• Electroshield’s mission is to work with the best-in-class suppliers as business partners for which Electroshield (Electroshield Samara) follows a systematic approach for supplier management.
• Supplier shall provide their complete information in RFI (request for information), SSA (supplier self-assessment) and sign the NDA (non-disclosure agreement).
• Supplier shall provide additional documents requested by Electroshield Samara buyer for analysis.
• Offers submitted by supplier against RFQ’s shall be supported by detailed cost breakdown sheets.
• All information provided by supplier should be correct and updated.

• Electroshield prefers to work with suppliers who have a certified quality management system ISO 9001, environmental management system ISO 14001, occupational health and safety management system ISO 45001 (OHSAS 18001).
• Supplier shall permit Electroshield’s representatives to conduct audit of their business processes and / or technological audit.
• Supplier shall submit the action plan for all observations raised during the audit with clear completion dates and also submit status on a regular basis.
• On successful completion of the supplier validation process, the supplier is approved.

• Part qualification is conducted in accordance to Electroshield Samara’s PPEP process (part product evaluation plan) or an equivalent process specifying all steps for validation.
• Supplier shall select the correct manufacturing technology that has the capability to meet the requirements.
• Supplier shall develop and maintain the tools required to manufacture the parts as per Electroshield Samara requirement.
• If some parameters cannot be measured at supplier premises, supplier shall get these verified by certified / approved laboratories and agreed by Electroshield Samara quality.

• Supplier shall provide the required number of samples and all documents required by Electroshield Samara as per the defined validation plan. 
• Supplier shall permit Electroshield Samara’s representatives to conduct technological audit of manufacturing process to ensure repeatability and reliability.
• Once parts are qualified, supplier will not carry out any changes in the manufacturing process including material, machines, operators, their tier-2 suppliers etc. without the prior approval of Electroshield Samara. Supplier shall retain all documents, manufacturing process parameters, samples (if returned by Electroshield Samara) for the approved initial samples.

On successful qualification as per Electroshield Samara procedure, the supplier has to be registered in the Electroshield Samara database for which following mandatory documents are to be provided:

1. Accounting reports and statutory documents
   • Report of financial results for the previous calendar year (*)
   • Balance sheet for the previous calendar year (*)
   • Current version of the organization charter
   • Certificate of registration with the tax authority
   • Certificate of registration of a legal entity
   • Documents confirming the authority of the head (order or power of attorney)
   • Extract from the Unified State Register of Legal Entities (EGRUL) (not earlier than 30 days prior to the date of establishment / editing of the supplier) (*)
2. Reporting of tax
   • Information on the status of payments from the Federal Tax Service (valid for 30 calendar days) (*)
3. Reporting of social funds
• Reporting in the Pension Fund of the Russian Federation (RSV-1) for the previous quarter.
• Information on average number of employees for the previous calendar year (*)
4. Documents for location (office, warehouse, industrial premises)

• Certificate of ownership or Lease contract (*)

5. Justification of interaction
   • Reason for choosing a supplier with supporting documents (competitive list, dealer certificate etc.)
   • Copies of licenses, SRO (Self-Regulating Organization) certificates - for contractors.

Every year the suppliers have to be re-registered for which the documents marked (*) above and / or as requested by the Electroshield Samara buyer are to be provided to Electroshield Samara buyer, latest by end April, failing which the registration shall be cancelled.

The supplier must comply with the Russian Authority Requirements, Technical Regulations of the Customs Union, laws and standards that govern the handling, use and registration of obligations of Equipment and Material. This compliance must be proved by according Certificates and Permits. The supplier must inform the responsible buyer, at Electroshield Samara in writing, of any changes to the management systems, certification status and contact personnel.

• Supply of parts / services to Electroshield Samara without a valid purchase order (PO) is prohibited.
• Purchase orders from Electroshield Samara for goods / services can be digitally or physically signed.
• On receipt of a valid PO from Electroshield Samara for supply of goods / services, supplier is obliged to (1) confirm receipt of PO to Electroshield Samara procurer within 1 day and (2) review the contents of PO and send a formal acceptance in the form of signed and stamped PO copy to Electroshield Samara procurer as a token of acceptance of all PO conditions, within 2 days from receipt of the PO.

• In case any PO condition is not acceptable to supplier, it should be discussed with Electroshield Samara procurer and new conditions should be mutually agreed upon. The supplier shall then send a scanned, signed and stamped copy of the PO with the new agreed conditions as a token of acceptance. This process should be completed within 2 days of receipt of PO. Electroshield Samara procurer, at its own prerogative, may send the revised PO with mutually agreed conditions in which case the above steps for PO receipt and acceptance have to be followed.
• PO conditions accepted by supplier will form the basis of supplier performance evaluation.

• Lifting and securing product to the truck should not cause damage to the product such as gouging, scratching of surfaces, dents, deformation etc. Use special care for aluminum, stainless steel and painted parts.
• In case of FTL / FCL (full truck load / full container load), there shall be no transshipment on the way to Electroshield Samara facility or to any other destination confirmed by Electroshield Samara.
• Large products such as structural steel, are to be suitably loaded and secured on trucks to prevent damage during loading, transportation and unloading at Electroshield Samara.

• To avoid damage to products, it is recommended to avoid stacking of structural material. However, if it cannot be avoided, devices such as dunnage, wood, plastic, rubber, or other material (that does not deteriorate during shipping) must be used to protect the surface of the metal parts (especially if the product is painted).
• Suppliers of large sheet metal / structural steel parts must take pictures after the product is loaded and secured to the truck and provide those pictures to Electroshield Samara.
• Suppliers should inform the readiness of consignment to Electroshield Samara, 5 days prior to shipment.

Each container / box / pallet must have a label on the outside surface. Delivery of goods without labels is prohibited and Electroshield Samara reserves the right to reject such consignment.

• Material of labels (paper, film, adhesive, printing ink etc.) should not damage the basic packaging material and should suit the type of transport to Electroshield Samara – indoor or outdoor and ensure a minimum life of 3 years’ storage at Electroshield Samara, depending on the commodity.
• Labels should be easily locatable, readable, free from smudge / overwriting / other defects and fixed on the basic packaging in a way that it is not lost during handling / transportation. Do not fix the label across taped joints to avoid damage during opening the box. When palletizing a shipment, ensure the label is visible.
• Labels should contain the following information:
  • Supplier Name and Logo
  • Electroshield Samara part number (as per the PO)
    • Supplier catalogue / part number may be included wherever applicable
  • Electroshield Samara part name / description (as per the PO)
  • Electroshield Samara Purchase order (PO) number
    • Electroshield Samara Customer Project Number (if mentioned in Electroshield Samara PO)
  • Quantity of parts in box / container
  • Electroshield Samara measurement unit (as per the PO)
  • For references with limited shelf-life, in addition to the above, labels should mandatorily contain the following information:
    • Manufacturing batch number
    • Date of manufacturing
    • Date of expiry
    • Recommended storage conditions

• For following category of goods, appropriate labels with international symbols (example, class of hazardous product, fragile, this side up, do-not-stack etc.) should be fixed on package at least from two sides (not parallel to each other).
  • Special handling conditions
  • Special conditions during transport
  • Hazardous / flammable products
• If there are more than one box or container, label on every box should indicate the box count and the total count of all boxes on the shipment and should be linked to the box count in packing list. Example if there are four (4) boxes, each box must be identified as 1 of 4, 2 of 4, 3 of 4, and 4 of 4.
• Where stacking of boxes / containers is allowed, the maximum number of tiers and stacking weight should be mentioned on each box / container.
• For references sent by Electroshield Samara for surface treatment, supplier(s) shall put labels with Electroshield Samara code number on the parts after processing to ensure traceability at Electroshield Samara premises. For hot dip galvanizing (HDG), supplier(s) should do the processing without removing the metal tags (with part number embossed) fitted on the parts by Electroshield Samara.

• Goods must be packed professionally using new packaging material, unless specially agreed to by Electroshield Samara. Supply of parts in gunny bags or other unprofessional packaging is strictly prohibited.
• Packaging design should be robust and capable of delivering the parts to Electroshield Samara or other location defined by Electroshield Samara, in good and defect-free condition. This includes surface transport in covered / open condition, sea and air transport.
• Bigger parts like sheet metal / structural steel parts etc. should be suitably wrapped with “stretch film” to avoid damage during transit or another type of packaging to avoid the rust formation on the surface of metal.
• There should be only one reference in one packaging. Placement of several references in one packaging is not allowed, except for KITs.
• When the reference being supplied is a KIT,
  • all parts of the kit are to be packed in one box or container and the label should indicate the parts packed inside the container / box. Packing individual parts of the kit in separate boxes is strictly prohibited.
  • For kits with small parts, it is advisable to pack multiple kits in a single box / container, provided there are physically separate compartments (created using partitions) with one kit per compartment. However, the packaging design and quantity of kits per box has to be specifically agreed with Electroshield Samara.

• Spare parts should be packed separately from production orders. Package must clearly be identified as “SPARE PARTS” along with a list of all parts inside the box or container.
• When quantity and size of boxes / containers allow, the consignment should be on a pallet.
  • pallets should be of Euro design with dimensions 1200 * 800 mm
  • maximum height of pallet should be 800 +/-50 mm
  • maximum weight of pallet should be 500 kg
  • boxes / containers should be “bunched” using shrink-wrap or by other appropriate means and secured to the pallet with metal / plastic tapes.
• Oversized goods should be “bunched” using shrink-wrap, additional reinforcement or by other appropriate means, arranged in a manner that “bunched” parts do not exceed the pallet dimensions and are secured to plastic / wooden Euro pallet with metal / plastic tapes to ensure stability of cargo during handling and transportation. Oversized goods should be arranged in a manner that allows use of fork-lift for loading / unloading from a truck.
• In cases where wooden pallet cannot be used owing to physical characteristics of freight, they should be packed with other suitable means.

Note: ALL packaging requirements above apply to your suppliers as well. Especially when your supplier sends product directly to Electroshield Samara or Electroshield Samara customer.

• Right of rejection: Electroshield Samara reserves the right to reject deliveries of purchased materials or parts due to quality deficiencies (incl. environmental safety deficiencies) detected after the acceptance by Electroshield Samara.
• Defective part / product / services: Supplier shall take full responsibility for any non-conforming supply detected at Electroshield Samara or at Electroshield Samara customer site and shall implement all actions as agreed with Electroshield Samara and at their own cost.
• Replacement: Supplier shall replace the defective parts detected at Electroshield Samara or Electroshield Samara customer site and bear all cost including transportation.
• Sorting / rework: Supplier shall, at his cost, organize sorting and rework at Electroshield Samara and / or Electroshield Samara customer site, as per procedure agreed with Electroshield Samara. If these activities are managed by Electroshield Samara, supplier shall reimburse all cost incurred by Electroshield Samara.

• Problem solving: Supplier shall use 8D methodology for problem solving with detailed root cause analysis to ensure containment in 2 working days, corrective actions in 2 weeks and preventive actions in 2 months.

Claim Management

• Supplier shall agree, in principle, to reimburse the cost / damages incurred by Electroshield Samara due delayed deliveries and non-conforming parts / products.
• Such cases shall be discussed and agreed with suppliers considering a long term business relationship.

• Suppliers are obliged to provide a complete packet of following documents, in original, with every delivery:
• Certificate defined per commodity by Electroshield Samara or letter stating that the goods are not subject to certification
• Way Bill
• Invoice
• Packing List
• must be provided for every accompanying document.
• quantity of cargo pieces in the packing list shall correspond to the quantity of cargo pieces in the Way Bill and the Document of Sale (Delivery Note).
• Must contain the information as specified below:
• Electroshield Samara Purchase order number
• Box number of the total number of boxes e.g. Box 2 of 4
• Electroshield Samara part number(s) (as per the PO) in each box
• Electroshield Samara part name / description (as per the PO) in each box
• Quantity of every part in each box
• Electroshield Samara measuring unit (as per the PO) of every part in each box
• For supplies from overseas suppliers:
• Delivery Note, Invoice, Packing List
• Electroshield Samara PO number must be specified in the delivery note and the packaging list
• Passport
• Operation Manual
• Consignment Note
• Unified Form N TORG-12
• Electroshield Samara code must be specified in the column "name, characteristic, grade, article of goods" in TORG-12
• Reports defined per commodity by Electroshield Samara
  

• Packing List and Invoice should mention the Electroshield Samara customer order number when provided.
• When a packing list / invoice cannot comply with the above requirements, provide separate documentation with all of the appropriate information as an attachment to the packing list.
• Do not list items on the Packing List / Invoice that are not shipped.
• Documents for quality approval
• Supplier shall guarantee that the supplied materials and products conform to the agreed quality requirements. This is to be confirmed by Supplier using the necessary measures such as final inspection or regular dispatch audits.
• Supplier, wherever requested by Electroshield Samara, provide the manufacturing process documentation and written records from the supplier.
• Supplier shall demonstrate the quality compliance for every delivery by enclosing the test reports / certificates, inspection reports (with specification, measurement and decision – ok / not ok), calibration certificates etc. and / or as per the requirements defined by Electroshield Samara quality department.
• Supplier shall allow Electroshield Samara representatives to conduct / witness the quality verification procedure at supplier end.