Supplying Bidvest Foodservice

Supplying Bidvest Foodservice
All you need to know
Version 6 – July 2015
Contents
1
Bidvest Foodservice locations
p.3
1.1 Route to market
1.2 Underwriting
2
Labelling and packaging
products
6
7
Receiving and dispatching
orders
3.1
3.2
3.3
3.4
3.5
3.6
4
8
5
Pallets
5.1
5.2
5.3
5.4
5.5
Pallet specs
Products per pallet
Pallet stability
Pallet labelling
Maximum pallet weight
and height
Backhaul and load efficiencies
8.1 Backhaul
8.2 Load efficiencies
9
Other Bidvest and
Bidvest Foodservice business
9.1 Requirements
p.6
4.1 Delivery booking in
4.2 Delivery vehicles and drivers
4.3 Delivery condition and
temperature
4.4 Delivery shelf life and rotation
4.5 Late deliveries
4.6 Goods in contacts
p.10
p.11
p.5
Order method
Order locations
Order lead time
Supplying substitute products
Product supply issues
Delivery notes
Making deliveries
Payment methods
7.1 Goods received
information
7.2 Invoices
7.3 Payment
7.4 Invoice address
7.5 Statement address
2.6 Packaging
2.7 Maximum individual
case weight
2.6 Products supplied from
abroad
3
p.9
6.1 Proof of delivery and
drop and drive
6.2 Rejections
6.3 Delivery performance
and failures
6.4 Recalls and quarantines
p.4
2.1 Outer case labelling
2.2 Inner split labelling
2.3 Bidvest Foodservice Own
Brand Labelling
2.4 Barcodes
2.5 Brand Owner Responsibility
Managing deliveries
10 Delivery failure
p.12
10.1 Failure charges
11 Charges for quarantines
and recalls
p.7
p.8
11.1 Product quarantines
11.2 Product recalls
p.13
1. Bidvest Foodservice
Locations
We operate a national network of 23 depots nationwide.
As a supplier, you may be required to deliver to all of them
Depot
Address
Post code
Telephone
Basingstoke
Battersea
Hamilton Close, Houndsmill Industrial Estate, Basingstoke, Hampshire
78 Silverthorne Road, Battersea, London
RG21 6YS
SW8 3HJ
01256 60 1601
0207 41 42600
Bicester
Charbridge Way, Bicester, Oxford
OX26 4ST
01869 22 2060
Birmingham
Swithenbank Fresh
Bradford
Chepstow RDC
European Consolidation
Centre [Belgium]
Hickling Rd, Kingswood Lakeside, Cannock, Staff
WS11 8JH
Roydsdale Way, Euroway, Bradford, Yorkshire
BD4 6SE
01543 40 5500
01274 470 216
Newhouse Farm Road Industrial Estate, Chepstow, Monmouthshire
NP16 6UD
01291 44 2200
Vanmarke, Foulon, Ghesquiere nv Oostlaan 14, Gullegem
8560
003256439980
Edinburgh
Junction 2 Industrial Estate, Claylands Road, Newbridge, Midlothian
EH28 8LF
01315 35 2000
Gateshead
Harlow
Green Lane, Felling-on-Tyne, Gateshead
Greenway, Harlow Business Park, Harlow, Herts
NE8 1YQ
CM19 5QB
01914 02 4622
01279 82 3000
High Wycombe
Swithenbank Fresh
Hoddesdon
Larbert
Lee Mill
Thomas Road, Wooburn Industrial Park, High Wycombe, Bucks
Unit A, Binley Road, Hoddesdon
HP10 0PE
EN11 0NX
01628 42 6970
Unit K, Lochlands Industrial Estate, Larbert, Stirlingshire
Central Avenue, Lee Mill Industrial Estate, Ivybridge, Devon
FK5 3NS
PL21 9EW
01324 40 2100
01752 63 2000
Manchester
Langley Road South, Salford, Manchester
M6 6TZ
01619 31 1000
Nottingham
Access 26 Business Park, Off Derby Road, Langley Mill, Nottingham
NG16 4HY
01773 84 4000
Paddock Wood RDC
Transfesa Road, Paddock Wood, Kent
TN12 6UU
01892 59 5000
Reading National DC
Worton Drive off Imperial Way, Worton Grange, Reading
RG2 0TG
01189 16 9600
Salisbury
Salisbury Road, Downton, Salisbury, Wiltshire.
SP5 3HY
01752 72 1000
Stowmarket
Needham Road West, Stowmarket, Suffolk
IP14 2QU
01449 60 8900
Wolverhampton
Frozen Consolidation
ACSandT, Park Lane, Wolverhampton
WV10 9QD
01902 731611
Wakefield RDC
Worthing
Bidvest Foodservice Wakefield, Express Way, Wakefield Europort, Wakefield
King Edward Avenue, Worthing, West Sussex
WF6 2TZ
BN14 8DH
01924 66 9432
01903 84 6701
1.1 Route to market
•
•
•
During the listing process, Bidvest Foodservice Supply Chain will
agree with you the correct route to market for your product
If your minimum order quantity or lead time precludes stock
availability, we will work with you to supply your product
through a consolidation service which you will be required to
pay for and manage operationally
Supplier funded consolidation services are available for all products
1.2 Underwriting
•
All products must have their stock holding underwritten before
listing unless agreed otherwise
0208 233 8423
2. Labelling and packaging products
In accordance with the newly implemented Food Labelling
Regulation (EU) No. 1169/2011 and changing Bidvest
Foodservice requirements for food labelling, we require all
branded suppliers to provide the following mandatory particulars
and will be product specific.
2.1 Outer and Transit Case Labelling
Labels must be easily visible and clearly legible.
Written in good English. Product descriptions entered through
Manual New Line Forms must be the description name shown on
the attached labels
Labels must be shown on two adjacent sides of a single case,
containing:
• Name of Food
• List of ingredients & quid (where applicable)
• Allergens
• Nutritional information
• Storage conditions (and special handling conditions
i.e. ‘Freezing’, ‘This Way Up’)
• Instructions for use
• Appropriate durability indication
• Traceability coding
• Net weight
• Name & Address of manufacturer/packer/seller
• Country of origin / place of provenance
• GTIN and barcodes
2.5 Brand Owner Responsibility
The responsibility lies solely with the Brand Owner to
routinely notify Bidvest Foodservice of any changes made to
their products. Foodservice customer’s expectations and
Bidvest Foodservice disclaimer statements refer customers
to the product labelling for the most up to date product
information.
Please ensure the information printed on your labels being
delivered into our depots matches Bidvest Foodservice data
holding for your products by continually updating and
completing Manual New Line Forms for all changes. Please
send completed Forms to your buyer who will ensure
existing records are updated. This allows us to
communicate effectively, accurately and legally, product
attributes to all of our customers for an informed choice
when purchasing/menu planning.
2.6 Packaging
•
•
•
•
All foodstuffs must be in food grade packaging that
conforms to EC Regulation 1935/ 2004
and related individual material regulations
All packaging must meet the criteria in the Essential
Requirements Legislation
All goods need to be suitably boxed for
onward shipment
The packaging must completely enclose
the products
Packaging of “splits” must also meet these requirements
2.2 Inner Split Labelling
•
Where you have indicated to us your products are available to be
sold individually, through the completion of a Manual New Line
Form, each split must be labelled individually containing the same
information found on the outer case labelling.
2.7 Max individual case weight
25kg
2.8 Products supplied from abroad
2.3 Own Label Labelling
If you supply Bidvest Foodservice Own Label products, you must
comply with all signed off artwork that has been agreed by Bidvest
Foodservice.
2.4 Barcodes
Bidvest Foodservice are mandating the presence of GTINs and
Barcodes on all outer and inner case labelling to conform to
changing business practices. The only exception to this
requirement is lines identified as split able, we will accept the
barcode on the outer case label, this is not mandatory on an
individual unit; although it is preferable.
For goods being supplied directly from outside the EU,
Bidvest Foodservice would prefer to buy FOB where
possible, although the exact income terms of any supply
agreement to be discussed and agreed. Specific routes to
market for suppliers outside of the EU need to be agreed
with Bidvest Foodservice Group Commercial before any
such supply can take place.
3. Receiving and dispatching
orders
3.1 Order method
3.6 Delivery notes
•
•
•
•
The standard format you will receive purchase orders
by is a fax
Faxes will be sent to the fax number you enter on the
new supplier form
EDI ordering is available by agreement (please note,
an additional set up fee is required
at supplier cost)
•
•
•
•
3.2 Order locations
As a supplier, you are expected to be able to deliver to
each Bidvest Foodservice location if required
•
•
Must be printed rather than hand written,
duplicated and in English
Contain your supplier name as entered on the
new supplier form
State the Bidvest Foodservice purchase order
number (1 per delivery note)
Quote each product by Bidvest Foodservice
Product code
State the product description as entered on the
new line form
State the quantity per product and if sold by
weight, the weight per product
State the number of pallets being delivered by
pallet type
3.3 Order lead time
Orders will be placed Day 1 for Day 3 unless otherwise
agreed with Bidvest Foodservice Supply Chain
3.4 Supplying substitute products
This is not acceptable and they will be rejected
3.5 Product supply issues
•
•
•
•
You should notify Bidvest Foodservice planner and the affected depots if
you will be unable
to supply.
Products out of stock over a long term, Account managers are to notify
Bidvest Commercial Team for substitutes or alternative products
If you don’t notify Bidvest Foodservice Supply Chain of a product supply
issue and we then have to ask for an explanation, you may be required to
attend an explanatory meeting within 1 week of the meeting request at our
convenience
Prior to dispatch, any shortages should be discussed directly with the
Bidvest Foodservice Supply Chain planner, who will ensure available stock
is prioritised to the appropriate depot in order to maintain availability to our
customers.
4. Making deliveries
4.1 Delivery booking in
4.3 Delivery condition and temperature
•
•
•
•
•
•
•
Deliveries must be booked into the receiving
depot as soon as you are able to by quoting the
Bidvest Foodservice purchase order numbers(s) to
be delivered
Deliveries must be booked in no later than 24
hours before the expected delivery day
Delivery slots are available on a first come
first served basis
Depots set their own goods-in hours to meet
their own requirements
Depots may offer fixed bookings to regular
suppliers
All deliveries must be booked in before 13:30
for deliveries the following day
•
•
4.4 Delivery shelf life and rotation
•
4.2 Delivery vehicles and drivers
•
•
•
•
•
•
•
•
•
Your vehicle must be clean, legal and able to
be rear unloaded using a loading bay, and have
a have a deck height of 1.3m
Couriers and van deliveries are only accepted
in emergencies and by agreement
No pets or children are allowed in delivering
vehicles
Drivers must wear safety shoes and hi-visibility
vests at all times
Vehicle refrigeration should be left on at all times
unless otherwise instructed
All pallets delivered need to be moved to the back
of the vehicle for removal
All vehicles and delivery drivers are liable to be
searched
Vehicles should not arrive more than 30 minutes
before the booked time
Goods must be delivered in a good
and undamaged condition
Frozen goods must be delivered below
-18 degrees centigrade
Chilled goods by agreement up to a
maximum of 5 degrees centigrade
Product must be delivered to Bidvest Foodservice
with
a shelf life greater than 80% of the total
manufactured shelf life as entered on the new line
form, unless otherwise agreed with Bidvest
Foodservice QA and Supply Chain
Products must not be delivered with a best before
end date shorter than the previous delivery
4.5 Late deliveries
•
•
•
You must let the depot know as soon as you
can if a delivery is going to be late and they may
choose to rearrange delivery for another day
We may recover our costs incurred due to
late / failed deliveries from you
Your delivery vehicle will be considered late if
it fails to arrive by the booking time arranged
5. Pallets
5.1 Pallets
5.4 Pallet labeling
•
•
•
•
•
Only 1000 x 1200mm four way entry pallets with a full
perimeter base board conforming to ISO 6780:2003 are
acceptable i.e. Blue CHEP standard or equivalent
Europallets will be rejected (unless agreed by Bidvest
Foodservice Supply Chain)
The CHEP, LPR and IPP pallet pools are worked with
Any white pallets delivered will become the property
of Bidvest Foodservice (no pallet or exchange notes
issued)
Pallets should be labelled with the following:
- your company name as entered on the new
supplier form
- Bidvest Foodservice depot name
- Delivery date
- X of Y pallet count
5.5 Maximum pallet weight and height
•
•
1000kg including the pallet
1.68m including the pallet
5.2 Products per pallet
•
•
•
•
Different products or different best before end dates of the
same product must be clearly separated by a separating
pallet, unless agreed with Bidvest Foodservice Supply Chain
If we order less than full pallets, each product must be
stacked altogether within a single pallet and not
unnecessarily across multiple pallets
A layer of cardboard must separate bagged
products from the pallet
Haulage consolidators delivering multiple suppliers on
the same vehicle must deliver each suppliers stock on
separate base pallets (except Bidvest Foodservice
consolidation services)
Height:
162 mm
5.3 Pallet stability
•
Goods should be stacked and secured in such a way to
form a stable unit, with no overhangs and must remain
stable during picking, i.e. no column stacking
Width:
1200 mm
Depth:
1000 mm
6. Managing deliveries
6.1 Proof of delivery and ‘Drop & Drive’
•
•
•
All deliveries will be checked whilst your delivery vehicle waits
Bidvest Foodservice do not offer “drop and drive” (unless otherwise
agreed with Bidvest Foodservice Supply Chain) and your driver will be
returned a signed delivery note as proof of delivery noting any
short deliveries and clauses
Your driver is not allowed to enter our warehouse but may be
invited in to witness counting if discrepancies to the counts
on your delivery note are found
6.2 Rejections
•
•
•
•
•
Must be taken away by the delivering vehicle
Temperature rejected product must never be redelivered
to any Bidvest Foodservice depot and will be UV pen marked as such
Rejection may occur post goods-in if the fault was not
immediately evident – e.g. damaged cases found in the
middle of a pallet
Rejection is not limited by subsequent sale
Post goods-in rejections must be collected within 2
weeks of notification, otherwise you may be charged
for storage and disposal costs incurred
6.3 Delivery performance and failures
•
•
•
•
•
You must deliver over 98.5% cases ordered vs. cases
received on the day of expected delivery
Performance is measured and reported on a weekly basis
to the email address on your new supplier form
Bidvest Foodservice may recover our costs from you if you fall below this level
Bidvest Foodservice may require you to adopt a Service Level Agreement
Bidvest Foodservice may recover from you any costs incurred due to your
failures
6.4 Recalls and quarantines
•
•
•
•
All instructions should be made to Bidvest Foodservice QA on 01494 555 900,
never direct to depots
Instructions outside of Monday to Friday 08:00 to 17:00
should be made to 0844 879 1038
You are liable for all Bidvest Foodservice costs resulting from these,
as detailed in Section 11
Suppliers must undertake to provide an annual certificate of
product liability insurance cover to a minimum of two million
pounds sterling in respect of a single claim
7. Payment methods
7.1 Goods received information
7.4 Invoicing address
•
Bidvest@webflo.co.uk
SG13 7NE
Hertford
11 Caxton Hill
Mayflower House
PO Box 3663
BFS Group T/A 3663
Bidvest Foodservice can provide daily goods
received information for £500 per year in
order to assist you with successful invoicing.
Please contact Bidvest Foodservice Supply
Chain to arrange this
7.2 Invoices
•
Invoices should only relate to a single
purchase order number which should be
quoted on it
7.5 Statements address
Bidvest Foodservice Supplier Payments Centre
Black Moss Lane
Scarisbrick
Lancashire
L40 9YX
7.3 Payment
•
•
You must submit regular statements for
cleared invoices to be paid against. Payment
terms should be agreed with your
commercial contact
Our VAT number is GB 643 9946 92
Vendor clerk
Suppliers
Telephone
Email
Natalie Orritt
A-CM
01704861044
natalieorritta@bidvest.co,uk
John Ellison
CO-FO
01704 861166
johnellison@bidvest.co.uk
Teresa Judge
FR-KA
01704 861123
teresajudge@bidvest.co.uk
Michael Horton
KE-NO
01704 861101
michaelhorton@bidvest.co.uk
Sandra Tremarco
O-SH
01704 861111
sandratremarco@bidvest.co.uk
Nadia Cassells
SI-Z
01704 861165
nadiacassells@bidvest.co.uk
8. Factory Gate Collection
(FGC) and Load Efficiencies
8.1 FGC
Bidvest Foodservice may be able to offer FGC services,
please enquire with your Bidvest Foodservice Supply
Chain contact if this is a viable option
8.2 Load efficiencies
If shelf life to our customer’s is not impaired, Bidvest
Foodservice may offer purchasing load efficiencies
9. Other Bidvest and
Bidvest Foodservice
businesses
Vendor clerk
9.1 Requirements
•
These requirements only apply to deliveries to
Bidvest Foodservice and Swithenbank Fresh
•
They do not apply to deliveries to Bidvest Catering
Equipment, Bidvest Logistics, Inverness Farmers or
any Bidvest Fresh
10. Delivery failure
Bidvest Foodservice operate in an incredibly
competitive marketplace with demanding customers
with very high expectations. Bidvest Foodservice’s
suppliers are an integral part of our success and it is
important that our expectations are met with every
delivery.
Therefore every supplier failure is likely to have a
direct knock on to Bidvest Foodservice’s customers
experience and the costs of rectifying these failures
should be borne by the failing supplier. Suppliers must
rectify any short deliveries within 24 hours if the
receiving depot requires.
10.1 Failure charges
•
The following charges are indicative, not
exhaustive and are provided as a guide only:
Restacking unstable deliveries
£0.31 per case + £61 per instance
Storage of uncollected rejections after 2 weeks
following notification
£15 per pallet per week
Destruction of uncollected rejections either out
of date or after 8 weeks
£30 per pallet + £3.70 per case for deep burial non landfill or £1.39 per
case landfill
Short delivery <98.5% per week
£0.31 per case + £61 per instance (This may be superseded by an
agreed Service Level Agreement)
Redistribution around the network of stock
following a rejection
Courier costs + £61 charge + £0.31 per case
Insufficient stock in a consolidation centre
(frozen and chilled only)
£0.31 per case + £61 per instance (This may be superseded by an
agreed Service Level Agreement)
Incorrect data provided
£100 per product (Information as entered onto New Line, New
Supplier, or EDI information form, or where you have certified
information as correct that we subsequently discover to be incorrect
during ongoing validation processes)
11. Charges for quarantines
and recalls
11.1 Product quarantine (not involving Bidvest
Foodservice’s end customers)
•
•
£1300 per product per instance + all and any out of hour’s
management costs
Should any information be amended / changed and a
second quarantine issued, you will be charged more than
once as applicable
11.2 Product recalls (requiring collections from customers)
•
•
The exact cost of contacting customers + £35 per credit
raised + £1800 management fee per product + £5000
charge for any redelivery to Bidvest Foodservice of affected
products + all and any associated costs of disposal + All
and any out of hours management costs
This cost is in addition to the original quarantine charge
Nb. In order to reduce the risk of quarantined stock re-entering
our business, you will be required to collect recalled or
quarantined stock from wherever it is within our network or
associated 3rd Party warehouse/consolidation centre, which
may not always be the depots you initially delivered it into.
Bidvest Foodservice do not move recalled or quarantined stock
around our network.
Supply Chain Contact Details
For queries about Frozen
•
Guy Hanks
Supply Chain Development Controller
guyhanks@bidvest.co.uk
For queries about Ambient and Grocery
•
Christopher Deane
National Supply Chain Manager
christopherdeane@bidvest.co.uk
•
Adam Broomfield
Supply Chain Manager
adambroomfield@bidvest.co.uk
For queries about Chilled
•
Erika Lasova
National Supply Chain Manager
ErikaLasova@bidvest.co.uk
For all other enquiries please contact the Bidvest
Foodservice Advice Centre
• 0870 3663 000
@: advice_centre@bidvest.co.uk