Supplier terms

Supplier terms of business

These terms set out the standards required when an external operator, driver, contractor or supplier carries out work for Bristolian Coaches.

1. Scope

These terms apply where Bristolian Coaches asks another operator, driver, contractor or supplier to provide transport, vehicle, operational, administrative or support services on our behalf.

Acceptance of a job, written instruction or purchase order means the supplier accepts these terms unless a separate written agreement signed by Bristolian Coaches states otherwise.

2. Legal and licensing requirements

• The supplier must hold all licences, permits, permissions and approvals required for the work being undertaken.
• Passenger transport operators must hold the correct PSV operator licence or other lawful authority for the service provided.
• Vehicles must be taxed, tested, maintained, inspected and operated in line with all legal and operator licence requirements.
• Drivers must hold the correct licence, Driver CPC where required, medical entitlement where required, and any other approvals needed for the work.
• The supplier must immediately tell Bristolian Coaches about any suspension, restriction, investigation, prohibition, licence issue or compliance matter that may affect the work.

3. Insurance

The supplier must maintain appropriate insurance for the services provided, including motor insurance, public liability and employer's liability where applicable. Evidence of insurance must be provided on request.

The supplier is responsible for ensuring that its insurance covers the exact work accepted, including private hire, contract work, schools, events, airport transfers, luggage, trailers or any specialist arrangements where relevant.

4. Vehicle and driver standards

• Vehicles must be clean, roadworthy, suitable for the passenger numbers, suitable for the planned journey and presented to a professional standard.
• Drivers must be punctual, professional, appropriately dressed, courteous and fit to drive.
• Drivers must follow lawful instructions from Bristolian Coaches, venues, schools, event organisers, airports, ports, police and traffic authorities.
• Drivers must not smoke or vape in or around the vehicle when passengers are present.
• Drivers must not use handheld mobile devices while driving.
• Any accessibility, luggage, trailer, child, school, SEND-aware or safeguarding requirement must be understood before the job is accepted.

5. Safeguarding, schools and vulnerable passengers

Where work involves schools, children, vulnerable adults or passengers with additional needs, the supplier must follow all legal, safeguarding and customer-specific requirements issued for the job.

Enhanced DBS, local authority approval, passenger assistant arrangements or other checks may be required for specific work. The supplier must not accept the work unless the correct people, checks and arrangements are in place.

6. Job acceptance and changes

A job is accepted only when the supplier confirms acceptance in writing and Bristolian Coaches issues written confirmation or instruction. Verbal discussions do not override the written job details.

The supplier must check dates, times, pickup points, route, vehicle size, passenger numbers, luggage, accessibility requirements, contact details and any special instructions before accepting the work.

The supplier must not make material changes to the vehicle, driver, route, timing or operating arrangement without telling Bristolian Coaches and receiving written approval where practical.

7. No further subcontracting without approval

The supplier must not pass work to another operator, driver or third party without prior written approval from Bristolian Coaches. If approval is given, the supplier remains responsible for making sure the third party meets these terms unless otherwise agreed in writing.

8. Customer care and brand standards

When carrying out work connected to Bristolian Coaches, the supplier must protect the customer relationship and deliver the journey with care, clarity and professionalism.

• Passengers and organisers must be treated respectfully and without judgement.
• Any issue on the day must be communicated promptly and honestly.
• The supplier must not make unauthorised promises, price changes, refunds or service commitments to the customer.
• The supplier must not promote its own services to Bristolian Coaches customers unless agreed in writing.

9. Delays, breakdowns and incidents

The supplier must notify Bristolian Coaches as soon as possible about any delay, vehicle defect, breakdown, accident, passenger issue, safeguarding concern, complaint, missed pickup, route problem, road closure or other matter that may affect the service.

Where there is a breakdown or operational issue, the supplier must take reasonable steps to protect passenger safety, communicate clearly and assist with replacement arrangements where possible.

10. Data protection and confidentiality

The supplier may receive customer names, phone numbers, journey details, school details, access needs or other personal data. This information must be used only for the work instructed by Bristolian Coaches and must be kept secure.

The supplier must not share personal data, passenger details, customer information, prices, route plans, business documents or confidential information except where required to deliver the agreed service or by law.

11. Pricing, invoices and payment

• The agreed price must be confirmed in writing before the work is carried out.
• Additional charges must be agreed in writing before they are incurred where practical.
• Invoices must include the supplier name, invoice number, job date, route or booking reference, agreed price, VAT status and payment details.
• Payment terms will be as agreed in writing. If no separate payment term is agreed, payment is due 30 days from receipt of a valid invoice.
• Bristolian Coaches may withhold or query payment where the invoice is incorrect, the work was not completed as agreed, or there is an unresolved service issue.

12. Evidence, audit and records

The supplier must provide reasonable evidence on request, including licence details, insurance, vehicle documentation, driver eligibility, maintenance records, risk assessments or job records where relevant to the service.

The supplier must keep proper records for the work and provide information reasonably required for legal, insurance, complaint, safeguarding, customer or compliance purposes.

13. Health, safety and compliance

The supplier is responsible for health and safety relating to its vehicles, drivers, employees, contractors and operating arrangements. Work must be carried out in line with all applicable law, guidance, customer requirements and safe operating practice.

14. Anti-bribery, modern slavery and fair practice

The supplier must operate honestly, lawfully and ethically. Bribery, corruption, forced labour, unsafe working practices, discrimination or any conduct likely to damage Bristolian Coaches, its customers or passengers will not be accepted.

15. Ending supplier arrangements

Bristolian Coaches may remove a supplier from future work or cancel a supplier arrangement where standards are not met, documents are not provided, compliance concerns arise, customer care falls below expectations or the supplier breaches these terms.

16. Liability and indemnity

The supplier is responsible for losses, claims, fines, penalties, damage, injury, service failure or legal issues caused by its acts, omissions, vehicles, drivers, employees, contractors or subcontractors. The supplier must indemnify Bristolian Coaches for losses arising from the supplier's breach of these terms or failure to comply with law.

17. Governing law

These terms are governed by English law. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact

Email: office@bristoliancoaches.co.uk

Post: Bristolian Coaches, 44 Bath Hill, Keynsham, Bristol BS31 1HG.