agreed, the Standard Terms and Conditions of Purchase, referenced on the Firm’s purchase orders and accessible below, shall apply.
Standard Terms and Conditions of Purchase
Confidentiality and Non-Disclosure Agreement
A supplier doing business or looking to do business with Proskauer may be required to execute a Non-Disclosure Agreement as part of the supplier on-boarding process.
Data Protection and Security Exhibit
Depending on its need to access highly sensitive information, a supplier doing business or looking to do business with Proskauer may be required to execute a Data Protection and Security Exhibit as part of the supplier on-boarding process.
Data Protection and Security Agreement
Expense Policy for Vendors
Suppliers should exercise prudent judgment with respect to incurring expenses on behalf of Proskauer. It is expected that suppliers use all commercially reasonable efforts to limit and minimize all costs and expenses to be reimbursed by Proskauer for both financial and environmental reasons. The following Expense Policy for Vendors is applicable to all suppliers, vendors and contractors that incur travel related expenses on behalf of the Firm and describes the requirements for booking travel reservations and other expenses.
Questions & Contact Information
Any questions or clarifications required regarding any of the above shall be directed to procurement@proskauer.com.
Supplier Guidance
Access to Offices
When seeking to access Proskauer premises, please note the following requirements currently in place:
- Office Deliveries: Deliveries must be pre-approved by the landlord, to that end Suppliers shall ensure that all information shall be delivered to the Facilities Department by their Proskauer counterpart. Please note the following requirements when requesting on-site deliveries:
- 48 hour minimum pre-registration with the Landlord for access – must include full scope of work.
- Current COI on file with the Landlord and Proskauer – requirements provided upon request.
- Loading dock size (vehicle height and length) limitations vary – requirements provided upon request.
- Delivery restrictions of two trips on the freight per company during business hours. Deliveries requiring more trips must be scheduled off hours.
If you have any questions regarding this workforce policy please reach out to procurement@proskauer.com.
Invoice Payment
Suppliers shall distribute their invoices electronically to the business owner procuring the goods or services. The invoice must list the Proskauer business owner’s contact name on the invoice and any purchase order number issued for reference. The business owner will then approve and submit the invoice for payment to accounts payable.
The payment terms are subject to negotiation but for reference payments typical terms are as follows:
- Check - Invoice without Purchase Order: 60 days
- Check - Invoice with Purchase Order: 45 days
- ACH – Invoice with Purchase Order: 30 days
- P-Card: 0 days
The firm prefers to pay by ACH so please ensure your correct ACH routing number and account have been communicated to Accounts Payable or the Sourcing & Procurement Services.
If the supplier would like to receive an automated email when payment is released please contact SupplierGovernance@proskauer.com to confirm the email address to be entered into our payments systems.
Past Due Inquiries
Suppliers shall direct their past due inquiries to the recipient of the invoice unless otherwise instructed. If the supplier is asked to follow-up directly with Accounts Payable please email AccountsPayable-NewYork@proskauer.com.
Tax Information
US: All suppliers shall submit a W9 for domestic vendors and W8 if a foreign vendor doing business with the US.
UK and France: All invoices shall display a valid VAT number. UK suppliers should provide there register number so they can be validated through reference to Company House.
Questions & Contact Information
Any questions or clarifications required regarding any of the above shall be directed to AccountsPayable-NewYork@proskauer.com.
Supplier Engagement
New Suppliers
Prior to becoming an certified supplier, all prospective suppliers shall read the Supplier Governance documentation provided above and confirm compliance with them by completing the Supplier Information Profile. In order to register as a potential new supplier, please complete the following Supplier Registration form. Completion of the Supplier Registration is the best way to have Sourcing & Procurement consider your organization for future business, but it does not guarantee your organization will receive a request to become a certified Proskauer supplier.
Current Suppliers
For suppliers selected to or actively doing business with Proskauer, it is required that detailed information concerning your organization, background, performance and general business processes is submitted for formal appraisal and approval purposes by Sourcing and Procurement Services and subsequently refreshed periodically. Suppliers that are not designated as low risk (see below) are required to complete the Supplier Information Profile prior to being officially setup as a certified supplier and thus able to receive payment. In order to receive a copy of the Supplier Information Profile, please send a request email to procurement@proskauer.com.
Current suppliers are periodically appraised to determine their risk and compliance profile. For those existing suppliers identified as low risk with respect to data security, privacy and access you will receive an email asking you to confirm that you are in agreement with our designation of your organization’s risk and compliance profile instead of having to complete the Supplier Information Profile and the Security Assessment referenced herein.
Security Assessment
Subject to the type of information processed or the level of access to Proskauer facilities, a supplier or other third party may be asked to complete a security questionnaire to verify the security of our information. This questionnaire will come from our third-party vendor management system, TrustArc. In order to receive a copy of the security questionnaire, please send a request email to both procurement@proskauer.com and tfontanesi@proskauer.com
Questions & Contact Information
Any questions or clarifications required regarding any of the above shall be directed to procurement@proskauer.com.