2. Quality Management System - Broetje

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2. Quality Management System - Broetje
Quality Assurance Agreement with Production
Material Suppliers
concluded between
BROETJE-AUTOMATION GMBH
Stahlstrasse 1-5
26215 Wiefelstede
- hereinafter referred to as "BROETJE-Automation" or "Principal"
and
- hereinafter referred to as "XXX" or "Contractor"
Version 2014-06-27
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Preface
The competitiveness and position of BROETJE-Automation GmbH in the global market is
decisively determined by the quality of its products. The perfect condition and reliability of
purchased external products or any associated services thus have a direct influence on the
quality of products of BROETJE-Automation GmbH.
This Quality Assurance Agreement with Production Material Suppliers (QAA) is the binding
stipulation of the technical and organizational framework conditions regarding all deliveries and
services to BROETJE-Automation GmbH which are required to achieve the mutually desired
quality target of "Zero-Defects". It describes the minimum requirements on the Contractor's
quality management.
The conclusion of this Quality Assurance Agreement represents an indispensable step for a
future business relationship with BROETJE-Automation.
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Table of Contents
1.
Responsibility of the Contractor for the quality of the products and services provided ........... 4
2.
Quality Management System ............................................................................................................ 4
2.1
General............................................................................................................................................. 4
2.2
Evidence of a Quality Management System .............................................................................. 5
2.3
Review of the Quality Management System and the Quality of Processes and Products .. 5
3
Basic Requirements and Measures ................................................................................................. 5
3.1
Technical Documentation .............................................................................................................. 5
3.2
Quality Performance....................................................................................................................... 6
3.3
Detection of Defects at the Contractor's Premises .................................................................... 6
3.4
Request for Special Release ........................................................................................................ 6
3.5
Detection of Defects at the Principal's Premises ....................................................................... 7
3.6
Escalation Process ......................................................................................................................... 7
3.7
Packaging and Marking ................................................................................................................. 7
3.8
Evidence of Material Properties ................................................................................................... 8
3.9
Archiving of Records ...................................................................................................................... 8
3.10
Inspection Equipment..................................................................................................................... 8
3.11
Environment, Safety, Recycling ................................................................................................... 8
3.12
Inspection of Contractual Products Delivered ............................................................................ 9
3.13
Delivery Reliability .......................................................................................................................... 9
4
Thermal and Surface Treatment Processes................................................................................... 9
4.1
Thermal Treatments ....................................................................................................................... 9
4.2
Coating Processes ......................................................................................................................... 9
5
Term...................................................................................................................................................... 9
6
Termination ........................................................................................................................................ 10
7
Bonus Agreement: ............................................................................................................................ 10
7
General............................................................................................................................................... 10
8
Annexes ............................................................................................................................................. 11
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1.
Responsibility of the Contractor for the quality of the
products and services provided
The Contractor shall be responsible for providing products and services that a free from defects in
accordance with the technical documentation agreed upon in writing (see paragraph 3.1). The
contractor shall verify the completeness and accuracy of the documentation and, where necessary,
request additional information from the Principal. The Contractor must be aware of the requirements
concerning the product and obtain information from the Principal in case of any uncertainty.
If the Contractor places orders with sub-contractors, he shall be obliged to implement the
requirements of this Quality Assurance Agreement with Production Material Suppliers (QAA) with his
sub-contractors.
The quality strategy of the Contractor must be focused on the continuous improvement of his
processes and services. The target is achieving "Zero-Defects", 100 % delivery reliability and the
reduction of costs.
The Contractor shall bear full and sole responsibility for the products delivered and for the services
provided by him.
The Contractor furthermore agrees to meet agreed deadlines, e.g. implementation of corrective
actions.
2.
Quality Management System
2.1
General
Certification according to ISO 9001 is a prerequisite as a Contractor of BROETJE-Automation
GmbH. Alternatively, suitable qualification may be demonstrated by means of an audit conducted by
the external quality assurance of BROETJE-Automation GmbH.
In order to be classified as a strategic supplier and thus receive special consideration when orders
are place, the Contractor agrees to further advance his quality management towards meeting the
ISO 9001 standards.
In individual cases, additional certifications may be contractually agreed for certain industry sectors,
e.g. automotive industry, depending on the product application.
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2.2 Evidence of a Quality Management System
The Contractor shall be solely responsible for submitting the certificates and corresponding updates
to the Principal's competent purchasing department immediately after expiration of the period of
validity and to report any revocations of certificates, respectively. Failures to comply will result in
being downgraded or blocked for new business in the supplier rating.
2.3
Review of the Quality Management System and the Quality of
Processes and Products
The Contractor shall conduct internal process and product audits at regular intervals.
The Principal shall be entitled to review the compliance with customer requirements at the
Contractor's site in case of quality defects or systemic weaknesses. Such a review may be
conducted in form of technical or quality discussions as well as in form of system or process audits
and shall be coordinated and agreed upon with the Contractor in good time prior to the planned
review.
The Principal shall furthermore be entitled to review the Contractor's quality assurance measures
together with a representative of the end customer following prior agreement of the date, as and
when required.
The Contractor shall grant the Principal access to the areas concerned and to the relevant
documents. The costs for the quality measures set forth in this paragraph 2.3 shall be borne by the
Contractor.
3
Basic Requirements and Measures
In order to identify possible sources of defects in advance, targeted preventive actions must already
be implemented prior to the start of production. Defects occurring during production must be
detected in good time so that appropriate immediate actions can be implemented that are aimed at
preventing such defects.
3.1
Technical Documentation
The quality characteristics to be met are specified in the technical documentation such as drawings,
material specifications, delivery terms for the order with applicable instructions, company standards
of BROETJE-Automation, Principal's requirement and performance specifications. The Contractor
shall always receive the latest technical documentation as hard copies or in electronic form.
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The Contractor shall ensure that production and inspection will comply with the available and jointly
agreed documentation.
3.2
Quality Performance
Consistent quality performance can only be achieved with a stable and capable process. For that
reason, the Contractor shall implement suitable and appropriate steering methods such as, for
instance, process-integrated records. Process parameters which may have an adverse impact on
product properties, e.g. during thermal or surface treatments and welding, must be documented
accordingly. Process interruptions, for instance to take quality-related actions, must be clearly
identified and traceable.
The Contractor shall be obligated to conduct suitable and appropriate inspections in accordance
with the technical specification. Products that have not been released must not be delivered to
ensure the "'Zero-Defect" principle.
3.3
Detection of Defects at the Contractor's Premises
If a defect on the product or on a service to be provided is detected, the Contractor must interrupt
and correct the process immediately. In such a case, all products manufactured since the last
random sample inspection that gave a positive results (last good part) must undergo a 100%
inspection. Defective products must be secured immediately and stored in a location marked
accordingly ("Quarantine store") or marked in such a way that any further use is impossible. All
corrective measures taken must be clearly documented in the records.
In the event that upon separating the defective quantity it is found that defective products may have
been delivered to the Principal already, the responsible quality assurance departments of the
Principal must be notified immediately and the further course of action must be clarified.
3.4
Request for Special Release
The Contractor must, prior to shipment, request a special release from the Principal in case of any
deviations from the product or service specifications (drawings, technical delivery terms, material,
material properties, etc.)
To that end, written consent must be obtained from the Principal, via the contact person named in
the order, using the specific application from the Principal (see Annex 1 QAA "Application for
Rework.pdf")
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3.5
Detection of Defects at the Principal's Premises
If defective products are detected after they have reached the Principal's premises, the Contractor is
obligated to take immediate appropriate measures to contain the defect.
The Principal notifies the Contractor of the complaint in writing or in text form, e.g. in form of a
inspection report. The subsequent complaint analysis and the development of effective corrective
actions is to be carried out in accordance with Annex 2 "8D-Report.pdf".
Complaints are included in the supplier assessment which represents an important decision-making
criterion for the Principal when placing new orders.
The Contractor shall be liable for the costs and expenses incurred due to the delivery of defective
products and services. There will be a fix charge of 70€ for processing a complaint; any additional
claims for damages will remain unaffected. The Principal is entitled to replace products to mitigate
the damages, in particular sorting and rework, after notifying the Contractor.
3.6
Escalation Process
In the event of cumulative quality problems or repeated complaints, the Principal is entitled to place
increased demands on the inspection of goods at the Contractor’s premises or to implement other
measures which may even culminate in the disqualification of the Contractor.
These requirements are described in Annex 3 "Escalation Process.pdf".
3.7
Packaging and Marking
The Contractor is responsible for protecting the products delivered by him and must use suitable
packaging / external packaging and means of transport. At delivery, the (external) packaging as well
as the products themselves must be marked in accordance with the agreements made with the
Principal. This may, for instance, be IPPC standard ISPM 15, which is applicable for wooden crates.
Delivery note and packaging units (external packaging, individual packaging) must be marked, at a
minimum, with:




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Purchase order no.
Order and item no.
Quantity and unit
Principal's drawing and article no.
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Additional information, as appropriate:


3.8
copy of the modification approval / special release granted by the
Principal (see Annex 1)
Reference to partial or remaining deliveries
Evidence of Material Properties
As evidence of material properties, the Contractor must provide acceptance certificates in
accordance with "Standard 3.1" of DIN EN 10204 and forward these to the Principal within 24 hours
upon demand.
3.9
Archiving of Records
For the purpose of traceability in case of quality defects, the Contractor is obligated to store
production-integrated quality records such as measurement records, material test certificates or
other test results, in a safe place for a minimum of 10 years after creation.
3.10 Inspection Equipment
The Contractor shall be obligated to have inspection equipment that allows for checking all product
properties. If an external company is assigned to conduct the inspections, such company must be
accredited to carry out the inspection tasks.
The Contractor is obligated to repeat the calibration of inspection equipment in appropriate intervals
in order to maintain the quality standard.
If required, appropriate inspection equipment and inspection methods must be coordinated between
the Principal and the Contractor.
3.11 Environment, Safety, Recycling
The objective of the Principal is to prevent and exclude any negative impact on people and the
environment from his products or those purchased by him. The Contractor agrees to comply with the
relevant and applicable laws and directives.
Certification to ISO 14001 is desirable and will be taken into consideration accordingly in the
supplier assessment.
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3.12 Inspection of Contractual Products Delivered
The Contractor is responsible for the delivery of contractual products order in accordance with the
specifications. The incoming products will be inspected for quantity and identity as well as for
transport and packaging damage at the Principal's receiving department. The Contractor will be
notified about any deficiencies immediately upon detection.
Moreover, the Principle will inspect the delivered goods during production in the course of proper
business practice and will notify the Contractor in writing of any deficiencies that occur immediately
upon detection. In this respect, the Contractor waives the claim of late notification of defects.
3.13 Delivery Reliability
The Contractor is obligated to comply with and monitor the agreed quantities and due dates. If it
becomes evident to the Contractor that the ordered quantity cannot be delivered on the agreed date,
the Principal's contact person named in the order must be notified immediately in writing and send
an updated order confirmation.
Deviations from the agreed delivery date and the agreed quantity are included in the supplier
assessment which represents an important decision-making criterion for the Principal when placing
new orders.
4
Thermal and Surface Treatment Processes
4.1
Thermal Treatments
If thermal treatment processes are applied for the Principal, either internally or at a sub-contractor's
premises, the Contractor is obligated to conduct and provide proof of a process audit. The audit
cover sheet must be forwarded to the Principal upon request.
4.2
Coating Processes
If coating processes are applied for the Principal, either internally or at a sub-contractor's premises,
the Contractor is obligated to conduct and provide proof of a process audit, depending on the
process. The audit cover sheet must be forwarded to the Principal upon request.
5
Term
This Quality Assurance Agreement shall enter into force upon signature by both Parties and is
concluded for an indefinite period. It shall be applicable for the entire business relationship between
the Parties.
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6
Termination
The Quality Assurance Agreement can be terminated by either Party in writing with a three months'
notice to the end of the quarter.
Termination shall have no effect on the continued validity of any agreements concluded between the
Parties pursuant to this Quality Assurance Agreement. The provisions of this Quality Assurance
Agreement shall continue to be in full force for such agreements.
7
Bonus Agreement:
The Contractor shall receive a bonus of 3% of the order value of one item subject to following
conditions:




The order confirmation including a delivery date is returned no later than 3
calendar days after receipt of the order.
Delivery is made within a time period of -1 / 0 days of the delivery date
specified in the order which was previously offered by the Contractor in
writing.
The delivery was without any defects.
The delivery date was not changed due to a default of the Contractor
The bonus is paid annually after coordination with the Contractor.
An additional bonus of 1 % is paid for properly processing the tracking board which is maintained for
orders of particular sensitivity or high priority. The Principal reserves the right to reduce the invoice
value by 2 % if entries in the tracking board are demonstrably false or were made in a timely
manner. Moreover, the above mentioned points shall apply.
7
General


Changes and additions to this Agreement require written form.
The contractual relationship shall be governed by the lays of the Federal Republic of German
under exclusion of the law of conflicts. The place of jurisdiction is Oldenburg, Germany.
Notwithstanding the above, the Principle shall have the right to file actions in any other court
of competence.
 If any contractual provision may be or become invalid, the validity of the remaining provisions
shall remain unaffected.
The Parties shall undertake in good faith to replacethe invalid provision with a valid provision which
approximates the economic effect of the invalid provision.
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8
Annexes
The latest versions of the Annexes listed below form an integral part of the Quality Assurance
Agreement with Production Material Suppliers
Annex 1
Annex 2
Annex 3
Application for Rework
8D-Report
Escalation Process
Contractor
Principal
_________________________________
Broetje-Automation GmbH
______________________________________
_________________________________
Broetje-Automation Supplier Number
_________________________________
Place
Date
______________________________________
Place
Date
_________________________________
Name
Signature
______________________________________
Name
Signature Purchasing
_________________________________
Name
Signature
______________________________________
Name
Signature Quality
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