Supplier Portal

A "Supplier Appraisal Questionnaire" is available on this user guide which can be used to obtain detailed information about:

• General Details – address, contact details, core business, type of company etc.
• Financial Information – turnover, bankers, sales tax, insurance cover
• Staff – numbers, skill sets etc
• Equal Opportunities / Ethical practices – indication of company policy
• Quality Assurance, Quality Control & Sub Contractors – QA Registrations, processes
• Environmental policy - indication of company policy
• Health & Safety – H & S Registrations, processes
• e-procurement – electronic trading experience

The potential vendor is required to provide at least a reference letter from one of their customers. Where no reference letter can be provided (sometimes due to the non-disclosure agreement between the supplier and her customers), such reference may be waived at the discretion of Procurement.

This will be included/covered by the Global Vendor Report compiled by the bank.

Letters may be requested from a company’s bankers. It must be remembered that the company is a customer of that bank and as such their response may not be vague.

In order to complete an appraisal of a potential supplier the following topics should be considered in addition to the financial appraisal:

• Past performance
• Reputation
• Evaluation of samples
• Quality of operation
• 3rd party certification
• Known CSR performance / issues
• Visit and site appraisal

Past Performance
This can be past performance to the bank or to a third party. The best way of finding out past performance to a third party is via references.

Reputation
Within any industry companies have a reputation. This may be advised both from outside or inside the bank.

Evaluation of samples
Depending on the product, samples may be requested by the bank. The samples should be evaluated.
Typical criteria for evaluation may be:

• Fit for purpose
• Design
• Likeness to the specification
• Reference to International, British and other relevant standards
• Environmental considerations of the product (is it recycled or recyclable?) and / or packaging (ie - is the waste products recyclable?).

Quality of operation
The quality of a company’s operation shall be evaluated against criteria such as:

• Delivery method – own courier, registered post, guaranteed next day etc.
• Packaging and Labelling – does this conform to bank requirements / is it comparable with the goods provided?
• Quality of manufacture / materials used  Lead time from receipt of order to delivery
• Delivery performance – is the stated delivery timescale met?
• Invoicing – are invoices received accurate and quote the correct references?
• Management Information (MI)
• Stock holding – what volumes of stock are held, how are they held, where are they held and does this correlate with the bank’s requirements and manufacture time
• Locations – can the company deliver on a national/international basis. Are there premises secure and of what quality?
• Ability to design, etc
• Policies:- environmental, diversity / equal opportunities, training, staff vetting. Does the company have any policies, have they got any third party certification for these.
• Flexibility to adapt to the market
• Long term strategy
• Service suppliers contingency arrangements
• Contingency

Third Party Certification
Companies may have recognised third party certification for quality and standards such as:

• ISO9000 / BS5750 - practical standards for quality control system.
• ISO14000 – Environmental management

Known CSR performance / issues
Consideration should be given to a supplier’s CSR / Environmental performance, eg:

• Does it have any ISO certification? Does it have a poor track record?
• Are it’s raw materials sourced from accredited locations (ie managed forests in the case of timber for pulp / paper)?

Visit and Site Appraisal
These should be undertaken for material vendor in particular those providing outsourcing service and/or with manufacturing plant/processing centre at the joint discretion of the Procurement, the subject matter expert eg ISR, BSE etc and the Business Owner. It is beneficial to visit a supplier to understand the processes involved to ensure a true understanding and partnership can be developed.

• Updated TIN Certificate
• Updated VAT Certificate
• Updated Trade License
• Copy of Certificate of Incorporation
• Copy of Memorandum and Articles of Association
• Bank Solvency Certificate
• Company Profile
• Brief of Company Shareholders and associated business
• Job References
• Copy of relevant regulatory permission / Professional Certificates

All potential suppliers may send their credentials for Bank’s review thru procurement.bd@hsbc.com.bd