Procurement Policy

Effective 1st June 2025

1. Introduction

Hyppo Hydrogen Solutions is committed to ethical, sustainable, and inclusive procurement practices that support local economies, create social value, and contribute to a low-carbon future. This policy sets out the principles and procedures that guide all procurement activities, ensuring alignment with relevant UK legislation and best practice in responsible sourcing.

2. Policy Objectives

Deliver value for money while maximising social, economic, environmental, and cultural benefits.
Support small and medium-sized enterprises (SMEs) and local suppliers.
Ensure transparency, fairness, and accountability in procurement.
Promote innovation, community wealth-building, and sustainable supply chains.
Comply with all applicable procurement laws and regulations.

3. Key Principles

3.1 Community Wealth Building

We will prioritise local and regional suppliers wherever practical. Contracts will be designed to enable SME participation and encourage local economic growth.

3.2 Social Value and Long-Term Impact

All procurement will consider long-term value, prevention of future costs, collaborative approaches, and stakeholder involvement. Procurements will seek to support broad social value goals, such as:

Economic opportunity
Environmental resilience
Equality and diversity
Health and wellbeing
Strong communities
Cultural and educational engagement
Global responsibility

Social value impact will be assessed using recognised frameworks or in-house evaluation tools.

3.3 Ethical and Sustainable Procurement

We will:

Require suppliers to meet ethical labour standards and environmental regulations.
Prefer low-carbon, energy-efficient, and circular economy products and services.
Incorporate climate and sustainability requirements into applicable tenders.

3.4 Open and Transparent Process

We will:

Follow clear procurement thresholds for quotations and tenders.
Maintain comprehensive records and ensure decision-making is auditable.
Publish contract opportunities openly where appropriate.

5. Supplier Selection and Evaluation

Suppliers will be assessed on the following criteria:

Price and quality
Commitment to delivering social value and local benefit
Environmental and sustainability credentials
Contribution to local or regional economy
Technical experience, capacity, and quality assurance

Scoring matrices may be used for higher-value contracts to ensure transparency and alignment with strategic objectives.

6. Conflicts of Interest

All individuals involved in procurement must declare any actual or potential conflicts of interest. Appropriate steps will be taken to prevent bias or unfair advantage.

7. External Funders and Partner Collaboration

Where projects involve third-party funding or public-private partnerships, Hyppo will:

Comply with any additional procurement and reporting obligations
Use relevant assessment tools as required by the funder or project partner
Engage early with stakeholders to shape procurement specifications collaboratively

8. Monitoring and Review

Hyppo’s leadership team will:

Review procurement outcomes on an annual basis
Monitor engagement with SMEs and local suppliers
Capture lessons learned and apply them to future procurements

Please see below our updated supplier invoicing and procurement procedures, effective from 1st June 2025.

Deliver value for money while maximising social, economic, environmental, and cultural benefits.

Support the foundational economy and Welsh SMEs.

Ensure transparency, fairness, and accountability in procurement.

Promote innovation, community wealth-building, and sustainable supply chains.

All Procurement Items unless paid proforma on a Company Card must receive a Purchase Order from Hyppo Hydrogen Solutions (‘The Company’) before they can be paid. In the event that your contact is away from the office and not able to access our Purchase Order System at the time of booking, they will need to issue you a retrospective Purchase Order before you may submit your invoice. Any invoices submitted without a purchase order will be rejected.

If due to any changes in specification or circumstances, the Purchase Order cost amount differs from your invoice, please refer back to your contact for the job in question These must match up otherwise there will be a delay in processing your invoice.

All invoices must only be sent through to info@hyppo.co.uk or invoices@hyppo.co.uk Please do not copy in or send the invoice to any other email address as this can create confusion and may result in your invoice processing being delayed. You will then receive a response email confirming that we have received your invoice and reminding you of our procurement and invoicing processing procedures as per this letter.

All invoices submitted must be up to standard and have all the legally required information on –

this includes:

– Company or Person Name

– If a company, company registration number and VAT reg number (where applicable)

– Registered address

– Contact Phone Number

– Contact Email Address

– Invoice Number

– Invoice Date

– Description of the services offered to the company including Products or Location and Dates

– Bank Details – else we can’t pay you!

Any agreement to make payment on a proforma basis or quicker than 30 days from receipt of your invoice must be done with your contact and given in writing. A copy of this must be submitted with the invoice.

Please note that failure to follow any of the above procedures will result in your invoices being queried and upon resolution of any issue, the invoice will start the 30 day payment/processing cycle from the start so your payment may be delayed if the above guidance is not followed.

If you have any questions regarding any part of this letter, please contact our finance team directly.

Chris Foxall CEO Hyppo Hydrogen Solutions