Camp Management and Catering

Quality Assurance Operations Manual

Angola

NEW SUPPLIER EVALUATION QUESTIONNAIRE

1. Name of Business:
Type of Business: Manufacturer Distributor Distributor Only:
Other Please State
Address:

2. Contact Name:
Title Telephone Email Address
Manager
Financial Controller
Accounts Receivable
Sales Contact (Local)
Sales Contact National
Quality Manager
3. Is your Company part of a larger group? Yes No Parent Company:
Annual turnover in dollar value: $ No. of Employees:
4. List the range of product groups you stock (Please tick the appropriate boxes.)
Frozen and Chilled Goods Dried Goods Baked Goods Meat and Small goods
Chilled Beverages Fruit & Veg Milk & Dairy Coffee & Tea
Paper Packaging & Disp Laundry Ser. Paper & Stat Cleaning Equipment
Cleaning Chemicals Equipment Hire Other
5. Do you supply locally, regionally or nationally?
NB: Regional would be more than two purchasing divisions, states or geographical areas.
6. How many days of the week are you able to deliver? (Please tick the appropriate boxes)
7 6 5 4 3 2 1
Between the hours of: to each day.

Offer an emergency service outside above indications: Yes No

7. Do you operate under a Quality System? Yes No
If Yes who is it certified by:
Is it ISO 9000 approved: (Please Circle) Yes No
Other:
Attach a copy of appropriate Certificates
If No, do you intend to implement a Quality System? (Please Circle) Yes No
If Yes, state which standard and estimated date of certification or completion:
8. Do you have a Training Program on Food Safety Practices delivered to your staff? (Please Circle) Yes No
Type of Course:
National Unit Standards of Qualifications: (Please Circle) Yes No
Total staff employed by you:
Number of staff holding certificates: Percentage:

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

9. When was your production premises last inspected by an outside agency for compliance to building regulations and Food
Safety Regulations?
Date: Attach copy of appropriate certificates
10. Do you conduct any internal auditing process or checks on continuous compliance to Item 9 above? (Please
Circle) Yes No
If Yes, please indicate current frequency and the last date of such an audit
Frequency: Last Date:
11. Do you provide “Point of Sales” and or merchandising support? (Please tick the appropriate boxes)
Point of Sales posters: Price Tickets:
Product Labels: Product Dispensers:
FOL Equipment: Material Safety Data Sheets:
Recipe Sheets: Are these available on disk or e-mail?
Type of equipment:
Do you provide personnel for product demonstration and presentation? (Please Circle) Yes No

12. Do you have a customer feedback process to find out on a regular basis what your customer’s needs are? Yes No
If Yes, when was the last one conducted?

13. We require management reports from our suppliers. As a minimum, we would expect a monthly sale analysis of individual
products, identifying total units purchased. Unit size, unit cost, total value and any recommended selling price information all
sorted by manufacturer and year to date information, this report should be presented in the following format:

Current Month YTD

Manufac Product Unit Total $
Unit Size RSP Total Unit Total Units Total $ Value
Name Name Cost Value
(Please Circle)
Can you supply such a report? Yes No
Can it be provided in an Excel spread sheet format? Yes No
Can you provide a hard copy? Yes No
Can you provide it on disk? Yes No
Can you provide it by e-mail? Yes No

Section 2. (This Section should be completed if you are a manufacturer of manufacturer/ Distributor)
14. When naming your products on price list/invoices and management reports do you use the generic name first i.e. Cheese
grated, Peaches sliced, etc. and without including the Manufacture’s name? (Please Circle) Yes No
If No, can you change? (Please Circle) Yes No
(Please Circle)
Do you have an approved supplier’s list? Yes No
Do you carry out tests to ensure that materials meet specifications? Yes No
Do you have a manufacturing manual with operating instructions? Yes No
If you heat process, do you monitor and record relevant times/
Yes No
temperatures and take action as appropriate?
Do you have a formal pest control contract? Yes No
If yes with whom?
Do you have temperature controlled distribution vehicles? Yes No
Do you have a formal complaint procedure? Yes No
Does a laboratory carry out analytical work? Yes No

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

(a) INTERNALLY NAME:

LOCATION: ACCREDITATION:
(b) EXTERNALLY NAME:
LOCATION: ACCREDITATION:
Do you calibrate test equipment? (Please Circle) Yes No

Section 3. (Complete ths section if you only distribute goods.)

(Please Circle)
Do you have an approved supplier’s list? Yes No
Do you buy all products to written specifications? Yes No

Do you formally audit suppliers to ensure that they are of an acceptable standard? Yes No

Do you analyse products to ensure that they are of an acceptable standard? Yes No

Do you accept deliveries from suppliers only after certain checks are made, e.g.
best before/use by dates,appearance of product/packaging, temperature if Yes No
appropriate, etc.

Do you have temperature controlled distribution vehicles? Yes No

Trading Terms
We value our suppliers and appreciate that you play an important part in the services offered to our customers. It is essential
in any partnership that both parties have a clear understanding of our Trading Terms.
Our Trading Terms are as follows:
• You must provide your company’s ABN number

•To expedite payment, a bona fide invoice, or where G.S.T. applies, an invoice that complies with a “Tax Invoice” as
described in the Goods and Services Tax Legislation is required.
•If an invoice is not correct in any way, payment may be withheld until an appropriate “Adjustment Note” is received that
complies with GST legislation.
•For reconciliation purposes, each supplier is requested to forward a statement at the end of each month, detailing all
invoices/adjustment notes for that period. A statement is required for each of the purchasing divisions within our group, that
you are authorised to service.
•Our standard policy is that all accounts will be paid no sooner than 30 days after the end of the month unless otherwise
negotiated.
•To ensure payment as per credit terms: All documentation from the supplier must comply with GST legislation.
•If an invoice is not correct in any way, payment may be withheld until an appropriate “Adjustment Note” is received that
complies with GST legislation.
SALES AND MARKETING
We do not allow unauthorised site sales or marketing calls. The appropriate place for this to be actioned is via our
State/Regional Offices

I sign below to indicate our agreement with your terms and certify that the information I have provided in this questionnaire is
true to the best of my knowledge. I confirm that the company will comply with the requirements of all relevant legislation,
regulations and codes of practice from time to time in force and in particular the provisions of the National Food Standards
Code and all regulations made thereunder. I understand that all dealings with ESS will be considered to be “Commercial in
Confidence”. I agree not to disclose any information on ESS to anyone without ESS permission.
Signature: Position:

Name: Date:

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

SUPPLIER PERFORMANCE REVIEW

Supplier: Contact Person:
Address: Position:
Conducted by:
Date:
Premises (must be completed for all new suppliers – optional for existing suppliers)
Rating Code: 1-Dosent exist , 2- Unsatisfactory, 3-Satisfactory, 4-Good, 5-Excellent
AREA CRITERIA RATING
1 Health regulations adhered to 1 2 3 4 5
2 Cleaning schedules in operation 1 2 3 4 5
3 Adequate waste facilities and recycling program 1 2 3 4 5
4 Internal and external areas tidy 1 2 3 4 5
General
5 Pest control program in place (check certificate) 1 2 3 4 5
6 Plumbing conditions satisfactory: 1 2 3 4 5
suitable source of hot/cold water 1 2 3 4 5
suitable water treatment (if processing) 1 2 3 4 5
7 Clean and safe work /storage areas 1 2 3 4 5
8 Refrigeration/freezer/warehouse facilities: 1 2 3 4 5
Storage sufficient total volume 1 2 3 4 5
correct operating temperature 1 2 3 4 5
all product off floor 1 2 3 4 5
9 9. Employees wearing clean & appropriate uniforms 1 2 3 4 5
10 10. P.P.E available and appropriate for job: 1 2 3 4 5
footwear suitable 1 2 3 4 5
hearing & eye protection 1 2 3 4 5
hand protection 1 2 3 4 5
Safety & Health 11 First aid facilities/kit available & stocked 1 2 3 4 5
12 Signage appropriate 1 2 3 4 5
13 Correct chemical handling: 1 2 3 4 5
labelling / correct segregation 1 2 3 4 5
M.S.D.S’s available 1 2 3 4 5
14 OSH records and statistics maintained 1 2 3 4 5
15 Packaged volumes suitable in regards to OSH limits 1 2 3 4 5
16 Packaging adequately protects the product 1 2 3 4 5
Packaging/handli 17 Product/packaging adequately labelled 1 2 3 4 5
ng 18 Delivery vehicles in good condition: 1 2 3 4 5
cleanliness 1 2 3 4 5
refrigeration facilities maintained 1 2 3 4 5
19 Are the following statistics kept: 1 2 3 4 5
product stock status 1 2 3 4 5
Record keeping price movements 1 2 3 4 5
first order fill percentage 1 2 3 4 5
stock turn-over history 1 2 3 4 5
20 Are the following in place: 1 2 3 4 5
incoming goods inspection 1 2 3 4 5
Operational in-process inspection (i.e.. microbiological) 1 2 3 4 5
systems final inspection (prior to release) 1 2 3 4 5
recall procedures 1 2 3 4 5
customer complaint procedures 1 2 3 4 5

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

Comments

INSURANCE COVER (Must be completed for both new and existing suppliers)
Product or Public Insurance Company: Sum insured:
Liability Policy Number: Expire Date:
Insurance Company: Sum insured:
Workers Compensation
Policy Number: Expire Date:
Insurance Company: Sum insured:
Motor Vehicle
Policy Number: Expire Date:
Insurance Company: Sum insured:
Product Recall
Policy Number: Expire Date:

OPTIONAL REVIEW CRITERIA (Only complete if deemed necessary)

Product Samples Tested: (If Yes, Attach Product Assessments)
Financial Check Conducted:
Reference Check Contact: 

Comments: 

Contact: 

Comments: 

Contact: 

Comments: 

EXISTING SUPPLIERS ONLY – Past Performance Review Excellent Fair Poor

Assessment of Supplier Service Reports
Presentation and willingness of sales reps
Responsiveness of supplier issues without having them recur
Degree of substitution of products/brands over the contract period
Degree of price changes over the contract period

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

REVIEW MEETING (Must be completed for all Preferred Suppliers)

Date Outcome

TENDER EVALUATION (Must be completed for all Preferred Suppliers)

Tender sought from:

Successful tender
Reason

Comments

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

PURCHASING SUPPLIER HEALTH CHECK

Ess Angola Supplier:
Purchasing Supplier Code:
Supplier Health Check Leader:

Obtain full price list from the supplier for end of from 10/11 & for 11/12
1
number of products Quantity
Identify number of suppliers in sub-category
2
number of suppliers in sub-category Quantity
obtain confirmation of supplier spend details from accounts
3
(or Navation information systems) $
Identify the number of active products with the supplier
4 the number of active products Quantity
the number of inactive products - zero usage since 01/10/98 Quantity
5 Identify future requirements for products
6 identify price differences between price list, state and accounts
Quantify and communicate all price differences in point 6
7
(as per purchasing work instruction: price negotiations)
8 Identify critical data for all active product numbers
Update product master list with supplier provided critical data
9
(decide on critical parameters based on control process, i.e. forecast or
Where parts are considered inactive
check stock levels
10
change safety stock to zero
cancel existing orders &/or communicate to supplier
identify current order start date and finish date
11
order number(s) Quantity
check existing purchase orders for the following parameters
payment terms on order the same as accounting supplier master
12
pricing
supplier address and contact
13 decide on order method, i.e. discrete, blanket or schedule
Raise new order if supplier parameters do not match in point 12
14
order number(s) Quantity
All other orders closed down
15
(where discrete is not being used)
16 Confirm with accounts that correct prices are being invoiced
17 Confirmation that all details on system are correct Name:
Signature:
Date:

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

NEW SUPPLIER REQUEST FORM

To Managing Director :
From: Site/ Location:
Copy Supply Chain Manager: Date:
RE: REQUEST FOR NEW SUPPLIER
1. Supplier Details
Company Name:
Address:
Contact Person:
Telephone: E-mail:
2. Product/Service Details
Product/Service Type: eg. Frozen/Chiller/Plumbing/Electrical
Please State;
Product/Service Category: eg. Dairy/Beverages/R&M/Freight
Please State;
Product/Service
Description:
3. General Details
Is the product/service available from present list of preferred/authorised suppliers:
(Please circle) Yes/No
If Yes, reason for request:

Requested by: Site/Unit Manager:

APPROVAL/REJECTION OF REQUEST FOR NEW SUPPLIER
To: ………………………………………………….... (Site/Unit) ……………………………………………
From: Managing Director OR Supply Chain Manager
Your request for new supplier was AUTHORISED/NOT AUTHORISED (Please circle)
ACTION TAKEN BY SUPPLY CHAIN MANAGER:

SIGNATURES
Managing Director: Date:
Supply Chain Manager Date :

Document Owner KJM SHEQ QA Forms Section - Page 8 of 14 Rev - 1; Jan 2013
Camp Management and Catering
Quality Assurance Operations Manual
Angola

SUPPLIER AUDIT REPORT

Supplier Name: Contact Name:
Address:
Date:
Express Auditor: Supplier Representative:

Rating Code: A = Acceptable NI = Needs Improvement UN = Unacceptable

1 General Site Standards A NI UN
a) Is there restricted access to the site?
b) Is there a procedure for visitors – was it enforced and did it include being escorted
from the premises?
c) Are the exterior areas free from rubbish?
d) Is the building an acceptable standard? Check the following:
(I) Walls/Ledges/Coving/Joins/Roof/Ceiling
(ii) Floors/Drainage/Doors
(iii) Beams/Vents/Guards
(iv) Windows/Hatches/Ventilation/Extraction
(v) Lighting (well lit and covered bulbs)
(vi) Minimal amount of wood
(vii) Are the garbage bins emptied regularly and sanitised?
(viii) Is the exterior storage of garbage covered and appropriate?
2 Handling Techniques and Staff Training A NI UN
a) Is there proper induction and on-going food safety staff training?
b) Are the staff wearing appropriate protective clothing including hats to fully cover
hair?

c) Are the correct hand washing facilities present and are they being used properly?
d) Are staff smoking, eating or drinking in production areas?
e) Are there any unhygienic practices, i.e. coughing, uncovered cuts, excessive
jewellery that were observed during the audit?
3 Cleaning A NI UN
a) Is there a written cleaning schedule and does it appear to be followed, i.e.. is the
area clean?
b) Is the food preparation equipment clean and sanitary?

c) Is there a separate area for washing and sanitising of food preparation equipment?
d) Are chemicals correctly stored away from the food?
e) Is there enough room to clean behind objects such as pallets?
f) Are the staff rest/changing rooms clean?
4 Storage A NI UN
a) Are the storage areas clean and appropriately stacked?
b) Are there thermometers on all fridges and freezers and are they being monitored
and recorded?
c) Are all goods properly packaged and labelled?
5 Pest Control A NI UN
a) Is there an appropriate pest control programme?
b) Is there evidence of pests?

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

6 Production A NI UN
a) Are the products protected from contamination at all stages?
b) Are there control methods (such as metal detectors) and other visual inspections to
verify Question 6 (a)?
c) Are there procedures in place to stop cross contamination?
d) Is there a minimal amount of packaging in the production area?
7 In Coming Deliveries/Supplier Checks A NI UN
a) Is the condition of incoming stock checked including the measurement and
recording of temperatures?
b) Is incoming stock put away immediately and stored appropriately?
c) Are suppliers issued with specifications to comply with?
d) Are suppliers premises audited regularly? Check audits.
e) Do many suppliers have accredited HACCP plans or are suppliers working towards
implementing a Food Safety Plan based on HACCP principles?
8 Deliveries to Customers A NI UN
a) Are the vehicles well maintained, clean and used only for food deliveries?
b) Do the vehicles have refrigerator/freezer units with an appropriate temperature
gauge?
c) Are the deliveries contracted out? If so, what monitoring processes are there in
place to check a) and b) for their contractor’s vehicles?
d) Are there sufficient vehicles to meet Express’s delivery requirements?
9 Recall Procedure A NI UN
a) Is there a documented procedure for the effective recall of products?
b) Are the appropriate staff aware of the procedure?
c) Is there a corrective action procedure?
10 Customer Service A NI UN
a) Have complaints/issues raised by Express been dealt with in a timely and effective
manner?
b) Have there been many delivery problems and are they solved quickly?
c) Have there been any issues raised in relation to the delivery drivers?
11 Quality A NI UN

a) Is a HACCP plan or a Food Safety Plan based on HACCP principles being used?
b) Has it been externally audited? (Check auditor’s report)
c) Is there a Quality Assurance program in place?
d) Has it been externally audited? (Check auditor’s report)
e) Are previous audit findings by other regulatory bodies available for inspection
f) Are internal audits carried out on a regular basis and records of findings, attendees
and actions taken kept?

g) Are HACCP team meetings carried out on a regular basis and findings, attendees
and actions taken kept? (HACCP team meetings discuss findings from audits,
corrective actions proposed, changes and improvements to the HACCP Plan etc.)
e) Is there a structured maintenance program linked to findings in the pre–operational
hygiene checks?
i) Does the maintenance list have an estimated completion date, completion date and
signed off?

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Quality Assurance Operations Manual
Angola

11 Quality Continued A NI UN
j) Is testing equipment (scales and thermometer) calibrated on a regular basis and
records maintained?
k) If non-conforming product is identified, how is the product isolated and is there a
procedure for its disposition?

l) Is microbiological testing being performed on work surfaces and food products?

m) Are you able to inform us as to whether your products contain genetically modified
ingredients?
n) Is the person performing the tests trained in microbiological testing and able to
interpret the results?
o) Have hazard audit table(s) been developed for all product lines or groups of
products?
p) Have product specifications been developed for all products to include consumer
profile, product risk, intended use and packaging requirements?
Summary

Express Auditors Signature:

Supplier Representative Signature:

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

PRODUCT ASSESSMENT REPORT

Product:
Supplier:
Address:
Person:
Telephone:p
Presentation: Date Sampled

Item Category: e.g.. Frozen, Fresh, Bakery, Salad, Sweets

Please State;
Rating Of product: 5 - Excellent (Highly recommended); 4 - Very Good; 3 - Good; 2 - Average; 1- Poor
Circle the appropriate rating following sample testing
Section 1. Taste 1 2 3 4 5
Comments;

Section 2. Texture/ Consistency 1 2 3 4 5

Comments;

Section 3. Appearance/ Presentation 1 2 3 4 5

Comments;

General Comments:

Signed Date:
Position Total Rating; /15

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

SUPPLIER SERVICES REPORT

Report No.:
Section 1. (To be completed by Site/Unit Manager or delegate)
Date: Location: Fax No.:
Supplier:

Details of Service Performance: (Please supply as much information as possible eg. Copies of invoices, delivery dockets,
purchase orders etc)

Date Received: Invoice No: Consignment Note:

Purchase Order No: Use By Date:
Details of Performance:

Quantity of Goods Affected:

Immediate Action Required: (tick boxes as required)

Regraded for alternative use

Reworked to meet requirements

Accepted with or without concession

Rejected or scrapped

Credit required

On hold awaiting reply from supplier

Report completed by: Date:
(Please forward completed Supplier Service Report to supplier)

Section 2. (To be completed by supplier and returned to the originator strictly within 48 hours of receipt by the supplier)
Corrective action: (For complaints) including possible causes for the problem, steps taken to prevent a recurrence, credit
details etc)

Report completed by: Date:

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Camp Management and Catering
Quality Assurance Operations Manual
Angola

Section 3. (To be completed by originator of Section One)

Corrective Action Acceptable: (Please Circle) Yes No
Comments:

Signature of Manger: Date:

Section 4. (To be completed by Regional Office, only if required)
Express Purchasing Department:
Comments:

Signature: Date:

(File completed report for future supplier assessment)

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