1. Purpose:

This procedure is designed to establish the requirements for the review of documents constituting contractual agreements for quality related inspections, sales and execution of projects.

2. Scope: 

This procedure addresses the process of contracts pertaining to inspection and testing, sales and execution of projects. requirements which covers customer communication pertaining to handling enquiries contracts/orders including changes on the provision of the QMS

3. References:

ISO 9001:2015  – Quality Management System Requirements.

ISO/IEC 17020:2012 – Conformity Assessment: Requirements for the Operation of various types of bodies performing Inspection.

4. Responsibilities:

Commercial matters and terms and conditions of the contract shall be reviewed by the Director. The General Manager shall be responsible for ensuring compliance to this procedure and its written requirements.

5. Definitions of Contractual Documents:
   1. Written Contracts: Written agreements between the customer and the supplier with which each party agrees to operate in accordance with the specifications of the document.
   2. Request For Quotation (RFQ): Customer’s document requesting the supplier delineate in a formal bid to the parameters within which various contracts will be performed.
   3. Purchase Orders: Customer documents (verbal/written) which dictate the parameters to be followed by GASSOL as per the contract.
   4. Record of Agreement of requirements: From the contract, GASSOL’s scope to be documented prior to the execution of the contract and accordingly execution of the project, sales, allied inspections or inspections will be carried out.

6. Procedure:

1. Projects

Upon receipt of the enquiry from the customer, the Sales Manager reviews the inquiry / tender to ensure that the requirements are clearly defined, and that the organisation has the capability and resources to satisfy the customer’s requirements. Any ambiguities are clarified with the customer and the results of clarification confirmed in writing. Quotation is prepared and approved by the Sales Manager after being checked for correctness and after approval from the General Manager or Managing Director and sent to the customer. Each quotation is uniquely identified.

Upon receipt of an order (written / verbal), the Sales Manager reviews the order against the related quotation. Any differences that are resolved with customers are recorded. The Sales Manager or his authorised delegates stamps, initials and date the order as evidence of review.

Note: In a case of verbal order, a copy of the original quotation is stamped, initialised and dated by the Sales Manager as evidence of review.

The reviewed order is then forwarded through concerned personnel for further production, project execution and/or Inspection requirements through a job card system.

2. Routine Contract Reviewing

All orders / enquiries / requests are reviewed on a routine basis by the Sales Manager for the production related activities and reviewed by the Quality Manager for the Inspection Related activities to check the organisation has the capabilities to meet customer’s requirements on time, and the resources available to complete the services and that customer’s requirements are within the organisations scope of services.

3. Amendment to Running Contract

Amendments to a contract reviewed are in the same manner as previously outlined.

4. Record of Agreement for Production, Project execution and Inspection Requirements against Test Standards

Contract review will cover the Design, material and manpower requirements for the production department, project department and Inspection department. Contract review will cover the Inspection test standards requirements, Personnel qualification requirements and the test certificate requirements including the hold point for various inspection stages and the attributes to be covered in the inspections on various different stages.

5. Inspection Body involvement

The inspection body shall have documentation describing the contractual conditions under which it provides the inspection, except when it provides inspection services to the legal entity of which it is a part.

All personnel of the inspection body, including sub-contractors, personnel of external bodies, and individuals acting on the inspection body’s behalf, shall keep confidential all information obtained or created during the performance of the inspection activities, except as required by law.

7. Sub-contracting:

The inspection body shall itself normally perform the inspections that it contracts to undertake. Where an inspection body subcontracts any part of the inspection, it shall ensure and be able to demonstrate that the subcontractor is competent to perform the activities in question and, where applicable, complies with the relevant requirements stipulated in the International Standard or in other relevant conformity assessment standards.

The inspection body shall inform the client of its intention to subcontract any part of the inspection.

Whenever subcontractors carry out work that forms part of an inspection, the responsibility for any determination of conformity of the inspected item with the requirements shall remain with the inspection body.

The inspection body shall record and retain details of its investigation of the competence of its subcontractors and of their conformity with the applicable requirements of the International Standard or in other relevant conformity assessment standards. The inspection body shall maintain a register of all subcontractors.

The inspection body shall have a contract or work order control system which ensures that:

1. Work to be undertaken is within its expertise and that the organisation has adequate resources to meet the requirements; Resources can include, but are not limited to, facilities, equipment, reference documentation, procedures or human resources.
2. Work being undertaken is controlled by regular review and corrective action. 
3. The requirements of the contract or work order have been met. 
4. Contract or order requirements differing from those previously expressed.
5. The organisation shall ensure that contract or order requirements differing from those previously defined are resolved.

8.  Allied Documents and Records

Sl. No.	Record Reference	Format Number	Download Link
1	Contract Review Record	FRM001	Download