Information for suppliers
The RNLI uses materials, products and equipment from a diverse range of suppliers. Learn about how we work with suppliers and the important part they play in our mission to save every one. Here you’ll also find key guidelines such as our Supplier Code of Conduct and principles of supply.
Working with us
Purchase to payment
The RNLI expects suppliers to only start work when there is a contract and an approved purchase order (PO) in place that reflects the goods and services required and the payment due. We expect suppliers to always quote the RNLI PO number on despatch or delivery notes.
We operate a ‘no PO no pay’ policy, which means that the invoice will only be processed for payment if all details exactly match the RNLI PO and quotes the appropriate RNLI PO number. If you have not received an RNLI PO, before proceeding, please contact the RNLI representative who has requested your services to obtain one.Cost and expenditure
All expenditure must be appropriate and relevant to the RNLI’s core values and lifesaving objectives. Goods, services and capital expenditure must be fit for purpose, demonstrate value for money and be properly authorised. We expect our suppliers to demonstrate sustainable cost advantage and total cost reductions (purchase price, usage, service delivery, social value, and disposal) throughout the full duration of the contract.
Service
The RNLI expects suppliers to meet the contracted delivery schedule and performance criteria. We also expect suppliers to be responsive and flexible in meeting any demand fluctuations – both decreases and increases.
Wherever possible, our suppliers must increase the efficiency of service and reduce administrative and process costs.
Supplier Code of Conduct
All our suppliers must adhere to the RNLI Supplier Code of Conduct .
Payment terms and supplier invoicing
Payment terms
Unless we have specifically agreed otherwise, we will pay the price of the goods and/or services within 30 days from receipt of a valid undisputed invoice, quoting the purchase order number that has been emailed to [email protected].
Supplier invoicing
All invoices must exactly match the value on the RNLI purchase order, including any delivery charges.
Principles of supply
Brand
The RNLI expects all goods to be unbranded (unless contractually agreed), or include only the RNLI brand (where it has been contractually agreed to be used). For any other use of the RNLI brand and logo, there must be a written agreement in place before proceeding.
Catalogues
We are encouraging all suppliers to think about using electronic catalogues with the RNLI, where appropriate. This will help make it quicker and easier for the RNLI to purchase items at the agreed price and specification.
Competition
We expect our suppliers to comply with all applicable laws and regulations related to fair competition.
Innovation
The RNLI is finding new ways to save lives through innovation, data analysis and new technology, and we are committed to sharing as much of our research as possible. We expect our suppliers to be innovative in their approach to technology, applications and service delivery.
Intellectual property
The RNLI aims to own its intellectual property (IP). Where we agree to share or have free use of IP, the IP agreements must be specific and clearly documented.
Use of artificial intelligence (AI)
The RNLI recognises the growing role of AI in enhancing efficiency and innovation. Suppliers are permitted to use AI tools during tenders and in other day-to-day interactions. However, this must be done responsibly and in compliance with the following requirements:
- No information that identifies or could be traceable to the RNLI should be shared or inputted into any AI tools.
- Under no circumstances should confidential, sensitive, or proprietary data related to the RNLI be uploaded or processed using AI tools without explicit, prior written consent from the RNLI.
Failure to adhere to these guidelines may result in disqualification from working with the RNLI and other appropriate actions.
Quality of products and services
The RNLI expects suppliers to meet environmental legislation and health and safety policies in the development of their products and services – this is to eliminate or mitigate health and safety and/or environmental impacts from their products during their total life cycle.
We expect suppliers to meet the quality requirements of the relevant specification, while maintaining and/or improving the quality or usage of their products. Suppliers must provide a responsive and proactive quality complaints service.
The RNLI does not support the use of asbestos in any equipment, product and packaging supplied.
Suppliers are encouraged to propose products and services that are low carbon, have low environmental impact, and are demonstrably socially responsible.
The RNLI expects suppliers to operate to a quality management system such as ISO 9001:2015.
Supplier relationship management
We seek to build collaborative relationships with our suppliers, aiming to deliver new joint value. The RNLI expects to measure and improve performance in line with contractually agreed milestones, encouraging collaboration and creating value for both parties.