CM-PE-700 Procedure for The Capability Assessment of Vendors and Suppliers

Table of Contents

1. Purpose
2. General
3. Responsibilities
4. Procedure
5. Flowchart
6. References

1. Purpose

The purpose of this procedure is to describe the system for the capability assessment (or audits) of vendors and suppliers.

For the purpose of this procedure, a vendor or supplier includes but may not be limited to material suppliers, manufacturers, subcontractors or any organization that does, or may do Work for Company or Company's Clients.

This procedure specifically addresses assessments in relation to a (potential) project.

2. General

The assessment of vendors and suppliers in relation to their cap ability shall be carried out to satisfy the requirements of the Project. (Ref. 6.1.).

The Project Manager decides the extent to which this procedure may be applied.

3. Responsibilities

The Project Manager is responsible for the application of this procedure and the assignment of visiting assessors.

The Manager of Quality Assurance is responsible for the evaluation of quality manuals.

The Project Procurement Coordinator is responsible for acquiring quality manuals from vendors/suppliers when required, the submission to vendors/suppliers of questionnaires (Ref. 6.2) and arranging assessment visits.

The Assessor is responsible for the assessment of the vendor or supplier capabilities and the issue of the report (Ref. 6.3).

The Inspection Manager assists the Project Manager in assigning the Assessor and is responsible for the distribution of the capability assessment Report.

4. Procedure

4.1 Where a (potential) vendor or supplier has not worked for or has not been assessed by Company or its Client, an assessment shall be considered by the Project Manager and the Project Procurement Coordinator prior to the award of a significant contract.

4.2 Where an assessment is to be made of the vendor's or supplier's Quality Manual, then the Project Procurement Coordinator shall ensure that this manual is made available to the Manager of Quality Assurance.

Alternatively, an assessment visit may be decided upon without assessment of the Quality Manual.

This decision shall be made by the Project Manager.

4.3 The Manager of Quality Assurance shall review the submitted Quality Manuals in accordance with the procedure (Ref. 6.4) and distribute the Review Quality Manual (RQM) Report.

4.4 Based on the available information, such as Vendor Performance Evaluation Reports (VPER's) from any previous order(s) and the evaluation of the Quality Manual, the Project Manager and the Project Procurement Coordinator shall decide if a visit to the vendor or supplier, to assess his capabilities, is required.

4.5 When an assessment visit is not required no further actions are applicable for this procedure.

4.6 When an assessment visit is required, the Project Procurement Coordinator should first transmit the form vendor/supplier questionnaire (Ref. 6.2) to the vendor or supplier, who will be required to complete this form and return it to Company, prior to the planned assessment visit.

4.7 The Project Manager shall liase with the Inspection Manager and assign the visiting Assessor(s).

4.8 The Project Procurement Coordinator should make an appointment with the vendor or supplier for the actual assessment visit after receipt of the completed questionnaire.

This questionnaire and the RQM Report shall be made available to the Assessor(s) for the preparation of the assessment visit.

4.9 The Assessor(s) shall make the assessment visit, and report with the use of the vendor/supplier capability assessment form (Ref. 6.3)

The extent and intensity of the assessment will be dependant on whether the assessment is carried out for a possible project related purchase of material or equipment, or for an audit on an existing purchase order.

4.10 The original of the report (Ref. 6.3) shall be issued to the Inspection Manager who shall distribute copies as required. He shall file the original of the report in the vendor/supplier data file.

4.11 It is the vendor's responsibility to implement the recommendations made in the assessment report.

The assigned Inspector is responsible to verify that the requirements for the purchase order are implemented. (Ref. 6.5).

5. Flowchart

6. References