| Ref | Supplier and scope | Category | Status | Last reviewed |
|---|
This register is the controlled record of every approved supplier of products and services used by A M Water Services Limited, with the scope of what each supplies, the status and the basis the approval rests on. It carries the criteria for evaluating, selecting, monitoring and re-evaluating external providers under Clause 8.4.1, the type and extent of control applied to each kind of supply under 8.4.2, and what AMWS communicates to a supplier before an order is placed under 8.4.3.
Four checks, and AMWS answers all four from its own records. None requires the supplier to send anything, and none asks AMWS to verify something it has no sight of.
| # | Check | Where the answer comes from |
|---|---|---|
| 1 | Have we used them in the last twelve months? | Purchase and invoice records |
| 2 | Did they supply what was ordered, when the job needed it? | AMWS’s own experience of the work |
| 3 | Has any quality, safety or environmental issue been attributed to them? | APP_21 and the incident records |
| 4 | Is there any unresolved invoicing dispute? | Xero and the purchase ledger |
When they are applied:
| At the annual review, currently each September, for every supplier on the register |
| On engaging a new supplier, before the first order |
| At any time, if an issue arises. The review does not wait for September. |
Recorded against SOP 5.3 Evaluation & Approval of Suppliers & Subcontractors.
| Status | Meaning |
|---|---|
| Active | In current use. Continue. |
| Inactive | Account retained, not currently used. No action. Re-checked if AMWS starts using them again. |
There is no performance rating. Grading a builders’ merchant as Excellent rather than Good recorded a judgement AMWS was not measuring anything to support, and it made no difference to any decision.
Until Issue 9 the register carried six rating criteria with three bands each, an eight-question supplier self-assessment, a five-point star rating and a risk band. For a business of this size, reviewed by one Director, that produced a form filled in to satisfy itself: every supplier scored well, every self-assessment came back with eight ticks, and no decision ever turned on the result. The self-assessment also recorded a supplier’s own word about their internal risk assessments and training records as if it were verified evidence.
Clause 8.4.1 requires criteria for re-evaluation as well as for evaluation and selection. Re-evaluation uses the same four checks. What changes is when it is carried out and what it can decide.
| Trigger | What is re-evaluated | Where the outcome is recorded |
|---|---|---|
| The annual review, each September | Every supplier on the register, against the four checks | Status confirmed or changed on this register, and the year’s record at SAR |
| An issue attributed to a supplier | That supplier, at the point the issue is raised | On the APP_21 entry, and on this register if the status changes |
| A change in what a supplier supplies, or a new category of work | The new scope only, before the first order against it | Scope and category updated on this register |
| An inactive supplier being brought back into use | That supplier, against all four checks, before the first order | Status moved to Active on this register |
What a re-evaluation can decide:
| Outcome | The test |
|---|---|
| Continue as Active | All four checks answered yes |
| Move to Inactive | Check 1 answered no, with nothing outstanding on checks 2 to 4. The account is retained |
| Remove from the register | The supplier has ceased trading, or has merged into another supplier already on the register, or a Director has decided not to use them again. Recorded in the change-log |
An inactive supplier is re-evaluated against check 1 only. An account that has not been used cannot have failed checks 2 to 4, and check 1 is what holds the status at Inactive.
Clause 8.4.2 sets the control by what the supplier provides and what it could affect. AMWS buys in four kinds of supply and the verification differs for each.
| What is supplied | What it could affect | Control applied | How it is verified |
|---|---|---|---|
| Materials, aggregates, PPE and consumables delivered to site or to the yard | Conformity of the reinstatement or installation, and the specification the job requires | Ordered against a purchase order stating the product, the specification and the quantity required | The delivery is checked against the order and the delivery note on receipt. A delivery that does not match the order is rejected or returned |
| Plant, tool and equipment hire | Safety of the operator and of anyone near the work, and the PUWER and LOLER duties on AMWS as the user | Hired only from a supplier on this register | For lifting equipment the hire company’s current test certificate is with the item for the duration of the hire, under SOP 8.6. AMWS does not extend its own examination certificates to hired plant |
| Plant and vehicle servicing, repair and statutory examination | Roadworthy and safe condition of AMWS plant and vehicles, and the LOLER examination intervals on the grab cranes and lifting accessories | Placed only with a supplier on this register, against the interval the asset is due | The service, repair or thorough-examination record is returned by the supplier and held against the asset in APP_14 |
| Training delivered to AMWS operatives | Competence for the work, and the statutory training duties on APP_10 | Placed only with a provider accredited for the scheme the certificate or card is issued under | The certificate or card received is entered on APP_12 |
Labour supplied by subcontractors carries out AMWS work to AMWS’s own RAMS and under AMWS supervision, controlled through SOP 5.1 and the site paperwork rather than through this register.
Clause 8.4.3 asks what is communicated to a supplier, and that it is adequate before it is sent.
| What is communicated | When | Set out in |
|---|---|---|
| What is required: the product or service, the specification, the quantity, and the site and date it is needed | On the purchase order, before the order is placed | SOP 5.3 |
| Site requirements, where the supplier attends an AMWS site: the RAMS for the work, the PPE required and the site rules | Briefed before arrival on site | SOP 5.1 |
| For hired lifting equipment, that the current test certificate must be with the item for the whole of the hire | At the point of hire | SOP 8.6 |
| For training, the scheme or standard the certificate or card must be issued under | At booking | SOP 4.2 |
| Where a delivery or a service does not meet the order, what is wrong with it and what is required instead | Raised with the supplier at the time by the person who placed the order | SOP 5.3 |
Orders are placed through one route, the Director (Finance/Admin), so a supplier deals with the same person for the order, the delivery and the invoice. AMWS carries out no verification activity at a supplier’s premises: what is supplied is verified on receipt or before first use, as above.
Reviewed by Leanne Mason, 22 September 2026. All 32 suppliers were reviewed against the four checks.
| Outcome | Count |
|---|---|
| Active — in current use, continuing | 18 |
| Inactive — account retained, not currently used | 13 |
| Merged — Sixfields Aggregates into the Storefield group | 1 |
| Total on register | 32 |
No supplier failed a check. Every active supplier was used during the period, supplied what was ordered, has no quality, safety or environmental issue recorded against it on APP_21, and has no outstanding invoicing dispute. The review record, showing each supplier against each check, is at 2026 Supplier Annual Review.
Individual subcontractors are held in Leanne Mason’s live Approved Supplier Register (Excel), which is the master record. This portal carries the summary figures only. They are engaged under SOP 5.3, which requires public liability insurance, the tickets and cards for the work and right-to-work evidence on file before the first engagement.
| Status | Count |
|---|---|
| Active — currently engaged or available | 46 |
| Not to be re-engaged | 16 |
| Total on the live register | 62 |
Not to be re-engaged is an operational flag, not a performance grade: it stops someone being booked without a Director decision. Subcontractors carrying it stay on the register so the decision is visible rather than forgotten.
The live Excel still carries the Excellent / Good / Do Not Use columns this register has stopped using. They are retired at the next refresh of that register so the two match. Owner: Leanne Mason, with the January subcontractor review.
| September | Suppliers of products and services. The 2026 review was held on 22 September 2026. |
| January | Labour-supply subcontractors. |
| At any time | On an issue, a complaint or a change of scope. The review does not wait for the annual date. |
| Role | Responsibility |
|---|---|
| Leanne Mason Director — Finance/Admin | Maintains the live register, carries out the annual review, processes new applications and approves additions and removals |
| Sean Ashton HSQE Consultant | Maintains the controlled summary on the portal and the annual-review evidence |
| Aaron Mason Director | Decides re-engagement where a subcontractor carries the not-to-be-re-engaged flag |
Approved by the Directors. The annual review is carried out by Leanne Mason each September and recorded as a dated SAR document, and the outcome is an input to the annual Management Review.
| Issue | Date | Approved by | Change |
|---|---|---|---|
| 3 | 01/04/2026 | 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. |
| 4 | 16/04/2026 | 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. |
| 5 | 13/05/2026 | 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. |
| 6 | 13/05/2026 | 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). 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. |
| 7 | 19/05/2026 | 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. |
| 8 | 09/09/2026 | Sean Ashton / Aaron Mason | Cross-reference pass — no change to substance. A system-wide document-control pass on 09/09/2026 added a Related documents section to every controlled document that lacked one, so the thread from a policy commitment to the procedure that delivers it and the record that evidences it can be followed in either direction. Nothing in the substance of this document changed. Recorded on the audit trail because the document content changed, even though the requirements it sets did not. A supporting standard reference was added in the same pass, naming the standard this document is built against and citing it undated so a new edition does not force a re-issue. |
| 9 | 26/09/2026 | Sean Ashton / Aaron Mason | Performance grading removed and the register rebuilt on a proportionate basis. The six rating criteria with three bands each, the five-point star rating, the risk band and the eight-question supplier self-assessment are withdrawn. A supplier is now Active or Inactive. Evaluation is against four checks AMWS answers from its own records — used in the year, supplied as ordered, no issue attributed, no invoicing dispute — none of which requires anything from the supplier. The reason: every supplier scored well every year, no decision ever turned on the result, and the self-assessment recorded the supplier's own word about their internal risk assessments and training records as if it were verified evidence. The supplier list is now a markdown table on this page, so APP_19 is the controlled master and the HTML register is a generated view of it, matching every other register in the system. The 2026 annual review is written up as a record at SAR 2026; 2025 had 32 per-supplier files and 2026 previously had none, so the year-on-year trail was broken. Reviewed by Leanne Mason on 22/09/2026: all 18 active suppliers confirmed still in use and continuing, 13 inactive, 1 merged. Clause 8.4 documented across its three sub-clauses — the triggers for re-evaluation and what a re-evaluation can decide (8.4.1), the type and extent of control set by what each kind of supplier provides (8.4.2), and what AMWS communicates to a supplier before an order is placed (8.4.3). |