Contracts

Every purchase we make must be supported by an appropriate form of contract, with the level of formality depending on the nature, value, and complexity of the requirement.

Lower-value/routine

For lower-value or routine transactions, a Purchase Order (PO) may serve as the contractual agreement.

Higher-value/complex

For more complex or higher-value arrangements, a formal written contract will be required. This will clearly set out the agreed terms, conditions and responsibilities which will be signed by both parties.

Communication

Suppliers may engage directly with Trust service leads or operational teams during early discussions.

While this collaboration is encouraged, any agreements or understandings reached at this stage are considered “in principle” only.

All commitments remain subject to formal review, approval and authorisation by the Procurement team. This is to ensure compliance with legislation, internal governance requirements and best practice.

Process

In many cases, contracting arrangements are straightforward and can be progressed efficiently.

However, for ongoing services, higher-value contracts, or more complex requirements, we may need to undertake a formal procurement or tendering process.

No contract, no goods/services

A contract must be formally awarded before any goods are supplied or services commence. Suppliers should not begin work or deliver goods until they have received formal confirmation, such as an approved contract or valid purchase order.

In summary

Following these processes helps us maintain compliance with legal and regulatory requirements. It achieves value for money and minimises risk.

This ensures fair and open competition and supports strong, transparent relationships with suppliers.