Contract, Legal and Insurance Review

Nomenclature

Term	Definition
GO / NO-GO	The CEO decision on whether negotiation with the customer should proceed (GO) or Westlink should withdraw from the opportunity (NO-GO), made on the Legal or Insurance review comments.
Insurance Approval Register	The register of approved insurance arrangements for clients and suppliers, maintained in MS Excel. A register, not a controlled WMS document.
PO	Purchase Order — the customer’s valid purchase order, receipt of which triggers commencement of execution.
WMS	Westlink Management System.

Purpose

This document maps the process for reviewing customer contract terms before Westlink commits to supply. Proposed contract terms received in the tender or execution phase are subjected to Legal and/or Insurance review as determined with the CEO, and negotiation proceeds only on a CEO GO decision at each review gate. The process ensures Westlink does not commit to customer contract terms it cannot meet.

Scope

This process applies to the review of customer contract terms received in the tender or execution phases. Westlink’s own standard contracting positions are set out in the T&C canon: COM-DOC-001 (Purchase Order Terms & Conditions) and COM-DOC-002 (Standard Terms and Conditions of Contract). This process governs the review of terms proposed by a customer that depart from, or sit alongside, those standard positions.

Definitions

Terms and acronyms used in this document are defined in the Nomenclature table at the front of this document.

Roles

The process map assigns steps to four lanes: the Commercial or Account Representative (receives the customer contract terms, routes them for review and manages the negotiation with the customer), Legal (provides legal comments on the proposed contract terms), Insurance (provides insurance comments on the proposed contract terms against the Insurance Approval Register) and the CEO (determines which reviews are required and makes the GO / NO-GO decision at each review gate).

Process Steps

Receipt and Review Determination

• Receive Customer Contract Terms (Commercial or Account Representative) — proposed contract terms are received from the customer in the tender or execution phase.

• Decision: Legal and/or Insurance review required? (Commercial or Account Representative, with the CEO) — determine with the CEO whether Legal and/or Insurance review of the proposed terms is required.

• No — no specialist review is required; proceed directly to contract finalisation.

• Yes — proceed with the required review(s) below.

Legal Review and CEO GO / NO-GO

• Send email to Legal with the proposed contract terms (Commercial or Account Representative).

• Provide Legal comments on the proposed contract terms (Legal).

• Decision: GO / NO-GO (CEO) — determine with the CEO whether negotiation should proceed based on the Legal comments.

• NO-GO — inform the customer that Westlink shall withdraw from the opportunity. The process ends.

• GO — proceed to the Insurance review.

Insurance Review and CEO GO / NO-GO

• Send email to Insurance with the proposed contract terms and the Insurance Approval Register (Commercial or Account Representative).

• Provide Insurance comments on the proposed contract terms (Insurance).

• Decision: GO / NO-GO (CEO) — determine with the CEO whether negotiation should proceed based on the Insurance comments.

• NO-GO — inform the customer that Westlink shall withdraw from the opportunity. The process ends.

• GO — proceed to negotiation with the customer.

Negotiation, Finalisation and Execution

• Provide the Legal and Insurance comments/changes to the customer during negotiations or clarifications (Commercial or Account Representative).

• Finalise the contract with the customer, or submit the tender with clarifications (Commercial or Account Representative).

• Decision: Further consultation required? (CEO) — determine with the CEO during negotiation whether Legal and/or Insurance requires further consultation.

• Yes — return to the relevant Legal and/or Insurance review steps above.

• No — begin execution on receipt of a valid purchase order from the customer. The process ends.