Head Office Factory

Modhumita Building, 4 th Floor Anwar Jang Road

158-160, Motijheel C/A 1 No. Kalma Bazar
Dhaka-1000, Bangladesh Savar, Dhaka-1341

QUALITY SYSTEM PROCEDURE PAGE 1 OF 5

Title : Supplier Selection & Document No : 0.6.1-01-00
Evaluation
Prepared By : Approved By

Approval Date : 31.12.2017 Valid Until : Further review

Issue No : A Effective From : 01 Jan, 2018

DISTRIBUTION:

Director
Asst. General Manager
Sr. Manager Quality and production
Deputy Manager (Commercial)

CHANGE RECORD:

DATE ISSUE DESCRIPTION OF CHANGE

31.12/2017 A New

1.0 PURPOSE:

To ensure that Suppliers are selected on the basis of their capability to meet the requirements of Rizvi
Fashions Ltd. and therefore evaluated and controlled properly.

2.0 SCOPE:

This procedure is applicable to the selection and periodic assessment of Suppliers who supply raw,
packaging, machinery, equipment, and other locally available materials to Rizvi Fashions Ltd.

3.0 DEFINITION:

Supplier/Vendor: Person or organization, which has the potential of supplying materials for use
by Rizvi Fashions Ltd.
A & P: Accounts & Purchase
Inventors: Local Representatives of overseas suppliers.
AGM: Asst. General Manager

T: 88 02 712 08 99, 096 17 000 444

M: 88 096 17 000 442
F: 88 02 956 4650
E: info@rizvifashions.com
www.rizvifashions.com
4.0 RESPONSIBILITY:
It shall be the joint responsibility of Purchasing, Production, Quality Assurance participate in the
selection and evaluation of any Supplier/Inventor.

Deputy Manager (Commercial) is responsible for selection of Suppliers for local & foreign purchase.

Asst. General Manager (Production), Quality Sr. Manager (Export) and Store are responsible to verify
quality of Supplier’s products.

5.0 METHOD:

5.1 Supplier/Vendor Selection :

5.1.1 Rizvi Fashions Ltd. shall purchase raw and packaging materials and other items through both
local and foreign Suppliers.

5.1.2 The need for a new Supplier can be determined by Quality Assurance, Production &
Maintenance, and Purchasing Departments.

5.1.3 New Suppliers shall be selected on the basis of their past experience and ability to supply quality
products, price of products supplied and delivery.

5.2 Selection Procedures of Local Suppliers/Vendors:

5.2.1 Deputy Manager (Commercial) or authorized nominee shall select local Suppliers on the basis of
their past experience, quality of products supplied, their prices and delivery.

5.2.2 For selecting new local Suppliers, Deputy Manager (Commercial) authorized nominee shall
verify the specifications of the to-be-purchased materials, samples (as appropriate) and compare
with the existing specifications. In case of local Suppliers having manufacturing facilities, the
facilities shall be audited (if needed) before selecting them as approved Suppliers.

5.2.3 If the specifications of the products or materials are found to be satisfactory, Deputy Manager
(Commercial) shall then ask the to-be-Suppliers to submit prices for comparison with current
prices of other Suppliers. If the prices are found within acceptable limits, and test sample are
acceptable, then he will recommend the Supplier(s) to Director for inclusion of the name in the
Approved Suppliers List (Rizvi Fashions Ltd.) of local Suppliers.

5.2.4 After getting approval from Manager (Procurement), Deputy Manager (Commercial) shall then
enlist the Suppliers in the Lists of Approved Suppliers List (Rizvi Fashions Ltd.). The ASL may
be categorized item-wise.

5.3 Selection Procedures for Foreign Suppliers/Vendors:

5.3.1 After a prospective foreign Supplier or Inventor is identified as a possible source of a material,
Deputy Manager (Commercial) shall ask the prospective Supplier for supplying documentary
evidence that may prove to be a good Supplier. Subject to satisfactory survey report about past
experience, Deputy Manager (Commercial) shall ask the prospective Suppliers or their local
representatives/indenter to submit samples of raw and other materials with their product
specifications, certificates of quality test etc.
5.3.2 In case of new raw materials and new Supplier, Quality Assurance, Production Dept. shall verify
the quality of the Supplier’s products by detailed test and analysis and submit report to Deputy
Manager (Commercial). After getting satisfactory report from the QA, Production Dept., Deputy
Manager (Commercial) shall ask the Suppliers/inventors for quotes of samples.
 5.3.3 Request for quote shall clearly indicate the detailed specifications of materials or products, their
quantities, source of origin, name of manufacturers and suppliers, Name of local
inventors/representatives and delivery schedule.

5.3.4 If the specification and quality of the product are acceptable, quotation is competitive and
the price is well within the range, the Suppliers might be provisionally selected.

5.3.5 Later on after successful shipment and acceptance of a particular consignment of raw materials
and machinery parts for the plant; the Supplier will be placed in the Approved Suppliers List
(Rizvi Fashions Ltd.) of Overseas Suppliers provided other selection criteria are met.

5.3.6 At times depending on urgency and circumstances, the Director may use his discretion to enlist
name of any overseas Supplier provisionally pending its performance and subsequent placement
in the Rizvi Fashions Ltd..

5.4 Selection of Suppliers/Vendors for a Particular Import Order:

5.4.1 First of all Deputy Manager (Commercial) will ask the Suppliers/inventors of Rizvi Fashions
Ltd. to supply pre-purchase-samples with their specifications, quality test reports/certificates.
Subject to satisfactory quality report by Alltex Industries Limited of QA, Production Dept. the
Suppliers shall be requested to quote in bulk quantity.

5.4.2 Depending on the price and terms and conditions of delivery, the Director shall approve one or
more Suppliers for importing a particular batch or consignment of raw materials, equipment,
machinery parts, or other importable items.

5.4.3 After the selection of Supplier(s) Deputy Manager (Commercial) will start processing to open
Letter(s) of Credit. After the shipment and arrival of the consignment(s) at the port, subsequent
clearance will be made and samples will be sent again for quality testing by Rizvi Fashions Ltd.
QA, Production Dept.

5.4.4 At the end of the month upon receipt of the satisfactory quality report from Quality Assurance
Dept. or from the Material Receive Register maintained by Store Dept. be used ‘Supplier
History Form’ will be filled by the Head/Executive of Purchase Dept.

5.5 Comparative Performance study of Local Suppliers/Vendors:

5.5.1 Executive (Purchase) shall maintain ‘Supplier History Form for all local and foreign suppliers.
This form shall be updated once a supply is received from Supplier.

5.5.2 Summarizing all Supplier History Forms, Deputy Manager (Commercial) will evaluate the local
and foreign suppliers once in every year. Following system shall be used to evaluate the
suppliers of Rizvi Fashions Ltd.

5.5.2.1 Deputy Manger/Manager (Commercial/store) will fill up the Supplier Evaluation Form
based on the respective Supplier History Form.

5.5.2.2 Evaluation will be done material wise and in the following four categories.
Quality: Good Satisfactory Unsatisfactory
Delivery: Prompt Satisfactory Unsatisfactory
Price: Highly Competitive Reasonable High

5.5.3 To be on the Rizvi Fashions Ltd. a supplier should have at least “Satisfactory” in the ‘Quality’
and ‘Delivery’ category and “Reasonable” in ‘Price’ category.
 5.5.4 Based on the overall performance of the supplier, Deputy Manager (Commercial) will write
comments/recommendation on the Supplier Evaluation Form.

5.5.5 Director shall be responsible to approve the Supplier Evaluation Form

5.5.6 Only the approved Suppliers will be in the Approved Supplier List (Rizvi Fashions Ltd.).

5.5.7 An Evaluation Form will be used for a particular supplier to evaluate its last one-year
performance. Deputy Manager/Manager (Commercial/Store) will update the Approved Supplier
List (Rizvi Fashions Ltd.) based on the evaluation form of each supplier.

5.5.8 Purchasing will be carried out from the Rizvi Fashions Ltd.; however purchasing could be done
from other Suppliers, which aren’t in the Rizvi Fashions Ltd. with prior approval from Director.

6.0 REFERENCE:

ANSI/ISO/ASQ Q 9001-2000 Clause 6.1

Supplier History Form
Supplier Evaluation Form
Purchase Requisition Form
Purchase Order Form
Approved Supplier List (Local & Overseas Purchase)

Quality System Procedure

 Supplier Selection & Evaluation

Author Approved By

(Management representative) (Director)