# PROCUREMENT POLICY
Date: 15 March 2033
Parties: Harbourlight Components Ltd and its purchasing personnel
## 1. Purpose and parties
Harbourlight Components Ltd adopts this policy on 15 March 2033 for employees and contractors who commit company funds. The objective is value, continuity, fairness and lawful purchasing; no employee may divide one requirement into smaller orders to avoid a threshold.
## 2. Facts, scope and terms
A purchase below £1,000 may use one documented quote and budget-holder approval. From £1,000 to £9,999, the requester must obtain at least three comparable quotes where practicable. A purchase of £10,000 or more requires a written competition, Procurement approval and Finance confirmation before commitment.
## 3. Process and responsibilities
The requester must describe need, specification, delivery date, evaluation criteria and total expected cost, including VAT, freight, renewal and disposal costs. The award record must state the scores and reasons. A framework may be used only within its scope, term and permitted call-off process.
## 4. Evidence, records and safeguards
Employees must disclose a personal, family or financial connection with a bidder before evaluation and must not accept gifts above £50 in value, cash, hospitality that could influence a decision, or a promise of future work. The Compliance Director records disclosures and appoints an independent evaluator where needed.
## 5. Review, escalation and outcome
Procurement checks supplier identity, sanctions, insurance, modern-slavery risk, information security and ability to deliver. A purchase order must precede supply except under an approved emergency. Standard terms govern payment 30 days after a valid invoice and acceptance; a requester cannot authorise payment to itself.
## 6. Reservations and practical protections
An emergency purchase is limited to preventing immediate danger, material service interruption or serious property damage. The duty manager may approve up to £5,000, must record the facts within two business days, and Procurement must review any continuing spend. Emergency status is not a reason to disregard safety or bribery law.
## 7. England and Wales law and completion
The Head of Finance reviews compliance quarterly, with records retained seven years. Suspected fraud or coercion goes to the confidential reporting channel; retaliation is prohibited. This completed policy is governed by England and Wales law, takes effect on 15 March 2033, and may be amended only by the Board or its delegated committee.