Retirement Villages Group – PO Terms & Conditions

PURCHASE ORDER TERMS & CONDITIONS 

No terms and conditions submitted by the Supplier shall form any part of the Contract unless previously signed by Retirement Villages Group (RVG), including Retirement Villages Group Limited and Retirement Villages Management Trust Holdings Limited, together with their respective subsidiaries and associated companies as outlined in Appendix 1. 

If different terms and conditions are specified by RVG, those terms and conditions will override these and will apply instead. 

1.  GENERAL 

1.1  These terms and conditions apply to every order placed by RVG with any individual, firm, or company (the "Supplier"). No terms and conditions in or attached to any tender, document, invoice, dispatch/delivery note, catalogue, or other sales literature that conflict with these terms shall have any effect unless expressly accepted by RVG in writing. 

1.2 The Contract shall become binding, and these terms shall be deemed accepted by the Supplier upon the earliest of: 

1.3 Acceptance of goods works and/or services by RVG shall not constitute acceptance of any additional or conflicting Supplier terms. 

2. PURCHASE ORDER  

2.1          The Supplier shall ensure that the goods, works and/or services shall:  

2.2         If the goods, work and/or services do not comply with the RVG purchase order and/or instructions, RVG is entitled at its option to either return the goods at the risk of the Supplier; reject the goods and/or services; require the Supplier to re-perform the services or accept the whole or part of the goods and/or services supplied by the Supplier but without prejudice to any rights of RVG to claim compensation or damages for loss or damage suffered as a result of failure to comply.   

2.3         If the Supplier fails to deliver the Goods and/or perform the Services by the date specified in the purchase order RVG shall be entitled to terminate the contract without notice.  

3.  SUPPLIER ONBOARDING & "NO PO, NO PAY" POLICY 

3.1  Supplier Registration 

3.2  Supplier Responsibilities 

3.3 PO Requirement 

3.4 Non-Compliance with the No PO, No Pay Policy 

3.5  Invoice Submission Process 

4.  PRICE, PAYMENT, AND SET-OFF 

4.1  The price for goods, work and/or services shall be as stated in the Purchase Order and shall be inclusive of all costs, including but not limited to packaging, insurance, and carriage. No extra charges shall be effective unless expressly agreed by RVG in writing. 

4.2  Invoice Requirements: 

4.3  RVG shall pay valid and undisputed invoices within 30 days of the invoice date. If an invoice is disputed, RVG will notify the Supplier, and payment of the disputed amount will be withheld until resolution. 

4.4  RVG may, without limiting its other rights, set off any amount owed by the Supplier against any payments due. 

5.  CONSTRUCTION INDUSTRY SCHEME (CIS) 

5.1 RVG’s Responsibility under CIS 

RVG is responsible for recording and accounting for contractors and subcontractors that fall within the Construction Industry Scheme (CIS).  Under the scheme, RVG will deduct tax from subcontractor payments and pass them to HM Revenue and Customs (HMRC). 

Unregistered subcontractors will have deductions taken at a higher rate. 

5.2 Work Covered by CIS 

• CIS covers most construction work, including:
• Building and structural work (permanent or temporary)
• Civil engineering projects (e.g., roads, bridges) Site preparation (e.g., laying foundations, access works)
• Demolition, dismantling, and alterations
• Repairs, refurbishments, and decorating
• Installation of systems (e.g., heating, lighting, water, ventilation)
• Post-construction cleaning (internal building cleaning) 

5.3  CIS Exemptions 

The following work is not covered by CIS:

• Architectural and surveying services
• Scaffolding hire (without labour)
• Carpet fitting
• Manufacturing construction materials
• Delivering materials
• Non-construction services on sites (e.g., catering, security) 

5.4  Supplier Invoice Requirements under CIS 

Suppliers providing construction-related services must submit invoices with a full breakdown of labour and materials, including:

• Gross pay (preferred option)
• Net pay (if applicable) 

6.  INDEMNITY AND INSURANCE 

6.1  The Supplier shall indemnify RVG in full against all costs, expenses, damages, and losses, including but not limited to interest, fines, legal and professional fees, incurred by RVG due to:

• Any breach by the Supplier of these terms and conditions.
• Any negligence, fraud, or wilful misconduct by the Supplier.
• Defective goods, work and/or services provided by the Supplier. 

6.2  Insurance Requirements: The Supplier shall maintain the following minimum insurance coverage with a reputable insurer:

• Public Liability Insurance: £5 million per claim, or higher if requested
• Product Liability Insurance: £2 million per claim, or higher if requested Professional Indemnity Insurance: £1 million per claim (if applicable)
• Employer’s Liability Insurance: As required by law 

The Supplier shall provide evidence of such insurance to RVG upon request. 

7.  CONFIDENTIALITY, TERMINATION & GENERAL TERMS 

7.1  Confidentiality: 

7.2  Termination:  

RVG reserves the right to terminate the contract immediately for breach, insolvency, or failure to comply with these terms.  

7.3 General  

8.  DATA PROTECTION 

8.1 If the Supplier processes personal data on behalf of RVG, it shall:

• Comply with the UK GDPR and Data Protection Act 2018
• Only process data as instructed by RVG.
• Implement appropriate security measures to protect data from unauthorized access.
• Ensure any subcontractors handling data comply with the same obligations. 

8.2  If a data breach occurs, the Supplier must notify RVG within 24 hours and assist in compliance with regulatory requirements. 

Appendix 1 -  

Important Supplier Instructions – Invoicing and PO Details 

Please note the following requirements when processing Purchase Orders and submitting invoices: