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SUPPLIER ACCREDITATION QUESTIONNAIRE2016

TABLE OF CONTENT

Maynilad Water Services, Inc.MWSS Compound, Katipunan Road, Balara, Quezon City Tel. No. 981-3333

www.mayniladwater.com.ph

S

INSTRUCTIONSGENERAL POLICY FOR SUPPLIER.........................................................................................................2INSTRUCTIONS FOR THE USE AND SUBMISSION OF THE SUPPLIER ACCREDITATION QUESTIONNAIRE...........................................................................................................................................................2

AGREEMENTNOTICE FROM MAYNILAD....................................................................................................................4SUPPLIER DECLARATION.....................................................................................................................4

SUPPLIER ACCREDITATION QUESTIONNAIRECORPORATE INFORMATION................................................................................................................5QUALITY SYSTEMS..............................................................................................................................6PURCHASING......................................................................................................................................8MATERIALS MANAGEMENT.................................................................................................................8DOCUMENT CONTROL......................................................................................................................10DEVIATION MANAGEMENT................................................................................................................18TRAINING..........................................................................................................................................12COMPLAINTS AND RECALL................................................................................................................12QUALITY-TESTING AND RELEASE OF MATERIALS /PRODUCTS..........................................................18QUALITY CONTROL/LABORATORY ESTING........................................................................................19BATCH RELEASE...............................................................................................................................16

FINANCIAL AND LEGAL....................................................................................................................17 SAFETY............................................................................................................................................18

SUBCONTRACTING........................................................................................................................18 LABOR RELATIONS..........................................................................................................................19 RISK MANAGEMENT........................................................................................................................20

APPENDICESAPPENDIX A: List of Customer /Clients.................................................................................................21APPENDIX B: List of Products...............................................................................................................22APPENDIX C: List of Services...............................................................................................................22APPENDIX D: List of Bank References..................................................................................................23APPENDIX E: List of Machineries and Equipment.................................................................................23

APPENDIX F: List of Major Raw Materials ...........................................................................................24APPENDIX G: List of Certificate of Distributorship/Agreement.............................................................24APPENDIX H: List of Key Personnel......................................................................................................25

Supplier Accreditation Questionnaire

INSTRUCTIONS

GENERAL POLICY FOR SUPPLIERS

1. All suppliers must accomplish the questionnaire and submit the required documents indicated in the questionnaire. All information must be complete, factual, and correct. Submitted documents must be authentic and up-to-date. Incomplete submittals shall put the accreditation process on hold.

2. Submit a scanned copy of the completed Supplier Accreditation Questionnaire together with the QESH Policy signed by your President and General Manager

3. Vendor Management will review the submission, including the applicability of the offered product/s. If found qualified, the prospective vendor will be issued an endorsement slip for processing by Maynilad’s third-party service provider (D&B Philippines, Inc.)

4. Legal implications shall be given to those who disclose and submit misleading, incorrect, and/or false information and documents. Maynilad holds the right to decline the application or revoke the accreditation of suppliers who are involved in activities that put Maynilad at risk or are not in line with Maynilad’s core values.

5. Coordinate with Third Party Service Provider (D&B Philippines, Inc.) for payment and submission of other requirements.

6. Maynilad Vendor Management Team and its Third Party Service Provider will schedule and perform a financial, technical, and commercial evaluation after the complete submission of the questionnaire and supporting documents. All suppliers must accommodate Maynilad and its 3rd

Party Service Provider. Information and documents in the questionnaire shall be verified during the said evaluation process. Additional documents shall be submitted by the supplier upon request of the Maynilad and its 3rd Party Service Provider.

7. The Vendor Management Department will consolidate the results of the financial, commercial and technical evaluations. The prospective vendor will be informed of the results of the evaluation by email. If the prospective vendor passes the evaluation, the said vendor will be issued a Certificate of Accreditation.

8. All suppliers that failed the accreditation process shall be issued with a Letter of Regret.9. Accredited suppliers must undergo annual accreditation process. Likewise, the results of the

vendor performance evaluation for previous contracts/Purchase Orders is also one of the bases in the renewal of accreditation Failure to undergo annual accreditation process shall be a ground for blocking in our supplier’s database.

INSTRUCTIONS FOR THE USE AND SUBMISSION OF THE SUPPLIER ACCREDITATION QUESTIONNAIRE

1. The Supplier Accreditation Questionnaire is comprised of 105 questions subdivided into 16 parts, and 8 appendices, which must all be completely answered. Failure to complete this questionnaire in full may affect the evaluation of the supplier.

2. Each question has a designated text box to contain the corresponding response thus no text box must be left unanswered. For questions that request to “describe” an answer, a brief and concise statement or response must be conveyed. Questions that do not apply to the contractor shall be clearly marked as “not applicable”. Additional explanations or justifications may be included if deemed necessary.

3. Appendices redirected from specific questions are intended to be fully accomplished. Failure to complete the appendices in full may affect the technical evaluation of the supplier Separate attachments of the responses for the appendices may be submitted, but it is not recommended.

4. Only the documents required in the questionnaire must be submitted. Additional attachments not requested within the questionnaire will not be checked. However, the contractor may be requested to submit additional documents if, and only if, Maynilad deems it necessary to support certain claims of the supplier. The supplier shall be informed beforehand to prepare these documents and shall be checked by a Maynilad evaluator during the scheduled audit.

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5. Accomplished Supplier Accreditation Questionnaire and required documents must be submitted via email or hard copy.

Figure 1. Sample of Appropriate Response


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AGREEMENT

NOTICE FROM MAYNILAD

1. Maynilad is authorized to collect personal information directly from the supplier though this questionnaire. Maynilad reserves the right to use the collected information from the questionnaire and supporting documents at the Company’s own discretion, with regard to the accreditation process.

2. Maynilad warrants no obligation of confidentiality with respect to any information disclosed within the questionnaire responses and supporting documents provided by the contractor, unless specifically covered by a separate written confidentiality agreement prepared by the supplier.

3. Maynilad does not guarantee invitation to biddings or awarding of purchase order after a supplier completes the accreditation process. This Supplier Accreditation Questionnaire is for Maynilad Supplier Management information purposes only.

4. Maynilad reserves the right to reject any and all submittals at its sole discretion. Maynilad is authorized to remove and/or disregard applications from blacklisted suppliers and new applicants that do not meet Maynilad Company Standards.

5. Maynilad shall not be responsible for costs and expenses incurred by the supplier during accreditation. Any reimbursements of expenses shall not be entertained.

6. Maynilad reserves the right to contact all references provided by the supplier to verify authenticity of submittals and claims, visit any suppliers office, warehouses and manufacturing locations, and interview any personnel during the entirety of the accreditation period. Refusal of the supplier to allow Maynilad to probe supplier activities during accreditation shall put the accreditation on hold or, in a case to case basis, shall lead to the cancellation of the supplier application.

SUPPLIER DECLARATION

I attest that my participation in the Maynilad Supplier Accreditation is voluntary. I declare that I have the proper authority to disclose the relevant information contained within.

I hereby declare that the information supplied in this application, including all the attachments, are true and correct, and the testimonials, certificates, letters of authorization and documents as given by the persons whose names appear on them and submitted with this application are true and genuine.

I understand how the personal information content in this application will be used and I consent to the use, transfer, and disclosure of the information for legitimate business purposes of Maynilad and in connection with a potential business relationship with my company.

I understand that any misrepresentation of information here and any effort to influence the Maynilad representative’s decision in the evaluation of my application will put me and my company in the Maynilad Blacklist. I recognize that Maynilad reserves the right to hold legal implications for unlawful activities my company shall be involved in, in connection to the accreditation process.

Date Signed:

Click here to enter date.

E-Signature:Name: Click here to enter

text.

Designation:

Click here to enter text.


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SUPPLIERS ACCREDITATION QUESTIONNAIRE

1. CORPORATE INFORMATION

1.1 Provide the following information about your Company.Supplier Entity Name: Click here to enter text.

Established as:(please select one from the

list)

Name and title of person returning the questionnaire:


1. Primary contacts: Click here to enter text.2. Name of company: Click here to enter text.3. Address of company: Click here to enter text.4. Telephone Number: Click here to enter text.5. Fax Number: Click here to enter text.6. E-Mail: Click here to enter text.7. Web site: Click here to enter text.8. Name of President /General Manager:


9. Name of Sales Representative: Click here to enter text.10. Name of QP/Members of the Quality Unit:


11. Name of person responsible for Quality Management:


12. Name of person responsible for Regulatory Affairs:


13. Name of person responsible for Customer Service:


14. Number of employees in total: Click here to enter text.15. Number of employees in QC/QA/QM :


16. Number of employees in production:


17. Number of employees in Administration:


18 If the company is part of a larger group, give the name and address of head office:


19. Legal Status of the Company: Click here to enter text.20. Annual Turnover: Click here to enter text.21. Founding year: Click here to enter text.22. Business activities: Click here to enter text.23. Subsidiaries (if any): Click here to enter text.24. Area of production sites: Click here to enter text.25. Location of production sites: Click here to enter text.26. Area of warehouse: Click here to enter text.27. Location of warehouse: Click here to enter text.


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CorporationPartnership / Joint VentureIndividual

AffiliateNational CompanyContractor Group

28. If the company is part of a larger group, give the name and address of head office:


1.2 Would you allow us or a third party to inspect your facilities?

1.3 Has any other company or third party audited you?

If yes, how many?

1.4 Would you provide us a copy of a third party audit report?

1.5 Please note down any major customers particularly water utility customers, with

whom you work

1.6 If any other companies are subcontracted in any of the activities related to the product and services being offered, please give their name and address:

2. QUALITY SYSTEM

2.1 . Is your company ISO 9001 Certified?

Please attach copy of the certificate.


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Yes No

Yes No

Place response (description, supporting information, and/or comments) here:

Yes No



Yes No


2.2 Does the company have current ISO / HACCP / IFS / GMP or any other relevant certification?

Please specify and attach copies

2.3 Does the certification apply to the whole operation?

If NO, please explain the scope of the certification.

2.4 If the company is not certified do you have plans to get certified?

If YES, when is your first inspection expected?

2.5 Does your company have a Quality Manual? If so, attach table of contents?

2.6 Has any Authority or Regulatory body inspected your facilities?

Please state name.

2.7 Do you carry out self-inspections of your facilities and systems?

How often?


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Yes No


Yes No


Yes No


Yes No

Yes No


Yes No


2.8 How do you monitor effectiveness and closure of corrective actions?

2.9 . How is the senior management kept aware of the quality improvement program?

2.10 Do you practice 5S and good housekeeping?

3. PURCHASING

3.1 How are your suppliers approved, and by whom?

3.2 Do you maintain a list of certified, and acceptable suppliers, categorized accordingly?

3.2 Do your systems allow you to use products of unapproved suppliers?

3.4 Do you purchase against agreed specifications only?

4. MATERIALS MANAGEMENT

4.1 How do you dispatch finished goods?


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Yes No


Yes No

Yes No

Yes No


4.2. Do you have your own transport vehicle?

If no, please state name of your service provider.

4.3. Do you consider the rules of Good Distribution and Transportation Practice?

If yes, please specify.

4.4. What checks are carried out on incoming materials?

4.5. Do you apply in – house identity labels on incoming goods?

If not how do you identify materials?

4.6. Do you operate “First in – First out” ?

Is it computerized or manual?

4.7 Do you operate a material location system?

Is it computerized or manual?


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Yes No


Yes No



Yes No


Yes No


Yes No


4.8 If the system is computerized, is it validated?

4.9 Do you store more than one product per location?

4.10 Do you operate a quarantine system for incoming raw materials?

4.11 How do you prevent quarantine material from being used?

4.12 Do you have a status labelling system?

4.13 How is your batch numbering system build up?

4.14 What system do you use to maintain the traceability of materials?

4.15 How are rejected materials separated?

5. DOCUMENT CONTROL

5.1 Is there a formal system for reviewing and updating SOP’s, specifications, manufacturing instructions?

5.2 How do you ensure that obsolete/ superseded documents are not being used?


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Yes No

Yes No

Yes No


Yes No




Yes No


5.3 How long, how and where are batch documents archived?

5.4 Is a change control system in place?

5.5 What scopes are subjected to Change Control?

5.6 By whom are risks of changes assessed, classified and authorized?

5.7 When and how do you inform your customers about changes?

5.8 Are you willing to sign a change control agreement?

6. DEVIATION MANAGEMENT

6.1 Is a deviation management system in place?

6.2 What scopes are subjected to Deviation Management?


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Yes No




Yes No

Yes No


6.3 By whom are risks of deviations assessed? Who determines correctives and preventive actions?

6.4 When and how do you inform your customers about deviations?

7. TRAINING

7.1 Is training documented and verified by testing?

7.2 At what interval do you retrain staff?

7.3 Which training is already carried out?

8. COMPLAINTS AND RECALL

8.1 Is there a formal complaint procedure?

8.2 Do you report findings to customers?

8.3 Who is responsible for this procedure?

8.4 In what time period would you normally reply to a formal complaint?


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Supplier Accreditation QuestionnairePlace response (description, supporting information, and/or comments) here:


Yes No



Yes No

Yes No



8.5 Is there a recall policy?

8.6 Who is responsible for recalls?

8.7 How do you ensure traceability of all products in case of a recall?

8.8 Are Computer Systems being used?

8.9 Is the computer system validated?

8.10 Does data storage comply with standards?

9. QUALITY-TESTING AND RELEASE OF MATERIALS/PRODUCTS

9.1 Do you have on-site laboratory or QC facilities?

If yes, what kind of testing do you apply?

9.2 Is your QC department independent from production?

(please provide organizational chart)


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Yes No



Yes No

Yes No

Yes No

Yes No


Yes No


9.3 Do you use contract laboratories?

If yes, which labs and which tests?

9.4 Are the labs accredited/ certified? According to which standard?

9.5 Are the labs qualified and audited by your company or a third party?

9.6 Are written quality contracts in place?

9.7 Are all laboratory instruments and measuring devices calibrated?

Comment:

9.8 Do you maintain a calibration schedule?

9.9 Are there written instructions for the laboratory equipment?

9.10 Are there written instructions for the operation maintenance?

9.11 Are there written instructions for the calibration?

9.12 Are there written instructions for the cleaning?

9.13 Do you have a sampling plan for the material delivered to us?

Please give a short description.


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Yes No


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9.14 Who conducts sampling and where?

9.15 Do you indicate product shelf life for all your finished products?

If yes, please indicate on the Appendix B.

10.QUALITYCONTROL / LABORATORY TESTING

10.1 Do you have specifications for the raw materials, intermediates and finished products?

10.2 Do you use reference standards?

If yes, please indicate.

10.3 Is a written procedure for handling of reference standards, chemicals and reagents in place?

10.4 What testing is carried out on the final product?

10.5 Are there written instructions for the tests?

10.6 Are the tests validated or do you use verified methods?


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Yes No

Yes No

Yes No


Yes No


Yes No


10.7 How do you deal with out of spec test results?

10.8 Do you retain samples from raw materials and finished products?

If yes, please indicate amount, storage time and conditions

10.9 Do you provide certification of each batch/ lot of product?

10.10 Do you provide Certificate of Analysis/ Certificate of Conformance?

10.11 Can you provide certification to include a specific customer requirement?

11.BATCH RELEASE

11.1 Are there written procedures for the dispositioning (approval or rejection) of incoming materials?

11.2 Are there written procedures for the dispositioning (approval or rejection) of finished products?

11.3 Does a qualified person/ quality unit review the batch records before the batch is released and certified?


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Supplier Accreditation QuestionnairePlace response (description, supporting information, and/or comments) here:

Yes No


Yes No

Yes No

Yes No

Yes No

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Yes No

12.FINANCIAL AND LEGAL

12.1 Provide your company’s financial statements* (including balance sheet, income statement, and cash flow statements) as submitted to the Bureau of Internal Revenue (BIR).

*From the last three (3) years for new applicants*From the latest year for accredited suppliers

12.2 Summarize information found in the latest Financial Statement duly audited by an accredited auditor of the Securities and Exchange Commission (SEC).

Statement Year: Click here to enter year.Total Current Asset: Click here to enter amount.

Total Current Liabilities: Click here to enter amount.Total Asset: Click here to enter amount.

Total Liabilities: Click here to enter amount.

12.3 Fill out the table below regarding your company’s existing credit line/s from reputable bank/s and credible Maynilad Supplier/s.

Bank Amount Supplier AmountClick here to enter

text.Click here to enter

amount.Click here to enter






amount.

12.4 Is there any litigation pending against your company?

If yes, please describe, explaining actions taken and attach documents.


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Add new row/s if necessary.

Yes No


13.SAFETY

13.1 Provide a copy of your corporate Environment, Safety, and Health (ESH) Policy and Procedure.

13.2 Provide a list of your personal protective equipment and devices provisions. Describe how your company enforces the use of PPE in your facility.

13.3 Describe or provide the key elements of your company’s Incident Management and its Emergency Response processes.

13.4 Do you hold the required certificates from the Department of Labor and Employment (DOLE)?

If yes, please attach copies.If no, describe plans to obtain the required certificates/registrations/permits in the remarks. If on process, provide other documents from DOLE for proof of compliance (e.g. Notice of Results).

REQUIREMENTS REMARKSa. Certificate of Compliance with

Labor Standards Click here to enter text.b. Certificate of Compliance with

Occupational Safety and Health Standards


14.SUBCONTRACTING

14.1 Provide a list of the types of work that your company typically subcontracts and the corresponding companies you have recently used for these activities.


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Yes No

Yes No


14.2 How does your company prequalify and select subcontractors? Provide a copy of your criteria and elaborate how it is applied. If necessary, include a flowchart of the steps to go through a final subcontract award.

15.LABOR RELATIONS

15.1 How does your company prequalify workforce candidates before hiring? Provide a copy of your criteria and elaborate how it is applied.

15.2 Describe how the workforce is managed by your company. Indicate if you offer compensations, trainings, and other employee enrichment activities.

15.3 Describe any labor affiliations (e.g. Union) and/or agreements you are a party to. Provide details and explain if there are any disputes within your company attributable to these affiliations.

15.4 Describe how labor relations are managed by your company. If no relevant experience, describe proposed strategy for managing labor relations.


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16.RISK MANAGEMENT

16.1 Provide a copy of your company’s Risk Management Plan during the implementation of a project.

16.2 Describe your company’s Risk Assessment Techniques and provide an example where you have applied these techniques during a project. Provide necessary documents to support your claim.

16.3 Describe your company’s Risk Contingency Plan and provide an example where you have applied this plan. Provide necessary documents to support your claim.


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APPENDICES

APPENDIX A: List of Customers/Clients

Please indicate your past and current clients.Name of

Customer Address Contact Person

Contact Numbe

rEmail

AddressProduct and

Services Supplied



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Return to Questionnaire


APPENDIX B: List of Product

Product Brand Principal/Manufacturer Country of Origin Shelf Life



















































APPENDIX C: List of Services


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APPENDIX D: List of Bank References

Name of Bank Address Contact Person Contact Number

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APPENDIX E: List of Machineries and Equipment

Manufacturing Tools Equipment

Laboratory Tools and Equipment Office Equipment

Delivery and Warehousing Equipment
















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APPENDIX F: List of Major Raw Materials ( if applicable)

Descriptions of Materials Brand Name of Supplier Country of Origin































APPENDIX G: List of Certificate of Distributorship/Agreement

Brand NameIndicate if

Exclusive or Authorized

Name of Principal Supplier

Validity of Certificate

Country of Origin



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APPENDIX H: List of Key Personnel

Name of Personnel Designation /Position

Contact Number Email Address


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