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Vendor Code of Conduct

 

Purpose:

W Services Group, LLC. (WSG) is dedicated to maintaining a professional environment where all individuals are treated with dignity, decency, and respect.  WSG further affirms its commitment to ethical and lawful business practices, which are reflected in the standards set forth in this Vendor Code of Conduct (“VCODE”).

Scope:

This policy applies to all Vendors providing goods or services for WSG, including those performing on-site facilities maintenance work. Vendors are responsible for ensuring compliance by their employees, clients, and approved subcontractors. For purposes of this Code and all related activities, Vendors operate as independent contractors and not as employees, agents, or representatives of WSG. Vendors are solely responsible for their personnel, labor practices, compensation, taxes, and insurance requirements.

Legal and Regulatory Compliance:

All vendors must comply with all applicable laws, regulations, and industry standards. This includes ensuring that all goods and services provided meet regulatory and safety requirements.  Ensure all local and state guidelines are followed.

Integrity:

Vendors must operate with the highest level of integrity and honesty and shall not engage in bribery, kickbacks, fraud, misrepresentation or any other corrupt activity. WSG maintains a zero-tolerance gift policy for receiving gifts and entertainment as it could give the appearance of influencing decision making.  Food provided for a department or for the WSG is acceptable. Vendors are expected to maintain transparent communication and ethical practices at all times.

Non Discrimination:

Vendors must provide services and conduct business in a manner free from discrimination. WSG is committed to fostering an inclusive, respectful environment and expects the same from its vendors. Discriminatory practices based on race, color, religion, gender, age, disability, national origin, sexual orientation, pregnancy or any other characteristic protected by law will not be tolerated.

Timely Delivery:

Vendors must meet agreed upon timelines for product or service delivery. Punctuality and reliability are key to ensuring that we can maintain smooth operations and meet our clients’ needs.

Conflicts of Interest:

A Conflict of interest may arise from direct or indirect relationships (ie: through family members, friends, business partners, etc.) between a vendor and a WSG employee or competitor. Conflicting loyalties impair objective decision-making. Vendors must disclose any actual or potential conflict of interest involving WSG personnel or decision-makers.

Records and Documentation:

All financial records, invoices, service logs, and regulatory documents must be accurate, complete, and maintained as required by law and contract.

Labor Standards and Human Rights:

Vendors shall:

  • Prohibit discrimination and harassment of any kind
  • Comply with all wage, hour, and overtime laws
  • Prohibit forced labor, child labor, and human trafficking
  • Maintain a respectful, safe, and equitable work environment
  • Respect lawful rights to freedom of association and collective bargaining

Worksite Conduct:

Vendors shall ensure that their personnel maintain professional behavior while on WSG property or client sites. The following are strictly prohibited:

  • Possession of weapons of any kind
  • Smoking or vaping in restricted or non-designated areas
  • Disruptive, unsafe, or unprofessional conduct
  • Use of alcohol or illegal drugs while on duty or on WSG/client property

Vendors are responsible for ensuring that their personnel comply with all WSG and client site rules, safety requirements, and access protocols.

Insurance Requirements:

Vendors must maintain all insurance coverage required by law and as specified in their contract with WSG. Required coverage may include, but is not limited to, general liability insurance, workers’ compensation insurance, automobile liability insurance, and any other insurance necessary to safely perform the contracted services.

Vendors shall ensure that all required insurance policies remain active and in full force at all times while providing goods or services for WSG. Vendors must provide a current Certificate of Insurance along with necessary documentation and promptly notify the WSG of any lapse, cancellation, or material change in coverage.

Occupational Health and Safety:

Vendors must maintain a safe workplace and:

  • Comply with OSHA or equivalent safety standards
  • Implement safety programs relevant to facilities maintenance (e.g., Lockout/Tagout, fall protection, electrical safety)
  • Ensure personnel are trained, qualified, and fit for duty
  • Provide and enforce appropriate PPE
  • Ensure workers are familiar with surroundings, knowing where emergency exits are and any potential hazards.

Environmental Stewardship:

Vendors shall use materials and equipment responsibly, minimize environmental impacts, and dispose of waste, including hazardous materials, in compliance with applicable laws.

Quality of Service:

Vendors shall:

  • Understand the scope of work and maintain a shared commitment to providing the highest level of service.
  • Perform services in accordance with professional and industry standards
  • Meet all contract specifications, schedules, and performance expectations
  • Ensure tools, vehicles, and equipment are properly maintained
  • Provide personnel who are trained, professional, and appropriately supervised

Confidentiality and Data Security:

Vendors must respect the confidentiality of all information related to WSG and our clients. Sensitive information must be protected and not disclosed to unauthorized individuals. Vendors must safeguard all WSG confidential information, including but not limited to:

  • Facility access and security information
  • Client data and employee information
  • Technical, operational, and financial materials

Information shall be used solely for fulfilling contractual obligations. Any actual or suspected data breach must be reported immediately.

Subcontractor Use:

Subcontracting of any work under this agreement is strictly prohibited unless the Vendor has received WSG’s prior written approval. Unauthorized subcontracting may result in immediate termination of the contract.

Sustainability and Responsible Sourcing:

Where possible, Vendors are encouraged to adopt sustainable business practices, reduce waste, and utilize environmentally responsible materials and methods.

Monitoring and Enforcement:

WSG reserves the right to audit Vendor compliance with this VCODE. Non-compliance may result in corrective action, suspension or termination of contracts, and removal from WSG’s approved Vendor list.

Reporting Concerns:

Vendors are expected to report suspected violations of this Code to WSG through designated reporting channels. Retaliation against good-faith reporting is strictly prohibited.  To report a concern anonymously, please call 1-866-861-1323 or visit WSG’s online reporting portal https://wsg.ethicaladvocate.com. Any notes or documents created during an investigation will be kept confidential to the extent possible under applicable law.

WSG Vendor Relationships Expectations:

In support of this Vendor Code of Conduct, and in alignment with WSG’s commitment to integrity in its business practices and partnerships, the following expectations define the minimum standards for how Vendors are to conduct their relationship with W SERVICES GROUP, LLC:

Be Transparent – Communicate openly, honestly, and in a timely manner.

Build Trust – Foster reliability through consistent performance and ethical conduct.

Ensure Accountability – Take responsibility for actions, decisions, and outcomes.

Avoid Territoriality – Collaborate constructively and prioritize shared goals over individual interests, and think of the overall good of the partnership.

Pursue Improvement – Continuously seek opportunities to enhance service quality and efficiency.

Act Respectfully – Demonstrate professionalism and courtesy in all interactions.

Maintain Security – Protect WSG information, assets, and facilities at all times.

Be Constructive – Address challenges proactively and seek solutions rather than blame.

Be Prepared – Arrive equipped, informed, and ready to perform assigned work safely and effectively.

Acknowledgment:

By providing goods or services for W Services Group, LLC., the Vendor acknowledges receipt of, and agrees to comply with, this Vendor Code of Conduct.