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Partnership Policy

Context

FBDS promotes and encourages the execution of projects and research in partnership with similar institutions, based on the conviction that such collaborations bring diverse perspectives and knowledge that can greatly contribute to delivering high-quality services.

Principles

To achieve the objectives mentioned above, FBDS’s partners must meet the following criteria:

  1. Technical proficiency in the area of expertise required by the project.
  2. Impeccable reputation and recognition of such reputation by stakeholders involved in the project.
  3. Compliance with current labor laws, including but not limited to: prohibition of slave labor; prohibition of child labor; respect for labor rights; and non-discrimination based on race, gender, religion, physical limitations, or any other personal characteristic that does not interfere with the execution of the required services.
  4. Agreement with and commitment to comply with FBDS’s Operational Policies in all matters related to their responsibilities within the project.
  5. Demonstration of a financial situation compatible with the characteristics of the project.

Due Diligence

To properly assess the aforementioned principles, a Due Diligence process must be carried out with, at a minimum, the following scope:

  1. Review the partner institution’s experience in executing similar projects, with emphasis on the résumé(s) of the coordinator(s) and main professionals involved.
  2. Verify the potential partner’s reputation among stakeholders within their field of activity.
  3. Check the National Registry of Employers Using Slave-Like Labor; JusBrasil for labor-related convictions and lawsuits involving child labor and workplace discrimination; and convictions related to workplace safety and health.
  4. Include a clause in the service agreement or any other document to be signed with the potential partner stating their awareness of and agreement with FBDS’s Operational Policies, and their commitment to comply with them in all matters related to their activities in the project.
  5. Analyze the financial statements from the past two years and compare them to the financial responsibilities of the work to be performed.

Internal Procedures

  1. All activities listed in section Due Diligence must be coordinated by the Director responsible for the project, in partnership with the Controllership Area.
  2. If necessary, an external consultancy should be hired to conduct evaluations and provide guidance.
  3. Upon successful completion of the Due Diligence process, the partnership agreement must be approved in advance by the Executive Director.

Monitoring and Evaluation

  1. The FBDS Director responsible for the project must monitor and evaluate the development of the work carried out by the partner, always considering the quality of the work, compliance with the established schedule, potential impacts on FBDS’s activities and those of other stakeholders, and adherence to the agreed budget.
  2. If necessary, an external consultancy may be hired to assist with this evaluation.
  3. Any significant deviation must be reported in a Board Meeting, which will deliberate on the appropriate measures to be taken.
  4. Such measures may include, among others, immediate notification to the partner regarding service inadequacies; establishing a deadline for compliance with contractual parameters; suspension of fund transfers, when handled by the Foundation; or the obligation to reinforce or replace the involved team.

Final Provisions

  1. FBDS and its partners must establish a regular meeting schedule for joint evaluation of project progress and quality, as well as implementation of any necessary corrections.
  2. As distinct institutions with unique expertise, whenever possible, events should be scheduled to encourage the exchange of experiences and knowledge among the different technical teams.
  3. Partners must grant one another unrestricted and immediate access to the work in progress, even if the work has not yet been finalized.
  4. The sharing of physical facilities, equipment, and consumable materials must be subject to prior agreement, strictly aligned with the project’s needs.