Purchase order terms and conditions
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- Status of these Terms and Conditions
- Title and Risk
- Invoices and Payment
- Intellectual Property Rights
- Data Protection
- Computer Hardware/Software
- Assignment and succession
- Liability and Insurance
- Consequences of Cancellation
- Compliance with Laws and Policies
- Contract (Rights of Third Parties Act) 1999
- 1.1 Acceptance of a purchase order (“Purchase Order”) constitutes acceptance of the following terms and conditions (these “Terms and Conditions”). The Purchase Order and these Terms and Conditions together constitute the “Purchase Order Agreement”.
- 1.2 Except where there is a written contract signed by both parties these Terms and Conditions shall have precedence over all other terms and conditions, including any terms or conditions which the contractor or supplier (the “Supplier”) may purport to apply or which are endorsed upon any correspondence or documents issued by the Supplier irrespective of their date of communication to the Kent and Medway Towns Fire Authority of the Godlands, Straw Mill Hill, Tovil, Maidstone, Kent, ME15 6XB (the “Authority”). The Authority will not be liable in respect of a Purchase Order or instructions other than those issued or confirmed on an official Purchase Order by a duly authorised representative of the Authority.
- 1.3 Nothing in these Terms and Conditions shall prejudice any conditions or warranty (expressly or implied) or rights of remedy to which the Authority is entitled in relation to the goods, materials, articles or services that the Supplier is required to supply under the Purchase Order (respectively, the “Goods” and the “Services”) by virtue of statute or common law.
- 1.4 The Authority’s Purchase Order constitutes an offer to purchase the Goods and/or Services from the Supplier.
- 1.5 The Authority’s offer shall be deemed to be accepted by the Supplier on the earlier of:
- 1.5.1 the Supplier issuing written acceptance of the Purchase Order; or
- 1.5.2 any act by the Supplier consistent with fulfilling the Purchase Order, at which point and on which date the Purchase Order Agreement shall become effective.
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- 2.1 The Supplier shall deliver all Goods and Services, as the case may be, to the location specified for delivery (the “Location”) and in accordance with any delivery instructions or specifications set out in the Purchase Order or agreed by the parties in writing.
- 2.2 Delivery shall be completed in respect of the Goods, when the Goods have been unloaded at the Location and such delivery has been accepted in writing and signed by a duly authorised agent, employee or representative of the Authority.
- 2.3 The quantity specified in the Purchase Order may not be changed without the Authority’s prior written consent. In respect of a delivery of Goods, part deliveries may be rejected unless the Authority has previously agreed in writing to accept such deliveries.
- 2.4 Unless otherwise stated in the Purchase Order, the Supplier is responsible for obtaining all export and import licences, consents and permits for any Goods and shall be responsible for any delays due to such licences, consents and permits not being available when required.
- 2.5 Unless agreed in writing by the parties, the Supplier shall provide at its own expense all staff, equipment, tools, appliances, materials or items required for the provision of any Services.
- 2.6 Where the Authority agrees in writing to accept delivery by instalments or in stages these Terms and Conditions will be construed as a single contract in respect of each instalment or stage, as the case may be. Failure by the Supplier to deliver any one instalment shall allow the Authority at its option to treat the Purchase Order in its entirety as repudiated depending upon the circumstances of the non-delivery, such option not to be unreasonably invoked.
- 2.7 The Supplier shall immediately notify the Authority of any likely delay in delivery, dispatch, provision or completion of the Goods and/or Services and, without prejudice to any other right, the Authority shall be entitled to cancel the Purchase Order (and Purchase Order Agreement) if such delay is likely to jeopardise the purpose of the order.
- 2.8 The Supplier shall provide information relating to the performance of the Services and/or any deliverables in a format, medium and at times specified by the Authority.
- 2.9 While at the Location the Supplier will comply with all relevant policies of the Authority and in the performance of the Services, the Supplier will co-operate fully with any other contractors or suppliers appointed by the Authority in connection with the provision of other services at the Location.
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- 3.1 The time of delivery shall be as stated on the Purchase Order (or as otherwise agreed in writing by the parties) and if no time for delivery is expressly agreed then delivery shall be made within 14 days of receipt of the Purchase Order (the “Delivery Time”).
- 3.2 Time shall be of the essence and without prejudice to any other right or remedy of the Authority. Three consecutive failures to deliver at the Delivery Time shall entitle the Authority to cancel the Purchase Order (and Purchase Order Agreement) and recover costs in accordance with Clause 17.
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- 4.1 Without prejudice to the Authority’s right of rejection, title and risk in any Goods shall pass to the Authority when such Goods have been delivered to the Authority.
- 4.2 Any tools, patterns, materials, drawings, specifications and/or other data provided by the Authority to the Supplier in connection with the Purchase Order Agreement (the “Material and Tools”) are to be used by the Supplier solely for the purpose of completing the Purchase Order Agreement and will at all times be at the Supplier’s risk. The Authority retains ownership of the Material and Tools including intellectual property and they shall be delivered up to the Authority immediately on request.
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- 5.1 The Price for the supply of Goods or Services shall be as stated in the Purchase Order and shall be inclusive of all labour costs, equipment, materials, charges for packaging, shipping, carriage, insurance and delivery, and any duties or levies other than Value Added Tax, unless otherwise expressly stated in the Supplier’s offer or agreed in writing.
- 5.2 Unless specifically stated otherwise the Price shall be in Pounds sterling.
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- 6.1 The Supplier shall only render invoices:
- 6.1.1 in relation to Goods after completion of delivery of all the Goods in the Purchase Order; or
- 6.1.2 in relation to Services upon satisfactory completion of the Services or in relation to ongoing Services within 45 days of the end of the calendar month in which the Services were provided; or
- 6.1.3 where the parties agree delivery by instalments, after each delivered instalment.
- 6.2 Invoices must be submitted on the Suppliers letterhead paper and include the following details:
- 6.2.1 the Purchase Order Number and the Supplier’s VAT Registration Number;
- 6.2.2 the invoice number;
- 6.2.3 a description of the Goods or Services delivered and the date of supply;
- 6.2.4 full details of unit price, quantities, rate of VAT on each item, total net price, any discount allowed, total gross price and total VAT if applicable.
- 6.3 Invoices shall be rendered separately for each Purchase Order and must not be submitted in duplicate.
- 6.4 At the request of the Authority the Supplier shall provide all information necessary to support the invoiced amount including all relevant proof of delivery, time sheets, details of expenses incurred and invoices paid.
- 6.5 Payment will be made within 30 days of receipt of a valid invoice, if the Goods or Services have been delivered in accordance with these Terms and Conditions, via BACS (Bank Automated Clearing System) or such other method as the Authority may so choose from time to time.
- 6.6 Payment will be made without prejudice to the Authority’s right of rejection or any claims the Authority may have against the Supplier and prior to making payment the Authority will be entitled to make deductions against disputes or potential claims against the Authority for which the Supplier is required to indemnify the Authority under these Terms and Conditions.
- 6.7 For the avoidance of doubt, the Authority shall not be liable to pay any invoice so far as it relates to goods or services supplied without a Purchase Order or goods or services supplied in excess of the Goods or Services required under a Purchase Order.
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- 7.1 The Supplier will, at its own cost, comply with any special packaging requirements detailed in the Purchase Order as well as all relevant legal requirements.
- 7.2 Goods shall be securely packed in trade packages of a type normally used by the Supplier for commercial deliveries of the same or similar goods either in retail or in bulk quantities within the United Kingdom. The Authority is not liable, unless otherwise agreed in writing, for any packaging (or the return of any packaging).
- 7.3 In respect of Goods, the following details shall be shown on a delivery note unless otherwise specified in the Purchase Order:
- 7.3.1 a description of the Goods which shall include, without limitation, the weight of the Goods where available and the Authority’s Purchase Order number;
- 7.3.2 the quantity in the package where available;
- 7.3.3 any special directions for storage;
- 7.3.4 the expiry date of the contents where available;
- 7.3.5 the batch number; and
- 7.3.6 the name of the manufacturer of the Goods and of the Supplier.
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- 8.1 The Goods and/or Services shall be supplied strictly in accordance with the specification and/or any sample previously provided to the Authority or as agreed with the Authority in writing and, unless otherwise agreed in writing, shall conform to all relevant standards, specifications and conditions.
- 8.2 Any Goods must be supplied with adequate instructions as to use and use-by date, be fit for the purpose for which they are intended, of satisfactory quality, and free from defects in design, material and workmanship.
- 8.3 The Supplier shall, in providing any Services exercise that degree of speed, care, skill, diligence and foresight which would reasonably and ordinarily be expected from a skilled and experienced service provider engaged in the provision of services similar to the Services under the same or similar circumstances as those applicable to this Purchase Order Agreement and which are in accordance with any codes of practice published by relevant trade associations.
- 8.4 The Supplier will indemnify and keep indemnified the Authority against any damage to its property (including any materials, tools or patterns sent to the Supplier for any purpose) and against any claims for loss, expense or injury to or of any person or to the property of any person which results during or after proper use, directly or indirectly, from defective materials, goods, services, workmanship or design used or supplied by the Supplier or by reason of the Supplier’s negligence or for any act or omission on the part of the Supplier’s employees, sub-contractors, assignees, representatives or agents arising out of the execution of the Purchase Order Agreement.
- 8.5 The Supplier agrees to assign to the Authority upon request the benefit of any warranty, guarantee or similar right which it has against any third party manufacturer or contractor of any goods or services or any part thereof.
- 8.6 The Authority’s rights under these Terms and Conditions are in addition to the statutory conditions, warranties and terms implied in favour of the Authority by the Sale of Goods Act 1979, the Supply of Goods and Services Act 1982, related statutes and any statutory re-enactment(s) or modification(s) thereof.
- 8.7 The Supplier shall ensure that the Goods shall:
- 8.7.1 correspond with their description and any applicable specification;
- 8.7.2 be of satisfactory quality (within the meaning of the Sale of Goods Act 1979, as amended) and fit for any purpose held out by the Supplier or made known to the Supplier by the Authority expressly or by implication, and in this respect the Authority relies on the Supplier’s skill and judgement;
- 8.7.3 where they are manufactured products, be free from defects in design, material and workmanship and remain so for 18 months after delivery; and
- 8.7.4 comply with all applicable statutory and regulatory requirements relating to the manufacture, labelling, packaging, storage, handling and delivery of the Goods.
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- 9.1 In the case of Goods or Services found to be defective or inferior in quality to or differing in form or material from the specification, or not complying with any term, whether expressed or implied of these Terms and Conditions (the “Defective Goods or Services”), the Authority may, at its discretion:
- 9.1.1 cancel the Purchase Order Agreement and Purchase Order;
- 9.1.2 require the Supplier, as soon as reasonably practicable, either to repair or replace the Defective Goods or Services at the Location (at the Supplier’s cost), or refund to the Authority the price in respect of the Defective Goods or Services. Any repairs, replacements or refunds shall themselves be subject to these Terms and Conditions;
- 9.1.3 in the case of defective delivery, require the Supplier to promptly reimburse the Authority in respect of any cost including but not limited to freight, clearance, duty and storage charges incurred by the Authority; and/or
- 9.1.4 purchase goods or services of the same or similar description to the Goods or Services elsewhere and recover from the Supplier the amount by which the cost of purchasing such other goods or services exceeds the amount that would have been payable to the Supplier in respect of the Goods or Services replaced, provided that the Authority uses all reasonable endeavours to mitigate its losses in this respect.
- 9.2 In the event of a rejection or cancellation of the Purchase Order Agreement and Purchase Order as a result of Defective Goods or Services the Authority shall notify the Supplier in writing, and the payment obligation in relation to any such Defective Goods or Services shall be terminated forthwith. For the avoidance of doubt, if payment has already been made to the Supplier the Supplier shall refund all sums paid by the Authority to the Authority for the rejected Goods and/or Services.
- 9.3 The whole of any delivery may be rejected if a reasonable sample of any Goods taken indiscriminately from that delivery is found not to conform in every material respect to the requirements of these Terms and Conditions.
- 9.4 The Authority’s right of rejection shall continue irrespective of whether the Authority has in law accepted the Goods and/or Services.
- 9.5 Any Goods so rejected after delivery shall be removed by the Supplier at its own expense within 14 days from the date of notification of rejection. If the Supplier fails to remove them within such period the Authority may return any rejected Goods at the Supplier’s risk and expense and charge the Supplier for the cost of storage from the date of rejection.
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- 10.1 In performing any Services, the Supplier shall operate as, and have the status of, an independent contractor and shall not (and neither shall any of its employees, agents, representatives or sub-contractors) operate or have the status of agent, employee or representative of the Authority.
- 10.2 The Supplier undertakes to comply with and to ensure that all its employees, agents, representatives and sub-contractors (“Personnel”) comply with all relevant legislation, regulations, codes of practice, guidance notes and other requirements of any relevant government or governmental agency, safety and security standards and site procedures and codes of the Authority; any reasonable instructions and guidelines issued by the Authority from time to time; and the Authority’s requirements in relation to security and background checks.
- 10.3 The Supplier undertakes to ensure that all of the Personnel will be appropriately qualified and experienced to undertake their tasks and will use professional skill and care of the highest standards applicable in the relevant industry in the provision of any Services which will be supplied in a professional and competent manner and will be fully supervised at all times.
- 10.4 The Supplier shall at the reasonable request of the Authority immediately (and without any compensation being payable to the Supplier) replace any of its Personnel with another employee of no less status, knowledge or experience and approved by the Authority.
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- 11.1 The Supplier shall, at its expense, defend any actions arising from infringements or alleged infringements of its rights in or to exploit or to licence any right or interest of any kind arising out of or granted or created in respect of any and all patents, trade marks, service marks, domain names, registered designs, inventions, know-how, confidential information, unregistered trade marks and service marks, trade and business names, unregistered design rights and other rights in designs and rights in databases, subsisting anywhere in the world or rights of the same or similar effect or nature as or to those above, in each case, in any jurisdiction (“Intellectual Property Rights”) in connection with the Goods and/or Services and the Supplier undertakes to indemnify and keep indemnified the Authority against any costs, claims, proceedings, expenses and demands arising from the use, application, supply or delivery of any process, article, matter or thing supplied under these Terms and Conditions that would constitute or is alleged to constitute any infringement of any person's Intellectual Property Rights.
- 11.2 Subject to any prior rights of the Supplier, and to the rights of third parties, all intellectual property rights resulting from the execution of the Purchase Order Agreement and Purchase Order shall vest in and be the absolute property of the Authority.
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- 12.1 In respect of any confidential information it may receive from the other party, each party undertakes to keep secret and strictly confidential and not disclose any such confidential information to any third party, without the prior written consent of the party disclosing it.
- 12.2 Except in relation to the Authority’s statutory obligations to publish spend data, neither party shall without the prior written consent of the other disclose, copy, publicise or publish, the existence of a Purchase Order, agreement or any information related to these Terms and Conditions including, but not limited to, the name of the Authority, any Goods or Services or the place of delivery or performance.
- 12.3 The Supplier shall assist and co-operate with the Authority (at the Supplier’s expense) to enable the Authority to comply with the requirements of the Freedom of Information Act 2000 (“FOIA”) and the Environmental Information Regulations 2004 (“EIR”), including but not limited to transferring any request for information pursuant to such statutes to the Authority within two business days of receipt.
- 12.4 The Supplier acknowledges that the Authority shall be responsible for determining, at its absolute discretion, whether any information is exempt from disclosure or should be disclosed pursuant to the FOIA and EIR and may disclose information with or without consulting the Supplier. In no event shall the Supplier respond to a request for information without the prior written consent of the Authority.
- 12.5 The provisions of this Clause 12 shall survive expiry or termination of the Purchase Order Agreement.
- 12.6 Except with the prior written consent of the Authority or pursuant to an order of the Court, the Supplier will not make any press or similar announcements or publicise details regarding a Purchase Order, Purchase Order Agreement or its existence in any way. The Supplier will use all reasonable steps to ensure that its sub-contractors, employees, agents and consultants comply with this Clause 12.6.
- 12.7 Notwithstanding the foregoing, the Authority will be entitled to publicise details regarding a Purchase Order, Purchase Order Agreement and/or its existence, including making a press announcement.
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- 13.1 “Data Protection Legislation” means the General Data Protection Regulation ((EU) 2016/679), the Law Enforcement Directive ((EU) 2016/680) and any applicable national implementing Laws as amended from time to time, the Data Protection Act 2018, the Electronic Communications (EC Directive) Regulations 2003 and any other data protection laws and regulations (including amended, supplemental or replacement laws and regulations) applicable in the United Kingdom and any codes of practice, guidelines and recommendations issued by the Information Commissioner or any replacement body, all of which are current at the time of any processing of Personal Data.
- 13.2 The Supplier shall comply with Data Protection Legislation. Both parties agree to use all reasonable efforts to assist each other to comply with Data Protection Legislation.
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- 14.1 The Supplier warrants that all computer hardware or software supplied by the Supplier to the Authority:
- 14.1.1 is free from defects and/or disabling codes, and has been duly tested to ensure that there are no hidden defects or disabling codes and is subject to recognised and appropriate release procedures including the latest version of a proprietary virus detection software package approved by the Authority, and the Supplier shall procure that corresponding obligations are imposed on its sub-contractors and agents;
- 14.1.2 has been obtained from a reputable and reliable software developer and not through any interest group or multi-organisational software sharing scheme unless otherwise agreed in writing by the Authority; and
- 14.1.3 will comply and function substantially in accordance with its related user documentation.
- 14.2 The Supplier shall indemnify, keep indemnified and hold the Authority harmless against any and all losses, damages, costs, claims, proceedings, or expenses sustained or incurred directly or indirectly by the Authority as a result of the Supplier’s breach of the above warranties.
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- 15.1 The Supplier shall not transfer, assign, novate, sub-contract or otherwise dispose of their obligations under this Purchase Order Agreement without the prior written consent of the Authority, which consent may be conditional upon such assignee or sub-contractor accepting these Terms and Conditions or conditions as the Authority may think fit to impose.
- 15.2 Where the Supplier enters into a contract with a contractor or sub-contractor for the purpose of performing its obligations under this Purchase Order Agreement or any part of it, it shall ensure that the sub-contract requires payment under that sub-contract and any further sub-contracts entered into under that sub-contract within a maximum period of 30 days from receipt of a valid invoice as defined by these Terms and Conditions.
- 15.3 The Authority will be entitled to assign, novate or otherwise dispose of its rights and obligations under this Purchase Order Agreement to any contracting authority or other body which substantially performs any of the functions that previously had been performed by the Authority, provided that any such assignment, novation or other disposal will not increase the burden of the Supplier’s obligations pursuant to these Terms and Conditions.
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- 16.1 The Supplier will be liable for and will immediately on demand indemnify the Authority in full against any expense (including any legal or other professional expense), costs, liability, loss, damage, claim or proceedings, directly or indirectly incurred or suffered by the Authority:
- 16.1.1 arising under any statute or at common law in respect of personal injury to or death of any person whomsoever, or damage to property arising out of, or in the course of, or caused by the provision of Goods or Services under this Purchase Order Agreement except to the extent that the same is due to any act or neglect of the Authority or of any person for whom the Authority is responsible;
- 16.1.2 arising from or in connection with the breach of any third party’s Intellectual Property Rights as a result, directly or indirectly, of the provision of Goods or Services under this Purchase Order Agreement;
- 16.1.3 as a result of or in connection with any act or omission of the Supplier or its employees, agents or sub-contractors in supplying, delivering and /or installing Goods or performing Services under this Purchase Order Agreement;
- 16.1.4 arising from or in connection with the breach of these Terms and Conditions in relation to this Purchase Order Agreement or any warranty given by the Supplier in relation to the Goods and/or Services under this Purchase Order Agreement.
- 16.2 The Supplier shall have in force and maintain adequate insurance with a reputable insurance company in respect of its liabilities imposed by these Terms and Conditions and the associated Purchase Order. The Supplier agrees that any monies received by the Supplier from the insurance company in full or part settlement of a claim arising out of the Purchase Order Agreement and paid by or due to the Authority shall be paid immediately to the Authority without offset or counterclaim.
- 16.3 The Supplier shall within 7 days of a written request by the Authority produce all evidence of insurance, together with details of all conditions, warranties, extensions and exclusions.
- 16.4 This Clause 16 shall survive the expiry or termination of the Purchase Order Agreement.
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- 17.1 The Authority is entitled to cancel the Purchase Order Agreement and the Purchase Order (or any part of it) immediately by notice to the Supplier and to reimbursement in respect of the price (or the appropriate part thereof) and all loss and/or expense (which shall include all reasonable costs of the Authority for the time spent by its employees, agents or representatives in cancelling the Purchase Order Agreement and Purchase Order and making alternative arrangements for the provision of the Goods and/or Services) suffered as a direct or indirect result of:
- 17.1.1 the failure of the Supplier to deliver any Goods or Services in accordance with Clauses 2, 3 or 8; or
- 17.1.2 the circumstances described in Clause 9.
- 17.2 A Purchase Order Agreement and Purchase Order may be cancelled at any time by the Authority for any reason whatsoever, by giving the Supplier 10 days’ notice in writing.
- 17.3 Cancellation shall not relieve either party from any liability or right accrued prior to such cancellation or expiry.
- 17.4 The Authority shall, in addition to its power to cancel by notice, have the power to terminate the Purchase Order Agreement immediately at any time by giving the Supplier written notice. The Authority reserves the right to direct the Supplier to cease all work connected with the Purchase Order Agreement during the period of notice. Where the Authority has invoked either of these rights, the Supplier may claim reasonable costs necessarily and properly incurred by it prior to the date of termination, excluding loss of profit. For the avoidance of doubt the Supplier’s claim under this Clause may not exceed the total cost of the Purchase Order had it not been terminated, less any sums already paid.
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- 18.1 On cancellation of the Purchase Order Agreement and Purchase Order, the Supplier shall, not later than 7 working days after the Authority’s request:
- 18.1.1 deliver to the Authority (or as the Authority shall direct) all quantities of any Goods in its possession;
- 18.1.2 return to the Authority all documents and/or materials provided to the Supplier by the Authority; and
- 18.1.3 ensure that all documents and/or materials containing Intellectual Property Rights and/or any information of a technical nature relating to the Goods and/or Services, the manufacture of any Goods, or of a confidential nature, are returned to the Authority or destroyed by the Supplier at the Authority’s option.
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- 19.1 This Purchase Order Agreement shall be governed and construed according to English law and the parties hereby submit to the jurisdiction of the English courts.
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- 20.1 While on the Authority premises the Supplier will at all times ensure that its employees, agents and sub-contractors comply in all respects with the Authority’s health and safety policy and with the lawful requirements of the Authority’s Health and Safety Manager. The Supplier may also be required to complete the Authority’s staff vetting procedures, which the Authority will confirm to the Supplier.20.2.
- 20.2 The Supplier in performing its obligations under this Purchase Order Agreement shall (and shall procure that any sub-contractor engaged in or about the work shall) comply with all applicable Acts of Parliament and with all orders, regulations and bye-laws made with statutory authority by Government departments or by local or other authorities from time to time in force, including but not limited to the following:
- 20.2.1 the Human Rights Act 1998;
- 20.2.2 the Equality Act 2010;
- 20.2.3 the Modern Slavery Act 2015;
- 20.2.4 the Bribery Act 2010; and
- 20.2.5 the Public Services (Social Value) Act 2012.
- 20.3 The Supplier or anyone associated with the Supplier (associates shall be determined in accordance with section 8 of the Bribery Act 2010) shall not offer or give, or agree to give, to any officers or staff or representatives of the Authority any gift or consideration of any kind as an inducement or reward for doing or refraining from doing or for having done or refrained from doing, any act in relation to the obtaining of a Purchase Order or any other contract with the Authority or for showing or refraining from showing favour or disfavour to any person in relation to the Purchase Order or any other such contract with the Authority.
- 20.4 If any breach of Clause 20.2 or Clause 20.3 is suspected or known, the Supplier must notify the Authority immediately.
- 20.5 The Supplier acknowledges, understands, and accepts that the Authority is subject to the requirements of section 52 of the Modern Slavery Act 2015 (as amended) and, where so requested by the Authority, shall assist and co-operate with the Authority at its own expense in order to enable the Authority to comply with such requirements.
- 20.6 The Supplier will not at any time during the continuance of the Purchase Order Agreement employ any employee of the Authority, whether in the execution of this Purchase Order Agreement or otherwise.
- 20.7 In the event that the Supplier breaches any provision of this Clause 20 in a material respect, the Authority shall have the right to terminate the Purchase Order Agreement.
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- 21.1 A person who is not a party to this Purchase Order Agreement shall not have any rights under or in connection with it.
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