Request for Proposals: Compliance Programme – Legal

In order to implement the Anti-Fraud Strategy and build a Compliance Programme, EIT Urban Mobility seeks external professional advice and overall support.

EIT Urban Mobility is expecting to appoint one single provider for the three work packages:

  • Work Package 1: Assessment and advice of the existing and needed policies, protocols, and procedures.
  • Work Package 2: Assessment of the potential risks of the company. Identification and treatment. Specific proposals of policies and measures and actions and improve processes. Compliance Programme.
  • Work Package 3: Training programmes to EIT UM’s employees and members of the managing bodies

More background information:

EIT Urban Mobility and its co-location centres aim to maintain and develop a relationship of trust in the areas it operates, especially with those individuals, groups or institutions whose contribution is essential to make the EIT Urban Mobility mission a reality or who have, in any way, an interest in that mission or in achieving its goals. 

The EIT Urban Mobility also aims to carry on its activities by meeting the good governance principles of the European Institute of Innovation and Technology (“EIT”), established by Regulation (EC) N° 294/2008 of the European Parliament and of the Council of March 11, 2008 or the regulation that may substitute it. 

Ethical behaviour promotes and encourages the relationship of trust between EIT Urban Mobility and its stakeholders.   

Good reputation is an essential intangible resource. A good reputation in external relations favours research, education, business, collaboration and investments, partnership loyalty, attracting the best human resources and supplier confidence while in internal relations, it helps to make and implement decisions without conflict and to organize work without bureaucratic controls or excessive use of authority.  

Any act of fraud and its corruption in EIT Urban Mobility’s activities diminishes funds, assets, and other resources necessary to fulfil EIT’s mandate. Fraudulent and corrupt practices can also seriously damage EIT’s reputation and decrease EU citizens trust in its ability to deliver results and transparent manner.

Therefore, EIT Urban Mobility launched an Anti-Fraud Strategy 2021-2023, which was approved on November 2021 by EIT Urban Mobility´s Supervisory Board (Annex II of the RFP).

EIT Urban Mobility has the following policies, tools, templates and internal processes and policies designated to mitigate identified risks, without prejudice of others that could be agreed:

I. Policies:

  • The Code of Good Conduct and Conflict of Interest Policy that is enforceable to individuals and organisations who hold:
    • A contractual relationship (employees, external collaborators, experts, natural persons and consultants).
      • A position in the EIT Urban Mobility’s governing bodies.
  • The EIT Urban Mobility Procurement Manual.
  • The Human Resources Policies (e.g.: Recruitment Policy, the Bullying and Harassment Policy, Teleworking Policy, Working Hours Policy, Travel Policy, IT policy, etc.).

II. Tools and/or templates:

  • An Anti-fraud and Ethic Channel, which is set to be the single channel to report any potential Antifraud irregularity or unfulfillment of the Code of Good Conduct and Conflict of interest. The Ethic Channel is expected to be used as whistle blowing channel.
  • A template to communicate any conflict of interest situations for EIT Urban Mobility staff, Governing Board members and other relevant parties.

III. Internal processes:

  • Regular trainings for EIT Urban Mobility employees.
  • A comprehensive auditing system. EIT Urban Mobility is subject to regular audits performed by different independent EIT bodies and external auditors auditing the EIT Urban Mobility’s annual financial accounts.
  • Regular risk assessment processes carried out by AF working group, including conducting surveys to EIT Urban Mobility employees.

All information, including the detailed scope of work, deliverables, and terms & conditions can be found in the Request for Proposals

Deadline for submissions: 14 May 2022 at 16:00 Central European Time.