NEW Supplier Audit

Title Page

Audit No.:
Conducted on:
Supplier's company name:
What services are you providing?
- Provisions
- Marine stores
- Bonded stores
- Medical
Auditor's name:
- Mr Cuarentas Quemel
- Mr Ivan Vanwalleghem
- Mr Arcy Mesina
- Mrs E Eujoung
- Mr Spyridonas Skellas
- Mr Storey Stephen
- Other
Supplier representative attending the audit:
Audit location:
Office/warehouse locations:
Ports of coverage:
No. of employees:
Boarding officers:
Average value of own stock:
Total revenue for the year:
Oceanic procurement value for the year:
Oceanic supplier feedback rating:
Is the supplier Marcas approved?
Are you packaging any of your products?
Which products are you packaging?
Are you producing any of your products?
Which products are you producing?
Does the supplier own insulated boxes for delivery at anchorage areas?
If Yes, please provide capacity of these.

Scope of the Audit

The scope of the supplier audit is to verify our supplier’s compliance with our standards and regulations. More specifically, with this visit from our auditor, we aim to inspect our supplier’s facilities and procedures related to Food Safety and Quality, Environmental Sustainability and Occupational Health and Safety.

1. Management System

1.1 Is your company ISO 9001:2015 certified?
1.2 Is your company ISO 22000:2018 certified?
1.3 Is your company ISO 45001:2018 certified?
1.4 Is your company ISO 14001:2015 certified??
1.5 Is your company ISO 50001:2018 certified?
1.6 Is there any other certification that your company holds?
1.6.1 Please specify, which one/ones?
1.7 Is the Management System documented, controlled and maintained to clearly describe current practices?
1.8 Are quality reports, trend charts and data analysis used for decision making?
1.9 Are quality reports, trend charts and data analysis used to identify weak and strong areas, as well as areas to improve?
1.10 Are clearly defined KPIs included in the business plan and being monitored regularly?
1.11 Does executive management participate in periodic Management System reviews that address feedback from customers and internal metrics?
1.12 Are Oceanic requirements and quality specifications and feedbacks reviewed periodically to ensure they can be met on a consistent basis?
1.13 Is a corrective action system in place that provides root cause analysis and takes timely and effective action to prevent recurrence?
1.14 Are preventive actions taken based on the analysis of significant order trends, customer satisfaction surveys or other meaningful input?
1.15 Is there a system in place for the recording and follow-up of non-conformities?
1.16 Are relevant records to your Management System retained and monitored?
1.17 Are the skills and educational level section for each job included in the job description?
1.18 Is there a learning and development plan in place (including induction training)?
1.19 Is training evaluated after the completion of each training session?
1.20 Is there a procedure in place for the selection, approval and periodic inspection/auditing of sub-suppliers/vendors?

2. Food Safety & Quality

2.1 Are product specifications reviewed and implemented effectively?
2.2 Is traceability of products maintained throughout the facility?
2.3 Is there a recall system to notify customers of a non-conforming product that has already been delivered?
2.4 Does customer notification/approval occur for changes on product specifications?
2.5 Are incoming products inspected adequately according to their specifications?
2.6 Are incoming products accompanied with the packing lists, specifications and data sheets if applicable?
2.7 Is the Quality Personnel of the Company actively checking the product quality between receiving of products up to leaving the warehouse?
2.8 Does a system exist for the identification of products in order to store them correctly?
2.9 Are environmental conditions in the dry stores (temperature, humidity, lighting) maintained within the appropriate range and logged?
2.10 Are the temperatures in the cold rooms maintained within the appropriate range (-15°C to -18°C) and logged?
2.11 Is there a cold room/chamber for the fresh provisions maintained within the appropriate range (1°C to 5°C) and logged?
2.12 Where are the eggs stored?
2.12.1 Please specify
2.13 In a case of malfunction in the cold room, is there a contingency plan?
2.14 Are temperature controlled vehicles (freezer/reefer trucks) used for deliveries?
2.14.1 How many are used?
2.15 Are temperature measuring devices, routinely calibrated and controlled?
2.16 Is packaging appropriate and in accordance to the type of product (e.g. frozen, fresh)?
2.17 Are areas around the facility clean and orderly without any products left unattended?
2.18 Are tools and equipment properly stored and readily available for use?
2.19 Is all personnel aware of proper product handling?
2.20 Are the First-In, First-Out (FIFO) procedures followed?
2.21 In case of malfunction in the freezer/reefer truck, is there a contingency plan?
2.22 Is there a maintenance plan in place and followed?
2.23 Is out of order equipment clearly marked and stowed separately?
2.24 Are ready for delivery products inspected adequately against the Purchase Order (P.O.)?
2.25 Are all ready for delivery boxes accompanied with a packing list?
2.26 Is there an Integrated Pest Management plan?
2.26.1 Is the Integrated Pest Management Plan in compliance with local rules and regulations?
2.27 Are periodic pest control inspections performed?
2.27.1 How often are those taking place?
2.28 Is pest control performed internally or is an external company contracted to perform it?
2.28.1 What is the name of the company?

3. Environment & Sustainability

3.1 Is there a sustainability strategy in place?
3.2 Does your company publish an ESG report?
3.3 Are you supplying alternative packaging options for mineral water?
3.3.1 Which ones?
- Tetrapack
- Aluminum
- Other
3.3.1.1 Please specify
3.4 Are you using biodegradable/compostable options for plastic garbage bags?
3.4.1 Please provide available types and sizes
3.5 Are you using any sustainable pallet packaging methods?
- Reusable Retaining Nets
- Reusable Wraps
- Reusable Fasteners
- Reusable Covers
- Reusable Bags
- Biodegradable film wrap
- Other
3.5.1 Please specify
3.6 Select the available packaging options per product:
- Milk
- Yoghurt
- Oils
- Juices
- Sauces
3.7 What kind of packaging is available for the above?
- Plastic
- Glass
- Tin
- Aluminum
- Tetrapack
3.8 Please specify any products for which you are planning to change the packaging with a more sustainable option in the near future.
3.9 Can you provide catering sizes (over 3kg/lt) for products like sauces and oils?
3.10 Are packing material collected after the delivery (in order to be reused or recycled)?
3.11 Depending on the local rules and regulations, are you able to directly assist with the collection of recyclable waste?
3.11.1 Please describe, what material you are able to collect?
3.12 Are you using any alternative energy sources?
- Yes
- No
- N/A
3.12.1 Which alternative energy source are you using?
- Solar panels
- Wind turbines
- Hydropower
- Geothermal energy
- Other
3.12.1.1 Please specify
3.13 Do you have a way of measuring CO2 emissions?
3.13.1 Please explain how
3.14 Are you capturing and communicating through the requisition process, seasonality and locality of products?
3.15 Are you capturing and communicating through the requisition process, if items supplied are endangered?
3.16 Are you monitoring and reporting your emissions?
3.17 Is there an on-going emphasis placed on using sustainable materials (biodegradable, recyclable, re-usable)?
3.18 Do you have in place any other initiative that you would like to share?

4. Occupational Health & Safety

4.1 Is there a risk assessment in place and is it up to date?
4.2 Are detailed work instructions available for the main work functions?
4.3 Is a Job Safety Analysis prepared prior starting a task that includes risk?
4.4 Is there a work aloft permit in case it's necessary?
4.5 Are the occupational hazards reported?
4.6 Are lessons learned shared with the employees to prevent reoccurrence?
4.7 Is there a designated storage area for the chemicals?
4.8 Are all the chemicals properly labelled, either with the manufacturer's label or with a MSDS (Materials Safety Data Sheet)?
4.9 Is there adequate lighting and air quality at the facility?