Vendor Certification Program

Vendor Certification Program

As per the requirement of IJMA and jute industry, IJIRA has started certification of jute mill machinery spare parts suppliers for the benefit of the jute industry. A standard SOP is prepared for the guidance of total process of Spare Parts Certification System.

The aim of the certification program is, at the outset, to ensure that all spare parts necessary for mill operations consistently meet jute industry acceptance criteria, to reduce the machine down time and to enable jute industry to implement a reduced testing regime for incoming spare parts.

Vendor Certification for Spare Parts Suppliers of jute Mill Machinery

  1. INTRODUCTION

    As per the requirement of IJMA and jute industry, IJIRA has started to think about the possibilities of certification of jute mill machinery spare parts suppliers for the benefit of the jute industry. Though this is a long process as no such standards or bench marks are available for the spare parts. A standard SOP is hence needed to be prepared for the guidance of total process of Spare Parts Certification System.
  2. OBJECTIVE

    The aim of the supplier certification program is, at the outset, to ensure that all spare parts necessary for mill operations consistently meet jute industry acceptance criteria and, secondly, to enable jute industry to implement a reduced testing regime for incoming spare parts.
  3. SCOPE

    This SOP is applicable for qualification and evaluation of vendors/ suppliers who are manufacturing the spare parts for the Jute Industry machinery.
  4. Requirement of Certification

    To assure the quality of spare parts and to reduce the machine down time.
  5. Operating Agency

    Indian Jute Industries Research Association (IJIRA) will operate the certification.
  6. Definition
    1. “Jute Industry” means „producer‟ of Jute goods in India.
    2. “IJIRA” means Indian Jute Industries‟ Research Association located at 17, Taratola Road, Kolkata – 700 088.
    3. “IJMA” means Indian Jute Mills Association located at 6, N.S. Road, Kolkata – 700 001.
    4. Vendor – A manufacturer and / or his authorized agent of eligible jute processing machinery spare parts having appropriate infrastructural facility, financial capability and technical expertise / support.
    5. Machinery – A group of parts or machines arranged to perform useful and desired functions.
    6. Spare Parts– An identical /duplicate part to replace a lost or damaged part of a machine.
  7. Pre Requisite for Vendor/Spare parts suppliers to get certified

    As per Annexure -1 or Annexure 2
  8. Competent Authority

    Director IJIRA will be the competent authority for taking any final decision for the certification process.
  9. Procedure for Assessment & Certification of Suppliers/ Vendors (Manufacturer of Spare Parts)
    1. Vendors are needed to apply for IJIRA certification to IJIRA with a copy to IJMA in the format given in Annexure 1.
    2. All documents required in Annexure 1 should be attached with application.
    3. IJIRA will check the documents and if it is satisfactory, a letter will be sent to the supplier to deposit the fees of IJIRA by account Payee Demand Draft according to the list of spare parts to be checked) in favour of Indian Jute Industries’ Research Association for carrying out certification process.
    4. After deposition of fees of IJIRA, IJIRA inspection team will visit the factory, office, godown of the vendor/supplier and will collect samples from the lot.
    5. If the application is found prima facie eligible for certification as vendor of the critical spare parts list, IJIRA having technical divisions will conduct spot physical inspection of spare parts units to confirm their manufacturing capacity, verification of original records and other technical parameters mentioned in their applications.
    6. Vendor will arrange transport to send the signed samples to IJIRA for testing.
    7. Vendor has to supply the profile and dimension of each part along with the name of make for which it is manufactured.
    8. IJIRA will tests the samples in laboratory and will analyze the test report.
    9. IJIRA will issue a certificate to the vendor/supplier if the report is satisfactory.
    10. Each vendor / supplier has to renew their certificate yearly.
    11. Name of all certified vendors / suppliers along with list of spare parts will be available at IJIRA website for ease selection of vendors/ suppliers of the jute industry.
    12. Within the 1 year validation time for certification, IJIRA will protect the right to recollect spare parts any time of the vendor either from vendor end or from jute industry store to recheck the material quality. Any severe deviation in the quality of material will disqualify the vendor / supplier and may the vendor / supplier may be black listed for a certain time or forever as per the magnitude of deviation. IJMA will be informed accordingly.
    13. A declaration from the vendor/ supplier will be taken regarding the consistency of quality of the spare parts checked by IJIRA. Any deviation in the test parameters which will depreciate the quality of the spare part will not be allowed in due course.
    14. IJIRA restrict the authority to withdraw the certificate if such deviation is observed/ tested.
  10. Procedure for Assessment & Certification of Agent/ Dealer of Any Indian or Foreign Manufacturer of Spare Parts
    1. Agent/ dealers of any Indian or foreign manufacturer of spare parts are needed to apply for IJIRA certification to IJIRA with a copy to IJMA in the format given in Annexure 2.
    2. All documents required in Annexure 2 should be attached with application
    3. IJIRA will check the documents and if it is satisfactory, a letter will be sent to the agent/ dealer to deposit the fees of IJIRA by account Payee Demand Draft according to the list of spare parts to be checked) in favour of Indian Jute Industries’ Research Association for carrying out certification process.
    4. After deposition of fees of IJIRA, IJIRA inspection team will visit the office, godown and quality control system of the agent/ dealer and will collect samples from the lot.
    5. IJIRA team will verify original records and other technical parameters mentioned in their applications during inspection.
    6. Agent/ dealer will arrange transport to send the signed samples to IJIRA for testing.
    7. Agent/ dealer has to supply the standard dimension of each part along with the name of make for which it is manufactured.
    8. IJIRA will tests the samples in laboratory and will analyze the test report.
    9. IJIRA will issue a certificate to the vendor/supplier if the test report is satisfactory.
    10. Each agent/ dealer has to renew their certificate yearly.
    11. Name of all certified agent/ dealer along with list of spare parts will be available at IJIRA website for ease selection of agent/ dealer of the jute industry.
    12. Within the 1 year validation time for certification, IJIRA will protect the right to recollect spare parts any time of the agent/ dealer either from vendor end or from jute industry store to recheck the material quality. Any severe deviation in the quality of material will disqualify the agent/ dealer and may the agent/ dealer may be black listed for a certain time or forever as per the magnitude of deviation. IJMA will be informed accordingly.
    13. A declaration from the agent/ dealer will be taken regarding the consistency of quality of the spare parts checked by IJIRA. Any deviation in the test parameters which will depreciate the quality of the spare part will not be allowed in due course.
    14. IJIRA restrict the authority to withdraw the certificate if such deviation is observed/ tested.
  11. Validity Period of Certification & Re-assessment for Renewal of Certification

    IJIRA certification will be valid for 1 year and need a reassessment for renewal yearly.
  12. Validity of Renewal

    Renewal of certification will also valid for 1 year.
  13. Grace Period

    Grace period will be given for 1 month after completion of 1 year validation of certification but with extra 10 % fees as a penalty.
  14. Responsibility for Carrying out Supplier / Vendor Assessment

    The responsibility of coordinate and carrying out Supplier/Vendor Assessment and Certification rests with Indian Jute Industries Research Association.
  15. Capacity Verification of Vendor

    Monthly capacity of parts supply of a vendor / supplier will be verified (not valid for ISAPM enlisted vendors/ suppliers).
  16. Assessment of Financial Capabilities

    Financial capabilities of a vendor will be verified (not valid for ISAPM enlisted vendors/ suppliers)
  17. Action on Rejection for Certification

    In case it is not possible to register a supplier/vendor due to certain deficiencies noticed during assessment, the details of the deficiencies noted will be intimated to the supplier/vendor as an advice by the recommending authority indicating that the supplier may apply for certification a fresh within a prescribed time frame with due improvement as suggested. Normally, reassessment of such supplier/vendor will be taken up only after three months and on payment of fresh assessment charges for initial certification. However, reassessment may be taken up earlier at the discretion of the accepting Authority for reasons to be recorded in writing depending on the nature of deficiencies noted earlier and merits of the case.
  18. Approved Certified Vendor List (ACVL)

    A certified approved vendor list will be prepared and uploaded at IJIRA website for jute industry.
  19. Certification Fee

    The certification fee as fixed by IJIRA from time to time will be paid by vendor/supplier prior to actual assessment for certification being taken up. This fee is non-refundable and to be paid through DD/ Cheque in favour of Indian Jute Industries’ Research Association payable at Kolkata. Presently the fees are as under:-
    • Certification fees will be determined and varied depending upon the type and no. of spare parts to be certified as per spare parts list.
  20. Issue of Certification Certificate

    Indian Jute Industries Research Association, Kolkata will issue the certificate as per specimen After successful completion of assessment and approval of recommendations by the competent authority.
  21. Time Limit for Assessment

    As far as possible, general certification will be completed within 45 days after the receipt of fees of IJIRA from the intending vendor/ spare parts supplier. All essential elements of the procedure indicated to verify the technical infrastructure and quality management systems of intending vendor/ spare parts supplier will always be followed during and after Certification.
  22. Certificate for Certification/Renewal

    For Certification /renewal, a Certificate as per different spare parts sent by the vendor/ supplier, will be awarded to the firm.
  23. Removal of Supplier/Vendor from List of Certified Vendors (ACVL)

    Removal of vendor from the enlisted Certified Vendors may be done by IJIRA on the following grounds:- (i) If a firm fails to execute a contract satisfactorily against the specification. (ii)If a firm no longer has the technical staff or equipment considered necessary.(iii)If a firm is declared bankrupt or insolvent or its financial position has become unsound, and in case of limited company, it is wound up or taken into liquidation.(iv)Consignee End Rejection (CER) cases where the firm is at fault for supplying substandard stores.
  24. Reference Document
    1. Incentive scheme for acquisition of plants and machinery (ISAPM)
    2. SOP for Vendor Qualification, by Bhanu Pratap Singh, link Standard Operating Procedure for Vendor Qualification.

Annexure-I
Annexure-II

Certificate Issued to the Vendors

Certificate Golden Industries
Certificate Lagan