Supplier/ Vendor Evaluation Form

Legal Drafts

Supplier/ Vendor Evaluation Form

February 14, 2025

No. __________ Dated ___________

Supplier/ Vendor Evaluation Form

General:

Name of Supplier/ Vendor: ___________________________________________

Address of Supplier/ Vendor: _________________________________________

Contact Person: ____________________________________________________

Phone No. __________________ ____________________

Fax No. ____________________

Email: ____________________________________

Web Address: _________________________________________

Year of Establishment: ____________

Facility Size: ____________________

x.	Category:	Materials	Services
		Materials	Services

Manufacturing Facility/ Process Facility

Does the supplier/ vendor has adequate machinery and equipment to supply materials/

services? _{Yes No}

Describe available machinery/ equipment:

		*Sr. #*	*Description*	*No.*	*State of Maintenance*
		a
		b
		c
		d
		e
iii.	Does the supplier/ vendor maintain a maintenance schedule?
iii.	Does the supplier/ vendor maintain a maintenance schedule?					Yes	No
						Yes	No

Does the supplier/ vendor has adequate knowledge of the manufacturing processes carried

out by him?	Yes	No

Does the supplier/ vendor maintain technical files on the manufacturing processes carried

out by them?	Yes		No

Are tools, dies, jigs reconfirmed for compliance with manufacturing specifications after

prescribed intervals?	Yes	No

Raw Material & Process Consumables Procurement

Are raw materials and process consumables are tested/ certified at the time of procurement

as per required specifications?

Yes No

ii.	Is record of raw materials and process consumables maintained?	Yes		No

Workmanship, Training, etc.

i.	Are employees recruited on the basis of a defined job description?	Yes		No

ii.

a.	Are employees provided with any training to perform a specified job?	Yes	No
b.	If the answer is yes, what type of training?
b.	If the answer is yes, what type of training?

Outside	In-house	On job
Outside	In-house	On job	Apprenticeship
Training	Training	Training	Apprenticeship
Training	Training	Training

Are employees properly briefed about the manufacturing processes to be carried out by

them?_{Yes No}

iv.	Are the craftsmanship/ workmanship of employees satisfactory?	Yes		No

Shop Floor Management

Is the working area designed according to process flow?

Yes

Are work stations designed to facilitate the process flow and manufacturing requirements?

iii.	Please indicate the sufficiency of the following:				Yes	No



	a.	Space for each work station	Yes	No
	b.	Lighting arrangements

			Yes	No
	c.	Air ventilation

			Yes	No
	d.	Dust collection

			Yes	No
			Yes	No

e.	Cleanliness	Yes	No
		Yes	No
f.	Arrangement of tools

		Yes	No
		Yes	No

Please indicate the sufficiency of the following:

Temperature control

Yes

Chemical hazard control

Yes

Electricity hazard control

Yes

Do they equip workers with protective equipment appropriate to the work they do?

Yes

vi.

Do they have written working instructions for each machine or tool?

Yes

How they make sure that workers understand those instructions? ___________________

________________________________________________________________________

vii.

Is machinery provided with adequate safety guards?

Yes

Do they have written procedures for storage, use and disposal of chemicals in a language

that workers understand?Yes No

Quality Management System:

Do they have Quality Manual covering Quality Policy, Quality Objectives and Standard

	Operating Procedures (SOPs)?	Yes	No
		Yes	No

	If answer is yes, which certification do they have? ______________________________
	(Obtain copy of certificate for record)
ii.	Is Quality Policy displayed at proper places?
ii.	Is Quality Policy displayed at proper places?			Yes	No

Suppliers/ Sub-Contractors:

i.	Do they have an approved list of material/ service suppliers?	Yes		No

Do they have any record demonstrating that the sub-contractors have monitored the working

and environmental conditions meeting relevant standards?	Yes		No

Employment:

What is the employment procedure (i.e. the final recruiting authority etc.)?

_____________________________________________________________________

ii.

Do they have a signed copy of contract of employment with each worker?

Yes

iii.

Are workers informed about their legal rights as employees?

Yes

If answer is yes, by which method they are informed? ___________________________

_______________________________________________________________________

iv.

Do they hold workers’ original identification documents?

Yes

Does management require medical examination as a condition for employment?

Yes

If yes, what kind of examination it requires? _____________________________

________________________________________________________________

Who has access to test results of the examination? _______________________

What is employee turn over rate? _____________________________________

viii.	Do they keep an up-to-date list of employees?	Yes		No

Child Labor:

i.Do they have a policy on Child labor?

Yes

What is the legal minimum working age? _____________

What is the minimum working age in production facility? ___________

iv.

Do they possess evidence of the date of birth of each worker?

Yes

If yes, which kind of evidence do they hold? ___________________________________

Do they keep a list of workers under the age of 18?

Yes

vi.

Do workers under the age of 18 operate machines?

Yes

vii.

Do workers under the age of 18 work overtime or at night?

Yes

viii.

Are workers under the age of 18 in contact with chemicals?

Yes

ix.	Do workers under the age of 18 receive regular medical examination?	Yes		No

Working Hours, Wages & Accommodation:

What is the standard working hours (excluding overtime) in a week? ________________

How many shifts per day does your plant normally work? ________________________

How many hours of overtime per week? ______________________________________

What is the maximum number of hours that employees work in a week? _____________

How many days off do workers have per week? _________________________________

vi.	Do they keep records of the hours worked by each worker every weak?	Yes		No

Please specify system of payment?

Piece Rate		Hourly		Per month

How often do workers get paid (pay period)? _______________________________

ix.

Do workers receive paid sick leave and paid annual leave?

Yes

Do they provide accommodation for workers?

Yes

xi.

Is drinking water available to workers during work hours?

Yes

11. Disciplinary Procedures:

Do they have a policy of disciplinary actions?

Yes

ii.

Are all the workers informed about the company’s disciplinary procedures?

Yes

If yes, which methods do they use to ensure that all workers are informed about the policy

and understand the disciplinary procedures? ____________________________________

________________________________________________________________________

iii.

Do they keep a log/ record of all disciplinary actions?

Yes

12. Health and Safety:

Do they have a policy on health and safety?

Yes

ii.

Do they carry out health and safety risk assessments?

Yes

Have they developed plans for continual improvement based on risk assessments and

accident logs?

Yes

iv.

Do they have a fire alarm that can be heard in all areas of the production site?

Yes

If yes, is the alarm regularly tested?

Yes

Is the workplace provided with emergency exits?

Yes

How often do they check their fire fighting equipment? ___________________________

vii.	May workers access first aid equipment in the workplace during all shifts?	Yes	No
viii.	Are medically competent personnel within reach if an accident occurs?

		Yes	No

Financial Strength:

i.	Is the supplier/ vendor financially strong enough to manage a secure supply chain?	Yes		No

Does the supplier/ vendor maintain a bank account and accept payments through bank

transfer?_{Yes No}

iii.	Does the supplier/ vendor in a position to extend supplies on credit?	Yes	No
	If the answer is Yes, for what period? _________________________

Comments and General Observations:

_________________________________________________________________________________

Evaluation done by:

	i.	Procurement Manager:	Name ____________________ Signature ______________
	ii.	Production Manager:	Name ____________________ Signature ______________
	iii.	Quality Manager:	Name ____________________ Signature ______________
16. Approved as Supplier by:
		CEO:	Name ___________________ Signature ______________
			Dated __________________	______________

Instructions:

This evaluation form is to be used to approve suppliers in compliance with quality management system.

The evaluation team may consist of any or all of procurement manager, production manager and quality manager depending upon the nature of material/ service to be procured.

Once approved by the management, the supplier/ vendor should be included in approved list of suppliers as required to be maintained under quality management system.

A complete check is to be performed each year at the beginning of each calendar year.

Copies of evaluation and approval would remain available with procurement manager, quality manager and accounts department. However, permanent record shall be kept by the quality manager.

Legal Drafts

Supplier/ Vendor Evaluation Form

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