Guidelines for suppliers

Transcription

1 Guidelines for suppliers The observance of and compliance with the following points and procedures is important to achieve smooth operation in common co-operation. Please note that some of the points listed are relevant to our Suppliers evaluation so that non observance will possibly have a negative impact. The following points must be adhered to without fail. 1 General, valid for every order: 1.1 Address, contact data: Please direct your correspondence to the following address: Hammelmann Maschinenfabrik GmbH P.O. Box Oelde Germany or Zum Sundern Oelde Germany Telephone (+49) Telefax (+49) E mail: purchase@hammelmann.de (or refer to the contact data mentioned in the respective orders) Goods inward opening times (exceptions by prior appointment only): Monday to Thursday: Friday: 7:00 9:00 7:00 9:00 9:15 12:00 9:15 12:15 12:30 15: General conditions of purchase: Our general conditions of purchase are not affected by these guidelines and retain their absolute validity. 1.3 Code of ethics: The Interpump group of which Hammelmann Maschinenfabrik GmbH is a subsidiary has adopted a code of ethics. It is applicable to all employees of the Hammelmann group and to our customers and suppliers. The code of ethics affirms that Hammelmann Maschinenfabrik GmbH is clearly aware that it has a role in society and is conscious of its responsibilities to business partners, the community and its employees. The actions of Hammelmann Maschinenfabrik GmbH and the employees are determined by responsibility, sincerity, loyalty as well as respect in relation to its fellow men and the environment. The code shall provide orientation for the employees upon acting responsibly. At the same time it ascertains the goals and principles of the business activities of Hammelmann Maschinenfabrik GmbH. We demand in particular that our suppliers comply with the rules of the code. The complete version is available at (News & Info). If you are unable to comply with the specified rules, please inform us. 1.4 Presents, personal allowances: In general we ask that suppliers refrain from offering our staff presents or personal allowances in any form. We try to create a partnership with mutual trust and co-operation which in our view does not require that our staff benefit from suppliers personal allowances. Page 1 Issue February 2012

2 1.5 Visitors executing works on our premises: Visitors or persons executing works within our factories must comply with the provisions of the factory regulations. These also apply when entering and leaving our premises. We will not be held responsible for any accidents or injuries befalling persons on our premises or within our manufacturing facilities. Access to the premises for visitors or persons carrying out works within the premises is only permitted after registering at reception. If the visitor must move within the premises of Hammelmann Maschinenfabrik GmbH they must have upon them a clearly visible identification pass issued when registering at reception. Exceptions to this rule are allowed for forwarding agents, carriers, parcel services, couriers and the like to attend our dispatch and goods inward areas during our normal hours of business. Special arrangements for these areas must be confirmed in writing. 1.6 Written form, responsibilities: In principle orders must be placed by our purchasing dept. in writing. If you accept a verbal or telephonic order that does not originate from the purchasing dept. we reserve the right to decline acceptance of the goods concerned. All commercial details, information, questions and notes must be conveyed to our purchasing dept. If you need to clarify technical details with one of our technical dept. colleagues we ask that you also convey this information to our purchasing dept. Any verbal agreements made should be noted in writing in short form for the security of both parties and a copy should be attached to the delivery documents. 1.7 Documentation, general: Please ensure that all documents you supply are printed clearly with sufficient contrast as once they have been processed we archive them by scanning. 1.8 Assessment of suppliers: We usually produce a half yearly assessment of our suppliers which we put at their disposal. The following criteria are judged: Adherence to delivery dates Value factor 15% Adherence to quantity ordered Value factor 10% Quality of goods Value factor 50% (Assessed by goods inward/quality control) Certification to DIN EN ISO 9001 Value factor 10% (In accordance with our DIN ISO 9001 certification) Complaints performance Value factor 10% Price stability Value factor 5% (Results from the range of goods supplied in the evaluated half year compared to the previous year) The supplier characteristic number (LKZ) is determined from the above mentioned criteria using the indicated value factors. A division of three supplier classes A, B or C is made. LKZ 90 to 100% = A supplier, 80 to 89% = B supplier and less than 80% = C supplier. We prefer to aim at co-operating with A rated suppliers. 1.9 Quality management system: If you are certified in accordance with DIN EN ISO 9001 or ISO you should supply us a copy of the certificate. This is also valid for extensions of the certificate. If the certificate is withdrawn we must be informed immediately. This criterion is a component of our Assessment of suppliers. Page 2 Issue February 2012

3 1.10 Necessary data on delivery documents: The following data must appear on all your delivery documents to comply with our goods inward system. Hammelmann order number, Hammelmann part number and the Supplier number. This data can be found on each of our orders. This criterion is a component of our Assessment of suppliers Pricing, Conditions, Delivery terms: Price increases: It is not taken as understood that prices can be or must be regularly increased. There are always possibilities available by optimising to maintain or reduce the price. If you wish to increase a price this must be agreed with us in advance. Unconfirmed price increases will not be recognised as valid by us. Agreed price increases must be confirmed by you in writing. If your order confirmation includes a price increase not agreed upon and is objected to by us and no satisfactory clarification is provided by you the increase in price will not be paid by us even in the event that the increased price is shown in the invoice. This criterion is a component of our Assessment of suppliers (the average change of prices for the goods supplied in a half year related to the previous year) Payment terms: Our standard payment terms are: 14 days 3% discount, 30 days 2% discount, 60 days net. Payment terms other than the above that have been agreed will be stated in our order. Terms not agreed to prior to the order will not be accepted by us Delivery terms: Our standard delivery terms are: Carriage free in house (DDU). Delivery terms oher than the above that have been agreed will be stated in our order. Terms not agreed to prior to the order will not be accepted by us Price approval/price notification: If any item on an order is not priced please immediately notify us of or quote us the price less discount for approval. - If the item value does not exceed EUR 500 a notification is sufficient. - If item value exceeds EUR 500 our written approval is necessary. Goods received cannot be recorded as such unless we know the price. The payment terms commence on the date we record the receipt of the goods. If we are not aware of the price prior to delivery we will withhold payment until final clarification of the price (Payment terms commence on the date of final clarification). We reserve the right to withdraw from the contract in the event that no agreement on price is reached Excess deliveries or shortages: Usually a 10% excess or a 10% shortage is permissible. If we require an exact quantity with no excesses or shortages the amount will be clearly indicated on our order. If the permissible excess quantity is exceeded we retain the right to fix the value or alternatively return the excess goods to you at your cost. Page 3 Issue February 2012

4 When deliveries are made where there are shortages of goods against the ordered quantity the situation must be clearly described on the delivery documents, i.e. No further deliveries will be made. This criterion is a component of our Assessment of suppliers Partial deliveries: Partial deliveries are only permissible by prior agreement and/or announcement. In principle the aim is to ship the complete delivery. If you are responsible for not being able to deliver the complete quantity of goods on the confirmed date then the second and any subsequent delivery packing and freight costs will be borne by you. Should we require partial delivery of an order due to production needs prior to the confirmed delivery date the extra packing and freight costs will be apportioned by agreement. Please indicate any partial deliveries on the relevant delivery documents Delivery dates, delivery reminders: The delivery dates specified in each of our order are valid for receipt in Oelde. The indicated dates are based on requirements specified by our production planning dept. and the goods must not arrive late or too soon. With each week that the delivery is late we will send you a delivery reminder. It is extremely important for our production planning that these reminders are answered by you immediately. The aim of course is that you adhere to your confirmed delivery dates. Late deliveries will result in a negative evaluation in our Assessment of suppliers. If you become aware early on that you will not be able to meet the confirmed delivery date, i.e. before we need to dispatch reminders, we will naturally be happy to examine the delivery date situation and agree a new date so long as our production planning allows Documentation relevant to the goods: If documents (acceptance test certificates, measurement protocols, operating instructions, spare parts lists etc.) are ordered by us they should be sent to the contact person named in the order as pdf files by e mail unless the order specifies otherwise. Hard copies of documents should be enclosed with the delivery documents. All documents must be provided with the Hammelmann order number and the Hammelmann part number otherwise we will not be able to allocate them. The delivery is only considered to be completed once all of the documents requested are received in house. (Late delivery of documents = start of agreed payment period). This criterion is a component of our Assessment of suppliers Technical changes to the ordered goods: Deviations/concessions: If you are aware in advance of any deviations from the specified condition of a commodity you must inform us immediately. If we then grant a concession this must be noted on the delivery note and the commodity / commodities must be visibly marked and packaged separately from any other goods Claims: Goods returned to you accompanied by a claim: If we determine there is a deviation from the specified condition of a commodity you will receive a complaint form (8D report) detailing measures that we wish you to undertake. If we return goods with Page 4 Issue February 2012

5 the instruction to rework or remanufacture the goods then we will issue a debit note in the sum of your invoice. The reworked or remanufactured goods must be delivered with a new invoice so that the debit note remains valid Responding to our complaint(s): Once you have investigated the claimed error(s) you should complete the relevant sections (error(s), cause(s), corrective measure(s) etc.) of the form (8D report) and return it to us immediately. We promise that we will work together with you to eliminate problems with future orders. This criterion is a component of our Assessment of suppliers. (We will for instance assess speed of response, contents of the statement, actions in response to our instructions etc.) Delivery choice: In the case of delivery carriage free the choice of the carrier and/or parcel service is left to you. If it is agreed that delivery is not carriage free proceed as follows: - Deliveries by parcel service should be shipped to us as economically as possible. - If delivery is by a freight carrier then you should use our house carrier unless it has been agreed otherwise. If the carrier s routing plan is not suitable for you please provide the relevant information. - The choice for deliveries from abroad shall be made by joint agreement Invoices: Invoices must be sent separately, i.e. not together with the goods. The date of the receipt of the invoice in house (and/or the date of receipt of the goods and/or the date of the receipt of any ordered documentation) and the date of dispatch of our payment are the basis for calculating the period of the payment terms. Invoices that are issued at the end of the month must reach us at the latest by the third working day of the following month otherwise booking to the old month is no longer possible which can lead to delays in the payment process. 2 Components In accordance with drawings: 2.1 Content of an order confirmation for components supplied in accordance with drawings: We do not check any technical details listed in order confirmations for components delivered in accordance with drawings. The supplier is responsible for the supply of the component exactly in accordance with the drawing. We are under no obligation to inform the supplier of any disparities or mistakes in the order confirmation. It is essential to confirm the revision status of the relevant drawing in the order confirmation as the drawing number and revision number clearly define the content of the order. 2.2 Marking the components to be supplied: In the left upper corner of the drawing text block it is evident (by a cross in the respective field) whether and with which markings the components are to be supplied with. The position on the component where the marking is to be placed is characterised on the drawing by beta. Please also check the drawing and or the order to see if there are further marking requirements. Plastic components do not normally need to be marked. Page 5 Issue February 2012

6 Example of a component marking. (For toothed components please also indicate the number of teeth) (Drawing number) (Revision) (Order no.) For marking D components (parts for which documentation is necessary) please refer to the separate specific instructions in these guidelines. Unless stated otherwise in the order the component markings should be needle or laser engraved. If for technical reasons you are unable to mark components as described please inform us immediately: Please note however that suppliers who can supply components marked as described are preferred. 2.3 Handling/Packing: When processing and packing the ordered components ensure that they are not damaged. This is particularly relevant to components with special treated surfaces (i.e. ground, polished, hardened, coated etc.) or with quality characteristics such as tolerances, male threads, machined sharp edges etc. Impact damage, scratching must not occur during transit (no bulk material!!). Ensure that packing materials are employed that cannot chemically or mechanically damage the components in any way. Please note that the above instructions are considered to be standard practice and compliance is not to be subject to extra costs. 2.4 Secrecy / return of technical documents: The supplier declares that he is aware of the obligation to treat all commercial, technical and manufacturing information coming into the possession within the framework of business carried out with Hammelmann Maschinenfabrik GmbH as strictly confidential. He undertakes not to transmit in any form whatsoever, in whole or in part to third parties. This is especially applicable to drawings and production methods. Additionally the supplier declares that he will use information supplied to him exclusively for the purpose intended. Upon the completion of each individual contract and upon the ending of the business arrangement or at the request of Hammelmann Maschinenfabrik GmbH the supplier will return all the information in the possession to Hammelmann Maschinenfabrik GmbH. This applies to all forms of copies as well as the originals. Upon completion of the order the documents will be returned, without being demanded, together with the delivery note (The date of receipt of the documents = commencement of the payment and or discount payment terms period). Documentation and drawings supplied electronically with the order (PDF data, parts lists, CAD data etc.) must be completely erased without the ability to recover them from your IT system upon the completion of the order. Additional agreements appertaining to secrecy, co-operation, exclusivity or others of a similar character must be adhered to without fail. 2.5 D components: If the drawing is marked with a D in the text block it means that documentation is contractually a part of the order. Proceed as follows: Page 6 Issue February 2012

7 - The material used must be verified by an acceptance test certificate in accordance with EN (or as per instructions given in our order) if not yet made available by us. The test certificate must accompany the delivery of the goods. - D components are subject to batch number regulation. That means that each component manufactured must be traceable to the batch of raw material it was made from. This regulation does not apply to components where the Hammelmann code no. begins with 05. or 06. The following applies when the supplier sources the material for an order: o If the supplier ascertains that the batch of material is not sufficient to manufacture the quantity of components ordered he must inform the purchasing department contact partner as noted on the order. In coordination with the supplier it will be decided whether the quantity of components ordered will be reduced or if an additional order or possibly more than one additional order will be issued to cover the full quantity of the components ordered. This procedure would be necessary to mark individual order numbers on the components linking them to particular material batch numbers to comply with the batch number regulations. o The supplier must manufacture and pack components from differing material batches separately to avoid components becoming mixed. The supplier is responsible for ensuring that components from differing material batches do not become mixed or interchanged. o The acceptance test certificates delivered with the components must refer to the individual order numbers. In addition there can be other dimensions and attributes in the drawing that require documentation (partly in combination with the "D" mark in the drawing notation block and partly not). There are two types of markings within the drawing which must be observed. These markings refer to individual attributes and dimensions within the drawing and NOT to all dimensions and characteristics. [100 %] [D] Dimensions and/or characteristics followed by this attribute imply that 100 % of the manufactured parts must be tested with regard to the required dimension/characteristic; all other dimensions and/or characteristics are subjected to normal quality control This attribute implies that 100 % of the manufactured parts must be tested with regard to the required dimension/characteristic and proof of this must be given in writing; all other dimensions and/or characteristics are subjected to normal quality control. 2.6 Initial sample: Under certain circumstances which are specified in our internal operational procedures with relation to DIN EN ISO 9001 documentation it is necessary to produce an initial sample inspection report for a component. If this is the case it will be noted on the order and a blank initial sample inspection report form will be provided. The initial sample inspection report form provided by us (or your own form of a similar nature) is to be completed in full and attached to the component and/or the delivery note (The date of receipt of the initial sample inspection report = commencement of the payment and/or discount payment terms period). If you use your own initial sample inspection report form it is important that not only you as the supplier but also we as the purchaser have the opportunity to enter measurement values and characteristics that we have determined. If the initial sample inspection report form provided by us is used it must be completed as follows: You as the supplier must fill in the column marked Supplier on the cover sheet. On the second page all values, dimensions, tolerances and characteristics specified on the drawing must be listed in the Page 7 Issue February 2012

8 column Supplier. In the column Receiver, Actual values, supplier you must enter the actual values measured. Please note that an incomplete initial sample inspection report could cause us extra work in house and result in delayed payment. We will complete the report with the actual values that we determined by our in house inspection and return it to you with our evaluation and possibly some measures derived from it. If rough blanks are supplied as an initial sample (e.g. castings or forged parts) the final inspection report will only be completed once the components have been machined in our works. 2.7 Assignment of component orders to sub suppliers: If you assign orders to sub suppliers we must be informed of the scope of the assigned order and the name of the sub supplier. We reserve the right to forbid assignment of an order to a sub supplier providing we can show good cause. If applicable these guidelines are also valid for sub suppliers particularly the Code of Ethics described at the beginning of this document. 2.8 Measurement and test instruments, tools and devices provided: Measurement and test instruments, tools and devices provided by us must be returned with the goods ordered upon completion of the order unless agreed otherwise. Hammelmann Maschinenfabrik GmbH retain title to any such items stored outside of our premises. If measurement and test instruments, tools and devices are returned damaged or completely broken we will invoice you the cost of repair or replacement. 3 Provision of materials: If you are provided with parts or raw materials by us in connection with an order the following points must be observed: Categorically only the material provided by us for an order is to be used for the said order! If the material provided is insufficient to manufacture the quantity of components ordered or if it is excessive and more components can be manufactured than ordered then both parties will proceed by mutual agreement. Leftover residual materials (e.g. discarded or test pieces) should be marked and returned with the goods but packaged separately. If material is provided for the manufacture of D components (documentation is contractually part of the order) please refer to and comply with the separate instructions in these guidelines. In the case of delivery by a shipping company the receipt of delivery must be acknowledged in writing under reserve on the vehicle driver s consignment note. If any damage is visible this must also be acknowledged on the consignment note and immediately communicated to Hammelmann Maschinenfabrik GmbH giving details of the damage. Furthermore the shipping company must be informed in writing of their liability. If these instructions are not adhered to the supplier will become liable for possible damages instead of the shipping company. If material is delivered by Hammelmann transport receipt must be acknowledged in writing on the driver s consignment note as must details of any visible damage. In the event that you feel that you may not be able to meet the agreed delivery date because material to be provided has not arrived please inform us as early as possible. Page 8 Issue February 2012

9 4 Tool and model costs (objects): Moulds, tools, models etc. manufactured by the supplier to execute an order become the property of the purchaser once paid for even if they remain in the possession of the supplier. This is also valid if the purchaser only pays a proportion of the costs. These must be handed over to the supplier on demand at any time. The use of these objects is permitted only for Hammelmann Maschinenfabrik GmbH. The costs of a tool or a model are payable after the release of the first sample and/or release of the pilot production run unless a first sample is required by us. If no agreement to the contrary exists the supplier must insure the objects against the normal risks. Proof of insurance must be forwarded to us without demand at the very latest with the order confirmation. The supplier will be liable for any loss of or damage to objects unless blame can be apportioned to Hammelmann Maschinenfabrik GmbH. The supplier may only store and use the objects at the agreed upon manufacturing plant. Any relocation of the objects and the production process must have our prior written approval. All objects must be permanently marked as being the property of Hammelmann Maschinenfabrik GmbH. 5 Notations for special materials: 5.1 Supply of rubber components: it is absolutely essential to state the actual rubber hardness (not the hardness of the standard test plate) of the components on the delivery note or on a separate certificate as follows: For components > 6 mm specify in Shore A (in accordance with DIN 53505) For components < 6mm specify in IRHD (in accordance with DIN 53519) If the hardness is not specified in your documentation we will be unable to accept delivery of the components and they will be returned to you at your cost. 5.2 Metal castings: Packing instructions: Cast components must be packed and protected in such a manner that corrosion caused by contact with moisture cannot occur. Corroded castings cannot be used here in house due to our production procedures. It is forbidden to apply any form of protective coating to castings. They must be protected entirely by the packing materials/methods Repair of castings: Castings with defects must not be repaired by welding, filling etc. unless you have our prior written permission. 7 Repair orders: 7.1 Approval for repair of tools equipment etc.: Repair costs not exceeding 40% of the replacement cost do not need our approval and can be carried out WITHOUT submitting an estimate. In this case please send us an order confirmation stating your firm repair price and delivery date. If the repair costs exceed 40% of the replacement cost then you must submit your estimate for our written approval. The fixed and binding repair cost must be broken down into labour costs, material costs etc. and you must also state the cost of a new replacement for comparison purposes. An invoice Page 9 Issue February 2012

10 received for a sum that exceeds the estimated cost will not be accepted by us. As a matter of principle we do not pay for estimates even when for economic reasons no order results. In the event that repair is not possible or that it would be uneconomic please inform us immediately and submit your quotation for replacement. 7.2 Approval for the repair of machines: Our approval is not necessary for repairs entailing the replacement of typical wearing parts such as seals etc. Simply send us your order confirmation including the valid, binding labour costs as previously agreed with us. If a repair necessitates the use of components and materials not normally considered to be wearing parts then the costs broken down into labour, components and materials must be submitted to us for our written approval. We will not accept an invoice for a sum in excess of that submitted to us for approval. Works carried out outside the normal working hours and that attract a premium payment rate must be approved by us. In principle we will only recognise working hours that are detailed in time sheets that have been approved and countersigned by us. The guarantee for parts used in the repair is 12 months based on a 2 shift operation and commences on the day we sign an acceptance certificate. 8 Execution of construction works / building maintenance: Material for the execution of construction works or for carrying out maintenance to buildings must be approved by us. Small incidental materials do not require approval. If you have supplied a quotation covering the scope of works it is binding. Extra works and/or the use of additional materials must be approved by us. Payment for labour is based on hourly rates agreed with us previously and supported by timesheets. Works carried out outside the normal working hours and that attract a premium payment rate must be approved by us. In principle we will only recognise working hours that are detailed in time sheets that have been approved and countersigned by us. The statutory limitation period for warranty claims is in accordance with German VOB regulations covering contractual requirements for the construction industry. Otherwise our General Conditions of Purchase, the BGB (German civil code) and HGB (German commercial code) remain fully valid. Page 10 Issue February 2012