HFORM06: Supplier Assessment Form¶
Form Reference: HFORM06 Version: 1.0 Classification: CRGI Information Form Owner: Sean Ashton, Operations Manager Purpose: Supplier pre-qualification and ongoing capability assessment per HPROC08. Evaluates suppliers' ability to meet CRGI quality, environmental, health & safety and compliance requirements.
Document Control¶
| Version | Date | Author | Change Summary |
|---|---|---|---|
| 1.0 | 10/03/2026 | Sean Ashton | Initial issue |
1. Supplier Details¶
| Field | Details |
|---|---|
| Company Name | _________________ |
| Main Contact | _________________ |
| Contact Number | _________________ |
| _________________ | |
| Address | _________________ |
| Services/Products Provided | _________________ |
| Contract Value (estimated annual) | £ _________________ |
| Proposed Start Date | _________________ |
| Supply Type | ☐ Critical ☐ Important ☐ Standard |
Supply Type Rationale:
2. Pre-Qualification Assessment¶
Initial document review. Tick evidence received for each criterion:
| Criterion | Evidence Received ☐ | Document Ref | Comments |
|---|---|---|---|
| Quality certification (ISO 9001 or equivalent) | ☐ | _________________ | _________________ |
| Environmental certification (ISO 14001 or equivalent) | ☐ | _________________ | _________________ |
| H&S certification (ISO 45001 or equivalent) | ☐ | _________________ | _________________ |
| Public/Employers Liability insurance | ☐ | _________________ | _________________ |
| Professional Indemnity insurance | ☐ | _________________ | _________________ |
| Employers Liability insurance (if applicable) | ☐ | _________________ | _________________ |
| Financial stability evidence (credit report/accounts) | ☐ | _________________ | _________________ |
| References (minimum 2 recent clients) | ☐ | _________________ | _________________ |
| Modern Slavery Statement | ☐ | _________________ | _________________ |
| Anti-Bribery & Corruption policy | ☐ | _________________ | _________________ |
3. Capability Assessment¶
Score each criterion on scale 1–5 (1 = Poor, 5 = Excellent). Assessor completes during supplier visit/review.
| Criteria | Score (1–5) | Evidence/Notes |
|---|---|---|
| Technical Competence — capability to deliver service/product, expertise, track record | ____ | _________________ |
| Quality Systems — documented processes, control measures, inspection, customer satisfaction | ____ | _________________ |
| Environmental Management — compliance, waste management, emissions, certifications | ____ | _________________ |
| H&S Record — incident rates, compliance, training, site standards, accident history | ____ | _________________ |
| Financial Stability — solvent, payment history, growth, not at risk of failure | ____ | _________________ |
| Communication — responsiveness, clarity, availability, collaboration capability | ____ | _________________ |
| Price Competitiveness — value for money, reasonable rates, no hidden costs | ____ | _________________ |
Scoring Guidance¶
- 5 — Excellent: Exceeds requirements; strong evidence of capability; no concerns
- 4 — Good: Meets requirements; reliable evidence; minor development areas
- 3 — Adequate: Meets minimum requirements; acceptable performance
- 2 — Below Standard: Falls short; notable gaps; risk mitigation required
- 1 — Poor: Serious deficiencies; unsuitable without major improvements
4. Risk Assessment¶
| Field | Details |
|---|---|
| Overall Risk Level | ☐ Critical (cannot use without controls) ☐ High (conditions required) ☐ Medium (standard conditions) ☐ Low (low risk) |
| Risk Justification | _________________ |
Risk Factors Identified¶
List any specific concerns, gaps or risks:
Mitigation (if High/Critical): _________________________________________________________________
5. Approval Decision¶
Recommend decision based on assessment:
| Outcome | Selection |
|---|---|
| Decision | ☐ Approved (use without conditions) ☐ Approved with Conditions (use, with specific requirements) ☐ Rejected (do not use) |
If Approved with Conditions¶
Specify conditions that must be met before or during supply:
Condition Target Date(s): _________________________________________________
If Rejected¶
Reason for rejection:
Option to reapply after (timeframe): _________________
6. Monitoring & Review¶
If approved, establish ongoing monitoring:
| Field | Details |
|---|---|
| Review Frequency | ☐ Annual ☐ Biennial ☐ Every 3 years ☐ Post-contract ☐ Ad hoc |
| Key Performance Indicators (KPIs) to Monitor | _________________ |
| Responsible Monitor | _________________ |
| Next Scheduled Review Date | _________________ |
Ongoing Monitoring Criteria¶
- On-time delivery and quality of deliverables
- Responsiveness to issues and complaints
- Compliance with contract terms and conditions
- Maintenance of certifications and insurance
- Financial stability and market standing
- H&S/environmental incidents or breaches
7. Approval & Sign-Off¶
| Role | Name | Signature | Date |
|---|---|---|---|
| Assessed by | _________________ | _________________ | _________________ |
| Operations Manager | Sean Ashton | _________________ | _________________ |
| CEO (if Critical supply or High risk) | Dragos Ciordas | _________________ | _________________ |
Two-tier approval: - CEO (Dragos Ciordas) approves Critical supplies or High-risk suppliers - Operations Manager (Sean Ashton) approves Medium/Low risk suppliers
8. Supplier Register Update¶
- ☐ Supplier recorded in HREG10 (Supplier Register)
- Approval Status:
☐ Approved
☐ Approved with Conditions
☐ Rejected
Related Documents¶
- HPROC08: Procurement & Supplier Management Procedure
- HREG10: Supplier Register
- HPOL14: Procurement Policy
- HPOL11: Anti-Slavery Policy
Document Footer¶
Retention: Duration of supply relationship + 3 years Storage: CRGI Secure Document Management System / Supplier file Access: Operations Manager, CEO, Procurement Classification: CRGI Information — Confidential
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