STANDARD TERMS AND CONDITIONS FOR THE PURCHASE OF GOODS & SERVICES

Document Owner: Quality Manager Approved By: COO
Document Reference: B-F046 Issue: 4
01458 272057
077 6048 0049
Needles & Pins Aerospace Ltd
Units 2a-2b George Wheeler Court
Somerton Business Park
Somerton
TA11 6FW
info@needlesandpinsaerospace.co.uk
www.needlesandpinsaerospace.co.uk
NEEDLES & PINS AEROSPACE LTD
TERMS AND CONDITIONS FOR PURCHASING

1. Definitions
“Buyer” means Needles & Pins Aerospace Ltd.
“Supplier” means the organisation or individual supplying goods or services to the Buyer.
“Goods” means all products, materials, components or items supplied.
“Services” means all activities, labour or processes performed for the Buyer.
“Purchase Order” means the official Buyer-issued order document.

2. Acceptance of Order
Acceptance of any Purchase Order constitutes acceptance of these Terms and Conditions.
These Terms and Conditions apply to all orders unless otherwise agreed in writing by the
Buyer.
Document Owner: Quality Manager Approved By: COO
Document Reference: B-F046 Issue: 4

3. Supply Requirements
The Supplier shall:
• Supply goods and services in accordance with all Purchase Order requirements.
• Comply with all specifications, drawings, standards and technical data referenced
within the Purchase Order.
• Ensure all supplied products are free from defects and conform to contractual
requirements.
• Maintain adequate controls to ensure product conformity and traceability.

4. Quality Management System
Where specified by the Buyer, the Supplier shall maintain a Quality Management System
appropriate to the scope of supply.
The Buyer reserves the right to require compliance with:
• AS9100
• AS9110
• ISO 9001
• Customer-specific requirements
Certification status shall be provided upon request.

5. Flow Down Requirements
The Supplier shall flow down all applicable requirements to sub-tier suppliers and
subcontractors, including:
• Technical requirements
• Quality requirements
• Regulatory requirements
• Customer-specific requirements
• Product safety requirements
• Traceability requirements
The Supplier remains fully responsible for all sub-tier supplier performance.
Document Owner: Quality Manager Approved By: COO
Document Reference: B-F046 Issue: 4

6. Product Safety
The Supplier shall ensure product safety is maintained throughout all stages of manufacture,
handling, storage and delivery.
The Supplier shall immediately notify the Buyer of any identified product safety concern.

7. Human Factors and Ethical Behaviour
The Supplier shall promote:
• Ethical behaviour
• Awareness of Human Factors
• Prevention of errors caused by fatigue, distraction, complacency or inadequate
communication
Personnel performing work affecting product conformity shall be suitably competent and
appropriately supervised.

8. Counterfeit Parts Prevention
The Supplier shall implement controls to prevent the use or supply of counterfeit, suspect
counterfeit or unapproved parts.
Only products obtained from approved and traceable sources shall be supplied.
The Buyer reserves the right to request traceability evidence at any time.

9. Traceability
The Supplier shall maintain traceability of:
• Materials
• Components
• Special processes
• Inspection records
• Certificates of conformity
Traceability records shall be retained in accordance with Clause 15.
Document Owner: Quality Manager Approved By: COO
Document Reference: B-F046 Issue: 4

10. Control of Non-Conforming Product
The Supplier shall not knowingly supply non-conforming product.
The Supplier shall immediately notify the Buyer if:
• Non-conforming product has been supplied
• A product escape is identified
• A concession or deviation is required
No repair, concession or deviation is permitted without written approval from the Buyer.

11. Changes
The Supplier shall notify the Buyer in writing prior to any significant changes relating to:
• Manufacturing processes
• Sources of supply
• Facility location
• Key personnel
• Special processes
• Inspection methods
The Buyer reserves the right to review and approve such changes.

12. Inspection and Right of Access
The Buyer, its customers, regulatory authorities and certification bodies reserve the right of
access to:
• Supplier facilities
• Applicable records
• Manufacturing areas
• Inspection activities
Access may be required for:
• Verification
• Audit
• Investigation
• Product validation
Document Owner: Quality Manager Approved By: COO
Document Reference: B-F046 Issue: 4

13. Packaging and Preservation
Products shall be packaged and protected to prevent:
• Damage
• Contamination
• Deterioration
• Foreign Object Debris (FOD)
Packaging requirements specified within the Purchase Order shall be complied with.

14. Delivery Requirements
Time is of the essence.
The Supplier shall notify the Buyer immediately of any actual or potential delay affecting
delivery.
The Buyer reserves the right to reject late deliveries where not previously agreed.

15. Record Retention
Unless otherwise specified, the Supplier shall retain applicable quality and traceability
records for a minimum period of 10 years.
Records shall be made available to the Buyer upon request.
Records shall remain legible, identifiable and retrievable throughout the retention period.

16. Certificates and Documentation
Where required, the Supplier shall provide:
• Certificate of Conformity
• Material Certification
• Test Reports
• Inspection Reports
• Special Process Certification
Documentation shall clearly reference the applicable Purchase Order.
Document Owner: Quality Manager Approved By: COO
Document Reference: B-F046 Issue: 4

17. Regulatory Compliance
The Supplier shall comply with all applicable:
• Legal requirements
• Regulatory requirements
• Environmental regulations
• Export control requirements
Where applicable, compliance with:
• REACH
• RoHS
• Conflict Minerals requirements shall be maintained.

18. Supplier Performance
Supplier performance may be monitored by the Buyer based upon:
• Product conformity
• Delivery performance
• Responsiveness
• Quality performance
• Corrective action effectiveness
Poor performance may result in supplier approval review or removal.

19. Confidentiality
All technical, commercial and customer information supplied by the Buyer shall remain
confidential and shall not be disclosed without written approval.
Document Owner: Quality Manager Approved By: COO
Document Reference: B-F046 Issue: 4

20. Rejection
The Buyer reserves the right to reject goods or services that:
• Do not conform to requirements
• Are damaged
• Are incorrectly documented
• Are delivered late without agreement
Rejection does not remove the Supplier’s responsibility for conformity.

21. Liability
The Supplier shall be responsible for losses, costs or damages arising from:
• Non-conforming product
• Negligence
• Failure to comply with contractual requirements

22. Governing Law
These Terms and Conditions shall be governed by the laws of England and Wales.

23. Order of Precedence
In the event of conflict, the following order of precedence shall apply: 1. Purchase Order 2.
Drawings and specifications 3. Customer-specific requirements 4. These Terms and
Conditions

24. Revision and Approval
These Terms and Conditions are controlled documents within the Needles & Pins Aerospace
Quality Management System.
Current approved revisions are maintained by the Quality Department.