Policy for the Review of External Suppliers

Purpose

The purpose of this policy is to establish a systematic approach to the evaluation, selection, and continuous assessment of external suppliers to ensure that all products and services procured meet the quality standards of RFLPS and comply with the requirements of ISO 9000.

Scope

This policy applies to all external suppliers providing products, materials, and services that affect the quality of RFLPS's final products and services.

Responsibility

The responsibility for the implementation and maintenance of this policy lies with the ISO Working Group, Project Managers, and relevant divisional leads.

Supplier Selection Criteria

All potential suppliers will be evaluated based on the following criteria:

• Inclusion on approved NHS supplier list or other suitable procurement framework
• Quality of products/services
• Compliance with applicable standards and regulations
• Delivery performance and lead times
• Financial stability
• Price competitiveness
• Customer service and support
• Previous performance and track record
• Certification to relevant standards (e.g., ISO 9001)

Supplier Evaluation Process

Initial Evaluation

• All new suppliers must be added to the PECOS system, having provided details on their capabilities, certifications, and references.
• The Procurement team will perform an initial assessment, which may include an on-site audit.

Approval

• Suppliers meeting the initial evaluation criteria will be added to the PECOS system.
• Suppliers failing to meet the criteria will be notified and may be re-evaluated upon improvement.

Supplier Appointment

Supplier appointment will take place in accordance with RFL Property Services parent group policies, ie. Standing Financial Instructions (SFI)

Where it is not possible to adhere to the process the SFI waiver process must be followed:

flowchart TD
    A["STEP 1: End user (requestee)
    - Download and complete waiver form
    - Forward for departmental approval to:
    <£10k Head of department
    >£10k Level 5 director"]
    B["STEP 2: Departmental approval
    - Send completed waiver to PPS helpdesk explicitly stating approved (to confirm approval for audit)"]
    C["STEP 3: Procurement approval
    - Log waiver and check completion
    - Approve and forward to the financial approver"]
    D["STEP 3: Financial approval
    - Review waiver and approved
    - forward to helpdesk@nhspps.uk"]
    A --> B
    B --> C
    C --> D

RFL procurement waiver form is available here

Ongoing Assessment

Performance Monitoring

• Supplier performance will be continuously monitored using Key Performance Indicators (KPIs) such as delivery timeliness, product quality, and response to issues.
• Project management teams will maintain records of supplier performance and review these records periodically based on risk.
• Supplier monitoring will be carried out where the contract value is in excess of 80% of the project value, where the supplier is the sole supplier on a contract or where routine contract performance meetings have identified a problem with the delivery of a supplier that warrants additional monitoring.

Regular Audits

• Approved suppliers will be subject to periodic audits to ensure continued compliance with RFLPS's quality standards.
• The frequency of audits will be determined based on the criticality of the supplied products/services and past performance.

Feedback and Corrective Actions

• Suppliers will receive regular feedback based on performance evaluations.
• Any non-conformities identified will require corrective actions from the supplier, with follow-up evaluations conducted to ensure issues are resolved.

Supplier Development

RFLPS is committed to working with suppliers to improve their performance and capabilities. This may include providing training, sharing best practices, and collaborating on quality improvement initiatives.

Documentation and Records

• All supplier evaluations, audit reports, performance records, and communications will be documented and maintained in accordance with RFLPS's document control procedures.
• A record of supplier evaluations will be kept on the Formus Pro Commission Management App.
• These records will be retained for a minimum of 6 years and will be available for review during internal and external audits.

Review and Continuous Improvement

• This policy will be reviewed annually by the designated manager to ensure its effectiveness and alignment with ISO 9000 requirements.
• Continuous improvement initiatives will be implemented based on feedback, audit findings, and changes in regulatory requirements.

Communication

• This policy will be communicated to all relevant employees and suppliers to ensure understanding and compliance.
• Any updates or changes to this policy will be promptly disseminated.

Compliance

• Non-compliance with this policy may result in the removal of the supplier from the Approved Supplier List and may affect future business opportunities.

Changelog