Suffolk Steam Ltd – Terms of Business for the Purchase of Goods and Services

1. Introduction

These Terms of Business govern all purchases of goods and services made by Suffolk Steam Limited (“Suffolk Steam”, “we”, “us”, “our”). No supplier, contractor, or service provider (“you”, “your”) may supply goods or services to Suffolk Steam except in accordance with these Terms.

By accepting a purchase order from Suffolk Steam, you agree to be bound by these Terms.

2. Purchase Orders

  • Suffolk Steam will only be bound by written purchase orders issued through its authorised officers.
  • A purchase order must:
    • Be issued on Suffolk Steam’s official documentation
    • Contain a unique purchase order number
    • Specify the goods/services, quantities, delivery requirements, and agreed price
  • No verbal instructions, informal agreements, or assumptions constitute authorisation to supply.

3. Unsolicited Goods, Services, and Invoices

  • Suffolk Steam does not accept unsolicited goods or services under any circumstances.
  • Any goods or services supplied without a valid written purchase order will be deemed:
    • Unauthorised
    • Unrequested
    • Provided entirely at the supplier’s own cost and risk
  • Unsolicited invoices will not be paid, and Suffolk Steam reserves the right to:
    • Reject the invoice
    • Require its withdrawal
    • Report the matter to relevant authorities if persistent or fraudulent
  • Suffolk Steam may apply administrative penalties to suppliers who issue unsolicited invoices, including but not limited to:
    • A fixed administrative charge for processing and rejecting the invoice. This charge is currently £325 plus VAT, rising to £835 plus VAT if the administrative charge is not paid within 7 calendar days. Any outstanding administrative charge will then double for every 7 calendar day period that it remains unpaid.
    • If an unsolicited invoice is passed to a debt recovery agency, a further administrative charge equal to that sought by the debt recovery agency will become due within 1 working day.
    • Removal from approved supplier lists
    • Formal notification to credit‑reference and procurement‑fraud bodies where appropriate

4. Pricing and Payment

  • Prices must be agreed in writing before any order is placed.
  • Payment will only be made against:
    • A valid purchase order
    • A correctly issued invoice quoting the purchase order number
    • Delivery of goods/services in accordance with the order
  • Standard payment terms are 30 days from receipt of a valid invoice, unless otherwise agreed in writing.

5. Delivery and Performance

  • Goods and services must be delivered:
    • On the date(s) specified in the purchase order
    • To the location(s) specified
    • In accordance with all applicable standards, regulations, and specifications
  • Suffolk Steam reserves the right to reject goods or services that do not meet the agreed specification.

6. Health, Safety, and Compliance

  • All suppliers must comply with:
    • The Health and Safety at Work etc. Act 1974
    • All relevant UK legislation and industry standards
    • Any site‑specific safety rules issued by Suffolk Steam
  • Suffolk Steam may suspend or refuse access to any supplier failing to meet safety requirements.

7. Intellectual Property

  • Any intellectual property created specifically for Suffolk Steam under a purchase order becomes the property of Suffolk Steam unless otherwise agreed in writing.

8. Confidentiality

  • All information provided by Suffolk Steam must be treated as confidential and used solely for fulfilling the purchase order.

9. Liability

  • Suppliers are responsible for ensuring that goods and services are fit for purpose and free from defects.
  • Suffolk Steam’s liability is limited to the value of the relevant purchase order and excludes indirect or consequential losses.

10. Termination

Suffolk Steam may cancel a purchase order immediately if:

  • The supplier breaches these Terms
  • Goods/services are not delivered as agreed
  • The supplier issues an unsolicited invoice
  • Continuing the relationship would be unsafe, unlawful, or detrimental to Suffolk Steam

11. Governing Law

These Terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Amendments

Suffolk Steam may update these Terms from time to time. Updated versions will apply to all future purchase orders.