Supplier Approval and Review

Operational Procedures

Section 4 (4.9.1)

Supplier Approval and Review Document Ver. 02 Date Aug ‘05

Supplier Approval And Review

1.0 Introduction: Briarcare Ltd understands that the purchase of sub-contract services is an essential element of its agency and direct care provision activities. Accordingly it places emphasis on ensuring that such services are only purchased from approved suppliers of care provision and that they are fully able to comply with its requirements and that all purchases are made in accordance with the Company’s purchase order process.

2.0 Objectives:

To ensure that all suppliers of products or services are approved, competent and able to satisfy the Company’s requirements.

To ensure that all approved suppliers are properly approved, reassessed at regular intervals and that their performance is monitored.

3.0 Procedure:

 All major purchase orders shall be placed with an approved supplier only unless covered by concession on Concession Note F/54. Procedure OP 4.10.2 Concessions  These shall be listed on the List of Approved Suppliers F/49  The List of Approved Suppliers F/49 shall record suppliers by category, date of last review and the goods or services provided

General Selection criteria  These shall be approved by one or some of the following criteria:

Ο Historically approved having been used previously and found to have provided satisfactory services and/or products Ο 3rd party verification e.g. ISO 9001:2000 registration by a UKAS registered Accredited Certification Body Ο Annual submission of a Supplier Questionnaire F/48 for completion and return by the supplier Ο Appraisal audit by an authorised employee of the Company Ο By request to the supplier of a sample for evaluation Ο Request in writing by the customer for a particular supplier to be used Ο On concession

Text, graphics and pictures published in this document are the intellectual property of Briarcare Ltd. They may not be passed to other parties, either wholly or in part, except with the express permission of Briarcare Ltd

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Section 4 (4.9.1)

Additionally, some commitment to an environmental management system is preferred, where any one or a combination of the following qualifications are met:

Ο Approval to ISO14001 or EMAS Ο The supplier has an equivalent of ISO14001 approval, or is in the process of attaining ISO14001, or has many of the elements of an ISO14001 system Ο The supplier’s EMS or operational systems have previously been assessed, and found to be satisfactory, by one or more employees of the company

Should none of these environmental qualifications be attained, the company will seek evidence (e.g. questionnaire) of environmentally friendly actions such as:  Recycling activities  A policy of refraining from using non-renewable resources where feasible  Cost/usage reduction activities on energy and water usage  Lack of an environmentally embarrassing history, such as prosecutions by the Environmental Agency  Lack of polluting activities  Lack of activities likely to otherwise have a significantly detrimental impact on the environment  A willingness to consider the use of environmentally friendly activities and materials

In those instances, preference will be given to those suppliers undertaking environmentally friendly actions.

The approvals to ISO9001 and ISO14001 must be from a UKAS accredited body, or a body which has been accredited by an organisation with a reciprocal arrangement with UKAS (see www.ukas.com ).

Specialist Supplier selection criteria

This section has the additional requirements for certain specialist suppliers.

Section 4 (4.9.1)

Waste Disposal Sites and Carriers

The company has the need to dispose of waste materials. The primary requirement for approval of waste disposal companies is that (for the waste the company is seeking to dispose of), they hold the appropriate licences and permits to carry the waste, and that the receiving site (may be the same or a different company) also has the appropriate licences and permits.

A secondary requirement would be a preference for ISO14001 and ISO9001 approvals.

Sub-contracted Labour

For the purposes of this part of the procedure, the expression “sub-contracted labour” can include contractors, sub-contractors, and temporary staff (hired directly or through an agency) or any other persons engaged on a temporary basis working for or on behalf of the company. The underlying requirement for the selection of individuals providing sub-contracted labour is that they are suitably qualified, by a combination of formal qualifications, training and experience, for the types of tasks envisaged on a project. This is particularly necessary for those whose work would affect the quality of the services provided by Briarcare and/or whose work has the potential to cause a significant environmental impact. New persons hired for such tasks will be asked to provide appropriate evidence of their qualifications, and references may also be sought. They are also required to work to the company safety and environmental rules.

Test Houses

Test Houses, such as those used for laboratory tests, should be approved by UKAS (see www.ukas.com ) for the appropriate activity.

Section 4 (4.9.1)

 Current approved suppliers shall be categorised as follows

Critical – those providing essential materials or services by which non- conformances would have an immediate and detrimental effect on the Company’s performance.

Routine – those providing non-critical materials or services by which non-conformances would not have an immediate and detrimental effect on the Company’s performance.

 Critical suppliers shall be subject to an annual re-appraisal visit by an authorised representative of the Company prior to renewal of contract  Routine suppliers shall be re-assessed only as required in the event of a trend towards consistence non-conformances requiring a re-assessment.  The Quality Manager shall review supplier performance and present reports at Management Review Meetings and maintain records. Procedure OP 4.4.1 Management Review

4.0 Persons Responsible:

Group Director Finance Director Quality Manager Clerical Assistants

 The Group Director has responsibility for authorising this procedure.  Te Group Director has overall responsibility for the approval of all suppliers of goods or services.  The Finance Director has responsibility for ensuring that all suppliers of goods or services provide, that which has been agreed against the financial terms of any contract for the supply of goods or services.  The Quality Manager shall ensure that all approved suppliers of goods or services are listed and assessed regularly as to their competency to supply.  The Quality Manager shall ensure that all approved suppliers lists are maintained and that all suppliers of goods or services are assessed regularly as to their competency to supply.  The Purchasing Department shall ensure that only approved suppliers provide goods or services.

Section 4 (4.9.1)

5.0 Associated Documentation and References:

Documents QM 4.9.1 Supplier Approval And Review OP 4.9.2 Purchase Order Processing OP 4.10.2 Concessions

Records F/54 Concession Note F/49 List of Approved Suppliers F/48 Supplier Questionnaire

6.0 Document History:

This section shows the approval and revisions of this document since its first issue. A vertical line in the left margin opposite the change will usually indicate changes from the previous version.

Version Comments Approved Date Date of by approved next review 01 First issue of document Q M 08.07.05 08.07.06 02 Addition of environmental selection Q M 05.09.05 05.09.06 criteria and specialist supplier and contractor criteria - ref. the requirements of ISO14001:2004 clause 4.2.2

Authorised:

K Stokeld 08.07.2005

Group Director Date:

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