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    SOP For Vendor and Supplier Qualification and Reports

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    rsam2050

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    SOP For Vendor and Supplier Qualification and Reports

    Uploaded by

    rsam2050
    12 views4 pages

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    SOP for vendor and supplier qualification and reports

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    Download as docx, pdf, or txt
    12 views4 pages

    SOP For Vendor and Supplier Qualification and Reports

    Uploaded by

    rsam2050

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
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    Standard Operating Procedure (SOP) for Vendor/Supplier

    Qualification and Reports.


    SOP Number: [ASP/QA/VSQR/001]
    Effective Date: [7/10/2024]
    Revision Date: [7/10/2026]
    Reviewed By: [Ebenezer Sam]

    Sign By: ………………………


    Approval By: [Mr. Asante]

    Sign By: ………………………

    1. Purpose

    To establish a systematic process for evaluating, qualifying, and monitoring vendors/suppliers to


    ensure they meet the organization's quality, compliance, and performance standards.

    2. Scope

    This SOP applies to all departments involved in the procurement of goods and services requiring
    vendor/supplier qualification.

    3. Definitions

     Vendor/Supplier: An entity providing goods or services to the organization.

     Qualification: The process of assessing a vendor/supplier's capabilities, reliability, and


    compliance with industry standards and regulations.

    4. Responsibilities

     Procurement Team: Initiate the qualification process and maintain records.

     Quality Assurance (QA) Team: Evaluate quality standards and compliance.

     Finance Department: Assess financial stability and creditworthiness.


     Compliance Officer: Ensure adherence to regulatory requirements.

    5. Procedure

    5.1 Vendor/Supplier Selection

    1. Identify the need for a new vendor/supplier.

    2. Compile a list of potential vendors/suppliers based on research, referrals, and existing


    databases.

    5.2 Pre-Qualification Assessment

    1. Send out a vendor/supplier pre-qualification questionnaire (PQQ) to gather initial


    information, including:

    o Company background

    o Financial stability

    o Quality certifications (e.g., ISO, FDA)

    o References from existing clients

    5.3 Evaluation Criteria

    1. Evaluate vendors/suppliers based on the following criteria:

    o Quality: Certifications, quality control processes, and complaint resolution


    mechanisms.

    o Capacity: Ability to meet demand, production capabilities, and lead times.

    o Cost: Pricing structure and competitiveness.

    o Compliance: Adherence to legal and regulatory requirements.

    o Reputation: Feedback from existing clients and industry standing.

    5.4 On-Site Audit (if applicable)

    1. Schedule and conduct an on-site audit for shortlisted vendors/suppliers.


    2. Document findings and assess the vendor's capabilities in practice.

    5.5 Final Selection

    1. Based on the evaluation, select qualified vendors/suppliers.

    2. Document the selection rationale.

    5.6 Contract Negotiation and Agreement

    1. Negotiate terms and conditions of the agreement.

    2. Ensure that the contract includes clauses for compliance, quality assurance, and
    performance metrics.

    5.7 Monitoring and Re-evaluation

    1. Regularly review vendor/supplier performance through:

    o Periodic assessments

    o Feedback from internal stakeholders

    o Compliance checks

    2. Update vendor/supplier status based on performance reviews.

    6. Documentation and Reporting

     Maintain records of all vendor/supplier evaluations, contracts, and performance reviews


    in a centralized repository.

     Generate a vendor/supplier qualification report annually or as required, including:

    o Summary of evaluations

    o Performance metrics

    o Recommendations for improvements or changes in vendor relationships.

    7. Revision History

     First version
    8. References

     ISO, REACH

     Organizational policies on procurement and supplier management

    Conclusion

    This SOP serves as a framework to ensure that all vendors/suppliers are qualified based on
    comprehensive evaluation criteria, thus minimizing risks and enhancing the quality of products
    and services received.

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