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TEMPLATE LIMITEDOPERATING PROCEDURE NO 1.Procedure for review and approval of offers, review and acceptance of contracts and any subsequent amendmentsAuthorisation and Amendment Record:Issue No. Date of Issue Prepared by: Authorised by:______Operating Procedure No: … Issue: … Dated: ……………… Page 1 of 9 The procedure for review and approval of offers, review and acceptance of contracts and any subsequent amendments1. Purpose and scopeThe purpose and scope of this procedure is to ensure that:(a) …….. or a member of its staff, does not make an offer, or accept a contract or order, to carry out work or perform services that are outside its capability to deliver;(b) In both cases, before submission of an offer, and also on receipt of a contract, it is carefully reviewed to ensure:(a) the CONTRACT is adequately defined;(b) the REQUIREMENTS are adequately defined and the appropriate version of any documents, specifications or drawings is held and has also been reviewed;(c) the specification is complete and there are no additional items we think should be included, or necessary for successful performance of the product or service. If we are in any doubt at all, we will always contact the client to ensure the order will fully satisfy their needs;(d) there are no unresolved discrepancies or differences between any offer made by ……. and the contract now placed;______Operating Procedure No: … Issue: … Dated: ……………… Page 2 of 9 (e) that ……… has the capability to carry out the work or perform the service or have ensured that we have approved suppliers or subcontractors for the components, subassemblies or service items outside …………. capability;(f) that the materials are held in stock or can be sourced in time from approved suppliers and that this material is one that ………. considers safe to store and use;(g) that ……… wish to carry out the work for the fee offered and under the agreed terms and conditions;(h) that the product or service being provided meets all statutory and legal requirements of the destination country. Also any statutory and legal requirements for packaging, delivery and custom requirements are met;(i) that the proposal/contract is reviewed carefully, to check if there are any material or services being provided by the client as ‘free-issue’, that need special arrangements for control;(j) that the proposal/contract is reviewed, to check if there is a potential requirement of the client demanding that they can inspect any bought-in material or services at source which requirement will be clearly noted in the contract file, to then be addressed as a clause on appropriate………… plc purchase orders.2. ResponsibilityThe only person within ………. who can review and made an offer or accept a contract of a £1,000 or above, is the Managing Director. The ……………….. Manager can carry out a review for the repeat of a successful job or below this figure, in the absence of the______Operating Procedure No: … Issue: … Dated: ……………… Page 3 of 9 Managing Director, but must obtain the agreement and the additional signature of theFinancial Manager or ………… .3. Implementation3.1 Making an offer or submission of a tenderTo keep track of all invitations, offers and contracts ……. maintain an ‘Enquiry and Contract Book’. This record covers two pages of an A4 record book, the headings within this book are shown at Form …….(OR Annex A of this procedure).It is the policy of ……… that all offers will be made in writing by formal letter or by fax. The author of the letter may use Form …….(OR Annex B) as an additional guide or checklist to ensure all points are covered (OR ……..jobs are quite complicated hence an estimating sheet has been developed to plan and cost each potential job see Annex …). Such an offer, letter or fax will be reviewed by the Managing Director, against the points in paragraph 1(b) and authorised by signing and dating the letter and also the ‘Enquiry and Contract Book’ (OR form ref …………..) (OR unfortunately the type of market that ……… is engaged in dictates that verbal tenders to carry out work must be provided. In these cases the offer will be documented and formalised within ……….. by entering the details and signing in the ‘Enquiry and Contract Book’).When an offer/contract is reviewed by the ……….Manager with the FinancialManager (OR ………….. manager ) (see para. 2), only one will sign the offer document, but both will sign the ‘Enquiry and Contract Book’.______Operating Procedure No: … Issue: … Dated: ……………… Page 4 of 9 3.2 Accepting a ContractNo work will commence or material be ordered until a contract (including, acceptance of a ………. offer, instruction to proceed, etc.) has been formally reviewed and authorised by signing and dating the ‘Enquiry and Contract Book’.These are usually done personally by the Managing Director but in certain circumstances can be carried out by others (see para. 2 above).ALL small value orders below £1,000 will have the Contract Review carried out imply by checking against the items listed in 1(b) and recorded in the ‘Enquiry and Contract Book’. For orders of £1,000 or greater, a formal contract review will also be carried out and recorded on the form…….(OR at Annex B of this procedure).A suitable letter of acknowledgement (or declining letter, if appropriate) is sent to accept a written contract and a confirmation fax is sent to all verbal contracts.(OR as standard practice all accepted contracts are acknowledged on form……… (OR Annex D) with photocopy retained in the file.) (OR our clients do not want to place written orders or accept formal acknowledgements. Whilst………… plc find written orders desirable, it is a fact of our marketplace, that we must accept verbal orders and acknowledgements or our clients will go elsewhere. Hence, orders are formally acknowledged or recorded within ……… via the ‘Enquiry and Contract Book’).Following a successful contract review a contract file (see Operating Procedure…., Document Control) is opened and formal work instructions (OR job cards……………….. ) are issued.______Operating Procedure No: … Issue: … Dated: ……………… Page 5 of 9 3.3 ‘Free-issue’ material… … … .. ensure that the work instructions carry any requirements to control material supplied as ‘free-issue’.It is also understood that customer property can include intellectual property such as designs, drawings, commercial-in-confidence information, etc. Such customer property will remain ‘commercial-in-confidence’, it will not be photocopied for supply to others, or used by ……… on our own products.If we have visitors to ……….. due care will be taken to ensure that the visitors do not have sight of their competitor’s work or designs.3.4 Verification by client, of material at source………. ensure that any requirements of the client to visit ……… suppliers is documented in the instructions and included on the appropriate Purchase Orders.3.5 Amendments to contractsIn order to prevent disputes at a later date the policy of ……….. is only to accept authorised (signed) amendments to contracts in writing (letter, memo or fax).These amendments are also reviewed against the items shown in para 1(b).If the amendment to contract is acceptable to ………., the client is advised in writing and also agreement is sought for any additional fee. Before the______Operating Procedure No: … Issue: … Dated: ……………… Page 6 of 9 amendment to contract is actioned, confirmation must be received of any extra payment.Amendments to contract are reviewed and actioned as follows:(i) in the ‘Enquiry and Contract Book’ a neat line is drawn through the existing record of ‘hear and serial number’, only;(ii) in the next space available write the same year and serial number with added amendments reference………………………..Complete the appropriate details across the ‘Enquiry and Contract Book’, to ensure the amendment is reviewed, accepted and recorded.Even for large contracts it would not normally be necessary for amendments, to complete Form ……….. (OR Annex B) for amendments but it may be completed, if appropriate.Following completion of the above review the amendments to the formal work instructions are issued, by withdrawing and amending the job card (OR……………. )4. Factored work, or work bought-in and supplied onIt would not normally be the policy of …………………. plc to accept a contract and then subcontract the WHOLE of the job to another organisation.If …………..plc were faced with this situation we would attempt to find another______Operating Procedure No: … Issue: … Dated: ……………… Page 7 of 9 company with a valid accredited certificate for ISO9001:2000 covering the scope of work required. If eventually the whole job was placed on a non ISO9001 registered company, the client would be advised that:“ The …………., subject of order ………. , were (OR will be ) manufactured or supplied outside the scope of our ISO 9001:2000 registered system”( OR In order to complete ………….plc’s product range it is necessary to buy-in complete, some of the smaller models ( OR ………. models ) and to sell them on as finished items. Every attempt is to procure these from a firm with a valid accredited registration to ISO 9001:2000 for the products concerned.These items are strictly controlled to ensure they are the same grade or standard as the…….….. plc products. To make clear and to accommodate this situation, ……….. plc’sISO 9001:2000 scope of registration includes “ stockholding .” If a client seeks confirmation of the source of these items we will automatically advise that they are not manufactured by ……………….. plc and whether or not they are from aQuality Assured source).5. Recording minutes of meetings on site visitsIn …….. type of business some information can only be obtained by site visits and/or given at meetings with the client. It is vital that these be formally recorded, reviewed and actioned where necessary. These visits and meetings (including meets with the client at……..) will be recorded on the form ……(OR Annex C to this procedure). Alternatively, the client or …….. may provide formal minutes of the meeting. These will be reviewed by the appropriate officer of ………. The minutes will be signed and dated by the______Operating Procedure No: … Issue: … Dated: ……………… Page 8 of 9 reviewer with notes and actions recorded in manuscript in permanent ink on the minutes, if appropriate.On take-over of construction sites (OR Ground maintenance contractors, , OR letting of ………..plc’s property or equipment, OR ……………) , it may be necessary or appropriate to also take photographic or video records. Within these records it will be noted . “ Where/what it is, date taken, taken by who ……, project or contract reference. ”______Operating Procedure No: … Issue: … Dated: ……………… Page 9 of 9

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