Subcontractor Management Policy Template
Subcontractor & Supply Chain Management Policy Template (UK)
Approx. 6 pages · 13 sectionsBranded PDF + editable WordLast reviewed:
What is a subcontractor & supply chain management policy and who needs one?
A subcontractor and supply chain management policy explains how you select, vet, contract, pay and monitor the subcontractors and suppliers who help deliver your contracts. Buyers ask for it whenever subcontracting is proposed, and the Procurement Act 2023 implies 30-day payment terms into public sub-contracts, so prompt payment matters.
Buyers want assurance that standards flow down your supply chain. This policy covers supplier selection and pre-qualification, contract terms, flow-down of health & safety, modern slavery, data and environmental requirements, performance monitoring and prompt payment.
Why buyers ask for this
If you plan to subcontract any of the work, buyers commonly ask how you will select and manage subcontractors, pay them promptly and pass down standards such as health and safety, data protection and modern slavery.
Who needs it
Any supplier that uses subcontractors or key suppliers to deliver public contracts.
Where it comes up in a PQQ, SQ or PSQ
Under the Procurement Act 2023, supplier selection uses the Procurement Specific Questionnaire (PSQ) plus each buyer's own conditions of participation and quality questions. Typical questions this policy supports:
- "List the subcontractors you intend to use and how you will manage them"
- Questions on prompt payment performance and 30-day payment terms in your supply chain
- Requests to show how contract requirements are flowed down to subcontractors
- – Commonly asked where subcontracting is proposed
- – Supports questions on supply-chain management, prompt payment and flow-down of obligations
What's inside
The full subcontractor & supply chain management policy runs to about 6 pages (including the branded cover and document control page) across 13 sections:
- Purpose
- Scope
- Roles & Responsibilities
- Pre-Qualification & Approval
- Contracts, Orders & Flow-Down Requirements
- Performance Management & Monitoring
- Competence, Training & Site Induction
- Health, Safety & Welfare
- Environmental, Waste & Sustainability
- Safeguarding, Behaviour & Service user Care
- Supply Chain Risk & Continuity
- Records & Audit
- Non-Compliance & Review
Key points covered
- Supplier selection and pre-qualification
- Contract terms and flow-down obligations
- Health & safety, modern slavery and data requirements
- Performance monitoring and audits
- Prompt payment
- Managing non-conformance
- Review
Every document carries your logo, company name, version number, approval signatory and next review date, in branded PDF plus editable Word.
UK legislation, standards and guidance it references
- Procurement Act 2023 (supply-chain context)
- Modern Slavery Act 2015
- Late Payment of Commercial Debts (Interest) Act 1998
Excerpt preview
The performance, safety and compliance of [Your Company Ltd] (“the Company”) depends heavily on its subcontractors and supply chain partners. This Policy aims to: This Policy applies to: This Policy should be read alongside:
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£19.99 per policy, or £199 for all 39 policies. One-off payment.
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How to adapt it
- Read every section and remove anything that doesn’t reflect how your organisation actually works.
- Complete the bracketed [ADAPT] prompts with your own arrangements, people and data.
- Have the policy approved and signed by a director or equivalent, and communicate it to staff.
- Keep evidence that you follow it, and review it by the date shown.
Subcontractor & Supply Chain Management Policy FAQs
Why do buyers care about my supply chain?
Because you remain responsible for delivery. Buyers want to see that you select and manage subcontractors to the same standards you are held to.
Does the Procurement Act 2023 affect payment of subcontractors?
Yes. Section 73 implies 30-day payment terms into public sub-contracts, mirroring the terms in section 68 for contracting authorities. The policy commits you to paying subcontractors within those terms.
What checks should I carry out on subcontractors?
Proportionate checks usually cover insurance, health and safety competence, relevant accreditations, financial standing, and compliance with modern slavery, data protection and anti-bribery requirements flowed down from the main contract.
How much does the Subcontractor & Supply Chain Management Policy template cost?
£19.99 per policy, or £199 for all 39 policies. It is a one-off payment with no subscription, and you download branded PDF and editable Word files straight away.
Free guides
- Modern slavery statement vs policy for tenders
- Procurement Act 2023: what suppliers and SMEs need to know
- SSIP policies explained: what an SSIP assessment checks
General information, not legal advice. Requirements differ between buyers and change over time; always check the tender documents.