GENERAL QUALITY TERMS AND CONDITIONS FOR SUPPLIERS
Scope of the General Quality Terms & Conditions for Suppliers (T&C)
The subject of this General Quality Terms & Conditions for Suppliers (hereinafter referred to as the ”T&C”) is business cooperation on supplying quality material / service of the Supplier to Vanema, storitve, d.o.o. (hereinafter referred to as the ”Customer”) in accordance with the requirements of this T&C.
This T&C is valid for all products and services to all Purchase Orders of Customer to Suppliers from the present and the future according to the latest issued long-term Supplier declaration.
Purpose of the T&C
The purpose of this T&C is to establish and regulate uniform methods and procedures between Customer and Supplier. The covering of the quality standards as well as deliveries in time and quantity have the highest priority for Customer and their Customers. This T&C therefore gives general qualitative and quantitative requirements between Customer and the Supplier to meet the Customer demands and to ensure an undisturbed supply chain.
The Supplier undertakes to ensure the confidentiality of all the information (technical or not) about the product/service being developed by Customer or any information otherwise supplied to the Customer during the performance of this T&C. The Supplier shall not, without the prior written consent of the Customer, divulge any part of the Customer’s Confidential Information to any person other than other employees of the Supplier who need to know it otherwise than in the exercise and performance of its rights and obligations under this T&C.
This Obligation of confidentiality is of a lasting nature and does not cease after the termination of business cooperation with Supplier.
Quality Management System and Statutory requirements
The Supplier must evidence a quality management certified by ISO 9001 as minimum. Furthermore, all AS9100 aviation standard requirements and customer-specific requests must be implemented when required. For all non-defined requirements of this quality T&C the statutory provisions are prevailing.
The Supplier is responsible for fully meeting all quality requirements of this T&C. The Supplier must extend all the requirements of this T&C to all its sub-Suppliers and Service Providers (hereinafter referred to as the ”sub-Suppliers”) and is solely responsible for its implementation and maintenance, to ensure that Customer’s and applicable statutory and regulatory requirements as well as requirements of required international standards are met.
1. General Requirements
The Customer and the Supplier agreed that the Supplier will supply material / service to the Customer regarding each Customer's Project or Purchase order. Specific requirements, including the identification of special requirements, critical items, or key characteristics; controls, test, inspection, and verification activities, the use of statistical techniques for product acceptance, when required, related instructions for acceptance by the Customer and the identification of relevant technical data and additional specific Terms and Conditions if any will be agreed in writing on a case-by-case Project or Purchase basis.
1.1 Product/Service specification
The product/service specification according to the first sample test report is valid for all delivered items. If no first sample test report is existing, the latest approved delivery is initially valid as standard.
The Supplier must maintain an appropriate traceability system for his own design, manufacturing and delivery processes including all its sub-Suppliers.
The Supplier assures that will:
• deliver quality products/services without nonconformities, in defined delivery due dates, that are conformed with all requirements in specific Purchase Order,
• deliver quality products/services that are conformed with attached product specification (e.g. Technical Data Sheets - TDS) and batch specification (e.g. Certificate of Conformity - CoC), as required on a case-by-case Project or Purchase basis,
• provide only the original items, prevent the use of non-counterfeit items, with no foreign object content.
1.2 Controls and Test reports
The Supplier represents and warrants that it shall apply controls, defined by Customer, within the organisation, and to their all direct and sub-Providers, customer-designated or previously approved by Customer, to ensure that Customer’s and applicable statutory and regulatory requirements are met.
The Supplier must notify the Customer in writing of nonconforming processes, products, or services immediately after its identification and obtain approval for their disposition prior delivery.
Before every delivery but with the delivery at the latest, the Supplier must provide a product specification and batch specification. The specification must be provided in a digital version. This specification includes information concerning product/service name (see point 1.4) and the by the Supplier identified actual values of the under point 1.1 mentioned characteristics.
1.3 Incoming Inspection
The Supplier must perform a quality check of each production batch prior to delivery but this does not prevent the Customer from inspecting the incoming goods.
After the reception of the goods, Customer will check the following characteristics:
• labelling and packaging,
• number of items,
• quality of items (depending on the items, e.g. dimensions- foam, best before - glue),
• visible transport and packaging damages,
• documented information (required specification),
• conformity of items with Purchase Order, specification and Delivery Note,
• other nonconformity during detailed control.
If any nonconformity is found on delivered items, which is not specified in specifications but can be recognized like nonconformity, Customer can treat it as specified and can claim it.
Every delivery must include at minimum the Purchase Order of Customer and product/service name. The batch number must be indicated. The labelling of a delivery must be the same on Delivery Note, items and samples.
The Supplier represents and warrants to notify in writing Customer immediately when identify that a delivery requirements or delivery date will not be met.
The Supplier is bound to inform Customer unrequested by each change of the product/service provided or any other changes, which can influence the quality and conformity of Customer products/services, and/or delivery in time and obtain the Customer’s approval before change.
2. Claim Management
Does the delivered quality not correspond to the agreed, Customer reserves the right to claim the delivery. If a failure-free production can be granted, it is possible to close the claim with only a claim notice to the Supplier. If there are severe claim or several claim notices concerning the same failure, Customer can open a claim and proceed as per Customer’s procedure for non-conformity.
2.1 Response Time
In case of a claim Customer expects the implementation of the following steps:
Within 2 working days after receipt of the complaint
• Beginning of problem identification and solution finding
• Listing of immediate actions for damage limitation on part of Customer
Within 5 working days after receipt of the complaint
• Cause analysis
• Setting of actions for cause rectification
Within 10 working days after receipt of the complaint
• Confirmation of the implementation of the actions
• Return of the filled in 8D-report when required from Customer
Within 30 working days after receipt of the complaint
• Issuing of the credit note (for details see point 2.2)
The Supplier shall apply suitable corrective action when presented with Customer complaints and/or reclamations or non-conformance reports. If the implementation of the actions is not realizable within the given time the Supplier must send an action schedule with actions and dates to Customer unrequested.
The Supplier represents and warrants that it shall recall and replace provided items if it is subsequently found that the items does not meet requirements.
Rough deviations from the response times will have a negative effect on the evaluation of Suppliers.
Customer is committed to lodge any claim within a maximum time period of 120 days starting from the effective date of receipt of each item. After this period Supplier will not be, in principle, considered liable for defects not previously reported.
2.2 Costs for Claims
Is the Supplier responsible for the cause of a claim, the Supplier will at his own discretion either i) issue a credit note for the value of the defective goods or ii) replace the defective goods. Can the quality fault be located before the use in production, the Supplier has only to cover the costs of raw material. In any case, the costs shall be limited to the total value of the defective goods. If the failure will be in the production, while finishing or at the customer, the Supplier must cover the costs of the non-saleable finished goods. The grounds of a legitimate claim are in the responsibility of Customer. Customer and Supplier will agree about T&C’s of sale and delivery for specific claim.
2.3 Complaint rate
The Supplier accepts the obligation to Customer to do everything according to the respective state of technology so that its deliveries are free from errors.
Exceeding the specification will have a negative impact on the Supplier’s evaluation.
3. Evaluation of Suppliers
3.1 Periodical evaluation
Within every business year Customer will evaluate Suppliers to rank the quality of the Supplier. The base of the rating are predefined operating figures. Furthermore, the sufficiency of the documents plays a major roll. Therefore, the Supplier must check the following documents unrequested for completeness and actuality:
• Submitting all certificates/validity of the certificates
• Supply of a current self-assessment when required
3.2 Supplier’s Inspection and/or Quality Audit
Customer reserves the right to test the process suitability of the Supplier in the form of a quality audit or to request it in the form of a self-assessment quality audit. The Supplier represents and warrants that it shall allow Customer to conduct verification activities of processes, products/services, when required:
• review of objective evidence of the conformity of the processes, products, and services provided from the Supplier (e.g., accompanying documentation, certificate of conformity, test documentation, statistical documentation, process control documentation, results of production process verification and assessment of changes to the production process thereafter),
• inspection and audit at the Supplier’s premises,
• verification or validation activities that the Customer, or its customer, intends to perform at the Suppliers’ premises,
• review of the required documentation,
• review of production part approval process data,
• inspection of products or verification of services upon receipt,
• review of delegations of process and/or product/service verification to the external provider.
4. Right of Access
The Supplier represents and warrants that it shall allow access by the Customer, their Customers, and regulatory authorities to the applicable areas of facilities, at any level of the Supplier’s supply chain, upon request.
5. Customer-specific requirements
The Supplier represents and warrants that will consistently meet Customer’s and applicable statutory and regulatory requirements. The basic prerequisite for a business relationship is a valid ISO 9001 certification from the Supplier. Certification according to AS/EN 9100 will have a positive effect on the Supplier evaluation and should be regarded as an objective of the Supplier.
The Supplier shall be informed by the Customer of Customer-specific requirements on a case-by-case Project or Purchase basis. Customer will check its compliance when necessary.
6. Documentation and retention
The Supplier represents and warrants that will retain documented information as evidence of all conducted activities and any necessary actions arising from the evaluations, that are mentioned in this T&C (e.g. of design and development, production, analysis and controls, evidences of conformance of product/services, claims, and any necessary actions arising from the evaluations) as per relevant standard and legislation requirements.
The Supplier represents and warrants that will allow access by the Customer, their Customers, and regulatory authorities to the applicable documented information, at any level of the Supplier’s supply chain (sub-Suppliers), upon request.
The Supplier must notify Customer prior destruction of any documented information relevant to product/service conformance and agree with the Customer before destruction.
7. Awareness of Suppliers Employees
The Supplier assures and warrants that Supplier’s employees are competent, qualified as required, and aware of their contribution to product or service conformity, product/service safety and of the importance of ethical behaviour by providing trainings and educations.
8. Prohibition of discrimination and work of children
The Supplier undertakes not to discriminate on the grounds of nationality, sex, race, religion, disability, political orientation, trade union affiliation or any other personal circumstance. The prohibition of discrimination will be respected in all areas of activity, including employment, education, promotion, pay, benefits, transfers and social programs.
The Supplier undertakes to prohibits the work of children under 16 years of age.
9. Miscellaneous provisions
Vanema, storitve, d.o.o. reserves the right to change these terms and conditions without any notice. The amended terms and conditions take effect on the date of the resolution.
These T&C come into force on 10.10.2021.
This T&C is subject to Slovenian law. Place of jurisdiction for all disputes in relation with this T&C is Ljubljana, Slovenia.
Conflicting or deviating Terms and Conditions of the Supplier shall not be binding to the Customer unless the Customer expressly agrees to them in writing. Even if the Customer executes orders with knowledge of such conditions this does not constitute agreement to these conditions by the Customer. Notwithstanding the foregoing, this T&C of Customer are applicable. If mandatory legal provisions conflict with parts of these T&C then the legal provisions shall apply.
CEO, in the name of Vanema, storitve, d.o.o.
Section Affected: Description of Change