Purchasing Services:

Here follow multiple examples of ;

Purchasing Services: External Maintenance

Dear [relationship], 

You will receive these in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

Rules:

  • Before starting the work, your technician must sign in and fill in a declaration. 
  • After work has been completed, your technician must sign out.
  • No work may be carried out if your technician has a contagious infection. 
  • The work is only carried out only by trained
  • There is no deviation from our regulations.
  • Only food grade products may be used. If this must be deviated from, this must be clearly communicated prior to the work. 
  • In the event of a recall, we are permitted to on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse
  • The work should always be conducted in a way that no negative consequences on: 

o Food and quality of our products 

o Environment 

o Worker safety and health 

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement. 


Supplier Name: 

Date: 

Name of signatory:

Signature:

Purchasing Services: Pest Control


Dear [relationship], 

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

Rules:

  • Before beginning the work, your employee must sign in and fill in a visitors declaration. 
  • After finishing the work, your employee must sign out. 
  • No work may be carried out if your employee has a contagious infection. 
  • The work is only carried out only by trained personnel. 
  • There is no deviation from our hygiene regulations.
  • All legal regarding registrations, activities, and competencies are met. 
  • All used products must have a specification. When changes take place, the specification must be updated in advance. 
  • Safety sheets are available for all products. 
  • All bait boxes, fly lights, etc. should be numbered and indicated on a map. 
  • It must be clear which agent is used where. 
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have an impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse
  • The work should always be conducted in a way that no negative consequences: 
  1. Food safety and quality of our products 
  2. Environment 
  3. Worker safety and health

In all cases, we must be informed immediately in the event of calamities that may be directly related to our products’ food safety or quality. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement. 


Supplier Name: 

Date: 

Name of signatory:

Signature:

Purchasing Services: Cleaning detergents


Dear [relationship], 

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

Rules

  • All labelling complies with applicable laws; 
  • All products are approved for foodstuffs industry;
  • Specifications are sent before the first delivery; 
  • New product specifications are issued in advance of product adjustments; 
  • Safety sheets are available for all products; 
  • There is guidance in place regarding the of the products. Any potentially dangerous situations are also given. 
  • All delivered products are traceable so that we can be properly informed by you in the of calamities. 
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement.


Supplier Name: 

Date: 

Name of signatory: 

Signature: 

Purchasing Services: Cleaning


Dear [relationship],

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

Rules:

  • No work may be performed if your employee has a contagious infectious .
  • Every employee must complete a prior to the work. 
  • The work is carried out only by demonstrable trained staff. 
  • There is no deviation from our hygiene regulations.
  • Cleaning is only permitted with approved cleaning agents, suitable for the food industry. 
  • All work is carried out following fixed frequencies and methods. 
  • After cleaning, you will perform a final check to ensure that all work has been carried out correctly. This is recorded. 
  • Any deviations are communicated by you. 
  • All identified shortcomings are resolved according to the schedule specified by us. You will notify once resolved.
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement.


Supplier Name: 

Date: 

Name of signatory: 

Signature: 

Purchasing Services: Microbiological Research


Dear [relationship], 

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

Rules:

  • No work may be performed if your employee has a contagious infectious disease.
  • The work is carried out only by demonstrable trained staff. 
  • There is no deviation from our hygiene regulations.
  • Work must be done following ISO17025.
  • Where legally necessary, samples must be taken under the applicable accreditation. 
  • The microbiological sampling plan may not be deviated from without prior written permission. 
  • In case of bad test result, the quality department must be contacted directly in order to prevent the situation from getting worse.
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement.


Supplier Name: 

Date: 

Name of signatory: 

Signature: 

Purchasing Services: Employment agency

Dear [relationship], 

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

Rules:

  • Temporary personnel must be informed of our hygiene rules by the employment agency before starting their work. The temporary workers sign for this. 
  • Before starting work, the temporary workers must fill in a health declaration. 
  • Temporary staff must have a valid ID. We are not liable for penalties due to temporary staff failing to have identification. 
  • The temporary worker is employed only if he / she can work legally in the Netherlands. 
  • Temporary workers are not employed who have or could have contracted a contagious infectious disease. 
  • Each temporary worker has the duty to notify of potential infectious disease.
  • Temporary workers comply with all applicable rules within our company. 
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement.


Supplier Name: 

Date: 

Name of signatory: 

Signature: 

Purchasing Services: Washing clothing


Dear [relationship], 

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

Rules:

  • The cleaning agent used is not perfumed and leaves no residue on the garments. 
  • All clothing and other washed must be cleaned in such a way that they are clean. “Clean” here means that little or no micro * organisms are present on the washed materials. This to avoid possible cross contamination with clean clothes. 
  • The clothing must be cleaned by a company that is authorized to clean clothing for the food industry. 
  • At least once a week, the clean and possibly repaired clothing must be returned. 
  • The minimum , which may be used for cleaning of the overalls, is 60°C. 
  • The washing process must be demonstrably validated.
  • The and clean laundry should never be stored together in one room. 
  • If it turns out that a product does not meet the temperature requirements or is damaged or contaminated or if there is a suspicious about this, the supplier must immediately contact us by telephone. 
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement.


Supplier Name: 

Date: 

Name of signatory: 

Signature: 

Purchasing Services: Tranport


Dear [relationship],

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

The undersigned hereby declares to adhere to our transport rules:

  • The must be suitable for transporting foodstuffs under the right conditions.
  • have been implemented to prevent product contamination during transport (food and non * food / different categories of products). These procedures can be provided if requested. Our products may only be transported with other foodstuffs. It is permitted to transport our products with other products that have a strong odor or could be another form of contamination. 
  • The trucks are checked according to a fixed . Minimal attention is paid to cleaning and possible contamination with foreign components (glass, loose paint, etc.). These checks are recorded and can be retrieved. 
  • Before loading the truck, their condition is checked (such as absence of strange smells, a lot of smoke, improper humidity, vermin, mold) and if necessary, action is taken. Results are recorded and are available on request.
  • If goods are to be transported at a certain temperature, the temperature in the vehicle must be checked and recorded before loading. If requested, a report can be submitted with the measure temperatures. 
  • If goods must be transported at a certain temperature, the adequate range of temperatures during transport must be guaranteed and recorded. If requested, a report can be submitted with the measured temperatures. 
  • There is a cleaning schedule, and if necessary, a disinfection schedule, for all vehicles and equipment used during loading and unloading. Records are available of the measures taken (cleaning and / or disinfection). These reports can be provided if requested. 
  • Loading and unloading docks have equipment to protect the transported products against external influences (such as climate, pollen). 
  • Trucks are not left unattended in parking places.
  • There are procedures in place that record how to deal with calamities such as bad weather, failure of coding systems, breakdowns on the road or accidents. 
  • Rules regarding food defense are observed. 
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement.


Transporter Name: 

Date: 

Name of signatory: 

Signature: 

Storage


Dear [relationship],

You will receive these regulations in duplicate. One version must be signed by you and returned. 

Deliveries must be made in accordance with these regulations, other written agreements, or purchase contracts. If we make changes to these conditions, you are obliged to implement them. 

If these regulations are not complied with, we reserve the right not to accept the services. Any costs can be recovered from you by us. If delivery is not possible on the agreed date or time, we must be informed in good time in order to avoid downtime. 

The undersigned hereby declares to adhere to our storage rules:

  • The storage areas must be suitable for storing foodstuffs under the correct conditions. 
  • Procedures have been implemented to avoid product contamination during storage (food and non * food / different categories of products). Therese procedures can be provided if requested.
  • The storage areas are checked at a fixed frequency. At minimum, attention is paid to cleaning and possible contamination with foreign components (glass, loose paint, etc.). These checks are recorded. 
  • Before storing, the condition of the storage area is checked (such as absence of strange smells, a lot of smoke, improper humidity, vermin, mold) and if necessary, action is taken. 
  • If goods are to be stored at a certain temperature, the temperature in the storage area must be checked and recorded. If requested, a report can be submitted with the measured temperatures. 
  • If goods must be stored at a certain temperature, the adequate range of temperatures during storage must be guaranteed and recorded. If requested, a report can be submitted with the measured temperatures.
  • There is a cleaning schedule and, if necessary, a disinfection schedule, for all rooms and materials (vehicles and equipment) used during storage, loading, and unloading. There are records of the measures taken. These reports can be provided if requested. 
  • Loading and unloading docks have the equipment to protect the transported products against external influences (such as climate, pollen).
  • We are free to conduct an audit with you.
  • Rules regarding food defense are observed, such as company security. 
  • In the event of a recall, we are permitted to audit on location, whereby all relevant data must be disclosed. 
  • In the event of a possible recall that could have impact on our operation, the quality department must be contacted directly in order to prevent the situation from getting worse

In all cases, we must be informed immediately in the event of calamities that may be directly related to the food safety or quality of our products. If one of the above rules must be deviated from, we must be notified immediately. 

The existing certifications are also sent with this statement.


Storage Name: 

Date: 

Name of signatory: 

Signature:


Related articles to Purchasing Services: Which are common in the food?

Many customers and visitors to this page 'Purchasing Services: Which are common in the food?' also viewed the articles and manuals listed below:

We are a Food Tech firm in Food Safety Compliance. Experts in setting up and maintaining Food Safety Systems for companies in the Food Supply Chain. We are dedicated to breaking down the barriers for Transparency and Trust in the Global Food Supply Chain.
In our Partnership Program we would like to work together with (Non)Governmental Organizations, Universities, Multinationals and Food companies.

iMIS Food is a fully equipped Food Safety Compliance platform. Unique is the installation of an iMIS Food server at the Food company, for online and offline availability. The online (no travel costs) iMIS Food implementation process includes 6 to 10 days of support and has a lead time of 3 months.


Monthly iMIS Food Update

Would you also like to receive the monthly iMIS Food Update and be invited to our events? Then please fill in this form.

Food Safety news 8-2022

Market attractiveness: African emerging countries

In this article you can read more about African emerging countries and their market attractiveness.

Innovation in agri-food chains Asia and the Pacific

The article examines innovation taking place along the entire food supply chain, including production, manufacturing, and retailing.

Collaboration between QAssurance and Agrea

We partnered with Agrea to expand services to the Philippines, home to one of the largest agri-sectors in Asia, and develop opportunities for Southeast Asia