Procurement

Espoon Asunnot’s procurements are divided into five main categories. This category model helps structure diverse procurement needs into clear entities and supports planned, consistent, and efficient procurement operations.

The procurement categories in use:

• New construction
• Renovation
• Maintenance
• Energy and utility connections
• Administrative services

The category model supports clear and consistent practices in supplier cooperation and procurement execution.

At Espoon Asunnot, responsibility is a core principle that guides decision-making at every stage of the procurement process. We take into account environmental impact, social responsibility, and economic sustainability—both in individual contracts and long-term partnerships.

• Environmental responsibility guides choices that support energy efficiency, sustainable construction, and lifecycle thinking.
• Social responsibility is reflected in support for local employment and opportunities for smaller providers.
• Economic responsibility means using the rental income collected from residents efficiently and in a planned manner. We operate on a cost-price basis and do not aim to generate profit. We emphasize cost-effectiveness, long-term partnerships, and open tendering.

We comply with the Act on the Contractor’s Obligations and Liability and ensure that all our contractual partners operate in accordance with the law and shared rules. Our supplier responsibility guidelines are outlined in a separate supplier code of conduct.

1.1. Purpose of the Instructions – The Responsible Operations of the Whole Supply Chain  

Espoon Asunnot is a housing company owned by the City of Espoo. We build and rent out reasonably priced apartments and take care of the sustainable maintenance of the large-scale property portfolio. Our operations are based on responsibility and ethical principles. With these instructions, we want to ensure that our partners in the whole supply chain operate in accordance with the same principles.

We have compiled the ethical principles of these supplier instructions from the Espoo Story and Espoon Asunnot’s vision and goals as well as acts and decrees. Ethical principles and responsible operations apply to all the operations of Espoon Asunnot as well as the whole supply chain and contracting partners. A supplier that has a contractual relationship with Espoon Asunnot is responsible for requiring its subcontractors to also commit to these instructions.  

1.2. Commitment of Our Contracting Partners 

We require our partners to follow good business practices, laws and regulations, just as we do. This means following societal obligations, competing fairly, respecting the regulations of the International Labour Organization (ILO), honouring human rights and operating in environmentally sustainable ways.  

The role of the directors and superiors of our partner companies is to ensure that the staff will be informed of the contents of these instructions through careful orientation, and to sufficiently supervise the responsibility of the operations. The supplier must appoint someone who is responsible for imparting the instructions and for supervision, and who serves as the primary contact person for the buyer.  

The supplier must avoid all operations with the employees of Espoon Asunnot that might breach the obligations of the employee in question to operate in keeping with the interests of Espoon Asunnot.  

1.3. Honesty, Ethicality and Compliance with Laws  

We do not allow any kind of unethical operations, dishonesty, misdemeanour or operations that breach our instructions or the law. We ensure and require that all our operations are and seem responsible.  

We require that the supplier follows the effective legislation, regulations and agreed practices of the industry as well as good and honest business practices in its operations. If the contract involves subcontracting, the supplier of Espoon Asunnot is responsible for the sustainability, honesty, ethicality and legality of the operations of its subcontractor.  

The supplier must monitor and ensure that the management, administration or controlling parties do not include persons who have been prohibited from doing business.  

1.4. Data Security, Data Protection and Processing of Personal Data  

The supplier shall ensure the non-disclosure of confidential information and especially the nondisclosure of information regarding individual people as well as comply with the regulations, instructions and contracts regarding data security, data protection and non-disclosure.

2.1. Social Responsibility – Contractor’s Obligations, Taxation Procedure, Prevention of the Grey Economy in the Construction Sector

The supplier must take care of the taxes, costs and notifications related to its business in the appropriate manner.  Espoon Asunnot as a buyer is under the obligation to provide information to the Tax Administration regarding the construction work that it contracts out. We require that the supplier complies for its part with the obligation to provide information on its own operations and subcontracted services.  We require that our contracting partners join the Vastuu Group's Reliable Partner programme.  

2.2. Anti-Corruption Operations  

We oppose corruption in all its forms. We do not pay or accept bribes, commissions or illegal payments. The supplier must refrain from money laundering in all its forms and ensure that it does not further terrorist activities in any way.  

We do not accept gifts, entertainment, benefits or services that aim at influencing or that can be assumed to influence the operations or decision-making in our own work or in our network. During procurement processes, it is not acceptable to accept any kinds of benefits.  

2.3. Honest, Open and Fair Competition  

Espoon Asunnot promotes fair competition and, consequently, operational preconditions for companies who responsibly fulfil their obligations. We ensure that our operations are transparent and require the same of our partners. We require that our partners do business in accordance with all applicable cartel and competition laws.  

3.1. Human Rights, Forced Labour and Child Labour  

The supplier shall comply with the United Nations' Declaration of Human Rights.  

Forced labour is prohibited. Working must be voluntary, and it cannot happen under threat of any penalty or sanction.  

The supplier or its agent must not charge the employees for any costs regarding their hiring. These include recruiting and applying costs, administrative and health care costs as well as passport and visa costs.  

The use of child labour is prohibited.  

The supplier shall not employ a person under 15 years of age or under any minimum age in compliance with laws. The supplier must verify its employee’s ages and ensure that child labour is not used in the operations of its subcontractors.  

Employees under the age of 18 must not be subjected to work that can be damaging for their health, safety or development.  

3.2. Prevention of Discrimination  

The supplier must treat all its employees respectfully, equally and with dignity.  All forms of discrimination and harassment must be strictly prohibited in the operations of our suppliers.   

3.3. Employment, Working Hours and Remuneration  

The supplier shall comply with all applicable legislation concerning working hours and ensure sufficient resting periods for its employees. Employees must be paid at least a salary and benefits, which are in accordance with the law and the collective agreement. However, we encourage our partners to pay their employees a salary that is sufficient for a good quality living.  

3.4. Working Conditions, Healthiness and Safety  

Employees must be provided with a safe and healthy working environment. The supplier must recognise any risk factors related to the work and eliminate or minimise the risks they pose to the employees.  

Employees must be provided with regular health and safety training and be given appropriate personal protective equipment that is in good condition, and it must be ensured that it is properly used. Employees must be provided with appropriate health services.   

The supplier must ensure that agency contract workers as well as subcontractors’ employees have access to corresponding services through their employment relationship.  

3.5. Right of Association  

The supplier must respect its employees’ right to decide to join a trade union of their own choice or to form one, and to respect the employee’s collective right to negotiate.  

It is possible to use subcontracting in the performance of a job, contract or service as agreed with the buyer. However, this must be done in such a way that the supplier is as responsible for the work of the subcontractors as it is for its own and that all obligations in accordance with the contract apply to the subcontractors as well.  

Contracting work out one step further is possible only with the buyer’s approval or as separately agreed in the contract.  

Espoon Asunnot is strongly committed to protecting the environment and combatting climate change. Our goal is to reach carbon neutrality in our operations by 2030. This includes the whole supply chain and requires active cooperation and development in order to reach the goal.  

The supplier shall aim at producing all the products and services it sells in an environmentally responsible way.  

5.1. Actions against Climatic Effects  

The supplier shall determine the environmental effects of its operations, and aim to eliminate or minimise the negative effects on the environment in every possible way. We require active measures to reduce carbon footprint and other environmental effects.  

5.2. Dangerous Materials and Handling Them  

The supplier must identify dangerous materials, chemicals and harmful substances and ensure that they are being handled, stored, recycled and disposed of safely and appropriately.  Employees handling dangerous substances must be educated in using them safely. The supplier must take care of the up-to-dateness of the field safety notices of dangerous substances and accordingly undertake appropriate measures to control risks.  5.3. Circular Economy and Waste Minimisation  The supplier shall try to minimise the amount of waste caused by its operations by using tools, equipment, materials and raw materials as effectively as possible, and by recycling the waste caused by its operations on as high a level as possible.

6.1. Supervision  

Espoon Asunnot has the right to ask for more information, to supervise and to audit that a partner follows these supplier instructions.

6.2. Transparency and Obligation to Report  

If the supplier suspects or discovers that these instructions are not being followed or are being violated, they have the responsibility to immediately report it to a representative of Espoon Asunnot. In addition, the partner must immediately report to Espoon Asunnot about events that might lead to a risk to reputation or other harmful business impacts. Espoon Asunnot uses an anonymous whistleblowing channel, where anybody can safely and anonymously report offences that they notice or suspect.  

If Espoon Asunnot learns of a legitimate suspicion about activity in breach of these instructions, the supplier is responsible for giving an account of the operations in line with the instructions regarding the matter in question, without delay. 

6.3. Corrective Actions  

If any shortcomings or non-compliances come to light, Espoon Asunnot expects the supplier immediately to take corrective action in a way that is respectful and participatory for both parties. If the supplier so wishes, Espoon Asunnot may support it by utilising its resources.  

6.4. Consequences and Sanctions  

These supplier instructions are an important part of all contracts between Espoon Asunnot and its partners. By entering into a contract with Espoon Asunnot, the partner commits to following these operating principles and the instructions and regulations issued by Espoon Asunnot based on these principles.   

Espoon Asunnot reserves the right to conclude a contract with a partner when the situation so  requires. The breaching of the obligations of these supplier instructions may also lead to sanctions that are in compliance with the assignment agreement.