1.
0 OBJECTIVE
1.1 To lay down a procedure for approval and management of service providers.
2.0 SCOPE:
2.1 This procedure is applicable for approval and management of service providers.
3.0 RESPONSIBILITY
3.1 Purchase Executive/Purchase Manager
4.0 ACCOUNTABILITY
4.1 Manager QA/QC
4.2 General Manager Works.
5.0 PROCEDURE:
5.1 Annual Maintenance Contract (AMC):
5.1.1 AMC service providers shall be selected based on the instrument/machine and also
OEM recommendations.
5.1.2 All AMC service providers are abiding by the Rules and Regulations of the Company
which will be provided at the time of contract agreement.
5.1.3 Servicing shall be done by SMEs or well trained person who have good knowledge on
the equipment under service.
5.1.4 Frequency of service for the particular equipment shall be decided by the user
department.
5.1.5 Service providers shall provide the service report as and when the servicing is done.
5.1.6 Any spares required for the equipment shall be OEM recommended and shall be
replaced when necessary.
5.1.7 On satisfactory conformance with the service the Company representative shall verify
the equipment for proper functioning and sign in the service report.
5.1.8 List of approved service provider shall be prepared in Annexure -II by Purchase
executive and approved by General Manager-Works.
5.1.9 Service provider shall be assessed as per Annexure –III on annual basis.
5.2 External Laboratory for QC Sample Analysis and Calibration Services:
5.2.1 External laboratory and calibration services shall be selected by the user department and
it is based on the below criteria
5.2.1.1 The Laboratory/Calibrator shall be accredited to
NABL/FSSAI/APEDA/BIS
5.2.1.2 The lab shall provide the required document as requested in
Annexure I.
5.2.2 The user department shall send the External Lab Inspection Report-Annexure I to the
laboratory and prepare documents accordingly.
5.2.3 On satisfactory conformance with the requirements, the Laboratory shall be chosen for
the testing services.
5.2.4 If required a formal agreement shall be made or work order/Purchase order shall be
released for services as and when required.
5.3 External Certification Body:
5.3.1 Certification body shall be selected by Quality Assurance department in coordination
with GM-Works.
5.3.2 Certification body shall be accredited by NABCB/JAS-ANZ/DAC/KAN/APEDA etc.
5.3.3 If required a formal agreement shall be made between the CB and Company.
5.4 Other Services:
5.4.1 Security Services:
5.4.1.1 Security services shall be chosen by Human Resource department in
coordination with General Manager-Works.
5.4.1.2 Security services shall be selected based on their service and
background study.
5.4.1.3 A formal contract agreement shall be made between security services
and the Company with all the terms and conditions.
5.4.1.4 The contract shall be renewed on yearly basis.
5.4.2 Pest control and Laundress:
5.4.2.1 Pest control and Laundress (Dhobi) services are chosen by Human
Resource in coordination with GM-Works and Quality Assurance.
5.4.2.2 Background verification shall be made to select such services.
5.4.2.3 Pest control service provider shall be approved by Govt of India or
any other Govt agency to provide such services.
5.4.2.4 Pest control license and training certificates shall be collected and
maintained.
5.4.2.5 Formal contract agreement shall be made between service provider
and the company with all the terms and conditions.
5.4.2.6 The contract shall be renewed on yearly basis.
5.4.3 Catering:
5.4.3.1 Catering services shall be chosen by HR in coordination with GM-
works and QA.
5.4.3.2 Caterer shall have valid FSSAI license.
5.4.3.3 A formal visit or audit shall be conducted to select the caterer.
5.4.3.4 Formal agreement shall be made between caterer and company if
required.
5.4.3.5 Agreement if made shall be renewed every year.
6.0 ABBREVIATIONS
6.1 AMC –Annual Maintenance Contract
6.2 NABL – National Accreditation Board for Testing and Calibration Laboratories
6.3 QC – Quality Control
6.4 SME- Subject Matter Expert
6.5 OEM- Original Equipment Manufacturer
6.6 CB- Certification Body
END OF DOCUMENT
