This is an overview of our quality procedure for purchasing.

Evaluation of Suppliers

We maintain an Approved Supplier List for any supplier or sub-contractor whose work directly affects our delivered products or services. Before engagement we consider scope, suitability and past performance, and we keep evidence of capability (e.g., CVs, references or work examples).

Supplier Performance Comments

We record performance on the Approved Supplier List. Status may be set to “ACCEPTABLE”, raised to “PREFERRED” for consistently strong performance, or changed to “PROHIBITED” if issues persist. “PROHIBITED” status may be reviewed after at least six months once problems have been resolved.

Purchase Orders

We do not place orders with “PROHIBITED” suppliers. Where possible we use “PREFERRED” suppliers. Before any purchase, we confirm best value (price/quality) and obtain authorisation from the Business Services Manager. Written purchase orders detail requirements; amendments are issued on a new PO referencing the original number.

Buying Online

For internet purchases we carry out the same value checks and seek authorisation from the Commercial Lead, who also confirms the payment method (account, invoice or card). A copy of the PO is provided for payment and retained in our accounts file.

Customer Verification

If a contract allows, customers may verify items at the supplier’s premises or on receipt. This does not replace the supplier’s quality control responsibilities or our right to reject non-conforming items.

Sub-contractors

Purchase orders to sub-contractors include a contract based on a Statement of Work consistent with our quotation/tender format.

Verification of Purchased Product

All purchased items are verified against the associated purchase order.