ISO 9001:2015 Clause 8.4 · ISO 14001:2015 Clause 8.1 · ISO 45001:2018 Clauses 8.1.4.2 & 8.1.4.3 — Control of externally provided processes, products and services; contractor and outsourcing controls
A M Water Services engages two kinds of external party and the route differs for each.
Suppliers of products and services — builders’ merchants and aggregate suppliers, plant, tool and vehicle hire, plant and vehicle servicing, and training providers. A trade account is opened by the Director (Finance & Admin) and the supplier is recorded on APP_19 Approved Supplier Register with the category and the scope of what it supplies. From then on the four checks in APP_19 apply: before the first order, at the annual review each September, and at any time an issue arises. There is no questionnaire.
Labour-supply subcontractors and service providers attending an AMWS site — the route in the flow below. FORM_PQQ_01 Pre-Qualification Questionnaire is issued, and it is accepted only with the supporting evidence: public liability insurance, the tickets and cards required for the work, and right-to-work evidence under PROC_R2W_01. The Directors and the HSQE Consultant review it together and record the category of work the party is approved to undertake.
Records of evaluations, supporting evidence and purchase-order history are retained per SOP 4.7.
| When | What happens | Record |
|---|---|---|
| Before the first order | A trade account is opened by the Director (Finance & Admin) and the supplier is recorded on APP_19 with the category and the scope of what it supplies. | APP_19 |
| At every order | The order states the product or service, the specification, the quantity, and the site and date required. The delivery is checked against the order and the delivery note on receipt. | Purchase order and delivery note |
| Each September | Every supplier on the register is reviewed against the four checks and the status is confirmed or changed. | Supplier Annual Review |
| At any time an issue arises | An issue attributed to a supplier is recorded on APP_21 and the supplier is re-evaluated at that point. The review does not wait for September. | APP_21 |
The four checks, the triggers for re-evaluation and what a
re-evaluation can decide are set out in APP_19. All four are answered by
AMWS from its own purchase records, its experience of the work, APP_21 and
the purchase ledger. Nothing is requested from the supplier.
A purchase order or work instruction may only be issued to a party recorded on APP_19 Approved Supplier Register or, for labour, on the live approved subcontractor register held by the Director (Finance & Admin).
For a subcontractor or a service provider attending an AMWS site there is a second gate: public liability insurance in date for the period the work will be performed, and the tickets or cards the work requires. The Director (Finance & Admin) checks both before the work is instructed. A subcontractor whose insurance has lapsed is not engaged again until current evidence is provided.
Where an urgent need cannot be filled from the approved list, the insurance and the cards for the work are obtained before any work is instructed and the party is recorded on the register at the same time. The Director (MD) approves the engagement.