01. Procurement Policy
All purchases of materials and services are controlled to ensure the Health and Safety of users and people and protection of the environment.
The acquisition, of goods, materials and services shall be in accordance with all current legislation (e.g. COSHH, CHIP, CDM Regulations and PUWER),
design engineering standards and relevant Railway Group Standards to ensure safety in use and operation.
Specifications for brought in materials and services are compiled by the Directors and Supervisors. The Procurement Section only purchase
materials and services that have been assessed technically and pre-authorised at the contract level. Specifications include all relevant
health and safety requirements.
This policy applies to both the purchase of materials and equipment for inclusion in Client’s works and the purchase of technical services.
02. Assessment of Subcontractors and Suppliers
Quality Procedure QA05: “Supplier Assessment” sets out the process for the initial assessment of suppliers of goods or services to
Electro Technical Services Ltd, plus the ongoing checks to ensure that the preferred suppliers of goods and/or services maintain
the standards necessary for the Company to comply with the Quality Policy Statement.
Electro Technical Services Ltd will select subcontractors or suppliers, for the supply of services or materials, to be incorporated
into the company’s services on the following basis:
1. Suppliers registered under BS EN ISO 9000 schemes as companies of assessed capability or companies registered under schemes of equivalent standard.
2. Suppliers whose Quality Systems are assessed by Electro Technical Services Ltd and whose Quality Systems are found to be acceptable.
3. Suppliers that provide materials or services to the required specification, and which are substantiated by appropriate records that demonstrate
compliance, and the satisfactory performance of such companies in the supply of that material or service.
4. Suppliers that are specified, or that supply the product type specified by the Client, or that are the single source of supply of the required services or material.
5. On consideration of a completed supplier assessment questionnaire.
6. On previous knowledge of performance, after consideration of other factors in the process.
7. On recommendation, after consideration of other factors in the process.
Additionally, the following information is required of suppliers of services:
1. Levels of staff competency and training.
2. Defined Health and Safety responsibilities.
3. Suitability of any plant and equipment to be utilised.
4. Previous safety performance
5. Numbers and types of employees
6. Audit arrangements
7. Arrangements in place for the management of safety Critical Work.
This ensures that subcontractors meet the appropriate safety standards and/or have an established Safety Management System, which is
compatible with both the Client and Electro Technical Services Ltd requirements.
As well as satisfying the above criteria, any supplier of an environmental service (e.g. waste disposal contractor) must be in
possession of the necessary local authority or statutory certification and licence.
The Managing Director is responsible for ensuring that all contractors utilised by the company have been subjected to the
Electro Technical Services Ltd assessment processes and for maintaining the approved suppliers register.
Where required, Electro Technical Services Ltd shall formally audit the contractor to verify the information entered on
the questionnaire(s) and the competence/suitability of that supplier, prior to their approval.
Acceptance or rejection of a supplier will be authorised by a member of the Board of Directors of Electro Technical Services Ltd.
The Managing Director will authorise the issue of any assessment to a potential or current supplier.
The Electro Technical Services Ltd will ensure that periodic checks are made to ensure that standards are being maintained
in preferred suppliers. Such checks can be by the re-issuing of a supplier assessment questionnaire and by reports submitted
by operatives of Electro Technical Services Ltd.
03. Purchasing and Client-Supplied Material
Materials and services will only be purchased from suppliers on the approved suppliers register. Purchase orders will
properly specify the required services or material, quoting references, standards or giving a description against which
the subcontractor or supplier is expected to supply, and against which the quality of that service or material will be measured.
Purchase orders will be reviewed and authorised by the signature of the Managing Director, the Contracts Director, or other
authorised persons as directed by the Contracts Director.
Directors’ authorisations are required for all ordering of plant and for any orders greater than a value of £1000.
04. Verification of Purchased Materials or Services
Verification of purchased materials or services will usually be made at the time of receipt of the material, or at the earliest
practical time after commencement of the service. However, such verification is ongoing, as part of the contract process and
materials or services will also be inspected at various stages of the contract
If specified in the contract, the client or his representative, will be afforded opportunities at source, or upon receipt,
to verify that material or service complies with the specification. Verification by the client or representative shall not
absolve the company from responsibility to supply the required service or materials, or preclude subsequent rejection, nor
entitle the company to claim evidence of quality control.
Electro Technical Services Ltd will maintain records demonstrating that materials and services purchased conform to the
purchase specification. Material failing to comply will be classified and treated as non-conforming. Non-conforming material
will be clearly labelled as such and quarantined pending return or correction by the supplier.
05. Client Supplied Material
All client supplied material will be subject to the inspection and control of material required by Electro Technical Services Ltd.
Quality System, and the company will inform the client of missing, damaged or non-conforming material that may affect the quality
of product or service provided by the company.
06. Control of Non-conforming Product
Material, equipment or installations that do not comply with the specified requirements will be identified and confirmed
as ‘non-conforming’ and will be recorded on a non-conformance report form. The Contracts Director, or other parties responsible
will confirm that such non-conformance has occurred and will agree the appropriate corrective action. The responsible department
will ensure timely completion of the corrective action, and that details of the non-conformance are properly recorded on the
non-conformance report. Also, that the report is signed and verified to confirm satisfactory completion of all corrective actions.
Originals of non-conformance reports will be retained by the Managing Director for review at regular intervals and for making
recommendations to improve company systems.
Non-conformance may be:
1. Re-worked to meet the specified requirements
2. Accepted by concession, with or without repair
3. Re-graded for alternative application
4. Rejected or scrapped
5. Returned to supplier for replacement (see also note 1 in Quality Procedure QA05)
Material, equipment or installation works identified as non-conforming will be segregated and clearly identified as
non-conforming and separated from possible use. All such occurrences of non-conformance will likewise be documented
and subject to control and monitoring by the Managing Director , Contracts Director or responsible Supervisor.
All repaired or re-worked non-conformance will be subject to re-inspection in accordance with the requirements of the Quality System.
Where required by the conditions of contract, the proposed rectification of non-conformance will be reported to the Client or representative
for concession, and any such concession that is granted will be noted and the actual condition of the concession recorded.
