supplier import guide - rona, inc

Last Update January 2019

SUPPLIER IMPORT GUIDE


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TABLE OF CONTENTS INTRODUCTION……………………………………………..................................4

GENERAL PROVISIONS..................................................................................... 8 1.1. No waiver ............................................................................................................. 8 1.2. Applicable Law .................................................................................................... 8 1.3. Amendments ........................................................................................................ 8 1.4. Notices ................................................................................................................. 8 1.5. Supplier’s Declaration ......................................................................................... 8

1.6. Scope .................................................................................................................... 8

1.7. Currency ............................................................................................................... 9

1.8. Language .............................................................................................................. 9

2. DOING BUSINESS WITH RONA ................................................................. 9 2.1. Supplier Portal ..................................................................................................... 9 2.2. Responsible Buying ............................................................................................. 9

3. OBLIGATIONS OF THE SUPPLIER ......................................................... 10 3.1. Product Identification ......................................................................................... 10

3.2. Product Forms .................................................................................................... 10 3.3. Hazardous products ............................................................................................ 11 3.4. Product modification .......................................................................................... 11

3.5. Languages requirements .................................................................................... 13 3.6. Products Supply ................................................................................................. 15

3.7. Penalties ............................................................................................................. 16 3.8. Price Policy ........................................................................................................ 16

3.9. Insurance ............................................................................................................ 17

4. SENDING OF ORDERS ............................................................................. 18 4.1. EDI ..................................................................................................................... 18 4.2. Purchase Order ................................................................................................... 18 4.3. Proforma Invoice ............................................................................................... 20

5. SHIPPING AND INTERNATIONAL LOGISTICS PROCEDURES ............. 21 5.1. Milestones .......................................................................................................... 21

5.1.1. Requested Delivery Date or Date Required .................................................... 21 5.1.2. Latest Ship Date (Vessel Departed) ................................................................ 21

5.1.3. Actual Time of Arrival Courtyard port of loading (Full In Gate At Origin) .. 21

5.1.4. Booking Date .................................................................................................. 22

5.1.5. Cargo Ready Date ........................................................................................... 22 5.1.6. Estimated Time of Departure .......................................................................... 22 5.1.7. Actual Time of Departure ............................................................................... 22 5.1.8. Advance Commercial Information ................................................................. 22

5.2. Process ............................................................................................................... 23

5.2.1. Timeline .......................................................................................................... 23 5.2.2. Booking ........................................................................................................... 23 5.2.3. Delivery at origin ............................................................................................ 24

5.2.4. Late shipment .................................................................................................. 24


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5.3. Incoterms 2010 ................................................................................................... 25 5.3.1. Transfer from Buyer to Seller per Incoterms 2010 ......................................... 26

5.4. Third party logistics providers and custom broker ............................................ 26 5.4.1. Overview ......................................................................................................... 26

5.4.2. GT Nexus ........................................................................................................ 27 5.5. Canada customs requirements ............................................................................ 27

5.5.1. Commercial Invoice ........................................................................................ 28 5.5.2. Canada Customs Invoice ................................................................................. 28 5.5.3. Packing List .................................................................................................... 29

5.5.4. Certificate of origin or Form A ....................................................................... 30

5.5.5. Non Negotiable Waybill ................................................................................. 30

5.5.6. Fowarders Cargo Receipt (FCR) .................................................................... 31 5.5.7. Fumigation Certificate .................................................................................... 31 5.5.8. Phytosanitary Certificate ................................................................................. 32

5.6. Packaging policy ................................................................................................ 32

5.6.1. Overview ......................................................................................................... 32 5.6.2. Shipping Marks ............................................................................................... 33

5.6.2.1. Shipping marks must be printed at least on two (2) sides of the box. ............ 34 5.6.3. Distributed By ................................................................................................. 34 5.6.3.1. Direct Vendors – Distributor is LGS/RONA Inc. Regardless of Private Brand

or Vendor Brand if the SKU share with US; .................................................................. 34 5.6.3.2. Direct Vendors – Distributor is RONA Inc. Regardless of Private Brand or

Vendor Brand if the SKU for Canada only; .................................................................... 34 5.6.3.3. Indirect Vendors – Distributor is Vendor regardless of Private Brand or

Vendor Brand .................................................................................................................. 34 5.7. Shipping Container ............................................................................................ 35

5.7.1. Container Guide .............................................................................................. 35

5.7.2. Rail Max Weight Load per Container ............................................................. 35 5.7.3. Container Loading .......................................................................................... 35

5.8. Shipping mode ................................................................................................... 37 5.8.1. Full Container Load (FCL) ............................................................................. 37 5.8.2. Consolidation .................................................................................................. 37 5.8.3. Less than Container Load (LCL) .................................................................... 38

5.9. Overseas Warehouse .......................................................................................... 38

5.10. Sample procedures ............................................................................................. 39 5.10.1. Overview ......................................................................................................... 39

5.10.2. Sending of Samples ......................................................................................... 39

6. RESPONSIBLE PROCUREMENT ............................................................. 40 6.1. Overview ............................................................................................................ 40 6.2. Principles ............................................................................................................ 40

6.2.1. Environment .................................................................................................... 40

6.2.2. Social ............................................................................................................... 41 6.3. Implementation principles ................................................................................. 42 6.4. Monitoring and verification ............................................................................... 43


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6.5. Non-compliance ................................................................................................. 43

7. PAYMENT POLICY ................................................................................... 43 7.1. Wire Transfer (TT) ............................................................................................ 44

7.1.1. RONA’s logistics department will determine when a Supplier should switch

to Wire Transfer. At this point, the Supplier will be contacted by RONA and

instructions will be communicated. ................................................................................ 44 7.1.2. The following timeline shows each gates of the transactional process: ......... 44 7.1.2.1. The Supplier shall send by email COPIES of the following documents to

DHL International Supply Chain within three (3) business days after Estimated Time of

Departure: ....................................................................................................................... 44

7.1.3. ORIGINALS of the following documents are to be sent, by the Supplier, to

RONA by courier within seven (7) business days after the vessel has sailed (ATD): ... 44

8. RONA SPRING SHOW .............................................................................. 46 8.1. Overview ............................................................................................................ 46

8.1.1. Every year, RONA is organizing a Spring Show allowing RONA and its

Suppliers to showcase new trends and product for the coming year. The RONA Spring

Show takes place in a Canadian city every fall. More information will be sent to

Suppliers every year regarding the Spring Show. ........................................................... 46 8.2. General objectives .............................................................................................. 46

8.2.1. The main purpose of the RONA Spring Show is to promote RONA’s strategic

alignments with respect to its development, marketing strategies, and certain elements

of its marketing plan. ...................................................................................................... 46

8.2.2. Many Suppliers will exhibit their new product line for RONA Dealers to see.

46

8.2.3. RONA also takes advantage of this event to highlight Suppliers who have

demonstrated excellence in business partnerships with our various departments. ......... 46 8.3. Contact ............................................................................................................... 46

8.3.1. If Suppliers have any questions regarding RONA Spring Show, please contact

your allocated merchandiser. .......................................................................................... 46

9. Quality Assurance (QA) ........................................................................... 46 9.1. Enterprise Quality Assurance (EQA) ................................................................. 46

9.1.1. Use the link below to visit the Enterprise Quality Assurance (EQA) website

for details on Quality requirements and processes: ........................................................ 46 9.2. Contact ............................................................................................................... 47

10. SCHEDULE 1 ............................................................................................. 48 11. SCHEDULE 2 ............................................................................................. 53

12. SCHEDULE 3 ............................................................................................. 54 13. SCHEDULE 4 ............................................................................................. 55 14. SCHEDULE 5 ............................................................................................. 56 15. SCHEDULE 6 ............................................................................................. 57 16. SCHEDULE 7 ............................................................................................. 58

17. SCHEDULE 8 ............................................................................................. 59 18. SCHEDULE 9 ............................................................................................. 61

19. SCHEDULE 10 ........................................................................................... 63


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20. SCHEDULE 11 ........................................................................................... 64 21. SCHEDULE 12 ........................................................................................... 65 22. SCHEDULE 13 ........................................................................................... 66

23. SCHEDULE 14 ........................................................................................... 68 24. SCHEDULE 15 ........................................................................................... 69


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Revision log

Revision Date

(month/year) Change Description

00 October 2010 Creation of the Manual

01 December 2017 Revision of the Manual

02 April 2018 Addition of QA Process

03 May 2018 Modification of Hazardous products chapter

04 January 2019 Revision of Shipping Marks Requirements


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INTRODUCTION Dear Supplier, Providing excellent customer service continues to be a guiding principle for RONA inc. (“RONA”). Having the best products in the world would be irrelevant if we cannot deliver them to our stores on time or if they are damaged during transportation. Every Supplier is a key partner of RONA’s supply chain network. Therefore, your company plays a key role in allowing us to offer an excellent level of service to our stores through our supply chain network. We are confident that with your commitment and collaboration we will not only ensure our customers satisfaction, but we will also help each other achieve our respective goals. The “Supplier Import Guide” will help you comply with RONA’s policies and procedures. These policies and procedures regarding transportation and procurement guidelines will allow your company, among other things, to avoid additional distribution costs. The Supplier Import Guide sets out the conditions - from a logistics stand point - in which merchandise can be moved easily and quickly in our distribution centers. Furthermore, RONA has opened a Sales office in Shanghai in April 2009. This entity allows RONA to create direct business relations with his Chinese manufacturers, develop exclusivities, have access to a wide range of products and overall to have a better control on the quality of its products. Should you have any questions regarding RONA’s supply chain network, please contact the logistics team at [email protected]. Additional information is also available at: www.vendors.rona.ca.

http://www.vendors.rona.ca/


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GENERAL PROVISIONS

1.1. No waiver

RONA’s failure to strictly enforce any of the Supplier’s obligations or its failure to exercise a right or recourse available to it under the Purchase Order or the Supplier Import Guide shall not be a future waiver of such enforcement or exercise.

1.2. Applicable Law

The provisions of the Purchase Order and the Supplier Import Guide shall be governed and interpreted in accordance with the law and statutes applicable in the Supplier’s country, the province of Québec and those of Canada applicable thereto.

1.3. Amendments

RONA may change or amend the Supplier Import Guide at any time. RONA will also advise its supplier after every change or amendment made to the Supplier Import Guide by official letter.

1.4. Notices

Every notice required to be given by one party to the other pursuant hereto may be sent by mail or by fax to the address or fax number indicated on the Purchase Order, or to any new address that may have been indicated to the other party by written notice to that effect.

1.5. Supplier’s Declaration

The Supplier acknowledges having taken cognizance of all the provisions of the Supplier Import Guide and having understood the nature and scope thereof, and it agrees to abide thereby at all times.

1.6. Scope

The Supplier Import Guide shall be binding upon the Supplier and its legal representatives and assigns.


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1.7. Currency

All monetary amounts mentioned in this Supplier Import Guide are in U.S. dollars.

1.8. Language

The parties hereto have requested that this Supplier Import Guide and all documents related thereto be drafted in English.

2. DOING BUSINESS WITH RONA

2.1. Supplier Portal

2.1.1 A Supplier Portal is available at https://vendors.rona.ca allowing suppliers to:

(a) contact RONA simply, efficiently and quickly;

(b) obtain, complete and exchange documents needed to

establish or maintain a profitable business relationship;

(c) request and prepare for a meeting with one of our

merchandisers;

(d) stay informed with the latest news and current or

upcoming activities.

2.1.2 The Supplier is invited to frequently consult the Supplier Portal (https://vendors.rona.ca) for any news or updates.

2.2. Responsible Buying

2.2.1. The Responsible Buying document enumerates the rules of conduct of RONA and its business partners. This document is available on the Supplier Portal (https://vendors.rona.ca).

2.2.2. The Supplier must acknowledge, sign and respect the Responsible Buying document.

https://vendors.rona.ca/




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3. OBLIGATIONS OF THE SUPPLIER

3.1. Product Identification

3.1.1. All products shall bear a universal product code (“UPC”) that meets the specifications of “GS1 Canada”.

GS1 Canada 885 Don Mills Rd Don Mills, Ontario

M3C 1V9 (416) 510-8024

www.gs1ca.org/home.asp

3.1.2. All product formats intended for sale shall have a unique UPC that can be read by an optical scanner. Product formats may be units, boxes or any other unit of sale. The check digit shall form an integral part of the UPC.

3.1.3. A multi-pack product shall have a unique UPC and the unit product inside the multi-pack shall not have a UPC unless it is intended for sale to consumers by the unit.

3.1.4. Barcodes, either UPS or EAN, are compulsory for all products listed at RONA. All barcodes must comply with the UCC/EAN-218 identification standard

3.2. Product Forms

3.2.1 For each and every product the Supplier intends to sell to RONA, in order for the product to be listed, the Supplier has to fill the “Product Proposal Form” and send it by email to its dedicated Merchandiser at least four (4) weeks before the product creation in RONA systems.

3.2.2 After product approbation by Merchandiser, the Supplier must fill the “Product Creation Form” and send it by email to its dedicated Assistant Merchandiser.

The “Product Creation Form” must be accompanied by: (a) A photo that complies with the RONA specifications;

(b) Either the number or a complete UPC code sample for

validation purposes (see section 3.1).

http://www.gs1ca.org/home.asp


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3.2.3 Both Forms (Product Proposal and Product Creation) are available in the same file named Product Proposal-Creation ENG v6.1.xls. This file is accessible via the Supplier Portal (https://vendors.rona.ca).

3.2.4 If Suppliers have any questions regarding those forms, they shall refer to their dedicated Assistant Merchandiser.

3.3. Hazardous products

Lowe’s Canada defines Hazardous products as a product regulated under the Workplace Hazardous Materials Information System (WHMIS) (Hazardous Products Act), product regulated at transport (Transportation of dangerous goods Act), consumer chemicals (Consumer Chemicals and Containers Regulations), pesticides (Pest Control Products Act) and fertilizers (Fertilizers Act).

3.3.1 The Hazardous products section of the Product Introduction Form is mandatory. It must be completed for all product created.

3.3.2 All hazardous product must be accompanied by a material Safety Data Sheet, available in French and English.

3.3.3 All material Safety Data Sheet submitted must comply to WHIMIS – 2018 GHS requirements. See Schedule 1 for a compliant data sheet example.

3.3.4 Transportation of dangerous goods information of the product (Un number, class, etc.) must be provided in the Product Introduction Form for all product regulated under the Canadian Transportation of dangerous goods Act.

3.3.5 Failure to comply to requirement listed in section 2.2 can result in the interruption of the product creation process.

* For product created into the Buildertool, please refer to the hazardous material documentation available in the Canadian Section of Lowe’s Link.

3.4. Product modification

3.4.1 As regards every product whose packaging, dimensions or image is or are to be changed, the Supplier shall first give RONA a written notice by sending the “Product Creation Form” to the merchandiser in question at least eight (8) weeks before the change.



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3.4.2 The form shall be sent with a sample of the product as well as a digital photograph thereof and an explanation of the reasons for the change.

3.4.3 In the event that modifications are done to a product, such as its packaging, dimensions or image, a new UPC shall be assigned (in accordance with the specifications of section 3.1 hereinabove).


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3.4.4 Every “bonus pack”- type product shall be considered to be a new product and shall be subject to listing as described in Section 3.2 herein above. The product shall have its own UPC.

3.4.5 In the event that a product is being discontinued by the supplier and for which it has identified an alternate product, the Supplier shall advice RONA with a written notice, at least four (4) weeks prior to the effective date. If the supplier has not identified an alternate product, a written notice shall be provided at least six (6) weeks prior to the effective date.

3.5. Languages requirements

3.5.1 All suppliers must comply with the Canadian languages Laws and Regulations for RONA to be able to sell their products within Canada.

3.5.2 All information required to be shown on the label of a prepackaged product shall be shown in both Canadian official languages which are English and French. This rule does not apply to the identity and principal place of business of the person by or for whom the prepackaged product was manufactured, processed, produced or packaged for resale.

3.5.3 All information included in the package of a product directly meant for the final customer (user manual, guidelines, warranty pamphlet, etc.) are to be written in both English and French.

3.5.4 For the “Dealer Name and place of business” to satisfy the requirements of the Regulation, the application of any one of the following formats is necessary:

(a) the name and address of a Canadian dealer preceded by

the words "imported by/ importé par" or "imported

for/importé pour"; or

(b) the statement of geographic origin located immediately

adjacent to the name and address of a Canadian dealer;

or

(c) the name and address of the dealer outside Canada.


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Figure 1: Good example of language requirements

3.5.5 Both English and French writings have to be the same font and size. Furthermore, the same visual and marketing effects have to be accorded to each other. If a writing in another language than French figures on more sides of a package then its French counterpart, the law is disregarded.

3.5.6 In English, the decimal separator must be a point (.) and the digit group separator is a comma (,). Digits are grouped by three (3) starting from the decimal separator.

For example: (a) 1,000

(b) 1,000,000

(c) 0.1

(d) 0.001

(e) 0.000001

3.5.7 In French the decimal separator must be a comma (,) and the digit group separator is a space ( ). Digits are grouped by three (3) starting from the decimal separator.

For example: (a) 1 000

(b) 1 000 000

(c) 0,1

(d) 0,001

(e) 0,000 001


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3.5.8 The International System of Units (metric dimensions) is the measurement system in use in Canada. Therefore, all weight and measurements must be stated in metric. The Imperial System equivalents are optional but highly recommended.

Example: tool weight: 2 kg / 4.4 lbs

3.5.9 For more information on Laws and Regulations in effect in Canada and the Province of Québec the Supplier can visit:

(a) http://www.lois.justice.gc.ca/eng/C.R.C.-C.417/index.html

(b) http://www.olf.gouv.qc.ca/english/charter/index.html

3.6. Products Supply

3.6.1 The Supplier shall notify the Supply Chain of any delay, inventory shortage or required change to a purchase order within 72 hours of the Supplier’s receipt thereof.

3.6.2 The Supplier shall maintain, at all time, an appropriate inventory level of products allowing it to satisfy the volume of orders. In addition, the supplier shall take the necessary provisions to allow the products to be at RONA’s stores or distribution centres on time as stated by the required date on the purchase order.

3.6.3 The supplier is responsible to provide all appropriate literature regarding the product and its utilization.

3.6.4 The Supplier shall, at all times, comply with all applicable laws and regulations regarding the quality, safety, labelling and packaging of its products. RONA shall not have any liability with respect to the quality, labelling, packaging, profitability or durability of the Supplier’s products.

3.6.5 The Supplier declares that the use and sale of its products do not violate any patent, copyright, intellectual property or trademark filed or registered in the name of a third party.

http://www.lois.justice.gc.ca/eng/C.R.C.-C.417/index.html

http://www.olf.gouv.qc.ca/english/charter/index.html


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3.7. Penalties

3.7.1 The “Supplier Evaluation Process” will be communicated on the Proforma Invoice (PI). Performance standards and penalties related to non-compliance will be explained clearly on the PI.

3.7.2 In the event of penalties by RONA, it shall be the Supplier’s responsibility to provide a written and documented contestation within two (2) weeks following the receipt of the penalty. After this time limit, the Supplier shall not be entitled to contest the penalty applied by RONA and shall be deemed to have accepted the said penalty.

3.7.3 In the event that the Supplier has not succeeded the “Supplier Evaluation Process”, RONA shall take the required course of actions to rectify the situation. This course of actions could go as far as terminating its business relationship with the supplier.

3.7.4 If the Supplier believes the resolution of a disputed charge is not appropriate, it should contact RONA’s representant at Shanghai office. RONA will investigate and ensure fair application of our business rules. All requests MUST come through this channel. Any other RONA resources will not be able to provide a response on this matter.

3.8. Price Policy

3.8.1 Every product price change shall be sent to RONA within a 90 days time limit.

3.8.2 The Supplier shall send its price change notice to RONA together with the following documents:

(a) The Supplier’s complete price list;

(b) An individual price list for the products that are officially

listed with RONA and are affected by a price change.

This list shall include:

o Supplier code;

o Description of the product;

o Current price;

o New price;

o RONA code on the RONA price change form.

(c) A contract price list, where applicable.


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3.8.3 RONA Price change form is available at : https://vendors.rona.ca/client/uploads/documents/en/1100FG0016B_CostCoutant.xls

3.9. Insurance

3.9.1 The Supplier who already has insurance is asked to send a copy of its certificate to RONA to its dedicated Merchandiser.

3.9.2 RONA policy does not state that a supplier must have its merchandise insured in order to trade with RONA but it is highly recommended.

https://vendors.rona.ca/client/uploads/documents/en/1100FG0016B_CostCoutant.xls

https://vendors.rona.ca/client/uploads/documents/en/1100FG0016B_CostCoutant.xls


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4. SENDING OF ORDERS

BusinessDays

0 2

2010-08-12

RONA sends PO

2010-08-16

Supplier sends PI2010-08-15

Deadline for PO modifications

4

Figure 2: Deadline for PO modification and PI sending

4.1. EDI

4.1.1 RONA recommend to all its Suppliers to implement an EDI system in order to facilitate data transfer and reduce cost for both parties.

Transaction covered by EDI is: ANSI 850 Purchase Order

4.1.2 For more information on EDI the Supplier can read the “EDI Guide” available on the Supplier Portal. (https://vendors.rona.ca)

4.2. Purchase Order

4.2.1 The Purchase Order (PO) is a document providing product ID, quantity, price and required date (Final destination) of items RONA intends to buy from the Supplier.

TERMS:

PORT:

LSD:

CONTAINER SIZE:

SHIP WITH:

EVENT DATE:

DEPARTMENT:

Figure 3: Stamp with import transaction information

(a) Terms: Incoterm managing the transaction (see section 5.3);



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(b) Port: Port of departure;

(c) LSD: Latest Ship Date (see section 5.1.2);

(d) Container Size: Container use to transport the cargo;

(e) Ship With: PO number(s) of other POs shipper within the

same container;

(f) Event Date: When RONA is ordering to respond to the

demand of a special event, event date will be stated;

(g) Department: RONA’s department number.

4.2.2 The PO is considered has a contract between RONA and the Supplier stating that the Supplier will comply delivering the mentioned merchandise and respecting the mentioned delivery schedule.

4.2.3 RONA may reduce, amend or even cancel an order if the Supplier does not comply with the delivery schedule set forth in the purchase order, the whole without any penalty on the part of RONA.

4.2.4 All purchase orders shall be issued by RONA’s Supply Chain for its distribution centers.

4.2.5 Purchase orders shall be sent by Electronic Data Interchange (EDI) if the Supplier possesses the technology. Otherwise it will be send by e-mail.


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4.2.6 If the merchandise listed in the purchase order cannot be shipped in one (1) single delivery and on the required date, the Supplier shall contact the RONA’s replenisher no more than seventy-two (72) hours after the Supplier’s receipt of the purchase order. (e.g.: deferred quantities, substitutions).

4.2.7 Outside of that window, the Supplier MUST inform RONA if ever a change was to occur. If changes are not made on the PO, a lot of time will be wasted trying to understand the discrepancy. The result of that investigation will most likely indicate that the merchandise is a non-compliance order. Furthermore, the Supplier will be charged non-compliance penalties.

*See an example of a purchase order in Schedule 6

4.3. Proforma Invoice

4.3.1 The Proforma Invoice (PI) is the Supplier response to the PO. It formalizes and provides detailed information about the order.

4.3.2 The Supplier shall fill up the PI according to the agreement with RONA’s replenisher and send it by e-mail no later than three (3) business days following the reception of the PO.

4.3.3 The Supplier must use the PI template provided by RONA. For more information contact RONA’s Logistic Department at [email protected]

4.3.4 There shall be no more than one (1) PO per PI.

4.3.5 If changes were to be made regarding quantities on the initial PI, the Supplier has the responsibility to inform RONA and send a revised PI.

4.3.6 RONA may reduce, amend or even cancel an order if the Supplier does not comply with the delivery schedule set forth in the purchase order, the whole without any penalty on the part of RONA.

*See an example of a Proforma Invoice in Schedule 7

mailto:[email protected]


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5. SHIPPING AND INTERNATIONAL LOGISTICS PROCEDURES

5.1. Milestones

5.1.1. Requested Delivery Date or Date Required

The Requested Delivery Date (Promised Date) is the date on which the cargo must arrive at RONA’s premises (final destination). This information is available on the PO.

5.1.2. Latest Ship Date (Vessel Departed)

The Latest Ship Date (LSD) is the latest date on which the cargo must have leave the country of origin. LSD is calculated by RONA’s replenisher depending on the exporter’s country of origin (transportation lead time) and RDD (Requested Delivery Date).

30 to 60 days According to origin-destination 10 days 2 days 15 days

2010-07-25

Latest Ship Date (LSD)

2010-09-19

Store Reception

2010-09-12

DC Expedition

2010-08-29

DC Reception(RDD)

2010-09-30

POS Sales

2010-08-12

Port of destination

Port of loadingTianjin

2010-06-27

Production

June 10thMay 10thProduction should be planned

accordingly

Supplier Ocean Freight In-Land Freight

Delays

ExampleFinal DestinationCalgary, Canada

Figure 4: Latest Ship Date and Requested Delivery Date

5.1.3. Actual Time of Arrival Courtyard port of loading (Full In Gate At

Origin)

The Full In Gate At Origin is the date on which the Supplier requires to deliver the cargo to the named terminal by DHL Global Forwarding in order to respect the carriers cut-off date.


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5.1.4. Booking Date

The Booking Date is the date on which the Supplier and RONA’s third party logistics provider (3PL) establish contact for booking space on the vessel.

5.1.5. Cargo Ready Date

The Cargo Ready Date (CRD) is the date on which the Supplier cargo is ready to be shipped. This date will have to be submitted to the 3PL.

5.1.6. Estimated Time of Departure

The estimated time of departure (ETD) is the date on which the vessel is planned to depart the port of the country of origin.

5.1.7. Actual Time of Departure

The Actual Time of Departure (Departed) is the date on which the vessel has departed from the port of the country of origin.

5.1.8. Advance Commercial Information

5.1.8.1 The Advance Commercial Information (ACI) program introduces more effective risk management processes and tools to identify threats to our health, safety, and security prior to the arrival of cargo and conveyances in Canada.

5.1.8.2 The Advance Commercial Information (ACI) Program requires marine carriers to electronically transmit marine cargo data to the Canada Border Services Agency (CBSA) twenty-four (24) hours prior to loading cargo at a foreign port (including the U.S.). If the voyage is less than twenty-four (24) hours in duration, the cargo and conveyance data must be reported at the time of departure from the foreign port. This requirement allows the CBSA to effectively identify threats to Canada's health, safety, and security prior to the arrival of cargo and conveyances in Canada.


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5.1.8.3 The Advance Commercial Information (ACI) must be sent to 3PL’s local office at least forty-eight (48) hours prior to the vessel’s loading.

5.1.8.4 If there are any changes made to the documents once the original data has been submitted, the clock restarts at forty-eight (48) hours prior vessel’s loading.

5.2. Process

This section explains the process for FOB and FCA transactions.

5.2.1. Timeline

Figure 5: Timeline for shipping and logistics procedures

5.2.2. Booking

5.2.2.1 Twenty-one (21) calendar days before LSD, the Supplier must take contact with 3PL in order to start the booking process via GT Nexus Online booking. (See following link)

Rona Online

Booking System Training (v2)(2 Apr).pdf

Also, see “VOB”- Vendor Online Booking guide supplied by DHL

International Supply Chain.

VOB System

Training - Assign Factory.pptx

VOB System

Training - Setup Password1.pptx

VOB System

Training - SO Creation.pptx

5.2.2.2 Please find the following Origin Local Tariff to book with the ISC Team of our designated Freight Forwarder:

0-15 -5 5-10

2010-06-30

Documentation must have been sent to RONA (WT) or Bank (LC)

2010-06-22

ATA CY POL

2010-06-20

Supplier submits ACI to 3PL« Cut Off »

2010-06-25

LSD

2010-06-10

Supplier contacts 3PL to arrange booking

BusinessDays


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DHL ISC Asia

Standard Origin Tariff 2017Oct.xlsx

5.2.2.3 The Supplier will need to submit the following information to 3PL:

(a) Cargo Ready Date;

(b) Purchase Order number;

(c) Destination;

(d) Origin;

(e) Container Size.

5.2.2.4 Following the booking from the Supplier, 3PL will confirm the booking and give the final instructions to the Supplier. It is important to note that at any time 3PL can contact the Supplier for questions.

5.2.3. Delivery at origin

5.2.3.1 Five (5) business days before ETD, Supplier must submit the ACI to 3PL in order to enable the “Load on board status” by carrier on the booked vessel. (See Figure 5)

5.2.3.2 According to requirements of port of origin, Cargo must be received at port (FOB) or at “named place” (FCA) in order to respect LSD. It is important to understand that the LSD represent the latest date at which the cargo must leave the port. (See Figure 5)

5.2.4. Late shipment

5.2.4.1 The Supplier shall notify the Logistics Department, at [email protected], of any delay to a purchase order within seventy-two (72) hours of the Supplier’s receipt thereof.

5.2.4.2 The Supplier shall notify the RONA’s Replenisher of any inventory shortage or required change to a purchase order within seventy-two (72) hours of the Supplier’s receipt thereof.

5.2.4.3 Outside of that window, if the supplier is not able to ship the complete order respecting required dates, it is the supplier’s responsibility to inform RONA as soon as possible.



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5.2.4.4 If late shipments were to negatively impact sales, expense offsets will be assessed and communicate to the supplier.

5.2.4.5 Supplier may choose to airfreight merchandise at their own expense to meet deadlines and avoid penalties.

5.3. Incoterms 2010

Incoterms used by RONA are in accordance with the ones emitted by the International Chamber of Commerce and define the financial and legal obligations of RONA and the Supplier. Listed below are the different terms used to manage the import transactions.


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5.3.1. Transfer from Buyer to Seller per Incoterms 2010

EXW FCA CPT CIP DAT DAP DDP FAS FOB CFR CIF

Ex Works Free CarrierCarriage

Paid To

Carriage &

Insurance

Paid To

Delivered

at Terminal

Delivered

at Place

Delivered

Duty Paid

Free

Alongside

Ship

Free on

Board

Cost &

Freight

Cost,

Insurance &

Freight

SERVICES Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays Who Pays

Export Packing Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller

Marking & Labeling Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller

Block and Brace 1 1 1 1 1 1 1 1 1 1 1

Export Clearance (License, EEI/AES) Buyer Seller Seller Seller Seller Seller Seller Seller Seller Seller Seller

Freight Forwarder Documentation Fees Buyer Buyer Seller Seller Seller Seller Seller Buyer Buyer Seller Seller

Inland Freight to Main Carrier Buyer 2 Buyer Buyer Buyer Buyer Buyer Seller Seller Seller Seller

Origin Terminal Charges Buyer Buyer Seller Seller Seller Seller Seller Buyer Seller Seller Seller

Vessel Loading Charges Buyer Buyer Seller Seller Seller Seller Seller Buyer Seller Seller Seller

Ocean Freight / Air Freight Buyer Buyer Seller Seller Seller Seller Seller Buyer Buyer Seller Seller

Nominate Export Forwarder Buyer Buyer Seller Seller Seller Seller Seller Buyer Buyer Seller Seller

Marine Insurance 3 3 3 Seller 3 3 3 3 3 3 Seller

Unload Main Carrier Charges Buyer Buyer 4 4 Seller Seller Seller Buyer Buyer 4 4

Destination Terminal Charges Buyer Buyer 4 4 4 Seller Seller Buyer Buyer 4 4

Nominate On-Carrier Buyer Buyer 5 5 5 5 Seller Buyer Buyer Buyer Buyer

Security Information Requirements Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer

Customs Broker Clearance Fees Buyer Buyer Buyer Buyer Buyer Buyer Seller Buyer Buyer Buyer Buyer

Duty, Customs Fees, Taxes Buyer Buyer Buyer Buyer Buyer Buyer Seller Buyer Buyer Buyer Buyer

Delivery to Buyer Destination Buyer Buyer 5 5 5 5 Seller Buyer Buyer Buyer Buyer

Delivering Carrier Unloading Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer Buyer

Rules for sea and inland waterway transportRules for any mode or modes of transport

5.4. Third party logistics providers and custom broker

5.4.1. Overview

5.4.1.1 RONA has contracted DHL to manage all import transportation and custom brokerage operations. DHL must be contacted by the Supplier for each shipment originating from outside North America. See Schedule 8 for DHL ISC origin local offices contact list.

For most updated DHL ISC origin contact list if origin doesn’t reply, please reach out to the following email address by adding PO number involve on the subject:

[email protected]

5.4.1.2 Suppliers using DDP Incoterms for their transactions with RONA are not required to contact DHL Global Forwarding. They can use their own service providers.

mailto:DHL%20ISC%20RONA%20US%20CT%20%[email protected]%3e?subject=Rona%20PO%20%23%23%23%23%23%23%23


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5.4.1.3 DHL is responsible for coordinating transportation from the port of origin to the final destination. More specifically, their responsibilities include:

(a) booking;

(b) tracking;

(c) follow-up;

(d) control deadlines;

(e) Vendor management.

5.4.1.4 Under no circumstances the Supplier is allowed to book directly with a Steamship Line for any RONA freight.

5.4.2. GT Nexus

5.4.2.1 GT Nexus system is an online DHL track and trace tool allowing RONA to trace consignments or individual items sent by Air Freight, Ocean Freight or project transportation. All RONA’s suppliers must use GT Nexus.

To access GT Nexus, the Supplier needs a web-browser (e.g. Internet Explorer) and Internet access and goes to: https://network.gtnexus.com. Suppliers will also need a username and a password available by contacting DHL ISC Group origin office on Schedule 8 or DHL ISC RONA US CT.

5.4.2.2 Instruction regarding On-line booking procedures will be provided to Supplier through a training session given by DHL ISC Group.

5.5. Canada customs requirements

For the cargo to cross Canadian border, the Supplier shall provide DHL with a copy of every documents listed bellow:

(a) Commercial Invoice;

(b) Canada Customs Invoice;

(c) Packing Lists;

(d) Certificate of origin or Form A (if applicable);

(e) Non-Negotiable Waybill (Bill of Lading);

(f) Forwarders cargo receipt;

(g) Fumigation Certificate Wooden Packaging (if applicable);

(h) Phytosanitary certificate (if applicable);

(i) Material Safety Data Sheet (if applicable);

https://network.gtnexus.com/

mailto:DHL%20ISC%20RONA%20US%20CT%20%[email protected]%3e?subject=Rona%20PO%20%23%23%23%23%23%23%23


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(j) Hazardous Declaration (if applicable).

Suppliers shall submit all required documents no later than Three (3) business days after the Departure from port of origin. If documents are submitted after that window, suppliers will be subject to an expense offset.

5.5.1. Commercial Invoice

5.5.1.1 The Commercial Invoice is a document produced by the shipper/seller of goods which contains an accurate description of the merchandise and the country of origin.

5.5.1.2 To be legitimate the Commercial Invoice shall contain the following information:

(a) Purchase order number;

(b) Item number;

(c) Item description;

(d) Item quantity;

(e) Item price;

(f) Gross weight;

(g) Supplier’s coordinates;

(h) RONA’s coordinates;

(i) Country of origin;

(j) Currency.

*See Schedule 5 for a Commercial Invoice example

5.5.2. Canada Customs Invoice

5.5.2.1 A Canada Customs Invoice is a form or document, required by Canadian Customs officials to verify the value, quantity, and nature of the shipment, describing the shipment of goods and showing information such as the consignor, consignee, and value of the shipment.

5.5.2.2 The Supplier is responsible to produce is own Canada Customs Invoice shall contain the following information:

(a) Vendor name and address;

(b) Purchaser's name and address; ;(Purchaser in

Canada/Importer)

(c) Date of direct shipment to Canada;

(d) Country of Origin;


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(e) Product description and part number

(f) Transportation (mode and place of direct shipment to

Canada);

(g) Country of transhipment;

(h) Conditions of sale and terms of payment;

(i) Currency of settlement;

(j) Number of packages;

(k) Specification of commodities (kind of packages, marks

and numbers, general description and characteristics,

i.e., grade, quality);

(l) Quantity with unit of measurement;

(m)Unit price, total for each item and grand invoice total;

(n) Net and Gross weights.

5.5.2.3 The Supplier can also use the template provided by CBSA available at this address: http://www.cbsa-asfc.gc.ca/publications/forms-formulaires/ci1.pdf

*See Schedule 2 for a Canada Custom Invoice example

5.5.3. Packing List

5.5.3.1 A packing list is a shipping document that accompanies delivery packages, usually inside an attached shipping pouch or inside the package itself. It commonly includes an itemized detail of the package contents and does not include customer pricing. It serves to inform all parties, including transport agencies, government authorities, and customers, about the contents of the package.

*See Schedule 3 for a Packing List example

5.5.3.2 The Supplier is responsible for issuing a Packing List for each PO.

5.5.3.3 The Packing List must provide the following information:

(a) Origin name;

(b) Origin address;

(c) Destination name;

(d) Destination address;

(e) Date;

http://www.cbsa-asfc.gc.ca/publications/forms-formulaires/ci1.pdf

http://www.cbsa-asfc.gc.ca/publications/forms-formulaires/ci1.pdf


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(f) Purchase Order number;

(g) Description of goods;

(h) Quantities;

(i) Number of packages;

(j) Weight;

(k) Volume;

(l) Supplier signature.

5.5.4. Certificate of origin or Form A

5.5.4.1 A Certificate of Origin (CO) is a document attesting that goods in a particular export shipment are wholly obtained or produced or manufactured or processed in a particular country (country of origin).

5.5.4.2 The Form A is replacing Certificate of Origin only for Philippines, Vietnam & Cambodia.

5.5.4.3 The Supplier is responsible for issuing its own Certificate of Origin or Form A in accordance with the Laws and Regulations in effect in its country.

5.5.4.4 The Certificate of Origin or Form A shall contain the following information:

(a) Exporter’s information (Supplier);

(b) Importer’s information (RONA);

(c) Means of transportation and route;

(d) Description of goods;

(e) Origin criteria;

(f) Gross weight;

(g) Invoice number;

(h) Date;

(i) Signatures.

*See Schedule 9 for a Certificate of Origin (Form A)

5.5.5. Non Negotiable Waybill

5.5.5.1 The Non Negotiable Waybill is issued by a 3PL (DHL Global Forwarding).

5.5.5.2 Only one Non Negotiable Waybill must be prepared per Final Destination of the shipment, regardless of the number of


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purchase orders or the number of stores the purchase orders are for.

*See Schedule 4 for a Non Negotiable Waybill example

5.5.6. Fowarders Cargo Receipt (FCR)

The Fowarder’s cargo receipt is issued by a forwarder (DHL International Supply Chain) that is required to clear customs.

*See Schedule 10 for a Fowarder’s Cargo Receipt example

5.5.7. Fumigation Certificate

5.5.7.1 A Fumigation Certificate is only needed when a shipment is packed with any dunnage, pallets, crating or other wood packaging. Wooden packaging must undergo kiln drying, fumigation or treatment with preservatives.

5.5.7.2 Non treated containers will be banned from Canada due to threat of insects.

5.5.7.3 If any fumigation charges or penalties are charged to RONA, these charges will be automatically debited to the Supplier account.

5.5.7.4 Detail information on the wood dunnage, pallets, crating or other wood packaging can be found at the CIFA website: http://www.inspection.gc.ca/english/plaveg/for/cwpc/wdpkge.shtml

5.5.7.5 The Supplier is responsible for issuing the Fumigation Certificate which includes the following elements:

(a) Exporter’s information (Supplier);

(b) Importer’s information (RONA);

(c) Port of destination;

(d) Description of goods;

(e) Purchase order number;

(f) Means of conveyance;

(g) Disinfection/Disinfestation treatment;

(h) Signatures.

*See Schedule 11 for a Fumigation Certificate example

http://www.inspection.gc.ca/english/plaveg/for/cwpc/wdpkge.shtml

http://www.inspection.gc.ca/english/plaveg/for/cwpc/wdpkge.shtml


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5.5.8. Phytosanitary Certificate

5.5.9.1 A Phytosanitary Certificate is an official document issued by the plant protection organization of the exporting country to the plant protection organization of the importing country. It certifies that the plants or plant products covered by the certificate have been inspected according to appropriate procedures and are considered to be free from quarantine pests and practically free from other injurious pests, and that they are considered conform with the current phytosanitary regulations of the importing country.

5.5.9.2 The Supplier is responsible (if needed) for issuing its own Phytosanitary Certificate including the following elements:

(a) Name and address of consignor;

(b) Name and address of consignee;

(c) Name of Produce;

(d) Quantity declared;

(e) Number and type of packages;

(f) Place of origin;

(g) Port of destination;

(h) Means of conveyance;

(i) Date of inspection;

(j) Disinfestation and/or Disinfection Treatment information.

*See Schedule 12 for a Phytosanitary Certificate example

5.6. Packaging policy

5.6.1. Overview

5.6.1.1 In order to facilitate operation throughout RONA supply chain and at its distribution centers, the Supplier shall comply with the following packaging regulations.

(a) Each article must have its own packaging inside the

master pack:

o Corresponding to the initial agreement with

RONA.


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Figure 6 : Example of merchandise requiring a Master pack

(b) Items in bulk will not be accepted unless pre-approved

by RONA;

(c) The UPC code must appear on each sale item;

(d) Pre-approved items delivered in bulk or plastic bag must

have the UPC code on the item only;

(e) All packaging dimensions (master pack and inner pack)

must be in metric and provided on the Product ID sheet;

(f) Each container must have its own PO unless requested

otherwise by RONA.

5.6.1.2 The Supplier shall pack one SKU per package.

5.6.1.3 Sale packaging requirements:

https://vendors.rona.ca/product-supplier/documentation

5.6.2. Shipping Marks

Merchandise requiring

a larger Master Pack

P.O. No./No. de commande: Country of Origin/Pays d’Origine: Model No./No. de Modèle: Description/Description: Lowe’s Item No./No. d’Article Lowe’s: Rona Item No./No. d’Article Rona: Quantity/Quantité: Distributed by/Distribué par: Date code/Code de date:

https://vendors.rona.ca/product-supplier/documentation


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The shipping marks must be bilingual (French & English) and shall specify: (a) P.O. No. / No. de commande

(b) Country of Origin / Pays d’Origine

(c) Model No. / No. de Modèle

(d) Description / Description

(e) Lowe’s Item No./ No. d’Article Lowe’s

(f) RONA Item No. / No. d’Article RONA

(g) Quantity / Quantité of item (in unit) within the box.

(h) Distributed by / Distribué par

(i) Date code / Code de date

5.6.2.1. Shipping marks must be printed at least on two (2) sides of the

box.

5.6.3. Distributed By

5.6.3.1. Direct Vendors – Distributor is LGS/RONA Inc. Regardless

of Private Brand or Vendor Brand if the SKU share with US;

Distributed by/Distribué par: L G Sourcing, Inc.

P.O. Box 1535 N. Wilkesboro, NC 28659 Imported by/Importé par: RONA inc. 220, chemin du Tremblay Boucherville, (Québec) J4B 8H7 Canada

5.6.3.2. Direct Vendors – Distributor is RONA Inc. Regardless

of Private Brand or Vendor Brand if the SKU for Canada only;

Imported by/Importé par: RONA inc. 220, chemin du Tremblay Boucherville, (Québec) J4B 8H7 Canada

5.6.3.3. Indirect Vendors – Distributor is Vendor regardless of

Private Brand or Vendor Brand


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5.7. Shipping Container

5.7.1. Container Guide

The Container Guide shown in Schedule 13 explains DHL Global Forwarding container’s specifications regarding size and capacity of available containers. This section also provides general guidelines concerning the loading of containers by the Supplier.

5.7.2. Rail Max Weight Load per Container

FROM/TO EQ SIZE WEIGHT ALLOWANCE

VANCOUVER & PRINCE RUPERT PORTS 20' 47,900 (21,727)

40' 60,000 (27,215)

RAIL WEIGHT GUIDELINE

5.7.3. Container Loading

5.7.2.1 Each container shall be loaded in a manner which is minimizing free space.

5.7.2.2 If possible, all products having the same SKU number should be regrouped inside the container. (Example with SKU A, B and C)

CCB

B

A

AA

Door


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BAC

B

A

AC

5.7.2.3 In the above picture, SKU A, B and C are regrouped. In this case, SKU B will be unloaded prior to SKU A. Therefore, SKU B has to be stack over SKU A in the mixed row (marked by the arrow) in order to be able to unload these boxes in first place.

5.7.2.4 If possible, place the printed side of each box facing the container door.

Figure 7 : Example of boxes properly placed in the container

5.7.2.5 The merchandise shall be secured inside the container in such manner as to reach its destination in good condition under normal conditions of transport.

Door

Marking facing

exit door


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Figure 8 ; Example of merchandise NOT well secured within the container

5.7.2.6 Every container is audited at its arrival at RONA’s DC. If there are any problems or damages, picture will be taken and a report will be sent to the Supplier forty-eight (48) hours after receipt of container at final destination. The Supplier will thus be able to take the necessary actions.

5.8. Shipping mode

All shipping modes will be confirmed to the Supplier on the PO.

5.8.1. Full Container Load (FCL)

A Full Container Load is a shipment reaching allowable maximum weight or full measurement of a standard container.

5.8.2. Consolidation

5.8.2.1 Consolidation is the action of combining several small shipments, from same or different shippers, to obtain a FCL in order to reduce logistics costs, improve efficiency and reduce the environmental impact of transportation.


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5.8.2.2 When consolidation is done by combining multiple shipments of the same Supplier, the Supplier is responsible for consolidation logistic and will take care of transportation respecting the Incoterm. (See section 5.3)

5.8.3. Less than Container Load (LCL)

5.8.3.1 A Less than Container Load is a shipment that is not large enough to fill full measurements or maximum payload of a standard cargo container.

5.8.3.2 RONA being constantly in a mindset of efficiency, LCL shipment tend to be in decline.

5.8.3.3 If RONA’s needs do not meet a full container capacity, RONA may consider consolidation.

5.8.3.4 If a LCL shipment is approved by RONA the process is the same as a FCL shipment.

5.9. Overseas Warehouse

5.9.1 RONA may decide to use an overseas warehouse to store the shipment and release merchandise when needed. The Supplier will be contacted by RONA with shipping coordinates and 3rd party contact.

5.9.2 RONA uses one company to manage its overseas warehousing.

(a) Air Sea Logistics;

5.9.3 When overseas warehousing is needed, the Incoterm is always FCA. Thus, the Supplier is responsible for shipping to selected in-transit warehouses following the terms stated by the FCA Incoterm (see section 5.3).

5.9.4 The Supplier is also responsible for following the booking procedure appointed by the 3PL.

5.9.5 In addition of all the Canadian customs requirements (see section 5.5), supplier must also provide FCR (see section 5.5.6) when shipping to overseas warehouse.


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5.9.6 If any merchandise is received with outer pack visually damaged, the 3PL will refuse the shipment. For all shipments merchandise, must be in good condition.

5.10. Sample procedures

5.10.1. Overview

5.10.1.1 The sample quality shall reflect subsequent production quality.

5.10.1.2 The Supplier shall not start production until the sample is approved by RONA, unless instructed otherwise by RONA.

5.10.2. Sending of Samples

5.10.2.1 Upon demand from RONA, Suppliers might have to send a sample of the product for validation.

5.10.2.2 The full name of the person the samples are consigned to (merchandiser, assistant merchandiser, etc.) needs to be clearly visible on all boxes.

5.10.2.3 The full name of the person the samples are consigned to needs to be clearly visible on all shipping document:

(a) Commercial Invoice;

(b) Packing List;

(c) Pick-up Request Form;

(d) Detailed Bill of Lading.

5.10.2.4 Shipping address should be clear on all documents and merchandise.

5.10.2.5 Should RONA be responsible for the customs clearance the Customs Broker that should be used is DHL Global Forwarding.

5.10.2.6 Should RONA be responsible for the freight the Supplier is to send the Pick-up Request form by e-mail at [email protected] and we will advise you of the carrier that should be used for the specific shipment. (See Schedule 14)

5.10.2.7 Should the Supplier require more information regarding the Sample procedures, please contact RONA Logistics Department at [email protected].




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6. RESPONSIBLE PROCUREMENT

6.1. Overview

6.1.1 The Responsible Procurement Policy (RPP) reflects RONA’s values and commitment to the key aspects of sustainable development and applies to all products and services used by RONA or sold in our stores.

6.1.2 The RPP presents the principles RONA’s suppliers should apply in their own facilities and promote in their own supply chains. The RPP is available on the RONA Supplier Portal (https://vendors.rona.ca)

6.2. Principles

6.2.1. Environment

6.2.1.1 The environmental component of the RPP is based on the life cycle assessment approach. RONA’s goal is to minimize the impact our products and activities have on the environment and make the best possible use of all extracted natural resources.

6.2.1.2 Five environmental issues constitute the cornerstone of our Responsible Procurement Policy’s environmental component:

(a) Greenhouse gas reduction

(b) Water savings and conservation

(c) Protection of human health

(d) Preservation of ecosystems

(e) Waste reduction

6.2.1.3 Our products:

6.2.1.3.1 The products that we sell in our stores are under an evaluation process based on the life cycle assessment approach in order to identify and offer our customers the products with the best possible environmental performance (RONA ECO and Eco-responsible products).

6.2.1.3.2 Our assessment also allows us to target products with the best potential for improvement with a view to developing



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precise specifications for these products in order to enhance their environmental performance.

6.2.1.3.3 Specific information concerning these assessments, specifications or our tools to improve the environmental performance of our suppliers is available on the RONA Supplier Portal.

6.2.1.4 Our Suppliers

6.2.1.4.1 We encourage our suppliers to incorporate the life cycle assessment approach in their commercial operations and to exercise a proactive approach in any of the above-mentioned environmental issues that are associated with their particular sector.

6.2.1.4.2 In keeping with this policy, RONA considers supplier compliance within the laws, regulations and standards in effect where their production facilities are located as a bare minimum.

6.2.2. Social

6.2.2.1 The social component of the RPP concerns human rights and labour standards, based on the International Labour Organization (ILO) Conventions and applicable sections of the Universal Declaration of Human Rights.

6.2.2.2 With regard to our supply chains, we require that all our suppliers comply with the following labour standards and principles for all their employees, whether permanent, temporary, seasonal or migrant:1

(a) Freedom of association and the right to collective

bargaining (ILO Conventions 87 and 98)

(b) Freedom from compulsory labour (ILO Convention 29)

(c) Abolition of child labour (ILO Conventions 138 and 182)

(d) Non-discrimination in employment (ILO Conventions 100

and 111)

1 Where national laws differ from the international standards and conventions specified in this document, whichever applicable laws or

standards provide better protection for workers shall prevail.


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(e) Respectful labour relations (ILO Convention 158 and

Ethical Trading Initiative Code of Conduct, Article 8)

(f) Occupational health and safety (ILO Conventions 155,

161 and Recommendation 164)

(g) Non-harassment and non-abuse (Fair Labor Association

Code of Conduct and Ethical Trading Initiative Code of

Conduct, Article 9)

(h) Working hours compliant with national laws or industry

standards (ILO Convention 1 and Recommendation 116)

(i) Legal minimum wage in the countries where products are

manufactured, or else consistent with the wages in force

in local industry (UDHR Article 25)

(j) Rights of indigenous peoples (ILO Convention 169)

6.2.2.3 Suppliers shall comply with the national labour laws of their country. Where national laws differ from the international standards and conventions specified at 6.2.2.2, whichever applicable laws or standards provide better protection for workers shall prevail.

6.3. Implementation principles

6.3.1 RONA will invest time and resources so suppliers better understand the principles of the Responsible Procurement Policy and will involve suppliers in defining and implementing activities and practices that allow us to implement the policy’s principles.

6.3.2 Our strategy for implementation will be based on dialogue with our frontline suppliers, who will in turn be invited to do the same with their own suppliers, and so forth.

6.3.3 The method of assessing the social and environmental issues associated with the products sold and used by RONA will allow us to identify those products and sources of supply that are most at risk in social and environmental terms. The best strategies possible to control such risks will be developed and implemented. The strategies will target industrial workplaces, primarily those of frontline suppliers, and secondarily, those of their subcontractors

6.3.4 A supplier’s ability to comply with this policy will be a decisive factor in our supplier selection process.


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6.3.5 In order to exercise our responsibility in our supply chains we must know who our suppliers are and where they are located. RONA’s suppliers must do the same and allow RONA to know about their own supply chains in detail, if necessary.

6.4. Monitoring and verification

6.4.1 Task forces consisting of RONA’s internal or external stakeholders (or both) will be established to promote and confirm enforcement of the standards promoted on industrial worksites given priority by RONA.

6.4.2 External stakeholders mobilized for this purpose will be local players whose role and mission is to enhance social and environmental performance on industrial and other worksites.

6.4.3 Audits will be conducted in order to document the situation initially with respect to labour standards, measure and report on improvements made, as well as any cases of non-compliance that may be encountered.

6.4.4 Suppliers subject to certification processes must submit their certification reports annually.

6.5. Non-compliance

6.5.1 Failure on the part of suppliers to respect the labour standards promoted by this policy will be documented and an action plan, including corrective measures, will be introduced.

6.5.2 RONA will assess any failure on the part of suppliers to submit required information or implement suggested action plans. In some cases, our commercial relationship with the supplier may be reconsidered.

7. PAYMENT POLICY

The Supplier is responsible to deliver complete and accurate documents. RONA cannot be held responsible for any delay resulting from errors or inconsistencies within documents.


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7.1. Wire Transfer (TT)

7.1.1. RONA’s logistics department will determine when a Supplier should

switch to Wire Transfer. At this point, the Supplier will be contacted by

RONA and instructions will be communicated.

7.1.2. The following timeline shows each gates of the transactional

process:

0 2Weeks

2010-06-07

ATD

2010-06-09

RONA receives the Supplier documents

2010-06-10

The Supplier receives payment

2010-06-09 - 2010-06-10

RONA approves payment(2 to 3 business days after document reception)2010-06-08

The Supplier must have sent documentation to its bank (within 5 days after LSD)

Figure 9 : Wire Transfer timeline

7.1.2.1. The Supplier shall send by email COPIES of the following

documents to DHL International Supply Chain within three (3)

business days after Estimated Time of Departure:

(a) Commercial invoice;

(b) Canada customs invoice;

(c) Packing list(s);

(d) Certificate of origin or Form A;

(e) Non Negotiable Waybill;

(f) Fumigation Certificate Wooden Packaging (if applicable);

(g) Phytosanitary certificate (if applicable);

(h) Material Safety Data sheet (if applicable);

(i) Hazardous Declaration (if applicable).

DHL International Supply Chain origin office

See Schedule 8

Note: Clearly identify RONA PO number and the container’s number in the email.

7.1.3. ORIGINALS of the following documents are to be sent, by the

Supplier, to RONA by courier within seven (7) business days after the

vessel has sailed (ATD):


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(a) Commercial invoice;

(b) Canada customs invoice;

(c) Packing list(s);

(d) Certificate of origin or Form A;

(e) Non Negotiable Waybill;

(f) Fumigation Certificate Wooden Packaging (if applicable);

(g) Phytosanitary certificate (if applicable);

(h) Material Safety Data sheet (if applicable);

(i) Hazardous Declaration (if applicable).

RONA Inc. Att: Diane Messier/Ursula Mosimann

220 chemin du Tremblay Boucherville, Qc

CANADA J4B 8H7

8.2.1 If any additional penalties, storage or demurrage charges, charged to RONA due to incorrect information on the paperwork, or additional charges for delays in obtaining paperwork, these charges will be automatically charged to the Supplier.

8.2.2 Bank transfer will be issued the next two (2) or three (3) business days after reception of all requested documents.

8.2.3 The sooner the Supplier will send the appropriate documentation, the sooner the Supplier will get paid.


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8. RONA SPRING SHOW

8.1. Overview

8.1.1. Every year, RONA is organizing a Spring Show allowing RONA and

its Suppliers to showcase new trends and product for the coming year.

The RONA Spring Show takes place in a Canadian city every fall. More

information will be sent to Suppliers every year regarding the Spring

Show.

8.2. General objectives

8.2.1. The main purpose of the RONA Spring Show is to promote RONA’s

strategic alignments with respect to its development, marketing strategies,

and certain elements of its marketing plan.

8.2.2. Many Suppliers will exhibit their new product line for RONA Dealers

to see.

8.2.3. RONA also takes advantage of this event to highlight Suppliers who

have demonstrated excellence in business partnerships with our various

departments.

8.3. Contact

8.3.1. If Suppliers have any questions regarding RONA Spring Show,

please contact your allocated merchandiser.

9. Quality Assurance (QA)

9.1. Enterprise Quality Assurance (EQA)

9.1.1. Use the link below to visit the Enterprise Quality Assurance (EQA)

website for details on Quality requirements and processes:

http://www.loweslink.com/llmain/Enterprise_Quality_Assurance.htm

If you are prompted for a prompted for a password to view pdf documents please use: Lowes2018

https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.loweslink.com%2Fllmain%2FEnterprise_Quality_Assurance.htm&data=02%7C01%7COmar.Sow%40rona.ca%7C07bbfba580424dbbd05408d5a549d778%7Cf0f705ff3d3e4c24854c6d0b20b2b10c%7C1%7C0%7C636596658927155622&sdata=p9ZqoMwV9JIBa%2ByuDEDwvbHubHWfvdN7AYfUO4GG6LI%3D&reserved=0


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9.2. Contact

For any questions or further information please refer to the “Key Contacts” slide in the presentation for “Lowe’s Enterprise Quality Assurance (QA) Import Program” under the “Lowe’s Enterprise Quality Assurance (QA) Vendor Training” tab of the Enterprise Quality Assurance Website.


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10. SCHEDULE 1

Material safety data sheet and Hazardous product symbols


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The Hazardous Products Regulations specifies the sections and content for the SDS. The

section number and heading must be presented in the order specified, as follows:

SDS Section and Heading Specific Information Elements

1 Identification • Product identifier (e.g. Product name)

• Other means of identification (e.g. product family,

synonyms, etc.)

• Recommended use

• Restrictions on use

• Canadian supplier identifier+

o Name, full address and phone number(s)

• Emergency telephone number and any restrictions

on the use of that number, if applicable

2 Hazard identification • Hazard classification (class, category) of substance

or mixture or a description of the identified hazard

for Physical or Health Hazards Not Otherwise

Classified

• Label elements:

o Symbol (image) or the name of the symbol

(e.g., flame, skull and crossbones)

o Signal word

o Hazard statement(s)

o Precautionary statement(s)

• Other hazards which do not result in classification

(e.g., molten metal hazard)

3 Composition/Information

on ingredients

• When a hazardous product is a material or

substance:

o Chemical name

o Common name and synonyms

o Chemical Abstract Service (CAS) registry

number and any unique identifiers

o Chemical name of impurities, stabilizing

solvents and/or additives*

• For each material or substance in a mixture that is

classified in a health hazard class**:

o Chemical name

o Common name and synonyms

o CAS registry number and any unique

identifiers


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o Concentration

NOTE: Confidential business information rules can apply

4 First-aid measures • First-aid measures by route of exposure:

o Inhalation

o Skin contact

o Eye contact

o Ingestion

• Most important symptoms and effects (acute or

delayed)

• Immediate medical attention and special treatment,

if necessary

5 Fire-fighting measures • Suitable extinguishing media

• Unsuitable extinguishing media

• Specific hazards arising from the hazardous

product (e.g., hazardous combustion products)

• Special protective equipment and precautions for

fire-fighters

6 Accidental release

measures

• Personal precautions, protective equipment and

emergency procedures

• Methods and materials for containment and

cleaning up

7 Handling and storage • Precautions for safe handling

• Conditions for safe storage (including

incompatible materials)

8 Exposure controls/

Personal protection

• Control parameters, including occupational

exposure guidelines or biological exposure limits

and the source of those values

• Appropriate engineering controls

• Individual protection measures (e.g. personal

protective equipment)

9 Physical and chemical

properties

• Appearance (physical state, colour, etc.)

• Odour


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• Odour threshold

• pH

• Melting point/Freezing point

• Initial boiling point/boiling range

• Flash point

• Evaporation rate

• Flammability (solid; gas)

• Lower flammable/explosive limit

• Upper flammable/explosive limit

• Vapour pressure

• Vapour density

• Relative density

• Solubility

• Partition coefficient - n-octanol/water

• Auto-ignition temperature

• Decomposition temperature

• Viscosity

10 Stability and reactivity • Reactivity

• Chemical stability

• Possibility of hazardous reactions

• Conditions to avoid (e.g., static discharge, shock,

or vibration)

• Incompatible materials

• Hazardous decomposition products

11 Toxicological information Concise but complete description of the various toxic

health effects and the data used to identify those effects,

including:

• Information on the likely routes of exposure

(inhalation, ingestion, skin and eye contact)

• Symptoms related to the physical, chemical and

toxicological characteristics

• Delayed and immediate effects, and chronic effects

from short-term and long-term exposure

• Numerical measures of toxicity

12 Ecological information*** • Ecotoxicity

• Persistence and degradability

• Bioaccumulative potential


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• Mobility in soil

• Other adverse effects

13 Disposal considerations*** Information on safe handling for disposal and methods of

disposal, including any contaminated packaging

14 Transport information*** • UN number

• UN proper shipping name

• Transport hazard class(es)

• Packing group

• Environmental hazards

• Transport in bulk, if applicable

• Special precautions

15 Regulatory information*** Safety, health and environmental regulations specific to

the product

16 Other information Date of the latest revision of the SDS

+The supplier that must be identified on an SDS is the initial supplier identifier (i.e., the

name, address and telephone number of either the Canadian manufacturer or the Canadian

importer). There are two exceptions to this requirement. In a situation where a hazardous

product is being sold by a distributor, the distributor may replace the name, address and

telephone number of the initial supplier with their own contact information. In a situation

where an importer imports a hazardous product for use in their own workplace in Canada

(i.e., the importer is not selling the hazardous product), the importer may retain the name,

address and telephone number of the foreign supplier on the SDS instead of replacing it with

their own contact information.

*These impurities and stabilizing products are those that are classified in a health hazard

class and contribute to the classification of the material or substance.

**Each ingredient in the mixture must be listed when it is classified in a health hazard class

and is present above the concentration limit that is designated for the hazard class in which it

is classified or is present in the mixture at a concentration that results in the mixture being

classified in any health hazard class.

***Sections 12 to 15 require the headings to be present, but under Canadian regulations, the

supplier has the option to not provide information in these sections.


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11. SCHEDULE 2

CANADA CUSTOM INVOICE


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12. SCHEDULE 3

Packing list

Company Stamp here

Supplier’s address


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13. SCHEDULE 4

Non Negotiable Waybill


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14. SCHEDULE 5

Commercial Invoice

Supplier’s address


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15. SCHEDULE 6

Purchase Order


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16. SCHEDULE 7

Proforma Invoice


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17. SCHEDULE 8

DHL Operations Contact List - Rona inc.

Johnny.SC Chan (DHL HK) [email protected] China - Yantian (Da Chang Bay, Foshan, Guangzhou, Huangpu, Jiangmen, Shantou, Shekou, Shenzhen, Shunde, Yantian, Zhongshan, Zuhai, Hong Kong)

CONTACT TITLE PHONE FAX EMAIL ADDRESS

Daisy Meng Ops Supervisor 86-755-2521 8349 86-755-2521 8297 [email protected]

Kitty SI Sr. Logistics Officer 86-755-2521 8309 86-755-2521 8297 [email protected]

Stella Song Sr. Logistics Officer 86-755-2521 8543 86-755-2521 8297 [email protected]

Daren Zhong Sr. Logistics Officer 86-755-2521 8455 86-755-2521 8297 [email protected]

Michael Li Ops Manager 86-755-2521 8080 86-755-2521 8297 [email protected]

China- Dalian


Sherley Yang Supervisor 86-411-82536705 86-411-82539385 [email protected]

Mary Miao OP 86-411-82536760 86-411-82539375 [email protected]

Vida Wei OP 86-411-82536759 86-411-82539375 [email protected]

China- Nanjing /Yangzhou


Willison He Customer Service 025-57688415 [email protected]

China- Ningbo/Taizhou


Bailey zhou Supervisor 574-27700871 (0)21-61965621 [email protected]

Summer xia Docs 574-27700755 [email protected]

Rachel Shao OP 574 27700744 [email protected]

China- Qingdao


Jesse Li OP 86-532-80773519 [email protected]

Morgan Li Docs 86-532-80773763 [email protected]

Rita Yin Supervisor 86-532-80773576 [email protected]

China- Shanghai/Changzhou/Zhangjiagang


Helen Zhang Team Leader 021-23055345 021-23201092 [email protected]

Lex Chen Documentation 021-23055341 [email protected]

Sonia Ni Account Manager 021-23055338 021-23201083 [email protected]

China- Xiamen/ Fuzhou


Lingling Chen Customer Service Clerk, Operations 86 (0592) 812 0214 [email protected]

Kiko Gan Customer Service Clerk, Documentation 86 (0592) 812 0369 [email protected]

Elaine Su Operations Supervisor 86 (0592) 812 0218 [email protected]

Susan Xu Assistant Operations Manager 86 (0592) 812 0285 [email protected]

























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China- Xingang/ Tianjin


Wisinst Lin Customer Service 86 22 83195080 ex 2082 +86 22 8319 5074 [email protected];

Samantha Wang Customer Service 86 22 83195080 ex 2096 +86 22 8319 5074 [email protected]

Richard Sun

Customer Service Supervisor

86 22 83195080 ex 2085 +86 22 8319 5074 [email protected]

Philippines- Subic Bay, Manila


Cristine Berana ISC Process Associate

+ 63 2 9023 045-ext 4401 632-9027605 [email protected]

Jelica Benitez ISC Operations Tearm Leader

+ 63 2 9023 DHL (345) local 4407

632-9027605 [email protected]

Shiela Mae Samantha S. Tan

ISC Operations Specialist

+ 63 2 9023 DHL (345) local 4418

[email protected]

Taiwan- Taichung, Kaohsiung, Keelung


Rachel Chou Operation-ISC Specialist -Team Leader

+886 2 6603-8095 +886 2 2658-0878 [email protected]

Iris Lai – Back up Operation-ISC Specialist +886 2 6603-8067 +886 2 2658-0878 [email protected]

LT Chen (Escalation only)

Head of ISC +886 2 6603-8090 +886 2 2658-0878 [email protected]

Indonesia- Belawan, Semarang


Yunia Harfiana ISC assistant 6221-55913161 ex.8341 622155913161 [email protected]

Aunur Rofiq ISC Account Supervisor

6221-55913161 ex.8331 622155913161 [email protected]

Sumiati Ranti ISC Manager 6221-55913161 ex.8331 622155913161 [email protected]

Korea- Busan


Hayoung Park ISC +82-2-2600-5652 +82-2-6969-5190 [email protected]

Malaysia- Port Keelang


Jothy Ramasamy Team Leader +603 55150171 +603 51925343 [email protected]

Vietnam- Danang, Haiphong, Ho Chi Minh City/ Vung Tau


Ms. Thuy Trang Implementation Leader [email protected]

EMEA - [email protected]


Ufuk Geçibesler ISC Specialist + 90 212 692 50 77 [email protected]

Evren Guney ISC Supervisor +90 538 575 00 71// +90 212 692 50 85

[email protected]

Aysegul Aktug ISC Control Tower Manager +90 (212) 692 51 60// +90 (530) 176 75 47

[email protected]

Thailand (Bangkok)


Chanada Traichaisit ISC Operations Specialist OFR

+66 (0) 2302 1848 [email protected]

Anchalee Keeratiponkul ISC Operation Team Leader

[email protected]























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18. SCHEDULE 9

Certificate of Origin (Form A)


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Exporter’s Statement


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19. SCHEDULE 10

Fowarder’s Certificate of receipt


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20. SCHEDULE 11

Fumigation Certificate


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21. SCHEDULE 12

Phytosanitary Certificate


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22. SCHEDULE 13

Container Guide

20ft DC

Weight 2300 kg 5070 lb

Max Payload 28180 kg 62130 lb

Max Gross Weight 30480 kg 67200 lb

Measurements Internal Door Opening

Length 5898 mm 19' 4" inch

Width 2352 mm 7' 9" inch 2340 mm 7' 8" inch

Height 2393 mm 7' 10" inch 2280 mm 7' 6" inch

Formal Cubic Capacity : 33.2 M3 1172 ft 3

Consolidation Cubic Capacity : 28 M3 (aprox.)

40ft DC STD





Length 12032 mm 39' 6" inch

Width 2352 mm 7' 9" inch 2340 mm 7' 8" inch

Height 2393 mm 7' 10" inch 2280 mm 7' 6" inch

Formal Cubic Capacity :67.7 M3 2392 ft 3



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40ft DC HC





length 12032 mm 39' 6" inch

width 2352 mm 7' 9" inch 2340 mm 7' 8" inch

height 2698 mm 8' 10" inch 2585 mm 8' 6" inch



45ft DC HC





length 13556 mm 44' 6" inch

width 2352 mm 7' 9" inch 2340 mm 7' 8" inch

height 2698 mm 8' 10" inch 2585 mm 8' 6" inch




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23. SCHEDULE 14

Pickup Request Form

Supplier:

Address:

Tel:

Fax:

Contact:

Shipping hrs:

Ready Date Time:

Waybill # : Stackable

Non-StackableSpecial

Instructions: FTL LTL

Truckload

WAREHOUSE # &

CITY OF DELIVERYP.O. # PRODUCT DESCRIPTION NMFC Class # SKIDS

SKID

DIMENSION

(inches) LxWxH

# CTNSWEIGHT

(lbs)

0 0 0

CD 75 - CALGARY: [email protected] Tel: 403-723-9063 ext. 221 or 225

CD 76 - CALGARY: [email protected] Tel: 403-236-2028 ext. 2221 or 2225

TIME:# of pages:

PICK-UP REQUEST FORM

Requested Delivery Date:

***Rona Use Only***

Email Received:

DELIVERY APPT'S DATE;

CD 99 - BOUCHERVILLE: [email protected]; FAX: 514-599-5958

CD 88 - TERREBONNE: [email protected] Tel: 450-447-0739 ext 2231

CD 83 - CALGARY: [email protected] Tel: 403-235-7657

WHSE CONTACTS

Required Linear Feet

***Note: If the carrier can not respect the pick-up date or time he has to contact the supplier and make another appointment.***

Replenisher:

TOTAL:


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24. SCHEDULE 15

Guarantee Letter

Supplier Name

Guarantee Letter

Date:

To: RONA INC.

From:

Herewith, we guarantee all the products under follow PO details will

fully comply with the Rona requirement/standard. We shall be

responsible if any quality problem.

Product Description:

SKU No.:

Item No.:

PO No.:

Quantity:

Company Name with Signature

Stamp

supplier import guide - rona, inc

Documents