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New supplier questionnaire

To Our Valued Suppliers / Subcontractors: 
As a current or potential Supplier / Subcontractor we ask that you complete the attached “Request for Subcontractor’s Audit Survey.” within seven (7) days. Please complete this survey and return it to our facility with applicable attachments, as soon as possible, so we can include or continue to maintain your company on Pacbrake’s approved vendor list. FAX# (604) 882-2330

General Information

Company name

Date


Audit Survey - General Information - Section A

A. Subcontractor or Supplier Information

Company address

Google maps address link

Phone

Fax

E-mail

Web page

B. Contacts

Sales Representative Name

Sales representative phone

Quality assurance representative name

Quality assurance representative phone

C. Employee Distribution

Total personnel

Quality Control

Production

D. Facilities Information

Facility Area (ft²)

Please upload photos of your facilities (road, business office, production line)

E. Product Manufacturing

Years in business

How many years have you been in the automotive industry?

Have you manufactured pieces like the one you quoted before?

Have you manufactured pieces like the one you quoted before?
A
B

If you said yes, please give a description of the piece you quoted and summit a picture

F. Logistics

For the item you are quoting, What is the average lead time?

Do you accept whenever necessary emergency/expedited orders?

Do you accept whenever necessary emergency/expedited orders?
A
B

How do you handle this types of emergency orders? Please explain

What Incoterms do you typically use for shipments to our region?

Are there options to negotiate or adjust the Incoterms to better suit our needs?

Are there options to negotiate or adjust the Incoterms to better suit our needs?
A
B

G. Prices and Payment Terms

What is your standard pricing structure for the products/services we are interested in?

What is your standard pricing structure for the products/services we are interested in?

Do you offer tiered pricing based on order quantity or frequency?

Do you offer tiered pricing based on order quantity or frequency?

If yes please provide details on the prices tiers

Are there any discounts available for bulk purchases or long-term contracts?

Are there any discounts available for bulk purchases or long-term contracts?

What is included in the quoted price (e.g., packaging, handling, shipment)?

Are there any additional charges or fees that we should be aware of?

What are your standard payment terms?

What are your standard payment terms?
A
B
C
D

Do you offer early payment discounts?

Do you offer early payment discounts?
A
B

H. Refunds and Returns

What is your policy on refunds or returns?

Are there any specific conditions of fees associated with returns?

I. Principle products / Services (describe -or- attach a list of your capabilities, products, services, and/or special processes) 

M. Reference companies (list names of other firms doing business with your company)

ISO 9001:2015 Compliant?

ISO 9001:2015 Compliant?

IF NO:  Please proceed to Section B of this survey

IF YES: Please attach a copy of your current Quality Management Certificate along with this survey and proceed to next question

Are you familiar with TS16949 elements?

Are you familiar with TS16949 elements?

Have you ever completed a PPAP?

Have you ever completed a PPAP?

Suppliers - Quality Management System - Section B

1. Quality Control System

A. Is there an established quality control program? 

A. Is there an established quality control program? 

B. Is there a quality assurance manual current that outlines the quality management system you use: (Please provide copy) 

B. Is there a quality assurance manual current that outlines the quality management system you use: (Please provide copy) 

C. Does the manual identify back-up personnel for these programs? 

C. Does the manual identify back-up personnel for these programs? 

D. Is there a roster of personnel that are authorized to perform inspections 

D. Is there a roster of personnel that are authorized to perform inspections 

Is there a roster of a list of inspections they are authorized to perform

Is there a roster of a list of inspections they are authorized to perform

E. Is there an internal audit program in place?

E. Is there an internal audit program in place?

F. Are self audits documented, including non-compliance corrective actions?

F. Are self audits documented, including non-compliance corrective actions?

2. Inspection

A. Are inspections conducted by authorized personnel only? 

A. Are inspections conducted by authorized personnel only? 

B. Does inspection have access to current specifications necessary to support an acceptable inspection process? 

B. Does inspection have access to current specifications necessary to support an acceptable inspection process? 

C. Is sampling activity being performed in accordance with ANSI ASQ Z1.4/ ASQCZ-1.4 or other acceptable plans? 

C. Is sampling activity being performed in accordance with ANSI ASQ Z1.4/ ASQCZ-1.4 or other acceptable plans? 

D. Does inspection function have available all necessary tools, gages, and instruments to inspect the characteristics of the product?

D. Does inspection function have available all necessary tools, gages, and instruments to inspect the characteristics of the product?

3. Measuring and Testing Equipment

A. Is the calibration program detailed in the quality manual? 

A. Is the calibration program detailed in the quality manual? 

B. Are all precision tools/instruments, including personal tools, included in the calibration program? 

B. Are all precision tools/instruments, including personal tools, included in the calibration program? 

C. Do they bear evidence of calibration?

C. Do they bear evidence of calibration?

D. Are precision tools and instruments stored in a manner that will prevent damage or effect calibration?            

D. Are precision tools and instruments stored in a manner that will prevent damage or effect calibration?            

4. Technical Data

A. Is there a documented system for obtaining technical data and maintaining it up to date? 

A. Is there a documented system for obtaining technical data and maintaining it up to date? 

NOTE:    Technical data includes any documents used to that the part complies with OEM requirements. Examples are, but not limited to, manuals, specifications, parts, catalogs and cross reference manuals. 

B. Is there a system to prohibit hand entries or correction to technical data?  

B. Is there a system to prohibit hand entries or correction to technical data?  

5. Records

A. Are adequate test and inspection records furnished with each order of parts?

A. Are adequate test and inspection records furnished with each order of parts?

B. Are certifications and test reports being filed as required? 

B. Are certifications and test reports being filed as required? 

C. Is serial number traceability maintained when applicable?

C. Is serial number traceability maintained when applicable?

D. Are records protected against damage, alteration, deterioration and loss?

D. Are records protected against damage, alteration, deterioration and loss?

E. How many years do you keep company records for? 

E. How many years do you keep company records for? 

6. Training

A. Are personnel properly trained for the functions they are to perform?

A. Are personnel properly trained for the functions they are to perform?

B. Are training records maintained on all applicable personnel?

B. Are training records maintained on all applicable personnel?

7. Procurement

A. Is purchased material routed to receiving inspection? 

A. Is purchased material routed to receiving inspection? 

B. Is there a list of suppliers from whom you procure part/materials/services?

B. Is there a list of suppliers from whom you procure part/materials/services?

C. Is there a system to approve suppliers? 

C. Is there a system to approve suppliers? 

D. Is there a system to monitor rejects?            

D. Is there a system to monitor rejects?            

8. Material Control

A. Are parts/Materials properly stored?              

A. Are parts/Materials properly stored?              

B. Is material protected from damage, deterioration, loss or substitution?

B. Is material protected from damage, deterioration, loss or substitution?

C. Is there evidence of proper action taken on non-conforming materials and are records retained? 

C. Is there evidence of proper action taken on non-conforming materials and are records retained? 

D. Is there a system for material review and rejection? 

D. Is there a system for material review and rejection? 

E. Has a secured area been set aside for storage of non-conforming or questionable material? 

E. Has a secured area been set aside for storage of non-conforming or questionable material? 

F. Do you maintain traceability and total batch/lot segregation and are records kept on the distribution of those parts? 

F. Do you maintain traceability and total batch/lot segregation and are records kept on the distribution of those parts? 

G. Are parts/materials properly identified? 

G. Are parts/materials properly identified? 

H. Is there a “First In - First Out” (FIFO) system in place? 

H. Is there a “First In - First Out” (FIFO) system in place? 

9. General

A. Are you seeking ISO registration or other Quality Management System? 

A. Are you seeking ISO registration or other Quality Management System? 
If yes, to what standard?

Records are maintained and stored for a period of ______ years?

I hereby declare the information and statements in this audit/survey are to the best of my knowledge true and accurate.

Name

Title

Signature

Signature

Date