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12.0 Supplier procurement

As part of mobilisation Ringley would be present at the plant commissioning and handover, and also
require separate copies of operating manuals in order to
(1) Prepare the building manuals,
(2) the planned property maintenance calendar, and,
(3) to translate into plain English for the Residents Handbook.

For ‘specialist trades’ such as lift engineers, boiler engineers etc.. in the early years and so as not to
frustrate any early years parts warranties, maintenance contracts will be negotiated with installers.
Where installers do not offer maintenance services on-site tendering days will be run and contracts
negotiated. This during the mobilization phase contractor maintenance contract negotiation will
validate the budgets.

12.1 Contractor selection & supplier performance monitoring
Ringley are ISO9000 accredited and our e-procurement system determines the required documents
we need to verify depending on the type of services each contractor offers. The screen shots
overleaf show how contractors upload documents and go through our approvals process, including
risk assessments for the type of work they carry out.

12.2 At Ringley we operate 100% e-procurement through www.ringleypanel.co.uk. Works Orders are
issued by Ringley’s Asset Manager with some delegated authority on items under maintenance
contracts for Site Staff. It is the Asset Manager who controls the budgets. Works Orders can be
issued on PC or mobile. Our system enables permissions levels such as:
 Staff authorisation limits – per job grade/responsibility,
 Designated contractors only – Front Desk Staff can be set up so they are only able to issue
Works Orders to designated contractors – e.g., lifts, doors, glaziers,
 Client authorisation limits, above which audit trail of Client approval needs to be entered,
 Section 20 Consultation STOP mechanisms which calculate the highest percentage on the
relevant schedule and require section 20 Notice upload to proceed,
These authorisation controls exist at the Works Order stage and Invoice stages.

12.3 Health & Safety, Insurance

At Ringley we address Health & Safety on a number of levels:
 Contractor selection,
 Procurement,
 Daily inspections,
 Annual Fire & General Risk assessments.

12.4 Further checks at the point of procurement
When Managers and Site Staff issue Works Orders they also have to determine whether the job
requires
(1) hot works, or
(2) working at heights.
If either applies extra job risk assessment requirements are issued to contractors on a job by job
basis. For small jobs we make clear that we are acting on behalf of the Client and that the contractor

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