Supplier Manual for Hutchinson GmbH, Mannheim Prepared by Elke Stelz Version V. 1.0. Last change made on 14.05.2013 Print date from 14.05.2013 roxtra Q Hutchinson - Purchasing Page 1 of 15
Contents 1. Introduction Page 3 a. Foreword b. Company policy 2. General information Page 4 a. Visitor registration b. Availability 3. Supplier self-disclosure Page 5 a. Contact b. Supplier self-assessment c. Supplier questionnaire d. Confidentiality agreement e. Creditworthiness information f. Product liability insurance g. Long-term supplier declaration 4. Quality agreements Page 7 a. Quality Assurance agreement b. Ppm rates c. Certificate 5. Order Page 8 a. Formal requirements b. General terms and conditions of purchase c. Safety data sheets / product specification 6. Prototype procurement / initial sampling Page 9 a. Serial delivery 7. Transport / delivery Page 10 a. Delivery logistics b. Collection logistics c. Mixing facility delivery d. Incoming goods inspection 8. Safety regulations / rules / on-site conduct Page 12 a. Plant site b. In the Production areas c. Fire protection d. Area-specific safety regulations 9. Energy management systems Page 13 10. Environmental management systems Page 13 11. Miscellaneous Page 13 a. Legal system / place of jurisdiction 12. Recognition of the Supplier Manual Page 14 13. Appendix Page 15 Hutchinson - Purchasing Page 2 of 15
1 Introduction Foreword This manual is intended to improve delivery relationships between existing and future suppliers of Hutchinson GmbH, Mannheim. Company policy Declaration by the Management on the company policy of Hutchinson GmbH Our company image and our economic success are to a considerable extent dependent on the quality of our products and services as well as on the maintenance of the applicable legislation, in particular the environmental, safety and energy legislation. Synonymous with the high quality standard, social and new, productive customer demands are being placed on our company. We are taking account of this through the introduction of an integrated Management System based on the ISO/TS 16949, the ISO 14001 and the ISO 50001, a system which is constantly undergoing further development. Our Total Quality Policy is part of the Total Group Safety / Environment / Quality charter. The aim is to fulfil the expressed and unexpressed expectations of our customers, whether internal or external, taking into consideration the technical specifications and negotiated conditions. The policy is based on the high motivation of our employees, respect for the aims of shareholders, the will of a citizen-friendly company and the partnership with our suppliers. This policy is applied within the entire organization and is orientated on respect, on the mastering of processes, on the approach to lean structures and on consistent improvement. Within the scope of this policy, we obligate ourselves, amongst other things, to: Achieve 0 accidents through the reinforcement of prevention, error-detection and riskcontrol systems Achieve the environmental, safety and energy legislation applicable to the respective location Promote the continuous improvement of environmental protection and work safety Achieve the defined environmental and energy targets and the consistent improvement of energy utilization and efficiency Increase reductions in waste and recycling, in order to preserve the environment Continuously reduce environmental pollution Determine the energy aspects and to maintain all applicable requirements even those which are not legally stipulated Increase customer satisfaction in order to gain a key position on the market Maintain strong innovation potential and competitive solutions Involve our customers and suppliers in our advances Consistently increase the quality of our products and our services Reduce our procurement, production and structural costs Support the development of our employees and promote internal communication and teamwork Hutchinson - Purchasing Page 3 of 15
Respect the ethics charter of the Total Group and the applicable laws Contribute towards the sustainable development policy of the Group Master our processes in accordance with the ISO/TS 16949, ISO 14001 and ISO 50001 standards, the implementation of which is to be validated through regular inspections Develop the lean culture in all areas of activity through the application of the HPS (Hutchinson Production System) and HDS (Hutchinson Development System) Improve our on-site processes through the use of indicators at the workplaces, through the daily presence of the Management in the workshops (Gemba Walk) and the use of tools for problem solutions (QRQC) Provide the necessary information and resources to achieve the strategic and operative targets Respond to enquiries by the general public on our environmental and energy policies The achievement of our targets is dependent on the attitude of each and every one of us. For this reason, we invite you to participate actively in this collective success, and to prove our professionalism. The declaration by the Management will be inspected regularly within the scope of the Management Review and updated if required. This Management obligation is defined in the operative targets of the company and is made known to the employees. Mannheim 16 th May 2013 Christopher Anner (Signature) Managing Director Hutchinson - Purchasing Page 4 of 15
2 General information Visitor registration Please register at Plant Security at the main entrance gate, Hansastr. 66, Building 3. There you will receive a visitor s pass which is to be fastened to your clothing so that it is clearly visible, and returned when you leave the plant. Entry and exit of the plant site is only permitted via the official main entrance. When planning your visit, please observe that work safety shoes are mandatory in the Production and Logistics areas. Please bring your own safety shoes. Contacts Gate Telephone: +49 621 3971-160 Fax: +49 621 3971-216 Email: lieblang@hutchinson.de Main office Telephone: +49 621 3971-0 Fax: +49 621 3971-216 Purchasing Telephone: +49 621 3971-178 (Mr. Hafermann) +49 621 3971-117 (Ms. Stelz) +49 621 3971-135 (Ms. Deligezer) Fax: +49 621 3971-216 Email: einkauf@hutchinson.de Logistics Telephone: +49 621 3971-338 (Mr. Thomes) Fax: +49 621 3971-224 Email: siegbert.thomes@hutchinson.de Incoming goods Telephone: +49 621 3971-113 (Mr. Joneleit) Fax: +49 621 3971-224 Email: jones.joneleit@hutchinson.de Hutchinson - Purchasing Page 5 of 15
3 Supplier self-disclosure Contact The supplier obligates themselves to state their contact for the necessary divisions Sales Quality Logistics 24-hour contact with all relevant information, telephone and fax numbers, email addresses and, if available, mobile phone numbers. Changes must be reported without delay. The form to be used for this purpose can be found in the Appendix. <see Appendix No. 1> Supplier self-assessment For an initial assessment of your company, your products and your performance capabilities, we ask you to fill in the supplier self-disclosure and to send it to Purchasing at Hutchinson GmbH in Mannheim. The form to be used for this purpose can be found in the Appendix. <see Appendix No. 2> Supplier questionnaire Within the scope of the supplier information, the supplier obligates themselves to filling in the enclosed supplier questionnaire and sending it to Purchasing at Hutchinson GmbH in Mannheim. The form to be used for this purpose can be found in the Appendix. <see Appendix No. 3> Confidentiality agreement The contractual partners shall obligate themselves to treating all data transferred within the scope of the business relationship as confidential. A violation against the confidentiality agreement shall lead to immediate termination of the business relationship. The form to be used for this purpose can be found in the Appendix. <see Appendix No. 4> Creditworthiness information Within the scope of the supplier self-disclosure, the supplier shall obligate themselves to inform us regularly of their creditworthiness in the form of creditworthiness information. The creditworthiness information provides the basis for existing or future business relationships. Hutchinson - Purchasing Page 6 of 15
Product liability insurance For the safeguarding of liability claims towards our customers, the supplier shall obligate themselves to providing us with a verification of an extended business liability insurance, in particular the product liability insurance. A verification for this insurance shall be provided annually to Hutchinson GmbH in Mannheim. Changes to the insurance conditions shall be indicated without delay. Long-term supplier declaration The long-term supplier declaration serves as the basis for the verification of the preferential goods source of the delivered goods. The long-term delivery declaration shall be sent on the supplier s initiative annually to Purchasing at Hutchinson GmbH in Mannheim. The form to be used for this purpose can be found in the Appendix. <see Appendix No. 5> 4 Quality agreements Quality Assurance agreement Hutchinson suppliers are an integral component of our process chain. The resulting demands from the Quality Management System on suppliers provide the basis for cooperation. They determine the technical and organizational framework conditions and processes between Hutchinson and their suppliers, which are required to achieve common aims. They are a component of the company policy, and are integrated into the overall Hutchinson strategy. The unreserved fulfilment of the customer requirements and the consistent pursuit of the zero-error objective combined with error-free delivery quality are of particular importance here. They describe the minimum requirements on the supplier management system with regard to Quality Assurance. The form to be used for this purpose can be found in the Appendix. <see Appendix No. 6> ppm rates For both our customers and our company, the quality of our products is a major component for sustainable growth and success. For this reason, we see ourselves annually under the obligation to fulfil or if possible to exceed the requirements of our customers. Your contribution towards the achievement of this target is essential. For this reason, we check your approach each year in order to aim for constant improvement. Accordingly, a zero-error process optimization should be the target. In the automotive sector, the ppm quota is considered an objective indicator of the delivery quality. The proportion of defective goods is measured in ppm. The agreed target is a ppm quota of < 10 ppm. The proportion of defective parts is placed in ratio to the total delivery quantity per year and part. The ppm quota is continuously recorded and monitored. The result flows directly into the annual supplier assessment and into the awarding of new projects. Hutchinson - Purchasing Page 7 of 15
Certificate The supplier shall obligate themselves to document their possession of the following certificates: ISO 9001 ISO / TS 16949 ISO 14001 (Environment) ISO 50001 (Energy) As soon as a business relationship commences and on expiry of their validity, these documents are to be sent without delay via email to the Purchasing Department at Hutchinson GmbH in Mannheim. The email address is as follows: einkauf@hutchinson.de. 5 Order An order represents the request to a supplier to provide a product or service. The order leads to a contractual relationship with the obligation for mutual fulfilment. Formal requirements After reception of the order from Hutchinson GmbH in Mannheim, a written confirmation of the receipt of the order must be returned. Here we must be notified of the following information: Hutchinson order number and date Orderer Hutchinson article designation Quantity and price Binding delivery date Date Payment and delivery conditions General terms and conditions of purchase The supplier shall obligate themselves to accepting the General Purchase Terms and Conditions for Hutchinson GmbH in Mannheim with the acceptance of the order. Differing conditions laid down by the supplier if these are not determined within our complete order shall not apply. At the same time, the supplier s acceptance of the order means that they guarantee that the goods they deliver do not violate any domestic or international property rights, that the legal provisions with regard to the environment and work safety have been maintained, that no violations have occurred and that no judicial proceedings against the supplier are pending. The products ordered from you and delivered to us must accord with the specifications laid down in the European Directive ES 1907/2006 (REACH). Hutchinson - Purchasing Page 8 of 15
You can find our terms and conditions of purchase in the Appendix. <see Appendix No. 7> Supplement to the terms and conditions of purchase <see Appendix No. 8.> Code of Conduct Safety Health Environment Quality Charter Safety data sheets/product specification A product data sheet / safety data sheet is required for delivery of the goods, in particular raw materials and operating equipment. These safety documents must always be sent via email to einkauf@hutchinson.de : Safety data sheet Technical data sheet 6 Procurement Initial sampling The initial sampling serves our Quality Management to check for the fulfilment of specified properties in accordance with our drawings, specifications or DIN standards during the inspection of components or finished products. This includes both the initial sampling and the re-qualifications. With the initial sampling, the supplier provides verification that the products supplied to us accord with the required quality demands. The obligation for initial sampling and re-qualification free of charge shall apply as a contractual agreement. The information sheet can be found in the Appendix. <see Appendix No. 9> Serial procurement The serial procurement represents the appropriate and economic supply with goods, components or finished products. The right goods in the right quantity must be made available at the right time in the right location, in the right quality and at the right price. Only after the successful release of the sample through our Quality Management is the production of the sampled part or finished product under realistic conditions approved. The form to be used for this purpose can be found in the Appendix. <see Appendix No. 10> Hutchinson - Purchasing Page 9 of 15
7 Transport / delivery Logistics delivery Contact: Mr. Jones Joneleit Email address: jones.joneleit@hutchinson.de Telephone: +49 621 3971-130 Fax: +49 621 3971-224 Delivery times: Monday to Thursday 8:00 hrs to 12:00 hrs 13:00 hrs to 15:00 hrs Friday 8:00 hrs to 12:00 hrs Address: Lagerstraße, Tor 3, 68169 Mannheim Logistics collection Contact: Mr. Gerald Schneider Email address: gerald-logistik.schneider@hutchinson.de Telephone: +49 621 3971-125 Fax: +49 621 3971-224 Delivery times: Monday to Thursday 8:00 hrs to 12:00 hrs 13:00 hrs to 15:00 hrs Friday 8:00 hrs to 12:00 hrs Address: Lagerstraße, Tor 3, 68169 Mannheim Site plan: Image source: www.maps.google.de Hutchinson - Purchasing Page 10 of 15
7 Transport / delivery Mixing facility delivery Contact: Mr. Werner Hirsch Email address: werner.hirsch@hutchinson.de Telephone: +49 621 3971-151 Delivery times: Monday to Thursday 6:00 hrs to 12:00 hrs 13:00 hrs to 14:00 hrs Friday 6:00 hrs to 12:00 hrs Address: Industriestraße, 68169 Mannheim Site plan: Image source: www.maps.google.de Incoming goods inspection Truck drivers must report at the gate. You can find the appropriate unloading point above. When delivering raw materials, please observe that the acceptance certificate / analysis certificate must already be available in advance at the latest on the day of delivery. No acceptance can take place without the abovementioned documents. Furthermore, the consignment note and the delivery note must be available on delivery here the order number from Hutchinson GmbH, Mannheim must be stated. Missing documents will lead to a negative supplier assessment. The labelling on the packaging of the delivered goods must accord with the VDA guidelines! Hutchinson - Purchasing Page 11 of 15
Driving of vehicles The guidelines for driving vehicles aim to reduce the frequency and severity of vehicle accidents. The information sheet is located in the Appendix. <see Appendix No. 11> 8 Safety regulations / rules / on-site conduct The safety regulations describe the rules and the required conduct on the Hutchinson GmbH site in Mannheim. These rules must be strictly observed and followed. Observe the instructions from security personnel. General safety regulations Plant site The general German Road Traffic Regulations (StVO) apply. The maximum permitted speed is 10 km/h. Parking spaces for visitors are marked accordingly. In the Production areas Transport vehicles have priority over pedestrians. It is not permitted to go through the warehouse areas. Entry into other operational areas without someone accompanying you or an order is not permitted. Production lines may not be crossed. The footpaths, marked in blue, must be used. Photography and film recordings are completely prohibited across the entire plant site. Mobile phones are also prohibited in the Production areas. Fire protection Smoking on the plant site is forbidden. Smoking is only permitted at the designated points. Area-specific safety regulations Specified protective equipment: Production and mixing areas Safety shoes Hearing protection Warning vest Assembly and Warehouse areas Safety shoes Warning vest Hutchinson - Purchasing Page 12 of 15
In all areas, move particularly carefully and with foresight due to the transport vehicle traffic. Safety shoes must be worn outside the pedestrian pathways. Observe all signs and other safety instructions. The consumption of alcoholic beverages is not permitted on the plant site. In your own interests, we wish to inform you that we will not tolerate major violations against safety regulations. In extreme cases, this can lead to a person being expelled from the plant site. 9 Energy management systems Our aim is to continuously improve the energy-related performances and energy efficiency and to achieve savings in energy. A consistent energy management assists us and our suppliers to develop unused energy efficiency potentials and to implement them through target-orientated measures. In this way, we all profit from cost savings and pay a contribution towards protection of the environment and climate. We would like to sensitise ourselves and our suppliers for long-term energy management. For this reason, we pursue implementation of the ISO 50001. 10 Environmental management systems Our aim is to continuously improve environmental management as a subdivision of our organization with regard to business and official environmental protection. This serves to secure the sustainable environmental compatibility of the company products and processes as well as the conduct of our employees and suppliers. This includes the environmental policy of the company, the environmental protection, the environmental performance and the maintenance of the official regulations or the legal limit values. The analysis of material and energy flows serves the realisation of savings potentials, with the aim of reducing waste, wastewater and emissions. This can be demonstrated through organizational and technical improvements. For this reason, we pursue implementation of the ISO 14001. 11 Miscellaneous Legal system / place of jurisdiction German law applies at the time of signature. Place of jurisdiction and place of fulfilment: 68169 Mannheim - Germany Hutchinson - Purchasing Page 13 of 15
12 Recognition of the Supplier Manual / the supplier quality guidelines Through their signature, the supplier confirms that they have received the Hutchinson GmbH Supplier Manual, and acknowledge the specifications and stipulations. Please return a signed copy to the following address. Address: Hutchinson GmbH Purchasing Attn. Ms. Stelz Hansastraße 66 68169 Mannheim Germany Email: einkauf@hutchinson.de Place, date Company stamp / Binding signature Hutchinson - Purchasing Page 14 of 15
13 Appendix 1 Supplier self-disclosure Contact form Appendix No. 1 Supplier self-assessment Appendix No. 2 Supplier questionnaire Appendix No. 3 Confidentiality agreement Appendix No. 4 Long-term supplier declaration Appendix No. 5 4 Quality agreements Quality Assurance agreement Appendix No. 6 5 Order General terms and conditions of purchase Appendix No. 7 Supplement to the terms and conditions of purchase Appendix No. 8 6 Procurement Initial sampling Appendix No. 9 Framework Purchase contract Appendix No. 10 7 Transport / delivery Driving of vehicles Appendix No. 11 Hutchinson - Purchasing Page 15 of 15