supplierquestionnaire.pdf

8/17/2019 SupplierQuestionnaire.pdf

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Attachment S

Supplier Quality Questionnaire

ISPE GPG: GEP – Attachment S ©2008 ISPE. All rights reserved. www.ISPE.org



Page 188 ISPE Good Practice Guide:

Attachment S Good Engineering Practice

Commentary on the Supplier Quality Questionnaire

In order to achieve the goals of reducing risk, managing cost, and maintaining control it is good practice to assess the

quality of all your potential suppliers. The following example of a Supplier Quality Questionnaire should be considereda baseline and additional sections and questions may be added as appropriate to the situation.

In collecting the baseline information you will become aware of those suppliers who inherently embrace quality in all

aspects of their business, those who see quality as an ‘optional extra’ to be supplied only when the customer insists,

and those who do not understand or see any benet in the concept at all. This knowledge is key to reducing risk when

selecting a supplier.

There are of course other reasons for selecting suppliers that may override quality considerations, these include

nancial viability, cost, and technical ability. These factors together with the baseline quality information can be used

to assess a risk versus benet factor for each supplier.

Information associated with standard document deliverables is often missed when comparing suppliers in a

competitive tender situation. One supplier’s cost may include a complete set of documentation, while another mayconsider these as chargeable extras. Knowledge of this prior to placing an order can prevent cost escalation and/or

contractual wrangling at a later date.

All the above information will assist you in dening the contractual conditions and/or service levels you will need to

put in place to maintain control over your suppliers and ensure that you get consistent service.

It should be noted that it is frustrating for a supplier to receive many separate requests for information from different

people/departments within your organisation, resulting in duplication of information common to all such as company

name, address, etc. To avoid this it is recommended that the Supplier Quality Questionnaire is combined with other

requests for supplier information.

Supplier Quality Questionnaire

Instructions

Please read through the list of questions below and then record your responses on the sheet provided for this

purpose. Please provide as much documentary evidence as you can and attach these to the response sheet. Once

you have completed the questionnaire please return it to the Supplier Quality Manager, at GEP Ltd.

1 Company Details

1.1 Products and Services

Provide a list of the products and/or services that you propose to supply to us.

1.2 Name and Address

Provide your company name and the address of the ofce that will provide the proposed products/services.

1.3 Registration Details

Provide your company registration number, type of company, registered ofce address, and VAT registration number.




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Good Engineering Practice Attachment S

1.4 Organization

Provide an organization chart(s) showing the structure of the division of your company that provides the products and

services dened in A.1 and how it ts into your overall organization.

1.5 Primary Contacts

Provide a list of roles, names, telephone numbers, and email addresses of your personnel you wish us to use as

primary contacts.

2 Quality Management System

2.1 Type of Quality Management System

Please describe the type of quality management system you have in place (e.g., none, informal, formal, certied).

2.2 Scope of Quality Management System

Describe the scope of your quality management system. What products, services and associated processes does it

cover? (e.g., project management, product development, product testing, product release, document management,

drawing management, conguration management and change control, customer complaints, corrective and

preventative actions, staff training, control of sub-contractors.)

2.3 Procedures and Work Instructions

Provide a list of your procedures and/or work instructions that cover the scope dened in B.2. If possible provide a

few examples of key procedures to exhibit layout and content.

2.4 Self Auditing

Do you carry out regular self audits to ensure that your staff are working in accordance with your quality management

system and that the records you require them to keep are being correctly maintained? If you do please provide the

date and scope of your last self audit.

2.5 External Inspection and Certifcation

If you have a formal, certied quality management system, please provide details of the certifying body, the standard

achieved, e.g., ISO 9001:2000 (see Reference 3, Appendix 3), the expiry date of your current certicate and the

stated scope of certication.

2.6 Customer Audits

For critical equipment, systems and services we may decide to audit your quality management system (or your ways

of working if no formal system exists) to ensure quality of supply. Please state if you are agreeable to such audits and

please specify any limitations or conditions you would wish us to comply with (e.g., sign a condentiality agreement,

exclusion of proprietary design information).




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Attachment S Good Engineering Practice

3 Deliverables

3.1 Standard Documentation

Please provide a list of the documentation you would normally supply (i.e. at no extra cost and without a contractual

requirement) with the product and/or as part of the service. If possible provide a few examples of key deliverables

to exhibit layout and content (e.g., project plan, quality plan, factory acceptance test specication, site acceptance

test specication, maintenance manuals, licenses, user guide, data sheets, as-built drawings, safety certicates,

calibration certicates, warranty certicates).

3.2 Additional Documentation

Above and beyond the standard documentation you provide, customers may ask for additional documentation.

Please can you provide a list of the more common additional documentation you are willing to provide (e.g.,

development testing records, software code reviews, design specications, product revision history).

4 Outsourcing

4.1 Supplier Selection

Do you outsource, sub-contract or in any other way rely on any third party to supply, design, build, or document any

of your products or product components? If so please provide details of how you assess and select your third-party

suppliers.

4.2 Service or Quality Level Agreements

Do you establish service or quality level agreements with your third-party suppliers? If so please provide an example

to exhibit layout and content.

4.3 List of Third-Party Suppliers

Please provide a list of third-party suppliers that you use in the production/delivery of the products/services that you

propose to supply to us.




ISPE Good Practice Guide: Page 191

Good Engineering Practice Attachment S

Question Attachment

Number Numbers Response


supplierquestionnaire.pdf

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