The Nelson Family of Companies
Supplier Requirements & Expectations
Providing safe, quality products to our customers and exceeding their expectations are the primary objectives of The Nelson Family of Companies. This document outlines the expectations set forth for our suppliers to adhere to for all products. The expectations are designed to assist our suppliers in meeting our objectives and drive continuous improvement.
By selling to Nelson-Jameson, the supplier agrees to abide by all of the expectations outlined in this document. It is the supplier’s responsibility to notify Nelson-Jameson of questions or concerns about meeting the requirements of this document. Any changes must be agreed upon by both parties in writing.
Nelson-Jameson has taken a tiered approach to supplier expectations. We require Tier I suppliers of food ingredients and contact packaging suppliers to have a documented food safety program in place, including but not limited to, GMPs, HACCP, SSOPs, Allergen Controls, Pest Control, Foreign Material Control, Receiving Program, Product Traceability, Crisis Management/Business Continuity, and Food Defense/Fraud. We require compliance with the FDA Bioterrorism Act and Food Safety Modernization Act.
Tier II suppliers are those that supply all other consumables to Nelson-Jameson other than ingredients and food contact packaging. Tier II suppliers are required to comply with local, state, and federal codes as applicable to your sector of business to ensure safe, sanitary, quality products are being delivered to Nelson-Jameson.
Qualifications & Requirements of Approved Suppliers
Suppliers are selected based on a variety of reasons, which may include but are not limited to reputation, availability, quality, location, pricing, readiness to provide required documentation, and technical support. Documentation requirements are found under Supplier
Tiers. Nelson-Jameson shall monitor the supplier based on the above qualifications. It is at the discretion of Nelson-Jameson to approve or terminate a supplier based on performance.
We require all vendors to supply their Certificate of Insurance (COI). The COI shall include the following info:
- General Liability - (including product liability) with 30 days minimum notice of cancellation. Your General Liability (including product liability) policy should list “Nelson-Jameson Inc. - all subsidiaries and entities” as an additional insured and certificate holder (address below).
- $2,000,000 per Occurrence Minimum Policy Limit
- Workers Compensation
A signed Indemnification/Hold Harmless Agreement may also be requested.
Sustainable Sourcing Expectations
V.1:2024
As referenced in the ISO 26000 Standard; in its purchasing decisions, an organization should take into account the environmental, social, and ethical performance of the products or services, over their entire life cycles. Where possible, it should give preference to products to services with minimized impact… (6.5.2.2)
Nelson-Jameson is dedicated to partnering with suppliers that reflect our “Golden Rule” philosophy and operate under the highest ethical standards and practices by promoting business ethics, social responsibility, sustainability, and environmental compliance. We are intent on working with our suppliers to positively impact our industry, communities, and environment.
Food Safety & Quality
Food safety and quality demand rigorous and tested tools and methodologies. We work with trusted supplier partners to bring the best products, programs, and services to our customers. We will work with suppliers and manufacturers to keep a consistent eye on quality to ensure best-in-class dependability and operating standards. Suppliers are expected to be in active contact with Nelson-Jameson on any recalls or quality concerns. Product quality will be scored and discussed on core supplier scorecards.
Nelson-Jameson has taken a tiered approach to supplier expectations. We require Tier I suppliers of food ingredients and contact packaging suppliers to have a documented food safety program in place, including but not limited to, GMPs, HACCP, SSOPs, Allergen Controls, Pest Control, Foreign Material Control, Receiving Program, Product Traceability, Crisis Management/Business Continuity, and Food Defense/Fraud. We require compliance with the FDA Bioterrorism Act and Food Safety Modernization Act.
Tier II suppliers are those that supply all other consumables to Nelson-Jameson other than ingredients and food contact packaging. Tier II suppliers are required to comply with local, state, and federal codes as applicable to your sector of business to ensure safe, sanitary, quality products are being delivered to Nelson-Jameson.
In the event of a product recall, our goal is to work with suppliers to be able to trace 100% +/-5% of the implicated product within four hours or less.
The Environment
The Nelson Family of Companies is committed to working with our supplier partners to develop and feature more environmentally friendly products and programs to meet industry demands for our customers’ sustainability efforts in the food and beverage industries. Suppliers are encouraged to share and detail product/program/service developments, as well as their own ESG journey and performance targets where possible. Our partners are also encouraged to seek out third-party accreditations where possible for sustainability claims. Environmental efforts and performance, including the introduction of sustainable products, will be scored and discussed on core supplier scorecards.
Trafficking/Forced Labor/Child Labor Compliance
The Nelson Family of Companies and the United States Government prohibit trafficking in persons. The U.S. Government’s policy prohibiting trafficking in persons is available at 48 CFR § 52.222-50. The Nelson Family of Companies is committed to a work environment that is free from human trafficking and slavery, which for purposes of this policy includes forced labor and unlawful child labor.
The Nelson Family of Companies will not tolerate nor condone human trafficking or slavery in any part of the organization. The Nelson Family of Companies employees, subsidiaries, contractors, subcontractors, vendors, suppliers, partners, and others through whom The Nelson Family of Companies conducts business must avoid complicity in any practice that constitutes trafficking in persons or slavery.
Known violations of relevant laws and practices within the supply chain should be transparently and promptly provided to The Nelson Family of Companies by emailing regulatory@nelsonjameson.com Procurement employees monitor supplier compliance and are trained to report any issues or concerns internally.
Violations are subject to review, discussion, and remediation, and may be used as grounds for potential termination of current & future business. Failure to disclose any active investigations or violations can also be used as grounds for potential termination of business.
Working Conditions
Suppliers will work to create a safe working environment for their employees, taking preventative steps to reduce chances for injury, and health issues, and address foreseeable hazards. Our suppliers should ensure a workplace that is also free from discrimination, and that provides favorable working conditions.
Ethical/Responsible Business Practices
Suppliers will comply with all applicable laws and regulations to combat corruption and bribery practices within their own operations and in regard to business with Nelson-Jameson.
Suppliers will also comply with all applicable antitrust and competition laws in their dealings with Nelson-Jameson.
Nelson-Jameson also expects suppliers to provide adequate protection for any confidential information garnered in daily business with Nelson-Jameson. Any potential breaches should be reported to: [email protected] within 72 hours.
Tier I Requirements (Ingredients and Food Contact Packaging)
Quality Systems and Audits
It is the expectation of Nelson-Jameson that suppliers have a Quality Management System in place. Ingredient and Food Contact Packaging suppliers are strongly encouraged to have a Global Food Safety Initiative Audit (GFSI) annually. If a supplier is not audited under a GFSI scheme we may require additional information and or conduct an onsite 2nd party audit.
Suppliers of products from foreign countries are required to have a Foreign Supplier Verification Program in place. Nelson-Jameson may require a signed Vendor Program for Imported Food Products letter to be on file. Your full GFSI audit shall be supplied to us annually. If a GFSI audit cannot be supplied, our Continuing Supplier Questionnaire and supporting documentation will be required.
Tier I and II Requirements (Ingredients, Food Contact Packaging, and all other Consumables)
Monitoring and Evaluation
Suppliers of Ingredients, Food Contact Packaging, and other consumables are evaluated continuously based on the following:
- COA/COC/Sterility Certificate accuracy and timeliness
- Quality documentation requirements and timeliness
- Packaging and Pallet condition
- Foreign Material Control
- Labeling and lot code accuracy
- Specification requirement adherence
- Shelf life (as specified by Product Manager)
- Contracts/Agreements (signatures required for changes)
- Change notification - involving changes to product specifications (30-day notice required)
- On-time deliveries
When an issue arises, a Supplier Complaint Report may be required to be completed. This report must include investigative details and corrective and preventive actions. The incident resolution shall be achieved when arrangements are made for payment/credit and return/disposal. The supplier may be responsible for any expenses incurred related to the incident.
Shipping & Handling
All trucks and trailers must be in good repair, clean, free of odors and signs of pests, and must not be shipped with incompatible products.
- Pallets must be in good repair, designed for use with products they are holding, and safely stacked. Pallets shall be stretch-wrapped with slip sheets in place and the bottom 12” wrapped in cardboard.
- Products containing allergens must be marked with a pallet tag indicating an allergen. ● Pallets containing mixed lots must be marked with a pallet tag indicating mixed lots.
- Each shipment must have the appropriate paperwork accompanying it. COAs are
required for each lot and must be received either Prior to or at the Time of delivery. COAs must be emailed to [email protected].
Security Policy
LTL and FTL loads must arrive sealed or locked. Each shipment will be monitored for compliance. UPS, Fed-Ex, and some pre-approved LTL carriers shall be exempt from this requirement however we expect the supplier to ensure product integrity.
Shipments that do not conform to this requirement are subject to be refused or held at our dock. Refusal of the shipment will be at the expense of the supplier.
Recall Notification
Nelson-Jameson must be contacted of involvement in a recall within 24 hours of notification to the supplier of the incident. Recall contacts may vary by Nelson-Jameson department. Please contact your Account Manager with details or forward the recall notification to [email protected].
Required Documents
Tier I and Tier II Suppliers
- Certificate of Liability Insurance
- Indemnification/Hold Harmless Agreement
- *other individual documents may be requested
Tier I Suppliers
- Letter of Guaranty
- Bioterrorism Act compliance statement
- Emergency/Recall Contacts
- GFSI audit report, corrective action, and certificate
- Lot code explanation
- HACCP flow diagram
- Product Data Sheet
- Allergen declaration
- Bioengineered ingredient statement
- Ingredient breakdown by %
- Country of Origin
- Nutritional data
- Halal and Kosher certificate
- Organic compliance
- rBST free statement
- Vegan/Vegetarian statement
- PFAS disclosure
- Prop 65 disclosure
Tier II Suppliers (if applicable)
- COA/COC/Sterility certificate
- Country of Origin
- Allergen declaration
- NSF compliance letter
- Letter of Guaranty
- Product/Technical datasheet
- Safety Data Sheet (SDS)
- Prop 65 disclosure
- PFAS disclosure
- Kosher and Halal certificates
- *other individual documents may be requested
Closing
The Nelson Family of Companies would like to thank you for reviewing and adhering to our policies. The safety of our products, our distribution centers, and our customers is very important to us.