Supply Chain Application Form

Background

MAAssist bases its Supply Chainmanagementapproach on one overriding philosophy – The supplier must be motivated to perform.

There are three simple rules:

  1. Provide a sustainable value, volume and variety of work.
  2. Prompt and regular payment – MAAssist, with the support of clients, provides robust payment performance.
  3. Reduce bureaucracy – MAAssist manages its claims using Pulse job management system

In addition, MAAssist has developed a number of unique tools to monitor and manage its supplier chain.
This approach also includes regular management reviews, systematic demand and capacity planning, performance rating and rewarding service excellence and transparency in all of our dealings.

If you are interested in joining MA Assist’s Network of Approved Suppliers, the first step is to complete this application form.

Please note: We can only accept applications submitted electronically to the email address below.

Please E-mailthe application as an attachment to the Head of Supply Chain at

Introduction

This application form is to be completed by all suppliers wishing to be considered for our Supply Chain. Please complete all the questions contained in the form as fully as possible and enclose supporting documents as requested.

MAAssist procures many suppliers nationally to provide a high quality service to our clients. Some of the services we provide are:

MAAssist Limited / Supply Chain Application Form
Registered in England No. 3166545 / July 2017-Version7.0
VAT Registration No. 639282121 / Page | 1

Supply Chain Application Form

Building works

Surveying

Project management

Commercial claims services

Property Drying

Disaster recovery

Asbestos sampling and analysis

Asbestos removal (licensed and non-licensed)

Contents restoration and replacement

Flooring and carpet renewal

Alternative accommodation arrangements

MAAssist Limited / Supply Chain Application Form
Registered in England No. 3166545 / July 2017-Version7.0
VAT Registration No. 639282121 / Page | 1

Supply Chain Application Form

Guidance Notes

  1. The purpose of this application is for MAAssist to achieve the best possible standards from its approved suppliers in order to satisfy the needs of our clients. The submission of this application does not automatically imply inclusion on our Supply Chain
  1. The questions in the enclosed application form are designed to give MAAssist sufficient information to make an assessment as to the suitability of your company for inclusion on our Supply Chain
  1. It is very important that you answer all questions applicable to your firm as fully as possible; your application will be delayed if relevant questions are not answered or if other documents requested are not included.
  1. You may be asked to attend an interview in connection with your application. The purpose of this interview will be to explain our policies and procedures more fully and, where appropriate, understand more about your own company and the way you operate.
  1. Only complete those sections that are applicable to your company. This is a generic form for all potential suppliers.
  1. Although we always endeavour to do so, due to the number of applications we receive, it may not be possible to acknowledge receipt, success or failure of your application.
  1. Successful applicants will be required to adopt the Reflex 360 “Job Management Tool” details attached in an embedded document at the end of this application, double click to access it. This software has been demonstrated to improve efficiencies and reduce operational costs for contractors.

Minimum Requirements

MAAssist Limited / Supply Chain Application Form
Registered in England No. 3166545 / July 2017-Version7.0
VAT Registration No. 639282121 / Page | 1

Network Supplier Application Form

You will need to meet MAAssist’s minimum qualifying criteria. All suppliers will need to have the following in place as a minimum:

  • £5million Public Liability and £10million Employers liability). Although your application will not be discounted if you currently do not meet these requirements you must agree to arrange this level of cover before you become approved, at your own cost.
  • CHAS (Contractors Health and Safety Scheme) or SSIP equivalent.
  • A clean company uniform for customer-facing trades
  • A current H&S Policy and procedures and evidence that you are compliant with all current legislation applicable to your area of work.
  • Be registered with the Construction Industry Scheme (CIS)
  • Be registered for VAT
  • Be registered for or prepared to join TrustMark.
  • Have or be prepared to obtain an MADry Professional Water Damage accreditation

Note: These minimum requirements are subject to change from time to time and each individual application will be assessed on its own merits. Meeting the minimum criteria does not imply or guarantee successful inclusion onto our Supply Chain.

MAAssist manages risk by undertaking due diligence on its current and prospective suppliers to ensure they are a credible entity with which to trade. This may include a financial check on your company,we reserve the right to refuse inclusion on our Supply Chain based solely upon this assessment. MA Assist are not obliged to disclose the reasons for refusal of an application.

Please complete the application in full, we will not consider partial applications and will we do not undertake to return partial applications for completion.

Section 1: Company Details

Company Trading Name:
Company Registered Name:
Company Address:
Post Code:
Year Company Established:
Please give summary of your business activities:
Name of Person completing this form: / Date: DD/MM/YY
Contact Details: / Tel: / Email:
Company Registration No:
Company Website:
Total Number of PAYE employees:
Number of Management/supervisory staff: / Number of admin staff: / Number of Trades/Technical staff:
Do you CRB check your employees?
Do you have a company uniform for front line trades?
(If so please attach a photo of the uniform)
Please provide details of the following contacts:
Name / Position / Mobile Number / Email
Managing Director
Financial Director/Manager
Safety Director/Advisor
Key MAAssist Contact in your business
General Office Contact in your business
Do you provide 24 hr cover?
If yes emergency/Out of hours telephone number (mobile only):
Have you or any other person in your employment worked previously on the MAAssist or Multiassistance Networks?
If yes please detail including dates.
Have you ever been removed from any approved supplier lists because of poor performance?
If yes please detail.
Section 2: Finance Details
Financial Information: - please provide summary financial information for the last three years. Copies of your statutory accounts for the last three years will support your application and should be included.
Company Turnover:
(Latest financial year)
Company Profit:
(Latest financial year)
Company Turnover:
(Last financial year - 1)
Company Profit:
(Last financial year - 1)
Company Turnover:
(Last financial year - 2 )
Company Profit:
(Last financial year - 2 )
VAT Registration Number: (compulsory)
Construction Industry Scheme (CIS) Status
UTR Number:
If non limited company name and National Insurance Number of the person registered with the Inland Revenue under CIS:
Is the Company in administration or subject to bankruptcy proceedings at the present time, or are the directors/principals aware that this is likely to be the case?
If yes give details
Have either the Company or any directors, partners, associates or the company secretary been convicted of a criminal offence relating to the conduct of their business or professions, or committed an act of grave misconduct in the course of their business or profession
If yes give details:
Have any of the senior members of the Company (e.g. sole trader, partner, director or company secretary) been involved (in a similar position) in a firm that has been liquidated or gone into receivership in the last 10 years?
If yes give details:

Bank Details

(Bank details will be requested separately after successful application and interview)
Name of Bank:
Bank Address:
Account Name:
Account Number:
Bank Sort Code:
Do you use a debt factoring service? Please note if you do we cannot accept your application.

Section 3 - Insurances

Note: MAAssist has set a minimum requirement for insurances of - £5million Public Liability and £10million Employers liability. Although your application will not be discounted if you currently do not meet these requirements you must agree to arrange this level of cover before you become approved
Insurance Category / Insurer / Level of Cover / Policy No. / Exp Date
DD/MM/YY
Employers Liability
Public Liability
Professional Indemnity Insurance
Contractors all-risks Insurance
Do you agree to cover the cost of upgrading your insurance cover if required?

Section 4 – Technical Capability

Please indicate below which type of work you undertake
Category / Y/N / Category / Y/N
Surveying / Asbestos Removal (licensed and non-licensed)
Project management / Asbestos Surveys/Bulk Sampling
Commercial claims services / Contents removal/restoration
Disaster management / Carpets and flooring services
Reinstatement building works / Alternative Accommodation services
Property Drying / CDM Works/Principal Designer role
Other – Please state
Please state how many instructions you could accept per month without impacting on service.
Please detail below what percentage of turnover your current clients represent to your business:
Client / Type of Work – Insurance Repair, Local Authority etc. / % of Total Turnover
Commercial Work
Have you in the past 3 years carried out any commercial insurance claims for any of your clients?
What percentage of your annual turnover does commercial claim work represent?
If it were required are you prepared to undertake work/surveys, outside of normal working hours (Mon – Fri 8.00am – 6.00pm) on commercial claims?
Property Drying – MAAssist runs its own property drying course (MADry) which is mandatory for all building repair and damage management contractors. Unless already accredited you will be required to attend the course within a reasonable time period following admission to the supply chain. By completing this form you agree to attend the next available MADry training course.
Do you undertake property drying in-house? If so please detail below.
Technician Name / Accreditation Body / Expiry Date
Asbestos Sampling:
MAAssist requires that you can undertake your own sampling of materials for asbestos. If you do not currently have this accreditation MAAssist requires you to attend a relevant training course to obtain the necessary skills and accreditation prior to joining the Supply Chain. Further details will be given if your application progresses.
Are you accredited to undertake your own sampling for asbestos?
Technician Name / Accreditation Body / Expiry Date
Roof/Storm claim Inspections
Do you use a telescopic pole and camera to undertake roof inspections or similar?
Asbestos Removal Contractors Only
Do you have a HSE Licence to work with asbestos?
HSE Licence Number:
Expiry Date: DD/MM/YY
General – All Suppliers
Has your company had a building contract terminated?
If yes give details:
Had a contract that was not renewed for failure to perform to the terms of that contract?
If yes give details:
Has your company ever taken legal action against any of its clients/principals?
If yes give details:
Do you sub-contract any part of the services provided? If yes please give full details
How do you ensure your sub-contractors are compliant with H&S guidelines/regulations when undertaking work on your behalf?
Do you have in place any form of sub-contractor agreement to ensure agreed performance levels/standards etc?
Do your sub-contractors wear your company uniform when undertaking work on your behalf?
Please detail below all your Sub-Contractors/Partners the extent to which they are utilised and their trades.
Organisation Name / Address & Contact / Services/Trade Provided

Section 5 –Accreditations

Please list details of all professional or technical certification / association or guarantee schemes of which your organisation is a member (e.g. GAS Safe, NICEIC, ARCA, BDMA, FMB, TrustMarketc).
Please Note: Copies of relevant certificates will be required.
Certification/Accreditation Body / Membership/Ref Number / Expiry Date
Has your staff undergone asbestos awareness training? If so please attach the certification of proof.
The Control of Asbestos Regulations2012 (CAR) makes it a legal requirement for Employers to train any staff who may come into contact with asbestos.
Please provide details of any quality assurance certification that your company holds e.g. ISO 9000 or equivalent standard:
Do you have a Sustainability Policy?
If so please detail
Do you have a Policy covering Equality and Diversity?
If so please detail
Do you have a written Environmental Policy?
If so please detail
Please indicate what percentage of your operational staff currently hold CSCS/CPCS or applicable cards

Section 6: Professional Capacity and Geographical Coverage

Postcode coverage: Please list the postcodes you would like to receive work in.
Important Note: If only the primary postcode is listed (E.g. YO) this will be interpreted that you wish to receive work in the entire postcode area. Secondary postcodes are YO1, YO2 for example.
If you are located in Northern Ireland which BT codes do you cover?
Primary
Secondary

Section 7: Technical References

It is mandatory to provide two technical references. These should be for work and services recently carried out and similar to the services you are seeking to provide to MAAssist Limited.
Referee 1 / Referee 2
Contact Name:
Organisation Name:
Full Postal Address:
Post Code:
E-mail:
Phone number:
Start Date of contract:
Type of Goods, Services or Works provided:
Length of contract:
Value of Contract:
Do you agree to MAAssist speaking to your references prior to your approval on the network?

Section 8: Quality Control Procedures

What quality control procedures doyou apply?
How do you ensure that your customers are kept informed of progress during the works?
Please detail in this section the procedures you apply when you receive a complaint about your services/company?
Do you have liveried vans/vehicles and how are they maintained?
(please attach a photo of one of your vans)

Section 9: Staff Development & Training

Has your company achieved the Investors in People Award?
What process do you have in place for auditing the skill levels of your staff and at what frequency is this undertaken?
How do you support continued personal development?
How do you check the performance on site of your operatives and ensure customer satisfaction in every respect?
How do you reward/acknowledge success/high achievers in your business?

Health & Safety Assessment Questionnaire

Note: It is a mandatory requirement that your company is accredited by CHAS (Contractors Health and Safety Scheme)or SSIP equivalent

The CHAS scheme ( and SSIP equivalents are beneficial both to MAAssist and suppliers as it reduces the duplication of effort for all parties, it is not limited to construction companies, it acknowledges other registration schemes and is recognised by the Health and Safety Executive.

Section 10: Responsibility and Competency

Is your company CHAS accredited? If so please detail together with expiry date
Is you company registered with a SSIP equivalent to CHAS If so please detail together with expiry date
Who is responsible for health & safety in your Company?
Has any other competent person been appointed to assist?
If yes, is it an internal or external appointment?
Please give name (and address if external), experience and/or qualifications:
If no, please give experience and/or qualifications of the responsible person:
Who is responsible for health & safety on sites?
What is their experience and/or qualifications?
What is your major source of health & safety information?
Do you belong to any business association which offers health & safety advice and/or information?

Section 11: Organisation & arrangements

If you employ 5 or more people, please supply a copy of your health and safety policy statement, organisation and arrangements?
What arrangements do you make for carrying out site risk assessments?
Do you carry out safety inspections on site?
If no, how do you ensure that work is carried out safely and legally?
If yes, who carries the out?
Do you have examples of inspection records available for inspection?
Do you engage subcontractors?
If yes, how do you assess their ability to comply with your health & safety requirements?

Section 12: Information & Training

Are your employees and subcontractors issued with general safety information and /or safety method statements for their work activity?
Do you carry out induction training?
If yes please detail:
Do your employees undergo any other health & safety training? If yes please summarise.
Please detail how your company complies with the CDM Regs 2015 and its duties under the Act.

Section 13: Accident Reporting

Do you keep an accident book?
How is it monitored?
How do you ensure that accidents on site are recorded?
Do you keep records of reports made under RIDDOR?
Please detail your Health and Safety statistics for the last 3 years i.e. number of minor injuries, number of reportable incidents, number of major incidents, deaths etc

Section 14: Performance

Have you had any of the following within the last three years?
Legal action taken against you for contravention of a safety regulation?
If yes please detail:
A civil claim for damages as the result of an accident?
If yes please detail:
An improvement notice or prohibition notice issued by a HSE Inspector?
If yes please detail:
A reportable incident or occurrence for which no legal action was taken by any party?
If yes please detail:
If Yes to any, please give details and measures taken to prevent reoccurrence.

Section 15: Any Other Information

Please indicate your other Key Clients:
Please use this space to provide any additional information in support of your application:
I declare that the information provided in this Supplier Application Form is correct at the time of completion. I have provided all documentation requested and understand that a false statement will result in MAAssist Ltd rejecting the application. I understand that should the information given change MAAssist will be informed and failure to do so might invalidate approval status – Please note that in some instances your application will need to be validated by an audit that will also verify information provided in this form.
Name & Position:
Signature:
Dated: DD/MM/YY