VendorFile Vendor master file Vendor Profile Pack · USD 29
Vendor file: Brightwell Facilities Services Ltd
One supplier, one complete file. Who they are, what they do for us, what we hold, what expires and who owns the next action.
Brightwell has been a supplier for six years and the file contained three documents, two of them expired. This is the file rebuilt to the standard template, so that this vendor can be compared with the other 139 rather than remembered.
Document control
- Document number
- VEN-0188
- Version
- 2.0
- Effective
- 1 October 2026
- Owner
- Procurement Manager
- Approved by
- Head of Procurement
- Next review
- 1 April 2027
- Classification
- Internal. Commercially confidential
- Supersedes
- VEN-0188 v1.0
Profile
Vendor master profile
| Field | Record |
|---|---|
| Legal name | Brightwell Facilities Services Limited |
| Trading name | Brightwell FS |
| Company number | 07714902, England and Wales |
| Registered address | Unit 14 Cranbrook Way, Reading RG2 0TH |
| VAT number | GB 188 4471 02 |
| First engaged | March 2020 |
| Vendor category | Category B, operationally important |
| Annual spend, FY26 | USD 214,800 |
| Payment terms | 45 days from invoice |
| Relationship owner | Facilities Manager, Reading |
| Procurement owner | Procurement Manager |
| Sites served | Reading, Slough, Basingstoke |
Scope
Services and contract scope
| Service | Sites | Frequency | Contract reference |
|---|---|---|---|
| Daily office cleaning | All 3 | 5 days per week | BW-2024-01, schedule 1 |
| Washroom consumables | All 3 | Weekly replenishment | BW-2024-01, schedule 2 |
| Deep clean | All 3 | Quarterly | BW-2024-01, schedule 3 |
| Window cleaning, external | Reading only | Monthly | No schedule. Added verbally 2023 |
| Waste and recycling | Reading, Slough | 3 collections per week | BW-2024-01, schedule 4 |
| Reactive callouts | All 3 | As required, 4 hour response | BW-2024-01, clause 11 |
External window cleaning has been invoiced monthly since 2023 and does not appear in any schedule. It is around USD 9,600 a year with no agreed rate, no service level and no contractual basis. This was the main finding of the file rebuild.
Documents
Required documents and what we hold
| Document | Required for category B | Held? | Expires |
|---|---|---|---|
| Signed contract | Yes | Yes, BW-2024-01 | 31 March 2027 |
| Employers liability insurance | Yes | Yes | 14 November 2026 |
| Public liability, min USD 6m | Yes | Yes, USD 6.5m | 14 November 2026 |
| Health and safety policy | Yes | Yes, dated 2025 | Annual review due |
| Method statements and risk assessments | Yes | Reading only | Not dated |
| Right to work compliance statement | Yes | Not held | n/a |
| Modern slavery statement | Yes | Yes | Current year |
| Data processing terms | Only if handling personal data | Not applicable, confirmed | n/a |
| Bank details verification | Yes | Yes, callback verified 2024 | Re-verify April 2027 |
| Latest accounts | Yes | Yes, to June 2025 | FY26 due |
| Accreditations, SafeContractor | Preferred | Expired | Lapsed 2 August 2026 |
Expiry
Document expiry register
-
SafeContractor accreditation
Expired two months ago and nobody was told. Request renewal evidence or record a decision to accept without it.
-
Both insurance policies
Request renewal certificates by 31 October. Six weeks of a category B supplier working uninsured is the risk this register exists to prevent.
-
FY26 accounts due
Request when filed. Used for the financial check at review.
-
Bank detail re-verification
Three years since the last callback check. Re-verify by phone to a known number, never to one on an invoice.
-
Contract expiry
Twelve months of notice thinking starts now, not in March. Decide by December whether to retender.
-
Method statements for Slough and Basingstoke
Held for Reading only. Request or confirm that the Reading documents cover all sites.
Flags
Risk and review flags
| Flag | Detail | Severity |
|---|---|---|
| Uncontracted service | Window cleaning, USD 9,600 a year, no schedule or rate | High |
| Insurance expiry | Both policies lapse 14 November | High |
| Missing documents | Right to work statement, two sites of method statements | High |
| Lapsed accreditation | SafeContractor expired August | Medium |
| Single point of contact | One account manager, no named deputy in the file | Medium |
| Price increases | Three since 2024, none with the 60 days notice the contract requires | Medium |
| Concentration | Sole cleaning supplier across all three sites, no alternative identified | Medium |
| Performance | No SLA reporting received since March 2026 | Medium |
Severity here is the completeness of the file and the contractual position, not a judgement on the supplier. Brightwell's service quality is not in scope for this pack and the facilities manager rates it highly.
Actions
Next actions and owners
| Action | Owner | By | Status |
|---|---|---|---|
| Request both insurance renewal certificates | Procurement Manager | 31 October 2026 | Open |
| Bring window cleaning into a contract schedule with an agreed rate | Procurement Manager | 30 November 2026 | Open |
| Obtain right to work compliance statement | Procurement Manager | 31 October 2026 | Open |
| Obtain method statements for Slough and Basingstoke | Facilities Manager | 31 October 2026 | Open |
| Ask for SafeContractor status or record acceptance without it | Procurement Manager | 15 November 2026 | Open |
| Reinstate monthly SLA reporting | Facilities Manager | 1 November 2026 | Open |
| Name a deputy contact at Brightwell | Facilities Manager | 1 November 2026 | Open |
| Retender or renew decision | Head of Procurement | 31 December 2026 | Open |
Review
Annual review record
| Year | Reviewed | By | Outcome |
|---|---|---|---|
| FY26 | 1 October 2026 | Procurement Manager | File rebuilt to template. Eight actions open |
| FY25 | Not carried out | n/a | No record |
| FY24 | Not carried out | n/a | No record |
| FY23 | March 2023 | Former Procurement Lead | Contract renewed. Notes not retained |
Document control
Revision history
| Version | Date | Author | Change |
|---|---|---|---|
| 2.0 | 1 October 2026 | VendorFile | File rebuilt to the standard template. Uncontracted window cleaning identified; eight actions opened; expiry register created. Supersedes v1.0. |
| 1.0 | 14 March 2023 | Kingsmill Procurement | Contract renewal recorded. Three documents on file. |
| 0.1 | 2 March 2020 | Kingsmill Procurement | Vendor created at first engagement. |