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QAA

Quality Assurance Agreement (QAA) for the Licatec Group
(as at: Dezember 2014)

Download Licatec QAA as pdf

1. Preamble
The present Quality Assurance Agreement (hereinafter referred to as the
“QAA”) is a living regulatory framework that is adapted to meet current
requirements in order to ensure the quality of purchased products. By setting
the aim of the zero-error principle in the supplier chain, interfaces, guidelines,
resulting tasks and reflection of standards, laws and requirements of end
customers can be defined in terms of responsibility.
It describes the minimum requirements for contractual partners’ quality
management systems, and governs their rights and obligations.
In order to meet specific requirements in terms of the specifications and quality
of a product/service, case-specific changes or additions to the Licatec QAA
may be agreed with the supplier. Long-term company success and sustainable
customer orientation can only be achieved through effective cooperation and
communication between Licatec and its suppliers.
2. Scope of Application
The QAA is legally binding for all suppliers that provide Licatec with purchased
products.
3. Supplier’s Quality Management System
The supplier undertakes to permanently use a quality management system
based on DIN EN ISO 9001 in the applicable form, or a system that at least
meets all of the requirements of the aforementioned standard. The supplier is
bound to the zero-error target and shall therefore continually optimise his
performance. Deviating aims shall be agreed in specifications (e.g. technical
terms and conditions of delivery for purchasing (TTC), framework agreements,
regulations in phase in management).
In the event of mergers, acquisitions, affiliations and similar measures that
may have an impact on the structure of the company or its operations, the
supplier shall verify the QM system and immediately inform Licatec of the state
of affairs and of the result of the verification.
4. Quality Assurance Measures
In order to implement and comply with the agreed specifications, the supplier
undertakes to set out available drawings, instructions on packaging, tagging
and labelling and required quality checks in guideline documents, and to
maintain evidence thereof using suitable documentation (e.g. test logs, test
schedules). Unless 100% inspections are expressly prescribed, statistical
methods for quality assurance should be applied. Reasonable and suitable
random check schedules should be used throughout the production process.
The supplier shall manufacture, package and monitor throughout the process
all products to be supplier to Licatec in accordance with the underlying and
provided documents, particularly drawings, technical specifications, the
currently applicable standards and individual agreements. The supplier shall
use means of testing that facilitate inspection of all quality characteristics that
are agreed and that can be tested in view of the general state of the art. Based
on DIN EN ISO 9001, the means of testing are subject to monitoring, and must
therefore be checked at reasonable intervals.
If no specific characteristics for statistical process regulation and
corresponding capacity limits for agreed specifications are issued by Licatec
(e.g. in drawings, TTC), the supplier shall be responsible for defining and
assessing specific product characteristics/process parameters.
Upon request, proof shall be provided of product quality; the required
characteristics, proof and type of provision (e.g. enclosure of certificates/test
certificates with each batch/delivery) shall be defined by Licatec in the TTC.
The supplier shall be solely responsible for appropriately archiving the
relevant documents (production and quality records). The basic period for
keeping documents is at least 5 years.
Upon request, Licatec shall be granted access to the relevant documents.
Licatec reserves the right to verify the state of affairs regarding the
aforementioned guidelines and procedures on site at the supplier’s premises.
4.1 Changes to Technical Documentation, Guidelines and
Drawings

Changes to technical documents (test instructions, specifications and their
appendices) and guidelines shall be checked and altered by Licatec’s
modification service as required. Then these changes shall be distributed
accordingly in the form of a statement of change and the current revision.
Changes shall essentially require consent from Licatec. The statement of
change form shall also include proof of change. This statement, including
proof, shall be sent to suppliers with a legally binding signature. Once
integration of the change by the supplier is complete, this proof of change
shall be sent back to Licatec, with a legally binding signature, for archiving.
The change shall become valid immediately upon notification.
Drawings created by the supplier must first be presented to Licatec’s
technical department for checking and approval. Drawing changes shall
essentially be managed by Licatec, and shall be passed on to the supplier
accordingly in the form of a statement of change.
4.2 Development and Sampling
In the case of development tasks, the supplier shall be solely responsible for
implementing proven methods, e.g. defined project management,
corresponding milestones and appropriate monitoring mechanisms. The
supplier shall inform Licatec of development progress made. Licatec reserves
the right to also inspect developmental performance on site at the supplier’s
premises.
Before commencing serial delivery, an initial sample submission must be
carried out based on the product and process specifications, taking the form
of initial sample test reports sent to Licatec. Any alternative sampling
processes or changes to the sampling procedure shall be reported by Licatec
and agreed with the supplier.
Unless specifically defined by Licatec, the supplier shall be solely responsible
for suggesting and presenting containers, packaging and corresponding
labels for quality-compliant delivery, processing and traceability.
Serial delivery may only take place following written approval from Licatec.
Furthermore, the supplier undertakes, within the scope of mandatory
documentation, to regularly - generally annually - re-verify the products by
carrying out a complete measurement of all required characteristics.
The result of the re-verification shall be provided along with the initial sample
submission. Upon request, the supplier shall provide the test schedule
documents on a case-by-case basis.
Serial delivery may only take place following written approval from Licatec.

5. Packaging and Traceability
The product and container labelling, including tags, shall be set out in
specifications such as the technical terms and conditions of delivery.
Changes to the agreed specifications planned by the supplier must be
agreed with Licatec in good time (cf. Point 4.2).
The supplier shall be responsible for implementing suitable measures to
ensure that if quality deviations occur in Licatec products the products,
batches and production and delivery lots affected can be identified within 24
hours. The supplier shall use his identification system or other measures to
inform Licatec, so that Licatec can make its own identifications.
If the supplier believes that additional data is required to trace potentially
faulty production and delivery lots, he shall consult with Licatec.
6. Collaboration
The contractual partners have an open, partnership-based collaboration,
particularly as regards active exchange of information. The supplier shall thus
inform Licatec of all changes regarding products and processes, and give
Licatec’s representatives access to the relevant technical documents. Any
type of change to products and manufacturing processes or locations that
may affect the agreed specifications or product quality must be highlighted
using new samples. In addition, access to the production facilities during
normal business hours shall be provided, upon notification shortly before and
in the presence of the management or the quality management
representative. In the case of technical issues in the product, the supplier
shall grant Licatec appropriate support in identifying the cause and solving
the problem.
In the case of signs of documents provided by Licatec being incomplete or
incorrect, the supplier shall be responsible for immediately informing Licatec
and assisting in finding a solution.
7. Incoming Goods Inspection at Licatec
Responsibility for providing error-free deliveries or products lies with the
supplier. This shall minimise goods acceptance effort for Licatec. Unless
otherwise agreed, Licatec shall carry out incoming goods inspections solely
for the purposes of checking for the correct goods and quantity, as well as
obvious transport and packaging damage. Licatec shall not make any other
inspections.
Should delivery performance, a quality issue or doubt about quality assurance
measures on the part of the supplier incur increased effort in the incoming
goods inspection or further processing by Licatec, the expenses for this may be
billed to the supplier.
The results of the incoming goods inspection and delivery performance shall be
integrated into Licatec’s supplier evaluation.
8. Deviation of Licatec Products
If the supplier identifies quality deviations, or suspects that they may exist in
products already delivered, he shall inform Licatec immediately and agree
further action with Licatec. Delivery of products that do not meet Licatec’s
guidelines or specifications shall require express written consent from Licatec’s
management.
If Licatec submits a complaint about delivered goods, the supplier undertakes
to immediately remedy the quality deviation or replace the goods at his own
cost. Licatec shall levy a flat-rate fee of € 25 per case for complaints handling.
Licatec shall receive an initial written interim notification detailing the measures
taken already and further dates for action within 5 working days. A statement
on the causes of the error and corrective measures (e.g. in the form of an 8D
report) shall be submitted to Licatec within 2 weeks of receiving the complaint
at the latest.
9. Defects or Errors Found by the Customer
If defects or errors are reported to the Licatec Group by a customer, and these
can be traced back to the supplier, the supplier shall be responsible for
determining whether the goods are taken back from the customer and the
supplier assumes both the liability and the cost or whether the customer can
scrap the goods and a free replacement is provided. Licatec shall levy a flatrate
fee of € 25 per case for complaints handling. The supplier undertakes to
make a decision within 5 days of being notified at the latest, and inform Licatec
in writing.
10. Confidentiality
Both the supplier and Licatec undertake to keep the technical information that
they receive secret, and to only use it within the scope of this Agreement. The
non-disclosure obligation shall not apply if the information is disclosed without
non-contractual conduct on any part, or it falls under the state of the art.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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