TERMS AND CONDITONS
DEFINITIONS AND INTERPRETATION
In these Terms and Conditions, the following words and phrases shall have the
“Authority” means the Secretary of State for the Home Department and where
the context permits, reference to the “Authority” in these Terms and Conditions
shall include reference to an employee of the Authority.
“Condition” means any one or more of these Terms and Conditions.
“Goods” means the goods described in the Purchase Order.
“Order Number” means the unique number that appears on the Purchase
Order. “Parties” means the Authority and the Supplier.
“Price” means the price for the Goods given in the Purchase Order.
“Purchase Order” means an order for the purchase of goods served by the
Authority on the Supplier which includes: – The Order Number – a description of
the Goods; – the date and, if appropriate, time, for delivery of the Goods; –
details of the delivery address; – details of the Authority’s address for invoices;
– the Supplier’s address for notices; and – the Price; and – any terms applying
to the purchase of the goods which are additional to these Terms and
“Supplier” means the person, firm or company whose name appears as the
addressee in the Purchase Order.
“Terms and Conditions” means these terms and conditions for the supply of
The headings in these Terms and Conditions are for ease of reference only
and shall not affect the interpretation or construction of these Terms and
Where the context permits, the use of the singular shall be construed to
include the plural, and the use of plural the singular, and the use of any gender
shall include all genders.
References to an Act of Parliament shall be deemed to include any
subordinate legislation of any sort made from time to time under that Act.
References to any statute, enactment, order, regulation, code or similar
instrument shall be construed as a reference to the statute, enactment, order,
regulation, code or instrument as subsequently amended or re-enacted.
These Terms and Conditions together with the relevant Purchase Order, any
specifications and plans provided by the Authority and any specific guarantee
arrangements applying to the Goods constitute the contract between the
Parties for the supply of the Goods (the “Contract”). In the event of any
conflict between a clause in these Terms and Conditions and a term of the
Purchase Order, the term of the Purchase Order shall prevail. The Contract
constitutes the entire agreement between the Parties relating to the supply of
the Goods and replaces all previous negotiations, agreements,
understandings and representations, whether oral or in writing. However
nothing in the Contract shall limit or exclude any liability for fraud. 3.
The Supplier shall supply the Goods in accordance with the terms set out in
the Purchase Order.
The Goods shall:
a) be to the reasonable satisfaction of the Authority;
b) be fit and sufficient for all purposes for which such Goods are generally
used and for any specific purpose made known to the Supplier by the
c) be of the same quality and description as any sample provided; and
d) comply with any requirements or specifications given on the Purchase
The Supplier shall deliver the Goods to the address for delivery given in the
Where the Supplier requires access to the Authority’s premises in order to
deliver the Goods:
a) the Supplier shall agree delivery times with the Authority in advance (unless
the Authority agrees otherwise);
b) the Supplier shall comply with any rules or security requirements applied by
the Authority in relation to access to its premises.
Except where otherwise agreed by the Authority, delivery of the Goods shall
include unloading the Goods at such place and in such manner as the
Authority shall reasonably direct.
The Supplier shall deliver the Goods on or (where the Authority agrees) before
the date or dates given in the Purchase Order. Unless the Purchase Order
provides otherwise, the time of delivery is of the essence in this Contract and
any failure to deliver the Goods by the date (or at the time) given in the
Purchase Order shall entitle the Authority to give the Supplier notice
terminating the Contract with immediate effect.
PROPERTY AND RISK
Without prejudice to the Authority’s other rights and remedies under this
Contract, property and risk in the Goods shall pass to the Authority on
acceptance of delivery.
DAMAGE TO GOODS IN TRANSIT
Any consignment of Goods dispatched by the Supplier for delivery to the
Authority shall be accompanied by a delivery note prepared by the Supplier
marked with the order number from the Purchase Order. Where applicable, the
delivery note shall also specify the means of transport, the place and date of
delivery, the number of packages, the content of the packages, the weight and
volume of the packages and whether or not the packaging must be returned to
the Supplier. Where some or all of the Goods have been damaged in transit (or
have failed to arrive at the Authority after dispatch by the Supplier) the Supplier
shall either repair or replace the Goods in question (at the choice of the
Authority) provided always that: a) in the case of damage in transit the
Authority has informed the Supplier of the damage within 30 days of receiving
the Goods; and b) in the case of non-delivery and where the Supplier has
notified the Authority of the intended date of delivery, the Authority has
informed the Supplier within 10 days of the notified delivery date that the
Goods have not been received.
INSPECTION, REJECTION AND GUARANTEE
The Supplier shall permit the Authority to inspect the Goods and shall provide
all reasonable assistance to the Authority in undertaking an inspection.
The Authority shall not be taken to have waived any of its rights under this
Contract (and in particular its right to reject the Goods) if it does not carry an
inspection or if it approves the Goods following an inspection. The Authority
may, by written notice to the Supplier, reject any of the Goods which fail to
meet the requirements of this Contract, provided always that the Authority
gives notice of such rejection within a reasonable time of receiving the Goods.
If the Authority rejects any of the Goods pursuant to this clause, it shall be
a) have the Goods concerned either repaired by the Supplier or (at the choice
of the Authority) replaced by the Supplier with Goods which comply with this
b). obtain a refund of any payment it has made to the Supplier.
Subject to any alternative guarantee arrangements made between the
Authority and the Supplier, the guarantee period applicable to the Goods shall
be 12 months from the Authority putting the Goods into service or 18 months
from delivery (whichever is the shorter). If, within the guarantee period or
within 30 days thereafter, the Authority gives the Supplier written notice of any
defect which arose within the guarantee period under proper and normal use
of the Goods, the Supplier shall remedy such defect as quickly as possible
(whether by repair or replacement, as the Authority shall choose) without cost
to the Authority. Any Goods rejected or returned to the Supplier shall be
returned at the Supplier’s expense.
LABELLING AND PACKAGING
The Goods shall be appropriately packaged and clearly labelled. The labelling
and packaging shall comply with any reasonable requirements of the Authority
of which the Supplier is aware, and with any statutory requirements. In
particular, if the packages contains any material which is hazardous, noxious
or dangerous this shall be clearly indicated. All packaging shall be considered
non-returnable and shall be destroyed unless the Supplier indicates in the
advice note accompanying the consignment of Goods that the packaging will
be charged for unless it is returned. The Authority shall only accept liability for
packaging that does not arrive at the Supplier’s premises following dispatch by
the Authority if the Supplier informs the Authority of its non-arrival within 10
days of receiving notification from the Authority that the packaging has been
Where the Purchase Order requires the Supplier to install the Goods at the
a) the Supplier shall make no delivery of plant, materials or equipment and
shall not commence any installation work without the prior consent of the
b) the Supplier shall carry out the installation work diligently and with
reasonable skill and care;
c) the Supplier shall comply with the Authority’s requirements relating to
access to and use of its premises and shall co-ordinate its work with any other
employee or contractor who is carrying out work for the Authority; and
d) the Supplier shall keep the Authority’s premises clean and tidy at all times
and shall remove all plant and unused materials when the installation work is
The Authority shall have the power at any time during any installation works to
give notice to the Supplier requiring:
a) the removal from its premises of any materials which are hazardous or
noxious or not in accordance with the Contract;
b) the substitution of proper and suitable materials; and/or
c) the removal and re-execution of any installation work or any Goods which
are not in accordance with the Contract.
In consideration of the supply and delivery of the Goods by the Supplier, the
Authority shall pay the Supplier the Price. The Supplier shall submit an invoice
for the Goods to the Authority’s address for invoices given in the Purchase
Order. The invoice shall contain the Order Number given in the Purchase
Order, a full description of the Goods supplied and the Price. Save where the
Goods have not been delivered or are not in accordance with the Contract, the
Authority shall pay the Supplier’s invoice within 30 days of receiving it. In
addition to the Price, the Authority shall (where applicable) pay the Supplier a
sum equivalent to any Value Added Tax chargeable on the Goods supplied.
The Supplier shall implement any legislative requirement to account for goods
and services in Euros instead of, or as well as, Sterling at no cost to the
Authority. The Authority shall provide all reasonable assistance to facilitate any
RECOVERY OF SUMS DUE SHORT FORM GOODS
If any sum is recoverable from or payable by the Supplier under the Contract,
that sum may be deducted from any sum then due or which at a later date
becomes due to the Supplier under the Contract or under any other agreement
with the Authority.
Save where the Goods are made up in accordance with a design supplied by
the Authority, the Supplier warrants that none of the Goods shall infringe any
patent, trade mark, registered design, copyright or other rights in industrial
property of any third party. The Supplier shall indemnify the Authority against
all actions, demands, charges, expenses and costs (including legal costs on a
solicitor and client basis) which the Authority may incur as a result of or in
connection with any breach of any section of this paragraph Condition.
HEALTH AND SAFETY
The Supplier warrants and represents that:
a) it has satisfied itself that all necessary examinations have been made prior
to delivery of the Goods, to ensure that the Goods are designed and
constructed so that they can be used without risk to health and safety; and
b) that it has made available to the Authority adequate information about any
conditions necessary to ensure the Goods can be used safely and without risk
to health. The Supplier shall indemnify the Authority against all actions,
demands, charges, expenses and costs (including legal costs on a solicitor
and client basis) which the Authority may incur as a result of or in connection
with any breach of this paragraph Condition. The Supplier shall notify the
Authority of any health and safety hazards that may arise in connection with
the performance of this Contract. The Authority shall notify the Supplier of any
health and safety hazards which may exist or arise at its premises and which
may affect the Supplier. The Supplier shall draw these hazards to the attention
of any of its employees, subcontractors or agents who may be affected by
them and instruct such persons in connection with any necessary safety
CONFIDENTIALITY AND OFFICIAL SECRETS
The Supplier undertakes to comply and to procure that its employees comply
with the provisions of the Official Secrets Acts 1911 to 1989. The Supplier
undertakes to keep secret and not to disclose and to procure that its
employees, sub-contractors and agents keep secret and do not disclose any
information of a confidential nature which it has obtained by reason of this
Contract. Nothing in this Condition applies to information that is already in the
public domain or the possession of the Supplier, other than by reason of
breach of this Condition.
The Supplier shall conduct an annual self-assessment of its compliance with
the Authority’s security policy (details of which shall be provided to the Supplier)
and shall report such findings to the Authority’s nominated representative in
the manner requested by the Authority’s representative. The Authority may
make available a particular self-assessment tool to assist its suppliers
(including the Supplier) in conducting the self-assessment referred to in
Condition 15.1 and if the Authority does so, the Supplier shall use that
The Supplier confirms that:
a) the process used in the manufacture of the Goods relied on minimal use of
ozone depleting substances, toxic chemicals and other pollutants including
lead, methyl chloroform and formaldehyde;
b) that minimal dependence has been made on non-renewable natural
resources such as non-sustainably produced hardwoods;
c) in the manufacture of the Goods and in the choice of any packaging for the
Goods, it has given preference to Goods that have maximum recyclability or,
where cost effective recycling is impracticable, maximum biodegradability.
INDEMNITY AND INSURANCE
Without prejudice to any rights or remedies of the Authority, the Supplier shall
indemnify the Authority against all actions, demands, losses, expenses and
costs (including legal costs on a solicitor and client basis) which the Authority
may suffer or incur as a result of or in connection with any damage to property
or any injury (whether fatal or otherwise) to any person which may result
directly or indirectly from any defect in the Goods, or any negligence or breach
of this Contract by the Supplier. The Supplier warrants that it has in place with
a reputable insurance company a policy or policies of insurance covering all
the indemnities under this Contract. At the request of the Authority, the
Supplier shall produce the relevant policy of insurance together with evidence
of payment of its latest premium.
There shall be no change to the amount of or description of the Goods or the
Price unless the Authority has issued a new purchase order in substitution for
the Purchase Order. These Terms and Conditions shall apply to any new
purchase order and the new purchase order shall become “the Purchase
Order” for the purpose of this Contract from the moment it is received by the
Supplier. This Contract may not be varied or amended unless the variation or
amendment is in writing and agreed by authorised representatives of both the
Authority and the Supplier.
ASSIGNMENT OR SUB-CONTRACTING
The Supplier shall not assign nor sub-contract any part of this Contract without
the prior written consent of the Authority. Sub-contracting of this Contract shall
in no way relieve the Supplier of its obligations under the Contract. Where the
Supplier enters a sub-contract with a supplier or contractor for the purpose of
performing this Contract it shall ensure that the sub-contract has a term
requiring the Supplier to pay that supplier or contractor within 30 days of
receipt of a valid invoice.
RIGHTS OF THIRD PARTIES
This Contract shall not create any rights that are enforceable by anyone other
than the Parties.
Without prejudice to any other rights or remedies of the Authority under this
Contract, the Authority shall have the right forthwith to terminate this Contract
by written notice to the Supplier or his trustee in bankruptcy or receiver or (if a
company) its liquidator or administrator, if the Supplier shall have a receiver
appointed over all or a substantial part of his or its assets or (if an individual)
be declared bankrupt or shall go into liquidation or have an administrator
appointed to manage its affairs. The Authority shall be entitled to terminate this
Contract by notice to the Supplier with immediate effect if the Supplier has
committed a material breach of this Contract and (if such breach is capable of
remedy) has failed to remedy such breach within thirty days of being required
by the Authority in writing to do so; or,
Any notice or other communication given under or pursuant to this Contract
must be given in writing and must be delivered in person or sent by post.
Communications must be sent to the address for communications given in the
Purchase Order (which may be altered at any time by the altering Party giving
the other Party 15 days notice of a changed address). Communications to the
Authority must be sent to the address given for the buyer contact in the
Purchase Order and not to the address for invoices. A notice or
communication shall be deemed to have been received 2 working days after
posting in the case of first class delivery and 4 working days after posting in the
case of second class delivery unless the receiving Party proves otherwise.
FREEDOM OF INFORMATION
The Supplier and the Authority shall to comply with the Freedom Of
Information Act 2000 (the “FOI Act”), any subordinate legislation made under
the FOI Act and any guidance issued by the Information Commissioner, in
relation to the Contract. The Supplier agrees to assist and cooperate with the
Authority to enable the Authority to comply with its obligations under the FOI
Act whenever a request is made for information which relates to or arises out
of this Contract and/or the supply of the Goods.
DISPUTES AND MEDIATION
Before resorting to litigation, the Parties shall attempt in good faith to negotiate
a settlement to any dispute between them arising out of or in connection with
this Contract. If the Parties are unable to resolve the dispute, either party may,
at any time, refer the dispute to mediation by a neutral advisor or mediator
(“the Mediator”). If the Parties are unable to agree on a Mediator within 7 days
of the request by one party to refer the dispute to mediation, they shall apply to
the Centre for Dispute Resolution (“CEDR”) to appoint a Mediator. The Parties
shall seek to agree directions for how the mediation is conducted and, failing
agreement, they shall seek directions from the Mediator. If the Parties reach
agreement on the resolution of their dispute the agreement shall be reduced to
writing and shall be binding.
Unless the Purchase Order specifies otherwise, this Contract shall be
governed by and construed in accordance with the law of England and Wales
and shall be subject to the exclusive jurisdiction of the courts of England and