Purchasing Terms and Conditions
In this document the following words shall have the following meaning:
- ‘Agreement’ means these terms and conditions together with the of any applicable purchase order.
- ‘Buyer’ means A W Hainsworth & Sons Ltd., Spring Valley Mills, Stanningley, Pudsey, Leeds, West Yorkshire, LS28 6DW, England.
- ‘Intellectual Property Rights’ means all patent, registered and unregistered designs, copyright, trademarks, know-how and all other forms of intellectual property wherever in the world enforceable.
- ‘Purchase order’ means the standard Buyer document which includes or is attached to a statement of work describing the goods and/or services to be provided by the Supplier and which provides a maximum valuable payable by the Buyer to the Supplier.
- ‘Supplier’ means the organisation or person who supplies goods and/or services to the Buyer.
- ‘Supplier personnel’ means any employee or contractor supplied by the Supplier to provide services.
- These terms and conditions shall apply to all contracts for the supply of goods and/or services by the Supplier pursuant to one or more Purchase Order.
- Where it is agreed that the Supplier shall supply goods and/or services the goods and/or services to the supplied, the price payable and any other special terms agreed between the parties shall be set out in the Purchase Order. All Purchase Orders shall be subject to these Terms and Conditions.
- No changes or variations to these Terms and Conditions or any Purchase Order shall be effective unless agreed in writing between the parties.
- Price and Payment:
- The price and any taxes and expenses for the goods and/or services shall be as specified in the Purchase Order.
- An invoice shall be produced by the Supplier to the Buyer in accordance with the terms set out in the Purchase Order. The Buyer shall pay for the goods and/or services within 60 days from date of invoice or any prior agreed contractual terms. In no circumstances shall the time for payment be of the essence of the Agreement.
- The Buyer shall not be responsible for any expenses, charges or price other than those set out in the Purchase Order.
- If the parties agree that the Supplier is to provide goods and/or services or resources in addition to those specified in the Purchase Order, then such agreement will be reflected in a further Purchase Order, which will be deemed incorporated into this agreement.
- Once a Purchase Order has been agreed by the Buyer the price for the goods and/or services shall be fixed.
- The Supplier warrants and guarantees that all goods and materials supplied under this Agreement shall be free from any defects, patent or latent, in material and workmanship, conform to applicable specification and to the extent that detailed samples were not provided to the Buyer, will be free from defects and in every aspect suitable for the purchase intended by the Buyer, as to which the Supplier hereby acknowledges that it has had due notice. The approval by the Buyer of any samples provided by the Supplier shall not relieve the Supplier of its obligation under any provisions contained in the clause.
- The Supplier’s obligations under this clause shall extend to any defect or non-conformity arising or manifesting itself within the manufacturer’s warranty period from delivery.
- Where there is a breach of the warranty contained in this clause by the Supplier, the Buyer without thereby waiving any rights or remedies otherwise provided by law and/or elsewhere in this Agreement, may require the Supplier to repair or replace the defective goods at the Supplier’s risk and expense or repay the price or part of the price relating to the defect to the Buyer.
- Items repaired or replaced shall be subject to these Terms and Conditions in the same manner as those originally delivered under the Agreement. If the Supplier refuses or fails to promptly repair or replace items when requested under this provision, the Buyer may itself, or through an agent or sub-contractor, or otherwise, repair or replace any item itself and the Supplier agrees to reimburse the Buyer for any costs or expenses incurred.
- It is the responsibility of the Supplier to ensure that all products are manufactured to a safety standard, all products meet the safety standards required and that nothing is supplied to the Buyer that is deemed unsuitable for the end purpose or is known to potentially cause harm to either employees or end users/consumers. The Buyer will not be responsible for any defect that is deemed unsafe and expects the products received to be tested. The Buyer may request a certificate of conformity or signed documentation to prove the products and processes meet the criteria.
- The Supplier must work to a fully traceable process with appropriate documentation to support any part of the process. The products must be able to be traced back through every process with recorded evidence. Any test certificates, certificates of conformity must be made available by the Supplier on the request of the Buyer.
- The Supplier must not supply any counterfeit goods or parts and must have adequate controls in place to prevent the introduction/use of product not conforming to the specified product on the Purchase Order.
- Delivery of goods shall be made to such locations as the Buyer shall direct. Any time agreed between the parties for such delivery shall be of the essence of the Agreement and the Buyer shall be entitled to cancel, without the notice, the whole or any part of this Agreement if this clause is not complied with by the Supplier.
- Where the Buyer cancels the whole or part of the contract in accordance with clause.
- All sums payable by the Buyer in relation to the whole or part of the contract cancelled shall cease to become payable.
- All sums paid by the Buyer in relation to the whole or part of the contract cancelled shall be repaid by the Supplier immediately.
- The Buyer shall be entitled to recover damages from the Supplier for the loss caused as a result of the Supplier’s failure to deliver the goods and /or services as a result of the cancellation of the whole or part of the contract.
- Any dates agreed for delivery must be met by the Supplier, failure to do so will result in the Buyer having the right to terminate the contract if any resulting delay leads to loss of sale, or contract. The Buyer reserves the right to claim for any penalties incurred as a result of late or failure to delivery within terms.
- The Supplier warrants that it has good title to the goods and that it will transfer such title as it may have in the goods to the Buyer pursuant to clause 6.2.
- Title in the goods will pass to the Buyer when the goods are unconditionally appropriated (by either party or with the consent of either party) to this Agreement, or on delivery to the Buyer, whichever happens first.
The goods will be and shall remain the Supplier’s risk until under such time as they are delivered to the Buyer (or at their discretion), and are found to be in accordance with the requirements of this Agreement. It shall be the duty of the Supplier at all times to maintain a contract of insurance over the goods and, on request from the Buyer, to assign to the Buyer the benefits of such insurance.
- Inspection of Goods:
- The Buyer shall inspect the goods upon delivery.
- Where goods are damaged or do not meet the specification provided with the order the Buyer shall notify the Supplier. The Buyer may reject the goods and the following provisions shall apply:
- The Supplier shall collect the rejected goods from the Buyer at the Supplier’s expense.
- During the period between delivery of the goods to the Buyer and collection by the Supplier, the Buyer shall not be liable for any loss or further damage caused to the rejected goods.
- All sums paid by the Buyer in relation to the rejected goods shall cease to become payable.
- All sums paid by the Buyer in relation to the rejected goods shall be repaid by the Supplier immediately.
- The Buyer shall be entitled to claim damages from the Supplier for any losses caused to the Buyer as a result of the goods being damaged or not meeting specification.
- Any discrepancies of either quantity or quality will be communicated by the Buyer in writing within a 28 day period of receipt of said goods.
- Where there are shortages in the order the Buyer shall notify the Supplier and the following provisions shall apply.
- All sums payable by the Buyer in relation to the missing goods shall cease to become payable.
- All sums paid by the Buyer in relation to the missing goods shall be repaired by the Supplier immediately.
- The Buyer shall be entitled to claim damages from the Supplier for any losses caused to the Buyer as a result of the shortages.
- If the Buyer so requests, the Supplier shall immediately replace damaged or out of specification goods or supply goods which are missing at the Supplier’s expense or the Buyer shall be entitled to cancel, without notice, the whole or any unexpected part of the order and the rights referred to in clause 5.2 shall apply.
- Where there is an excess of goods beyond agreed contract tolerances the Buyer may reject the excess goods by notice in writing to the Supplier and the following provisions shall apply:
- The supplier shall collect the excess goods from the Buyer at the Supplier’s expense.
- During the period between delivery of the goods and collection by the Supplier, the Buyer shall not be liable for any loss or damage caused to the excess goods.
- No sum shall be due to the Supplier for the excess goods and in the event that sums are paid to the Supplier for the excess goods, the Supplier shall repay such sums to the buyer immediately.
- The Buyer may accept excess goods by notifying the Supplier of such acceptance and the price of the excess goods shall be payable by the Buyer.
- The Supplier shall repair or replace free of charge, goods and damaged or lost in transit upon receiving notice to that effect from the Buyer.
- The Buyer’s signature on any delivery note to the Supplier is evidence of the number of packages received only and not evidence of the correct quantity of goods received or that the goods are in a good condition or of the correct quality.
- Supplier’s Obligations:
- The Supplier warrant, represents and undertakes that:
- All services performed under the Agreement shall be performed with all due skill and care, in a good and workmanlike manner and otherwise in line with best practice within its industry (“Best Industry Practice”).
- The Supplier Personnel will possess the qualifications, professional competence and experience to carry out such services in accordance with Best Industry Practice.
- The services will not in any way infringe or violate any intellectual property rights, trade secrets or rights in propriety information, not any contractual employment or property rights, duties of non-disclosure or other rights of any third parties and;
- It has full capacity and authority to enter into this Agreement and that it has or will obtain prior to the commencement of the service, any necessary licences, consents and permits required of it for the performance of the services.
- The Supplier shall provide the Buyer with such progress reports, evidence or other information concerning the services as may be requested by the Buyer from time to time.
- The Supplier shall be responsible for maintaining such insurance policies in connection with the provision of the services as may be appropriate or has the Buyer may require from time to time.
- The Supplier shall procure that the Supplier Personnel take all responsible steps to safeguard their own safety and the safety of any other person who may be affected by their actions, and the Supplier agrees to indemnify and keep indemnified the Buyer from all and any liabilities, obligations, costs and expenses whatsoever arising from any loss, damage or injury caused to the Buyer or any of their party by the Supplier Personnel.
- The where applicable must provide evidence of compliance with regulations including but not limited to REACH regulations.
- Status and Liabilities:
- It is expressly understood that neither the Supplier nor the Supplier Personnel have the authority to act as agent for the Buyer or to contract on the Buyer’s behalf.
- The Supplier Personnel shall at no time be deemed to be employed or otherwise engaged by the Buyer.
- The Supplier shall be responsible for paying the Supplier Personnel and for making any deductions required by law in respect of income tax and national insurance contributions or similar contributions relating to the provision of the services. The Supplier agrees to indemnify the Buyer in respect of any claims that may be made by the relevant authorities against the Buyer in respect of tax demands or National insurance or similar contributions relating to the Provision of the services by the Supplier.
- The Supplier shall procure that the Supplier Personnel shall, comply with all the applicable statutes, rules and regulations in providing the services including all immigration and employment requirements imposed by any applicable jurisdiction, and the Supplier shall indemnify and hold harmless the Buyer from damages arising out of any failure to do so.
- Termination :
- The Buyer may terminate this Agreement for any reason by providing 15 days prior written notice to the Supplier.
- The Buyer may terminate this Agreement with immediate effect by providing written notice to the Supplier if:
- The Supplier or the Supplier Personnel commit any material or persistent breach of this Agreement.
- The Supplier fails to or refuses after written warning to procure that the Supplier Personnel provide the services properly required of them in accordance with this Agreement.
- The Supplier passes a resolution for winding up (other than for the purpose of solvent amalgamation or reconstruction), or a court of competent jurisdiction makes an order to that effect
- The Supplier ceases to carry on its business or substantially the whole of its business: or
- The Supplier is declared insolvent, or convenes a meeting of or makes or proposes to make any arrangement or composition with its creditors, or a liquidator, receiver, administrative receiver, manager, trustee or similar officer is appointed over any of its assets.
The Supplier agrees to indemnify the Buyer against all claims, costs and expenses which the Buyer may incur and which arise, directly or indirectly, from the Supplier’s breach of any of its obligations under this Agreement.
- Intellectual Property Rights
All intellectual property rights produced from or arising as a result of the performance of this Agreement shall, so far as not already vested , become the absolute property of the Buyer, and the Supplier shall do all that is reasonably necessary to ensure that such rights vest in the Buyer by the execution of appropriate instruments or the making of agreements with third parties.
- Force Majeure
The Buyer shall not be liable for the delay or failure to perform any of its obligations under this Agreement if the delay or failure results from events or circumstances beyond its reasonable control, including but not limited to acts of God, strikes, lock outs, accidents, war, fire, flood or industrial disputes, and the Buyer shall be entitled to a reasonable extension of its obligations.
- Relationship of Parties
Nothing in this Agreement shall be construed as establishing or implying any partnership or joint venture between the parties and nothing in this Agreement shall be deemed to construe either of the parties as the agent of the other.
The Supplier shall not be entitled to assign its rights or obligations or delegate its duties under this Agreement without prior written consent of the Buyer.
If any provision of this agreement is held invalid, illegal or unenforceable for any reason by any court of competent jurisdiction such provision shall be severed and the remainder of the provisions herein shall continue in full force and effect as it the Agreement had been agreed with invalid or unenforceable provision eliminated.
No failure by the Buyer to reinforce any of these Terms and Conditions shall constitute a waiver of its rights hereunder.
Any notice to be given by either party to the other may be severed by email, fax, personal service or by post to the address of the other party given in the Purchase Order or such other address as such party may from time to time have communicated to the other in writing, and if sent by email shall unless to the contrary is proved to be deemed to be received on the day it was sent, if sent by fax shall be deemed to be served on receipt of an error free transmission report, if given by letter shall be deemed to have been served at the time at which the letter was delivered personally or if sent by post shall be deemed to have been delivered in the ordinary course of post.
- No Third Parties
Nothing in this agreement is intended to, nor shall it confer any rights to third party.
The Supplier must not engage any third party, or factory that has not been approved or audited by the Buyer to perform any part of the process without prior consultation with the Buyer.
- Supplier Approval
21.1 The Buyer will assess the Supplier’s quality management system and reserves the right to request evidence of system.
21.2 The Buyer reserves the right to carry out an audit of the Supplier, the plant, facilities, any third parties, processes and quality management systems.
21.3 The Buyer will monitor performance of Supplier in-line with Agreement. Failure to meet Agreement may result in Supplier being removed from approved Supplier list.
- Ethical Trading
The Supplier is responsible for maintaining an Ethical Trading policy:
22.1 Where employment is freely chosen and the employee is able to leave their employer after reasonable notice, no forced, bonded or involuntary labour
22.2 Personnel are not discriminated against for religion, sex, age, disability, or race.
22.3 Personnel have safe working conditions safe from hazards. The Supplier must have a robust health and safety policy and provide adequate training, PPE and safe working environment for all Supplier Personnel.
22.4 Child labour shall not be used
22.5 Wages and benefits are paid for a standard working week meet, at a minimum, national legal standards or industry benchmark standards, whichever is higher.
22.6 Supplier Personnel are provided with written and understandable information about their employment conditions.
22.7 Working hours must comply with national law and shall be defined by contract and shall not exceed 48 hours per week excluding overtime. Overtime shall always be compensated.
22.8 Supplier Personnel shall not be physically, sexually or verbally abused or experience other forms of intimidation.
- Entire Agreement
This Agreement contains the entire agreement between the parties relating to the subject matter and supersedes any previous agreements, arrangements, undertakings or proposals, oral or written.
- Governing Law and Jurisdiction
This Agreement shall be governed by and construed in accordance with the law of England and the parties hereby submit to the exclusive jurisdiction of the English courts.