APP_19 — Approved Supplier Register¶

Document Information

Field	Value
Document Reference	APP_19
Issue Number	7
Issue Date	19 May 2026
Next Review	19 May 2027
Controlled By	Leanne Mason (Director — Finance/Admin)
Approved By	Aaron Mason, Managing Director

Approved Supplier Register — the controlled register lives in the HTML page below

The canonical register is the HTML-based Approved Supplier List linked below. It carries the full 32-supplier roster (Active / Inactive / Merged), the 8-point Supplier Self-Assessment score per supplier, contact details, scope, approval method, last-review date and risk rating. Click any row to expand the self-assessment ticks and contact panel.

Open the Approved Supplier List (HTML)

The 8-point Supplier Self-Assessment replaces the previous per-supplier PQQ pages. AMWS verifies the supplier's public profile (Companies House status, visible accreditations, sector positioning); the supplier confirms the 8 criteria annually. The scale is proportionate to a 20-person SME — we do not attempt to hold every supplier's internal RAMS or training records.

Leanne Mason holds the live working spreadsheet at the AMWS office for day-to-day operational updates; this HTML register is the controlled snapshot.

Purpose¶

This appendix is the controlled reference for all approved suppliers and labour-supply subcontractors used by A M Water Services Ltd. It tracks:

Supplier name, contact, service category
Approval status and date
Performance rating (Excellent / Good / Do Not Use)
Last review date and reviewer
PQQ / SAR completion status

Performance Rating Criteria¶

Each supplier and labour-supply subcontractor is rated against the criteria below at every annual SAR by Leanne Mason. The same criteria support mid-cycle downgrades on incident — Leanne does not wait for the annual review when a serious issue arises. Per-supplier evidence is held in the Approved Supplier List (HTML) row (self-assessment ticks + notes) and in Leanne Mason's live Excel register.

Criterion	🟢 Excellent	🟡 Good	🔴 Do Not Use
Quality / Conformance	Consistent first-time-right; zero NCRs in review period	Mostly conformant; minor NCRs resolved promptly	Repeated NCRs; quality issues affecting AMWS deliverables to client
Delivery / Service	100% on-time; flexible on urgent needs	≥ 95% on-time; reliable	Repeated lateness; failed to deliver against contract
Communication	Proactive; responsive within agreed SLA	Responsive when contacted; professional	Poor communication; unreachable; aggressive or unprofessional
HSE / Compliance	All insurances + accreditations current; clean H&S record; RAMS quality high (where applicable)	Documentation current after gentle chasing; no significant H&S issues	Lapses in insurance / certification; H&S incidents; statutory disclosure failures
Documentation	Statutory disclosures (Modern Slavery, PFAS, etc.) complete and timely; invoicing accurate	Documentation provided when requested; invoicing mostly accurate	Failed to provide statutory disclosures; invoicing disputes recurring
Outcome	Strong recommendation for continued use; consider for additional scope	Approved for continued use; standard contract terms	Removed from active rotation; not to be re-engaged without remediation review

Rating process¶

Rating set at the annual Supplier Annual Review (SAR) by Leanne Mason against SOP 5.3 — Evaluation & Approval of Suppliers & Subcontractors
Each supplier row in the Approved Supplier List (HTML) carries the self-assessment ticks, contact details, scope, approval method, last review date and risk rating; supporting evidence (complaints, NCRs, delivery performance, insurance / certificate currency, statutory disclosure status) is held in Leanne Mason's live Excel register
Rating can be downgraded mid-cycle on incident — no need to wait for the annual review
Re-engagement of a "Do Not Use" supplier requires Director approval + documented remediation plan (insurance reinstated, accreditation regained, complaint pattern broken, statutory disclosures provided)

Auditor trace¶

For any rating on the register, the auditor can trace:

Rating → Approved Supplier List (HTML) for the supplier's row (status, scope, approval method, self-assessment ticks, contact panel)
Criteria → this section (APP_19) for the rating-rubric definition
Process → SOP 5.3 for the evaluation procedure
Live record → Leanne Mason's master Excel for current per-supplier status (incl. labour-supply subcontractors not published page-by-page)

2026 Annual Review summary¶

The Approved Supplier Register was refreshed by Leanne Mason on 16 April 2026; the 2026 internal audit cycle (28/04–19/05/2026) prompted a proportionality review that resulted in the register being restructured into the current HTML format and the Active / Inactive split confirmed by Leanne on 19 May 2026.

Suppliers (companies providing products / services)¶

Status	Count
Active (currently in use)	18
Inactive (account retained, not currently used)	13
Merged (Sixfields Aggregates → Storefield group)	1
Total on register	32

All 18 Active suppliers were rated Excellent at the 16 April 2026 review with no complaints, NCRs or quality issues logged during the 2025–26 review period. Inactive suppliers have a retained account but are not currently engaged; they are reviewed annually for status confirmation only.

The full register — with per-supplier scope, approval method, self-assessment ticks and contact panel — is the Approved Supplier List (HTML). The previous-year (2025) per-supplier SARs are preserved at Suppliers → 2025 reviews as year-on-year evidence.

Subcontractors (labour supply)¶

The 62 labour-supply subcontractors used by AMWS are recorded and managed in Leanne Mason's live Approved Supplier Register (Excel) — that live Excel is the master record for individual labour-supply subcontractors. The IMS portal references the live register and surfaces summary statistics; per-individual records are not published page-by-page on the portal.

Performance rating	Count
Excellent	11
Good	35
Do Not Use	16
Total on register	62

Active labour-supply subcontractors: 46. Subcontractors rated Do Not Use are retained on the register as a historical record so that re-engagement decisions are informed.

Master record location

Live Excel: APP_19 — Approved Supplier Register held by Leanne Mason at the AMWS office. Refreshed 16 April 2026. The Excel is the single source of truth for individual labour-supply records; this portal surfaces summary statistics only.

Review schedule¶

April: Suppliers (products / services) — confirmed 16 April 2026
January: Labour-supply subcontractors
Ad-hoc: Immediate review on incident, complaint or change of scope

Responsibilities¶

Leanne Mason maintains the live register, conducts performance reviews, processes new applications, and approves additions and removals. The IMS portal carries the controlled summary + annual-review evidence; the live Excel is the working master record.

Year-on-year SAR records¶

Approved Supplier List (HTML) — controlled register: 18 Active / 13 Inactive / 1 Merged
2025 Supplier Annual Reviews — prior-year evidence retained

Cross-references¶

Change-log¶

Date	Issue	Author	Summary
19/05/2026	Issue 7	Sean Ashton, HSQE Consultant	Approved Supplier Register migrated to an HTML-based register during the 2026 internal audit cycle (alongside IA202604 Operations, 28/04/2026, and the wider IMS proportionality pass). New register has 8-point Supplier Self-Assessment, status (Active / Inactive / Merged), scope, approval method, last-review date and risk rating per supplier. Single page with search / filter / expandable detail. Replaces the per-supplier SAR markdown set (32 files retired) which was disproportionate for a ~20-person SME and held criteria AMWS could not realistically evidence. The new register holds the criteria AMWS can verify (Companies House status, publicly visible accreditations, sector positioning) plus the supplier's annual 8-point self-confirmation. Active list reflects the 19/05/2026 confirmation by Leanne Mason: 18 Active / 13 Inactive (account retained, not currently used) / 1 Merged (Sixfields → Storefield). Prior-year 2025 SAR markdown set retained as historical evidence.
13/05/2026	Issue 6	Sean Ashton, HSQE Consultant	Performance Rating Criteria section added — explicit 3-band rubric (Excellent / Good / Do Not Use) against 6 criteria (Quality, Delivery, Communication, HSE/Compliance, Documentation, Outcome). Closes the auditor-vulnerable gap of having unrated suppliers with no documented criteria. Mid-cycle downgrade and "Do Not Use" re-engagement processes formalised. APP_12 typo in "Master record location" callout corrected to APP_19. Wide-mode tip and duplicate bottom "Local controlled copy" callout removed. Orphan .docx deleted.
13/05/2026	Issue 5	Sean Ashton, HSQE Consultant	Reference-pointer pattern restored. Master-source callout corrected: this page is the controlled reference + annual-review summary; Leanne's live Excel is the master record. Aligns with the pre-2026 "reference appendix" pattern. No data changes — same 32 approved suppliers, same 62 labour-supply subcontractors, same 16/04/2026 SAR review.
16/04/2026	Issue 4	Leanne Mason	2026 annual SAR completed for all approved suppliers — all rated Excellent, no complaints logged during review period. Per-supplier 2026 SAR pages added under suppliers/sar-2026/. 2025 SAR pages retained under suppliers/sar-2025/ as year-on-year evidence.
01/04/2026	Issue 3	Sean Ashton, HSQE Consultant	Pre-2026-SAR refresh prep: standardised doc-control header and downloadable companion file added in readiness for Leanne's 16 April 2026 annual review.