Last Updated: August 15, 2024
IVONNE's Vendor Policy requires vendors to schedule visits in advance—unscheduled visits aren't allowed. Vendors must use official channels for communication and maintain confidentiality. Product demonstrations need prior approval and must comply with Canadian regulations. This policy ensures organized, secure, and efficient vendor interactions.
Purpose:
To ensure a professional and organized approach towards external vendors who wish to offer products, services, or partnerships to our company. This policy provides guidelines to ensure the privacy, security, and integrity of our operations. This policy is not an invitation to tender. IVONNE, Inc. ("IVONNE") reserves its right to issue formal requests for proposals in accordance with its own practices, and in accordance with its own requirements.
1.1. All external vendors wishing to meet with our company in person must have a pre-scheduled appointment approved by the owners.
1.2. Unscheduled visits or drop-ins will not be entertained. Vendors arriving unannounced will be asked to leave and may jeopardize their ability to do business with us in the future.
1.3. Appointments can be requested by contacting our owners via approved communication channels i.e. webforms on our website.
1.4. Seasonal Consideration:
Please note that IVONNE reserves the period from September to January exclusively for servicing our existing clients and managing ongoing projects. During this time, we do not typically consider new technologies or engage in vendor meetings related to new product procurement. We appreciate your understanding and cooperation in adhering to this seasonal limitation.
1.5. Exceptional Circumstances:
In exceptional circumstances where an unscheduled visit or a meeting during the September to January period is deemed critical, vendors may submit a formal request detailing the urgency and relevance of their proposal. Such requests will be reviewed on a case-by-case basis, and decisions will be at the sole discretion of our owners.
2.1. Vendors are strictly prohibited from scheduling treatments or consultations under the guise of personal needs with the intention of promoting or selling products and services.
2.2. Any vendor found using clinic appointments as a means to push sales or services will face immediate disqualification from doing business with us and may be subject to further actions as deemed necessary.
2.3. Our clinic's primary purpose is to serve patients and clients. Misuse of appointment slots not only violates our trust but also deprives genuine clients of timely services.
3.1. Vendors wishing to communicate through email must first register their business with our vendor management system or appropriate department.
3.2. Upon successful registration, vendors will receive a unique code or identifier which should be included in all email communications for verification purposes.
3.3. Emails from unregistered vendors or emails without the unique identifier may be rejected or flagged as spam by our mail system, or may not receive a response.
3.4. All email communications should be relevant, professional, and concise. Overly aggressive marketing or frequent unsolicited emails may result in removal from our vendor list.
4.1. All vendors must adhere to our company's code of conduct, which includes maintaining professionalism, respecting privacy, and avoiding any form of harassment or undue pressure.
4.2. Any vendor found violating our code of conduct may face immediate disqualification from doing business with us.
Vendors agree to maintain strict confidentiality regarding their interactions with IVONNE and any discussions or negotiations related to the consideration of their products. Vendors shall not, without prior written consent from IVONNE, make any public statements, announcements, or representations that suggest:
Vendors are prohibited from using the name "IVONNE" or any other designation associated with IVONNE in any promotional materials, marketing campaigns, or communications without express written consent. This includes, but is not limited to, press releases, product brochures, websites, and social media.
Any violation of this confidentiality and non-promotion clause may result in the termination of the vendor relationship, or prospective vendor relationship, and legal action as deemed necessary by IVONNE.
This provision shall remain in effect even after the conclusion of vendor-client interactions, ensuring the confidentiality and integrity of the evaluation process.
5.1. If a vendor wishes to provide a live demonstration of their product or service, it must be scheduled in advance and approved by the owners.
5.2. Demonstrations should be concise, relevant, and tailored to our company's needs.
5.3. Only those products approved for use and sale in Canada will be permitted for marketing and demonstration purposes. Products still in development, or in the pre-approval stages will not be accepted for consideration.
Eligibility Requirements for Prospective Vendors:
To ensure the safety and quality of products provided by prospective vendors, the following eligibility criteria must be met:
a. Health Canada Registration or Notification:
All products offered by vendors must have been officially registered or notified to Health Canada. Vendors must provide valid documentation confirming such registration or notification.
b. Minimum One-Year Market Presence:
Products or technologies must generally have been on the market in Canada for a minimum of one (1) year before being considered for procurement. Vendors must provide documented evidence of the product's market presence, including sales data and distribution channels. However, IVONNE reserves the discretion to consider technology or products that do not meet this timeline if it can be demonstrated that the benefits to its clients significantly outweigh any associated risks. Such exceptions will be evaluated on a case-by-case basis.
c. Non-cannibalize/Compete:
Any proposed technology or product must not directly compete with our existing offerings. Vendors are required to provide a clear and detailed description of their product's features, functionalities, and market positioning to demonstrate that it does not pose a direct competitive threat to our current portfolio. The determination of competitive overlap will be made at the discretion of our organization.
d. No Recall or Notices:
Products offered for consideration must not have been the subject of any recalls, safety advisories, or public notices issued by Health Canada or any other relevant regulatory body. Vendors must provide an attestation that their products have not been subject to such actions.
e. Compliance with Applicable Regulations:
Vendors are required to demonstrate compliance with all applicable laws and regulations governing the sale and distribution of their products in Canada. This includes adherence to Health Canada regulations, labeling requirements, and any other relevant standards.
f. Quality Assurance and Testing:
Vendors must provide documentation outlining their quality assurance and testing procedures to ensure the safety, efficacy, and consistency of their products. This documentation should include information on manufacturing processes, quality control, and third-party testing, where applicable.
g. Liability Insurance:
Vendors must maintain adequate liability insurance coverage to protect against any potential claims arising from the use or consumption of their products. Proof of insurance coverage may be requested.
h. Ethical and Environmental Considerations:
Vendors are encouraged to adhere to ethical and sustainable practices in the production and distribution of their products. While not mandatory, a commitment to environmental responsibility and ethical sourcing may be taken into consideration during vendor selection.
i. Confidentiality and Data Protection:
Vendors must agree to handle any sensitive information or data provided by our organization with the utmost confidentiality and in compliance with applicable data protection laws and regulations.
j. Communication and Collaboration:
Vendors must be responsive and open to collaboration with our organization regarding product inquiries, quality concerns, and other relevant matters.
k. Right to Audit:
Our organization reserves the right to conduct audits or inspections of vendor facilities, records, and products to verify compliance with these eligibility requirements and contractual obligations.
l. Termination of Vendor Relationship:
Failure to meet these eligibility requirements or any breach of contractual obligations may result in the termination of the vendor relationship or prospective vendor relationship.
m. Amendment of Eligibility Requirements:
These eligibility requirements may be amended or updated by our organization as needed, and vendors will be notified of any changes in writing.
Prospective vendors are encouraged to review these eligibility requirements carefully and ensure that they can meet these criteria before submitting their products for consideration. Our organization reserves the right to evaluate vendor submissions based on these criteria and make selection decisions accordingly.
7.1. Our company values feedback. If a proposal or product is declined, vendors can request feedback for improvement.
7.2. However, decisions made by our procurement or relevant processes are final, and repeated challenges to these decisions may affect future business opportunities.
8.1. Any company information shared or encountered by third party vendors during meetings, communications, or demonstrations is confidential and should not be shared with anyone without express written permission in advance.
This policy is subject to periodic review and updates. All registered vendors will be notified of any significant changes.
By adhering to these guidelines, we aim to foster a respectful, efficient, and productive relationship with our vendors.
For any questions or complaints in relation to this agreement or any product or treatment you purchase, you may contact IVONNE at the following:
By Regular Mail:
IVONNE, Inc.
0116-320 Queen Street, Ottawa ON K1R 5A3
By Email:
[email protected]
By Phone:
(613) 695-6662
By Social Media:
@ivonneclinic