tion
Doing Business with Academy January 2019
All information contained in this publication is proprietary. No reproduction, distribution or use of the material is permitted without the express permission of Academy Sports + Outdoors. © 2019 Academy, Ltd. All rights reserved.
Private and Confidential - Do Not Distribute 1 Table Of Contents
Product Safety & Compliance………………………………………….……………………………………………..……….…….45 Supplier Onboarding Guide Federal Regulations……………………………………………………………………………………..…….50 State Regulations………………………………………………………………………………………….……..51 About Academy Sports + Outdoors 3 Product Recall/Corrective Actions…………………………….…………………………....52
Brand Management and Packaging……………………………………………………………………..…………………….4 Legal……………………………………………………………………………………..………………………………………………………………………….57 FCPA……………………………………………………………………………………………………………………………...59 Vendor Management………………………………………………………………………………………………….………………………..6 Ethics and Code of Conduct Policy & New Supplier Set-up……………………………………………..………...... 7 Vendor Code of Conduct…………………………..………………………………………..……….. 70 EDI…………………………………………………………………………………………………………………….……….…...8 Quality Assurance 75 Risk Management………………………………………………………………….……………………………………………….………………9 Product Testing…………………………………………………………………….……………………………….77 PLI…………………………………………………………………………………….…………………………………………….10 Business Rules…...... 83 Inspections……………………………………………………………………………………………………………….92 Factory Compliance……………………………………………………………………………………………………………….……………..15 Factory Set-up………………………………………………………………………………………………………..16 Customs Compliance………………………………………………………...... ………………………………………………………….….105 Security Compliance (C_TPAT)………………………………….………………………………..19 Document Checklist…………………………………….………………….…………………………………107 Social Compliance…...... 20 Factory Audit Process……………………………………………………………………………….………26 Import Logistics……………………………………………………………………………………………………………………………..……….113 Cargo Booking Rules………………………………………………………………….……….…………….121 Global Sourcing 30 Import Documents & Payment Instructions……………………………………123 ClearTrack…………………………..……………………………………………………………………….……………32 Air Freight………………………………………………...……………………………………………..……………..126 Work In Progress (WIP) 36 Case Dimensions 38 Chargeback…………………………………………………………………………………………...………………………………..…………………127 Ship On-Time Timeline 39 Supplier Scorecard 41 Appendix………………………………………………………………………………………………….……………..……………………..……………132 PLM………………………………………………………….……………………………………………………………………42 Key Contacts & Links……………………………………………………………….……………………….133 SMART Guide…………………………………………………………………………….………….……..……….134 Acronyms……………………………………………………….………………………………………………………..136
Private and Confidential - Do Not Distribute 2 About Academy
Academy Sports + Outdoors is a premier sports, outdoor and lifestyle retailer.
The Texas-based company operates over 250 stores throughout the South, Southeast and Midwest United States.
Over the last several decades, the company has grown substantially from its small beginnings. Today, annual sales exceed $4.6 billion.
Everyday Low Price: Consistent Every Day Low Price (EDLP)
Customer Service: Delivering exceptional customer service
Convenience: Easy-in, easy-out shopping experience
Private and Confidential - Do Not Distribute 3 Brand Management & Packaging
Private and Confidential - Do Not Distribute 4 Brand Management and Packaging
The Academy Private Brand Packaging Quality Management (PQM) program is being implemented to:
1. Assist product suppliers, product manufacturers and corrugate carton suppliers in optimizing the performance from supplier to Academy Distribution Centers and, ultimately to the Academy stores and consumers.
2. Ensure brand consistency across all of our private branded products. It will increase the customer perception of quality in our brands, products and stores. This program is key to Academy Private Brands’ continued growth in sales and penetration. We appreciate the support of our supplier partners.
Graphic Measures International (GMI) China has been contracted to implement and manage the Academy PQM program. Execution of the program includes establishing standards, certifying a print packaging supplier’s ability to control the print process and monitoring print packaging supplier performance through measuring printed packaging. Primary packaging is required to be printed by GMI certified printers for printing in China and be approved through the GMI color management process Use of GMI certified printer is not required for printing from all other countries. Packaging printing must still be approved through the GMI color management process Information on the GMI approval process can be found on Clear Track Document: Packaging Color Approval process for Private Label – English Document: Packaging Color Approval process for Private Label – Chinese ArtechPMS is Academy Prime Preferred Printer for China, Vietnam and Cambodia which is exempted from GMI. ArtechPMS: [email protected] GMI contact: [email protected] Questions for packaging: [email protected]
This is for primary packaging and the supplier is to consult the SMART Guide for hanger and carton information.
Private and Confidential - Do Not Distribute 5 Vendor Management
Private and Confidential - Do Not Distribute 6 Supplier Setup
Objective: Create vendor ID to allow for Item and Purchase Order Creation
Requirements:
Term Agreement Supplier Fact Sheet Non-disclosure Agreement W-9 for companies based in the United States. W-8 for companies not based in the United States.
Documents to be completed according to our Academy Terms and Conditions of Purchase found on vendor.academy.com.
Other Supplier Maintenance:
Supplier Name Changes Supplier Address Changes Supplier contact changes
Point of Contact: Vendor Management Team – [email protected]
7 | Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 7 EDI Requirements
Objective: Automatic electronic communication between Academy and its vendors
Details: Required for all vendors Vendor may choose their own EDI provider Upon vendor setup, Academy EDI team will contact you for setup (Future state: SPS will contact you)
Required Documents:
850 – Purchase Order 856 – (ASN) Advanced Shipping Notice used with the UCC 128/GS1 Label. 810 – Invoice 860 – Purchase Order Change ((Current use is for PO Cancelations only)) 855 – Purchase Order Acknowledgement ((Future document))
SPS Commerce: [email protected] EDI Support (Academy internal resource): [email protected]
8 | Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 8 Risk Management
Private and Confidential - Do Not Distribute 9 Business Rule: Product Liability Insurance (PLI)
Academy has a multi-tiered insurance requirement based on varying product risks: • Category 1: $2M Per Occurrence, $4M Aggregate • Category 2: $5M Per Occurrence, $5M Aggregate • Category 3: $10M Per Occurrence, $10M Aggregate Examples include:
Category 1 Category 2 Category 3
- $2M per Occurrence - $5M per Occurrence - $10M per Occurrence - $4M General Aggregate - $5M General Aggregate - $10M General Aggregate - $4M Products & Completed Operation Aggregate - $5M Products & Completed Operation Aggregate - $10M Products & Completed Operation Aggregate Examples include: Examples include: Examples include: - Apparel (excluding infant and children’s sleepwear) - BBQ Grill (non gas) - Bows & Crossbows - Footwear (excluding protective footwear) - Bikes - Firearms - Fishing Equipment - Fitness Equipment (electric, collapsible, folding) - Trampolines - Sports Equipment (bats, racquets, etc.) - Helmets - Tree stands (hunting station) - Tents - Footwear (protective, steel toed boots, etc.) - Ammunition - Toys (non-electric, non-infant) - Scooters - BBQ Grills (propane, gas) - Swing Sets / Bounce Houses - Heaters - Toys - electric or rechargeable - Towables (including infant toys, projectiles, launching, ride-in /on)
- Apparel - infant, children's sleepwear
Private and Confidential - Do Not Distribute 10 Business Rule: PLI Requirements
Detailed PLI requirements are listed in Section 9.5 and Appendix 8 of the Academy Ltd. Terms and Conditions of Purchase, which are available for your reference at http://vendor.academy.com.
Renewal certificates must be uploaded prior to PLI expiration date to avoid a disruption in shipping.
For PLI questions, please contact the Risk Management team at [email protected].
If your renewal certificate of insurance will not be available in time to book your shipment, send an email to Risk Management and include the following information: . a status of your insurance renewal, along with any changes to your program that would affect Academy . Vendor name and products purchased by Academy.
Private and Confidential - Do Not Distribute 11 Business Rule: PLI – Insurance Certificates
1. Supplier name 1. 2. General Liability Limits 3. Umbrella Liability Limits (if necessary)
2.
3.
Private and Confidential - Do Not Distribute 12 Business Rule: PLI – Insurance Certificates
1. 1. Additional Insured 2. Waiver of Subrogation 3. Academy, Ltd as certificate holder
2.
3.
Private and Confidential - Do Not Distribute 13 Business Rule: PLI Requirements
Supplier requirements regardless of the Category include:
Listed on the insurance certificate: Academy, Ltd., d/b/a Academy Sports + Outdoors and its parents, affiliates and subsidiaries as an Additional Insured with a Waiver of Subrogation; Certificate Holder should read “Academy, Ltd. d/b/a Academy Sports + Outdoors, 1800 N. Mason Rd, Katy, TX 77449”; and Supplier name should be an insured on the certificate either Named Insured or in the description.
Additional requirements for vendors insurance program: Territory and Jurisdiction: Worldwide and insurance limits must be equivalent to U.S. Dollars; The insurance carrier(s) must be “A” rated according to A.M. Best or another insurance rating industry authority; Limits may be met through a combination of primary (GL) and Excess / Umbrella policies; Once your company has an active Supplier number, you must keep the required insurance coverage at all times for a period of 5 years from the ship or delivery date. Failure to maintain the required insurance coverage, will result in your account being placed on hold or inactivated; and EACH ANNUAL RENEWAL OF INSURANCE MUST SUBMITTED IN THE PLI MODULE OF CLEARTRACK.
Private and Confidential - Do Not Distribute 14 Factory Compliance
Private and Confidential - Do Not Distribute 15 Factory Set-ups: Supplier Responsibilities
1. Complete Factory Fact Sheet (FFS) form. Review, and verify that FFS is complete and accurate prior to submitting to Academy. 2. Ensure that valid Factory Security and Social Compliance Audits have been completed in the last 12 months by a reputable 3rd party audit company and are submitted together with the FFS. Acceptable 3rd party audit companies are: BV, Intertek and SGS. 3. If applicable, submit Corrective Action Plans (CAPs). The CAPs must include the below: Audit finding Recommended corrective action Person responsible for correcting the issue Due date or completed date Evidence of completed corrective action (if completed).
4. Current copy of factory business license.
Please submit all documents in English. Incomplete FFS, invalid Security/Social Compliance Audits and CAPs that do not meet requirements will prevent Academy from completing screening the process. Purchase Orders cannot be issued to a supplier until screening is complete and Academy assigns the factory an internal factory number.
Private and Confidential - Do Not Distribute 16 Factory Set-up
Factory Fact Sheets ensure that Academy conducts business with reputable companies throughout our Supply Chain.
Factory responsible for cost of audits
Private and Confidential - Do Not Distribute 17 The Factory Compliance Team Monitors Import Supplier Base
The factory compliance team monitors business partner compliance in the following areas: Security (C-TPAT) Social Compliance
Success is achieved by: Pre-Screening potential factories identified Auditing Factories using a 3rd party audit service provider such as: Bureau Veritas, Intertek or SGS Use of Corrective Action Plans (CAPs) to address areas of non-compliance Continuous monitoring which holds Suppliers accountable for their factory base and ensures improvements are implemented and maintained
Private and Confidential - Do Not Distribute 18 Security Compliance (C-TPAT) Program
Customs Trade Partnership Against Terrorism (CTPAT):
Program was launched by US Customs and Border Protection (CBP) in 2001.
Public & Private Partnership to enhance international supply chain security, facilitate legitimate trade, and promote best practices.
Designed so all businesses, regardless of size, can participate in global supply chain security.
Fewer than 400 Tier 3 (highest status) partners - Academy is a Tier III partner!
CTPAT Partners represent approximately 50% of the total value of merchandise imported into the United States.
Private and Confidential - Do Not Distribute 19 Social Compliance
Foundations are based in the global awareness of consumers and retailers that workplace safety & treatment of workers throughout the supply chain need to be addressed.
Process in which the involved parties keep on looking for better ways to protect the health, safety, and fundamental rights of workers, and to protect and enhance the community and environment in which they live and operate.
As a responsible retailer, Academy Sports + Outdoors will make every effort to ensure transparency, safety, and fair treatment of workers throughout its supply chain.
Private and Confidential - Do Not Distribute 20 Areas Covered during Compliance Audits Security Compliance Social Compliance Harassment Physical Security Non-Discrimination Personnel Security Women’s Rights Procedural Security Freedom of Association & Packing and Cargo Security Collective Bargaining Unauthorized Personnel Health & Safety Conveyance Security/Procedures Laws and Regulations Information Technology Wages & Benefits Threat Awareness Child Labor Business Partner Requirements Forced Labor Monitoring & Compliance Environmental Safety Communication Monitoring and Compliance Hours of Work Subcontracting
Private and Confidential - Do Not Distribute 21 Setting-up and Maintaining an Active Factory
Set-up a Factory
Factory Factory Pre-screening Security Compliance Packet Questionnaire Audits & CAPs
Maintain a Factory
Private and Confidential - Do Not Distribute 22 Pre-screening Packet (Factory Set-up Packet)
Before a factory can supply product to Academy and receive production orders, the factory has to be approved by Academy. Therefore the Factory will need to provide a Pre-screening Packet. The Pre-screening Packet must consist of:
1. Full Security & Social audits conducted by a 3rd party audit firm within the last 12 months 2. Completed Continuous Action Plans (CAPs) for audit submitted
3. Completed Factory Fact Sheet (FFS)
4. Factory Business License
Note: Certifications/certificates alone will not be accepted in lieu of audits and the completed corrective action plans. Submitted Audits, CAPs, and the FFS must be in English.
Private and Confidential - Do Not Distribute 23 Factory Security Questionnaire and Audits
Factory Security Questionnaire Must be completed every year A self assessment consists of 91 questions covering Security area and compliance
Factory Compliance Audits Audits of factories that cover areas of Security and Social Required so that you can continue to supply products to Academy. Requires the completion of Corrective Action Plans to address areas of improvement identified during the audit.
Private and Confidential - Do Not Distribute 24 Corrective Action Plan (CAPs)
After the audit, once the official report is prepared and provided to ASO, factories will receive a notification email from MetricStream that their Corrective Action Plan is ready for completion.
Factories must log into MetricStream and address all areas of improvement identified during the audit.
Responses are required within 21 days to avoid chargebacks.
Following areas will need to be addressed before CAPs can be submitted:
Corrective Action Implementation Steps Preventative Action Implementation Date Responsible Party Implementation Status Attach evidence where possible
Private and Confidential - Do Not Distribute 25 Factory Audit Process
Factory Audit Academy determines which Academy sends audit Factories provide other Selection factories to audit notification third party audits for review
Academy provides audit list Audit Scheduling Audits are conducted Audit Execution to firm
CAPs are sent to the Academy reviews audits Academy determines type Reviews/Follow- up Factory and caps of follow-up needed
Private and Confidential - Do Not Distribute 26 Day of the Audit
Audit Preparation: Audit company will provide the factory a list of all documents needed before auditors arrive.
Opening Worker and Document Review Closing meeting & Management Review Findings Meeting facility tour Interviews
Sequence could be altered except for the opening and closing meeting.
DO NOT offer anything of value, including cash to auditors.
Private and Confidential - Do Not Distribute 27 To Avoid Chargebacks - Notify the Factory Compliance Team
Your factory moves or the address changes
Your factory’s name changes
Your factory’s compliance contact changes
Audits have not been confirmed with Bureau Veritas
Corrective actions could not be implemented
You can email the team at [email protected]
Private and Confidential - Do Not Distribute 28 Partnership
We have a valuable partnership with our factories and Customs and Border Protection. We must have compliance on security issues due to our Tier III CTPAT status with Customs. You can find additional resources available to you in the following locations:
Go to: http://vendor.Academy.com and you will find in the Customs Compliance Section on the left side of the screen: . Academy’s Terms and Conditions . Ethics and Code of Conduct Policy
Also in ClearTrack you can find by searching in all documents . Security Audit Preparation Checklist . Social Audit Preparation Checklist
Private and Confidential - Do Not Distribute 29 Global Sourcing
Private and Confidential - Do Not Distribute 30 Global Sourcing
The Global Sourcing team manages Academy’s import products throughout the Supply Chain by:
Managing the supplier base and negotiating cost of Private Brand product.
Collaborating with all supply chain stakeholders to execute Purchase Order (PO) planning and to ensure product is delivered on time and meets Academy expectations.
Understanding Academy’s merchant needs and provide Import PO advisement and status reporting to ensure In-Stock position.
Building partnerships and providing guidance and support to Import Suppliers.
Measuring Key Performance Indicators (KPI) and reporting results to continuously improve production requirements and shipment execution and timing.
Import Supplier Supplier Vetting & Cost Production Capacity Origin Supplier Supply Chain Management, Performance Negotiations Planning and Monitoring Management & Coordination Measurement & Metrics
Private and Confidential - Do Not Distribute 31 ClearTrack
ClearTrack is Academy’s Supply Chain system that allows transparency and access to real-time status, details on the production management, product quality, global logistics and supplier performance. It is a cloud application that is accessed at www.cleartrack.com
Academy uses ClearTrack to manage different modules of operations: WIP – Work in Progress - monitor production and issue Supplier score cards. Lab Test – Collect test data for compliance and performance standards and issue Certificate of Compliance Import Logistics – Monitor shipping and delivery of PO’s, communication with the Freight Forwarders for Business Rule Form Approval Record Retention – Certificate of Compliance (COC) and Certificate of Performance (COP) Test Reports, Toxics in Packaging, and Undue Influence signed documents
All Suppliers where Academy is the Importer of Record will need access to the system. To request access, contact [email protected] with a valid PO number.
User guides and Video tutorials are available to learn how to navigate in the system. Once you enter the ClearTrack website, click “Admin” then “Customer Documents”. Once on the page, click “Search” to pull up all available documents.
Private and Confidential - Do Not Distribute 32 ClearTrack Contact Types
Suppliers are required to provide and maintain key contact(s) information in ClearTrack. A supplier can have up to four users. Users with “Manage Vendor” role are responsible for maintaining the contact types for their users. Other “users” can upload information and/or documents as well as receive notifications. Contacts can receive notifications but cannot upload information or documents. Academy has multiple “Contact types”. The contact types are defined below.
Contact Types: Certificate of Compliance (COC) contact receives notifications regarding test reports for COC/COP approval Factory Compliance (Security/Social) contact is responsible for coordinating and managing Social Compliance and Factory Security audits, FSQs, ISFs, etc. Logistics (Shipping) contact is responsible for booking and coordinating shipments to Academy. Production/Sourcing contact is responsible for entering WIP Production Events and other aspects of production monitoring. Shipment Approval Management (SAM) contact manages business rules, BRFs and receives Quality Inspections notifications (requests and CAPAs)
Private and Confidential - Do Not Distribute 33 Creating / Maintaining Contact Type in ClearTrack
Should you need to edit/add any contacts, please 1. Login into ClearTrack 2. Admin Tab 3. Click on Manage 4. Click on Users 5. Click on Add 6. Complete the fields in the Manage Profile Screen 7. Click Save
Note: We need at least one COC/COP and one Shipment Approval Contact The Shipment Approval Contact is who receives the Business Rule letter with the confirmation that all six rules have been satisfied and shipment may be booked with the ** Please ensure to update Shipment Approval Contact when Freight Forwarder. account management changes** The COC Contact is who receives notification of reject reports.
Private and Confidential - Do Not Distribute 34 ClearTrack – Customer Documents
Under the Customer Documents menu the Supplier may access and download the ClearTrack user guides and video tutorials as well as other Academy important documents
Some available documents are: – Letters Sent to the Suppliers – Quality Assurance Manual – Reasonable Testing Plan information – Chargebacks Schedule – CTPAT and Social Compliance information – Packaging Color Approval Process for Private Label – Import Document Checklist To navigate to Customer Documents – EDI 1. Login in ClearTrack – RMS 2. Navigate to Admin Tab 3. Select Customer Documents 4. Click Search
Private and Confidential - Do Not Distribute 35 Work in Process
The Work in Process allows Academy to have visibility to basic production and QA events in Clear Track.
The Supplier is responsible for entering their planned production dates at the time the Supplier “accepts” the order.
Actual dates should be entered daily/weekly by the Supplier as the events are occurring and when POs are updated.
Cleartrack WIP Event Planned Actual Order Acceptance Date X √ Raw Materials/Components Received √ √ Production Started √ √ Production Completed √ √ QA Final Inspection √ √ ASO Inspections (DP, FRI or DP/FRI) X X ASO Inspection Planned Date √ X √ = Supplier Responsible for entering date X= Date/ Result populated into Cleartrack
Private and Confidential - Do Not Distribute 36 Work in Process Events
Order Acceptance Date: Must be completed after confirming all details are accurate and no later than 14 days upon receipt of Purchase Order (PO). Raw Materials Planned: Date factory plans on receiving all raw materials. Raw Materials Actual: Date factory receives the raw materials. Production Start Planned: Date factory plans on starting production. Production Start Actual: Date factory starts production. Production Complete Planned: Date factory plans on completing production . Production Complete Actual: Date factory completes production. Supplier QA Planned: Date factory plans on completing your QA final inspection. Supplier QA Actual: Date factory completes final QA. ASO Inspection Planned Date: If the PO was selected for Academy inspection, date when the PO will be ready for the inspection.
WIP Planned dates are to be updated no later than 14 days upon receipt of Purchase Order. WIP Actual dates are to be completed as events occur.
Private and Confidential - Do Not Distribute 37 Case Dimension
To more accurately forecast our container space with ocean carriers, Academy needs case dimensions for all products shipping from overseas ports.
Suppliers enter case dimensions for each style in PLM and Clear Track. Review the User guide to access the module and enter the case dimensions (found in Clear Track under Admin Customer Documents). Any questions regarding this new feature, please contact [email protected]
Private and Confidential - Do Not Distribute 38 Ship On-Time Timeline
Definition: On-Time Shipment: -When CFS cargo receipt date is between the “Not Before” and “Not After” date. -When the CY cargo Ingate date is between the “Not Before” and Not After” date. Late Shipment: When the cargo has a CFS Receipt Date or CY Ingate date that is after the Academy “Not After” date. Not Before Date Not After Date
04/01 04/06 04/10 04/20 (Ship Window) 04/22
Supplier Call for Cargo Ready Date for Business Rules Booking (VCB) with “Less than Full Ship On-Time: The CFS (BRF) must be Freight Container”: cargo receipt date or satisfied 20 days Forwarder21 to 14 Consolidation Freight prior to “Not CY cargo Ingate date days prior to “Not Station (CFS) 10 days Before must be between Before Date”. prior to “Not Before Date”. *Charge back if not Date” these dates. booked 14 days prior.
Must follow the above timeline to ensure Purchase Order has a CFS receipt date or CY Ingate date during the Ship Window (Not Before Date and Not After Date) to be considered an-time shipment.
Private and Confidential - Do Not Distribute 39 Ship On-Time Events
Business Rule Forms: 6 Business Rules (BRF) must all be satisfied 20 days prior to “Not Before” Date (see page 31).
Supplier Call for booking: Suppliers to contact the Freight Forwarder 14 to 21 days prior to “Not Before” Date.
Cargo Ready Date: 100% production completed at suppliers. 100% packed. BRF must be satisfied. Pass Academy Sports + Outdoors quality inspection (if applicable). The above is completed at least 7 days prior to NOT BEFORE date for CY (Full Container) shipment and 10 days prior to NOT BEFORE date for CFS (Consolidated Container) shipment
Private and Confidential - Do Not Distribute 40 Supplier Scorecard
Private and Confidential - Do Not Distribute 41 Costing in Flex PLM
PLM (product lifecycle management) system allows us to manage the lifecycle of a product. Gives Sourcing the ability to allocate multiple suppliers to products for costing. Streamlines product and material costing by source. Enables clear cost comparison across cost options for better and faster cost decisions.
Product Development FlexPLM Tech Design
Raw Material
Supplier Customs Sourcing Compliance
Private and Confidential - Do Not Distribute 42 Costing PLM
Suppliers provide: Raw material, Trim, Packaging & Labeling cost MOQ and Lead Time (days) Duty Rate Factory and FOB Load Details
Private and Confidential - Do Not Distribute 43 Costing in PLM
Additional documents required for Footwear
• Training videos on entering cost available. Contact your sourcing manager.
Private and Confidential - Do Not Distribute 44 Product Safety & Compliance
Private and Confidential - Do Not Distribute 45 Compliance Mission Statement
Compliance strives to ensure Academy’s products comply with all applicable ethical, quality, and safety standards set forth by legal regulations, our company’s policies, and our industry’s standards and best practices.
Compliance with these regulations and standards is important in keeping our customers safe, and maintaining Academy’s brand integrity for Private Label products, which are our most critical concerns.
Through our partnership with Quality Assurance, we strive to consistently bring awareness of all applicable regulations and standards to Global Sourcing, Product Development, and Merchandising.
Private and Confidential - Do Not Distribute 46 Product Safety/Compliance Role
Oversee product safety and compliance as it relates Provide oversight regarding state laws and to federal, state, and local regulations, as well as regulations (e.g., state chemical reporting). industry standards. Involved in reviewing factory and supplier ethical Review and revise product instruction/user manuals matters. for Private Brand product. Partner with Legal to review compliance matters, Manage product recalls and corrective actions – upcoming regulations and changes in law. CPSC (regulatory), safety, and quality. Partner with several teams, including: Sourcing, Correspond with government agencies such as the Product Development, Quality Assurance, Store Consumer Product Safety Commission (CPSC), Food Operations, Distribution Centers, eCommerce, and Drug Administration (FDA), and Department of Merchandising, Factory Compliance, and Customs Agriculture. Compliance.
Private and Confidential - Do Not Distribute 47 Product Safety/Compliance Role with Suppliers
Communicate changes in consumer product safety regulations to suppliers and business teams to ensure guidelines are followed. For example: . Proposition 65 for California, warning requirements . EPA TSCA Title VI, Formaldehyde Standards for Composite Wood Manage product recalls and corrective actions – Consumer Product Safety Commission (regulatory), safety, and quality. Assist in reviewing factory and supplier ethical matters. Provide feedback on Private Brand product labels (tracking labels, law labels), and product or packaging warnings. Review product instruction/user manuals for Private Brand product.
Private and Confidential - Do Not Distribute 48 Supplier Expectations
Academy expects all of its suppliers to:
Stand behind their products and deliver merchandise to Academy that meets all federal, state, and local requirements for sale, including product safety, labeling, and testing requirements.
Be aware of all regulations, testing standards, and certifications that are relevant to their products.
In summary, suppliers are expected to be the product experts on products they sell to Academy.
Note: Academy may provide guidance, however it is your responsibility to be aware of and provide merchandise that is compliant with all U.S. regulations and standards.
Private and Confidential - Do Not Distribute 49 Federal Regulations - Examples
Consumer Product Safety Improvement Act (CPSIA): Regulated by the Consumer Product Safety Commission (CPSC). Requires Certificate of Compliance for Children’s Product Certificate. Uniform Packaging and Labeling Regulation (UPLR): Products must be labeled with manufacturer, packer, or distributor, and related address. Product labels must include content and quantity of goods. Country of Origin (COO): U.S. Customs and Border Protection (CBP), and the Textile Fiber Products Identification Act, require the labeling of imported products to indicate country of origin. Federal Trade Commission (FTC): FTC requires products must be labeled with accurate information, including product claims to be substantiated, truthful and not misleading to consumers (e.g., proof of water resistance, UPF ratings, anti- microbial properties, and “Made in USA” or similar claims). EPA TSCA Title VI – Formaldehyde Emission Standards for Composite Wood: EPA Rule includes formaldehyde emission standards applicable to hardwood plywood, medium-density fiberboard, and particleboard, and finished goods containing these products. Federal Hazardous Substances Act (FHSA): Requires precautionary labeling on the immediate container of hazardous household products to help consumers safely store and use those products, including first aid steps. Lacey Act: Prohibits the knowing import, export, sale, or acquisition of any wood products made from illegally harvested trees.
Private and Confidential - Do Not Distribute 50 State Regulations - Examples
State Chemical Regulations, for example:
California Proposition 65: Requires businesses to give warnings about exposures to chemicals identified by California as causing cancer or birth defects or other reproductive harm. ([email protected]) Washington Children’s Safe Products Act: Requires reporting to the Washington Department of Ecology for children’s products offered for sale in Washington that contain certain chemicals above 100 ppm. Maine Toxic Chemicals in Children’s Products Act: Restricts the sale of designated consumer products containing chemicals identified by the state as Priority Chemicals. Oregon Toxic Free Kids Act: Requires manufacturers who use certain chemicals in children’s products to disclose information about these chemicals to the Oregon Health Authority. Vermont Toxic Free Families Act: requires manufacturers who use certain chemicals in children’s products to disclose information about these chemicals to the Vermont Department of Health. Texas Abusable Volatile Chemicals Act: Requires specific labeling/warnings on “Abusable Volatile Chemicals” Illinois Lead Poisoning Prevention Act (ILPPA): Prohibits the sale, offer for sale, or transfer of any children’s jewelry, child article, or toy containing paint that contains any component with more than 40 ppm lead and less than 600 ppm unless it includes a specified warning on the product or package.
Private and Confidential - Do Not Distribute 51 Product Recall and Corrective Action Procedure
Academy’s Compliance Recall and Corrective Action Procedure is in place to ensure recalled products and products that require corrective action are promptly removed from store shelves, isolated at Distribution Centers, and responsibly disposed of or corrected to comply with safety, regulatory, and quality standards.
Several Academy teams are involved in product recalls and corrective actions, including: Product Safety/Compliance, Quality Assurance, Legal, Merchandising, Sourcing, Product Development, Distribution Centers, Store Operations, Customer Care, Marketing, eCommerce.
Products removed from stores may not require return to the supplier or destruction, but may require other corrective actions to ensure it can be returned to stores for sale to consumers.
Reasons for a product recall or corrective action may include: . Failure to comply with an applicable consumer product safety rule; . Failure to comply with a CPSC rule; . Product contains a defect which creates a “substantial product hazard” . Product contains a quality defect; . Intellectual Property Infringement; . Ethical violation
Private and Confidential - Do Not Distribute 52 Recall/Corrective Actions - Supplier Expectations
During a product recall or corrective action, Academy’s suppliers are expected to: Collaborate with Academy to ensure matters are handled promptly, and that corrective actions effectively address each issue. Partner with Academy to investigate safety, regulatory, and quality matters, and to address all issues brought to their attention, whether by Academy or within their own internal Quality Control practices. Notify Academy of any product issues that may require recall or corrective action. . Refer to: Academy, Ltd’s Terms and Conditions of Purchase, Section 7, Recall and Corrective Action
Private and Confidential - Do Not Distribute 53 Product Recall and Corrective Action Procedure
Civil Penalty Examples for Consumer Product Safety Commission (CPSC) Recalls:
Costco - $3.85 Million Civil Penalty & implement compliance program – Failure to report defective trash cans (2018), laceration hazard defect Best Buy – $3.8 Million Civil Penalty & agreement to implement compliance program – Distributing and selling recalled products (2016) Burlington Coat Factory - $1.5 Million Civil Penalty – Failure to report drawstrings in children’s outerwear, and for selling recalled outerwear (2012) PetSmart - $4.25 Million Civil Penalty – Failure to report defective glass fish bowls and misrepresentation (2016) Wal-Mart - $750,000 Civil Penalty – Delay in reporting exercise equipment hazard (2003)
Private and Confidential - Do Not Distribute 54 Global Sourcing Requirements and Code of Vendor Conduct
Academy is committed to legal compliance and ethical business practices in all of its global sourcing operations.
An alleged ethical non-compliance matter may be reported to Academy by: . A third party Academy business partner; . An internal report from an Academy team member; . An Academy supplier.
Ethical non-compliance violation examples include, but are not limited to: . Attempted bribery of a third party; . Non-compliance with an applicable law; . Health, safety, or working condition violation; . Child visitors or underage labor; . Forced labor.
When an alleged ethical non-compliance matter is reported: . Compliance partners with several internal teams to investigate the matter; . Academy notifies the supplier to request an internal investigation; . Upon further investigation by Academy and the supplier, next steps will be determined to appropriately address the matter.
Private and Confidential - Do Not Distribute 55 Academy Terms and Conditions of Purchase
Academy suppliers are obligated to abide by Academy, Ltd.’s Terms and Conditions of Purchase (“Terms and Conditions”). Sections that specifically pertain to Compliance and Product Safety include the following.
RECALL AND CORRECTIVE ACTION (Terms and Conditions, Section 7) VENDOR OBLIGATIONS (Terms and Conditions, Section 8) GLOBAL SOURCING REQUIREMENTS AND CODE OF VENDOR CONDUCT (Terms and Conditions, Section 8; Appendix 4)
Private and Confidential - Do Not Distribute 56 Legal
Private and Confidential - Do Not Distribute 57 The Utmost Ethical Behavior is Required
Academy is committed to conducting its worldwide operations ethically and in compliance with all applicable anti-corruption laws, including the U.S. Foreign Corrupt Practices Act (“FCPA”) and U.K. Bribery Act 2010 (“UKBA”). Academy strictly prohibits all forms of bribery and corruption—not just bribery of government officials—and will take all reasonable and necessary steps to ensure that they do not occur in Academy’s business activities. Academy’s suppliers worldwide must comply with Academy’s Anti-Corruption Compliance Policy and all applicable anti-corruption laws. While this presentation focuses on the FCPA, be aware that several countries have anti-bribery laws that you may be expected to comply with including China, Hong Kong, Canada, India, and Mexico. This presentation is for information only and does not present any legal advice. You should consult with your own independent counsel to ensure that you are complying with all applicable law.
Private and Confidential - Do Not Distribute 58 U.S. Foreign Corrupt Practices Act (FCPA)
The U.S Foreign Corrupt Practices Act is a federal law enacted in 1977 to prohibit companies from paying bribes to foreign government officials and political figures for the purpose of obtaining business.
Two Distinct Aspects of the FCPA Anti-bribery provision prohibits the bribery of foreign government officials; and Accounting provision requires that suppliers have accurate recordkeeping and internal control standards to help avoid risky or suspicious payments.
The FCPA is enforced by the U.S. Department of Justice (“DOJ”) and the Securities Exchange Commission (“SEC”)
Private and Confidential - Do Not Distribute 59 FCPA: Anti-Bribery Provision
The FCPA and Academy’s Anti-Corruption Compliance Policy prohibit suppliers from offering, giving, or authorizing the provision of anything of value, either directly or indirectly, to any foreign government official with the intent to:
Influence a desired action;
Induce a person to act or refrain from acting in order to violate a lawful duty;
Obtain or retain business;
Secure any improper business advantage; or
Influence the decision of a non- U.S. government or non-U.S. government instrumentality.
Private and Confidential - Do Not Distribute 60 Not Just Cash
A bribe can be “anything of value.” Could include: Gifts or gift cards Trips, meals, lodging, tickets to events Business, employment, education, or investment opportunities Discounts or credits Commissions, kickbacks, contractual rebates, loans, or other compensation Payment of other expenses Political donations or charitable contributions Just the offer is a violation, even if it is not accepted. Source: https://thekomic.com/cartoon/6371-bribe-cartoon/
Private and Confidential - Do Not Distribute 61 Not Just Your Own Actions
A company and its employees can be liable for bribes resulting from: Their own actions Bribes made directly by your employees, no matter how senior or junior the employee Third-party actions, including conduct that is: Directly authorized; or Not adequately supervised.
Third parties include: agents, consultants, brokers, intermediaries, freight forwarders, accountants, contractors, subcontractors, service providers, distributors, and sales representatives.
Private and Confidential - Do Not Distribute 62 Not Just Politicians
The term “government official” is interpreted very broadly and includes every possible level. The term applies to both low-ranking employees and high-level officials.
Could include: Employees of private companies where a foreign government owns a controlling interest or exercises control over the company; Close family members of a foreign official, such as a spouse, parents, grandparents, siblings, children, nieces, nephews, aunts, uncles, first cousins and any other person who shares the same household with the official; and Officers and employees of state-owned or state-controlled enterprises (such as state-owned banks, hospitals, schools, manufacturing facilities, utilities, oil companies, and mining companies).
Private and Confidential - Do Not Distribute 63 When Bribe May Be Offered or Demanded
To clear cargo through Customs (both import & export)
To expedite or avoid the clearance process or regulations
To avoid detention and/or seizures of cargo (classic extortion)
To obtain berthing, docking, ships entry, loading, or unloading
To stamp or sign required documentation or obtain security
To clear ships crew for entry or exit (visa issues)
To choose their factory to do business
To ask auditors to ignore ethical or business violations
To avoid cargo delays
To forego cargo inspections
Private and Confidential - Do Not Distribute 64 FCPA: Accounting Provision
Accounting Provision
The FCPA and Academy’s Anti-Corruption Compliance Policy requires that suppliers comply with the recordkeeping and internal control standards required by FCPA and maintain accurate financial records to avoid risky or suspicious payments.
All expenditures made by or on behalf of Academy must be accurately and timely recorded in the supplier’s books or records. At a minimum, all transactions made by or on behalf of Academy must:
Occur only with appropriate Academy authorization;
Be recorded in accordance with generally accepted accounting principles (“GAAP”); and
Be periodically reviewed to identify and correct any accounting discrepancies, errors, or omissions.
Private and Confidential - Do Not Distribute 65 Impact of an FCPA Violation
Consequences to vendors for a FCPA violation could include termination of business with Academy A violation by our suppliers could have the following adverse impact :
DIRECT IMPACT INDIRECT IMPACT
Fines: Criminal and civil fines against companies and Reputation: Damaged business reputation and “trial by individuals press”
Profit Disgorgement: Repay (up to 3x) profits obtained as a Professional fees: Legal and audit costs can run in the result of the act millions of dollars
Import/Export Privileges: Potential suspension of External monitor fees: External monitors often required for import/export privileges 3 years
Government contracts: Withdrawal of eligibility to bid for Class action suits: FCPA actions often invite class-action government contracts lawsuits
Management time: Significant executive time spent on investigations and defense Impact on Mergers and Acquisitions: FCPA issues in target companies can stall mergers and acquisitions
Private and Confidential - Do Not Distribute 66 What do I do if I am offered a bribe?
1. Refuse payment and report immediately to Academy
2. If feasible, consider an alternative import route to avoid problematic ports
Good Faith Reporting All suppliers are expected to raise good faith concerns and to report all activity which may be a violation of applicable anti-corruption laws or may fail to comply with Academy’s Anti-Corruption Compliance Policy or Ethics and Code of Conduct Policy or Purchase Order Terms and Conditions.
Suppliers may report a violation using any of the following methods: Your relationship contact at Academy Academy’s Ethics Committee at [email protected] Academy’s Legal Department at [email protected] Academy’s Aware Line at: 1-888-503-0808 or awareline.academy.com By mail at Academy Sports + Outdoors, Attention: General Counsel 1800 N. Mason Rd., Katy, TX 77449
Private and Confidential - Do Not Distribute 67 Hypothetical #1
A Supplier is trying to build factory relationships in different parts of Canada to more economically produce the same quality of goods. The Supplier hears about a broker named Paul who is known as someone who “gets things done” in Canada. After doing its due diligence, Supplier finds out that Paul’s brother is a high ranking official in Canada. And while Paul’s fee is significantly higher than other brokers, his effectiveness is unmatched and he guarantees results. The Supplier hires Paul and tells Paul “don’t worry me with the details, just get it done.”
Has the Supplier violated any laws or Academy policy? After all the Supplier has no direct knowledge of any improper payments or influence.
Private and Confidential - Do Not Distribute 68 Hypothetical #2
Brandon works for an Academy supplier and is preparing a large shipment of merchandise to Academy. Academy is one of the supplier’s top 10 clients. A customs official comes to Brandon and says, “the only way this shipment is leaving this facility is if my daughter can go to the Superbowl. She loves Tom Brady.” If this shipment does not go out, the Supplier will miss out on significant profits and it will jeopardize the Supplier’s future business with Academy. Brandon has two Superbowl tickets in his office. What should Brandon do?
Private and Confidential - Do Not Distribute 69 Academy Ethics and Code of Conduct Policy and Global Sourcing Guidelines and Code of Vendor Conduct
Private and Confidential - Do Not Distribute 70 Ethics and Code of Conduct Policy
Do not offer bribes to anyone. Supplier must not tolerate, permit, or engage in bribery, corruption, or unethical practices whether in dealings with public officials or individuals in the private sector.
Academy and its employees, agents, and Suppliers may not offer, request, or accept gifts, payments, or benefits in any form, direct or indirect, except in compliance with Academy’s Ethics and Code of Conduct Policy. Prohibited gifts include: cash or cash equivalent (ex. gift card); any gift solicited by the individual for personal benefit; any gift provided with an expectation of a return favor; and any gift intended to improperly influence a person’s business judgment Allowed gifts include: certain business entertainment, recognition gifts, event tickets with appropriate Academy approval and disclosure. See Academy’s Ethics and Code of Conduct Policy for approval and disclosure requirements.
Private and Confidential - Do Not Distribute 71 Global Sourcing Guidelines and Code of Vendor Conduct Overview Academy conducts its global sourcing operations only with reputable suppliers that are committed to complying with all laws and regulations applicable to their business and Academy’s policies and rules regarding supplier conduct including Academy’s Global Sourcing Guidelines and Code of Vendor Conduct.
For example, Suppliers must: Not use involuntary labor of any kind or engage in human trafficking or slavery. Fairly compensate their workers. Provide safe, clean, and healthy conditions in both work and residential facilities. Comply with all applicable minimum working age laws. Academy does not tolerate the use of child or underage labor. And regardless of local rules, no one under the age of 14 may be employed, used, or present in a factory working area. Communicate the requirements of the Global Sourcing Guidelines and Code of Vendor Conduct to their employees, contractors, and sub contractors. Allow Academy’s representatives full access to production facilities and books and records and respond timely to any inquiries concerning the operations of any facilities. Academy may cancel purchase orders and terminate business with any Supplier who fails to follow applicable law or Academy’s policies.
Private and Confidential - Do Not Distribute 72 Where to Find Academy’s Ethics and Code of Conduct Policy and Global Sourcing Guidelines and Code of Vendor Conduct
Full versions of the Ethics and Code of Conduct Policy, Anti- Corruption Compliance Policy, and the Global Sourcing Guidelines and Code of Vendor Conduct are located on the supplier webpage at https://vendor.academy.com.
The Global Sourcing Guidelines and Code of Vendor Conduct is located in Appendix 4 of the Academy, Ltd. Terms and Conditions of Purchase.
Private and Confidential - Do Not Distribute 73 Key Takeaways
Suppliers and agents should review and comply with all applicable anti-corruption laws and Academy’s Anti-Corruption Compliance Policy, Ethics and Code of Conduct Policy, and Global Sourcing Guidelines and Code of Vendor Conduct.
Ignorance of the law is not a valid defense.
Source of the alleged bribe does not have to be in the U.S.
Actions of Academy’s suppliers and agents may be attributed to Academy.
Improper payment does not have to be made; the offer is enough.
You can be held liable for actions of a third party acting on your behalf.
Improper payments are not just cash, includes “anything of value” which can be gifts, travel, promise of future employment, donations to charity, etc.
Consequences to vendors for a FCPA violation could include termination of business with Academy.
Academy believes in conducting all business activities with honesty, fair dealing, and in conformity with high ethical standards wherever it operates and requires that the suppliers that do business with Academy have the same ethical standards.
Private and Confidential - Do Not Distribute 74 Quality Assurance
Private and Confidential - Do Not Distribute 75 Functions of Quality Assurance
Product Safety Testing Performance Testing Product Inspections CPSIA Performance Factory CPSC Special Claims Substantiation Katy DC Verify adherence to Federal safety Verify adherence to Industry standards & regulations Standards [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]
Private and Confidential - Do Not Distribute 76 Product Testing
Product Safety – Federal/State Laws Performance Standards Quality Assurance in partnership with Compliance QA will set the Testing Protocol in conjunction with Department will collect test data confirming the third party labs compliance to the applicable Federal & State Law Refer to BOL section in FlexPLM for the testing requirements. requirements per style Examples of regulations may include: Additional information is in the QA Manual in CPSIA ClearTrack under Business Documents Flammability Testing for Industry standards, must be performed Prop 65 by accredited 3rd party labs. UPLR (Uniform Packaging & Labeling Act) Product categories that fall under industry Toxics in Packaging certification programs (tree stand, electrical, gas, CARB / TSCA pfd, etc) All “Special Claims” must be substantiated Location of Testing Location of Testing 1. Accredited 3rd Party Testing Company, (i.e.. 1. Approved 3rd Party (if applicable) Bureau Veritas, Intertek, MTS, SGS, etc.) 2. ASO Testing Center
77 Private and Confidential - Do Not Distribute 77 Product Safety Standards
Regulation Method Limit (if applicable) Supplier must upload in ClearTrack passing Lead Content in Paint & 16 CFR Part 1303 90 ppm test data demonstrating compliance to the Similar Surface regulations. Refer to the list for some Coatings examples of the requirements. Lead Content in CPSIA Section 101 (a) 100 ppm Substrate Ban If Supplier is unaware of the testing Lead Paint Ban CPSIA Section 101(f) 90 ppm requirements, provide the style number and contact Phthalates CPSIA Section 108 (a) <0.1% [email protected] Tracking Labels CPSIA Section 103(a) [email protected] [email protected] Flammability of Vinyl 16 CFR Part 1611 Pass/Fail Plastic Film Academy will guide towards the applicable Flammability of 16 CFR Part 1610 Class 1 testing protocol. Clothing Textiles Pass Note: This guidance is not intended to be all Flammability of 16 CFR Parts 1615 & Pass/Fail inclusive, Academy expects all of its Suppliers Children’s Sleepwear 1616 to stay current on all requirements that apply to Toys ASTM F-963 Pass/Fail their product.
Private and Confidential - Do Not Distribute 78 Periodic Testing Plan
PTP Elements Required All youth products and certain adult items are required to comply with CPSIA – What tests are conducted? (CPSIA related) Reasonable Testing Plan How often are the tests conducted? Regulation. The number of samples chosen and why you determine such quantity represents the total production. For those products, Academy must A statement of recordkeeping. (CPSIA Requires minimum receive a Periodic Testing Plan (PTP) from each 5 yrs) Vendor/factory/product type in ClearTrack to Document must have the factory name and address obtain a COC. This document may be in any format you choose, word, pdf, Example of other non-youth articles: excel, etc. adult bicycles, bicycle helmets, When uploading these documents in ClearTrack, "Due Flammability of vinyl plastic film in textiles, Care" must be selected from the product safety regulation multipurpose lighters, etc. list.
Private and Confidential - Do Not Distribute 79 Product Safety - COC
Academy’s COC
CPSIA requires a domestic manufacturer or importer of a consumer product subject to a rule, ban, or standard to issue a certificate of conformity (CPC – Children’s Product Certificate, GCC – General Certificate of Conformity {Formerly COC})
Academy will issue COC upon approval of test data uploaded in ClearTrack.
COC is emailed to the Supplier along with the BRF. COC is issued by PO.
Note: It is not required to print this document, per CPSC it may accompany the shipment electronically. COC may be retrieved from ClearTrack at any time.
Private and Confidential - Do Not Distribute 80 Product Safety
New testing must be uploaded in ClearTrack in the event there are any material changes in product design, manufacturing process, sourcing of component parts, manufacturing facility.
Component testing is acceptable. Components tested must be the same component on the finished product in all material respects (no additives, contamination, aging). When using the same component across different styles, in order to reduce test expenses, when completing the Test Request Form for the 3rd party, list all applicable style numbers. Academy will accept component testing when all style numbers are on the test report and linked to the applicable SKU’s in ClearTrack.
Composite testing is acceptable. Some accredited third party labs may offer composite testing. Academy accepts the composite testing results. Note: if there is a failure, each component in each color way must be tested individually. A corrective action must be completed for the failed result and re-test must be submitted in ClearTrack along with the failed report.
For additional testing requirements, please refer to Academy Quality Assurance Manual located in ClearTrack under Customer Documents.
Private and Confidential - Do Not Distribute 81 Performance Testing: COP
Meet protocols from 3rd party or in the BOL Special Claims must be substantiated Certification to NRTL or other industry organizations
Hardgoods: QA requires a production sample to be sent to Academy Quality Assurance for actual use evaluation, in addition to 3rd party labs and/or Academy approved supplier lab.
Apparel & Footwear: Supplier must upload test data to ClearTrack for review and approval. Or may send to ASO for testing
When sending samples to ASO, send them attn. QA
Refer to the Quality Assurance Manual for Academy’s test standards available in ClearTrack or contact . [email protected], . [email protected] . [email protected]
Private and Confidential - Do Not Distribute 82 Business Rules
Private and Confidential - Do Not Distribute 83 Business Rules Form (BRF)
The Global Sourcing team will monitor that all Business Rules established by Academy Sports + Outdoors for private label Import Purchase Orders are satisfied 20 – 60 days prior to “Not Before” Date.
Compliance & Performance
Private and Confidential - Do Not Distribute 84 Business Rules Form (BRF)
Once all Business Rules are satisfied, Academy will release a Business Rule Form via ClearTrack system. The form will be e-mailed to the supplier “shipment approval contact” registered in ClearTrack.
The BRF is required to complete booking with the Freight Forwarder. A booking confirmation will only be provided if the Supplier has a BRF on file.
Private and Confidential - Do Not Distribute 85 Business Rule: Product Liability Insurance (PLI)
Academy has a multi-tiered insurance requirement based on varying product risks. Detailed PLI requirements are listed in Section 9.5 and Appendix 8 of the current Terms and Conditions of Purchase, which are available for your reference at http://vendor.academy.com. Renewal certificates should be uploaded prior to PLI expiration date to avoid a disruption in shipping. For any PLI questions, please contact [email protected], [email protected].
Supplier requirements regardless of the Category include: Territory and Jurisdiction: Worldwide Insurance limits must be equivalent to U.S. Dollars Suppliers Insurance shall be considered primary, noncontributory, and not excess coverage. The insurance carrier(s) must be “A” rated according to A.M. Best or another insurance rating industry authority. Must list “Academy, Ltd., d/b/a Academy Sports + Outdoors and its parents, affiliates and subsidiaries” as Additional Insured with a Waiver of Subrogation. Once your company has an active Supplier number, you must keep the required insurance coverage at all times. Failure to maintain the required insurance coverage, will result in your account being placed on hold or inactivated. Limits may be met through a combination of primary (GL) and Excess / Umbrella policies. Supplier name should be an insured on the certificate Certificate Holder should read “Academy, Ltd. d/b/a Academy Sports + Outdoors, 1800 N. Mason Rd, Katy, TX 77449”. EACH ANNUAL RENEWAL OF INSURANCE MUST SUBMITTED BY THE Supplier IN THE PLI MODULE OF CLEARTRACK.
Private and Confidential - Do Not Distribute 86 Business Rule: Certificate of Compliance (COC)
Children’s Product Certificate (CPC) {formerly known as COC} & General Conformity Certificate (GCC)
Current and passing 3rd party testing reports by accredited lab are required to be uploaded in ClearTrack for COC (Certificate of Compliance) approval per Style/SKU.
Upon approval of the test data, ClearTrack will generate the COC and email along with the BRF.
In most cases Lab Test results will be valid for one year from test report issuance date.
If any material or component is changed or sourced from a new manufacturer, new testing must be submitted again to an accredited 3rd party testing company, and “passing” testing uploaded in the ClearTrack system.
For children’s product and adult items requiring CPSC compliance, in order to satisfy COC requirement, the Supplier must also upload a Periodic Testing Plan (PTP) for each SKU.
For any questions please contact: . [email protected] . [email protected] . [email protected]
Private and Confidential - Do Not Distribute 87 Business Rule: Certificate of Performance (COP)
Current and passing testing reports for industry standards, special claims and performance requirements, are required to be uploaded in ClearTrack for COP (Certificate of Performance) approval per Style/SKU.
Test results may be issued by an Academy approved and/or 3rd party accredited labs,
Upon approval of the test data, ClearTrack will generate the COP and email along with the BRF.
In most cases Lab Test results will be valid for one year from test report issuance date.
If any material or component is changed or sourced from a new manufacturer, new testing must be uploaded again in the ClearTrack system.
For any questions please contact . [email protected] . [email protected] . [email protected]
Private and Confidential - Do Not Distribute 88 Business Rule: Toxics in Packaging
Academy requires that all Suppliers upload in ClearTrack a signed Toxics in Packaging letter. This letter certifies that packaging complies with regulations for Model Toxics in Packaging Legislation/CONEG.
The uploaded letter is applicable for all factories under the Supplier.
The Supplier name must match the Supplier name on the PO.
This document will have a validity of one year.
The template of this letter is available in ClearTrack under “Shipment Approval Tab” then “Business Documents” then “Document Type”
For any questions please contact . [email protected] . [email protected] . [email protected]
Private and Confidential - Do Not Distribute 89 Business Rule: Undue Influence
Under CPSIA, new requirements found in 16 CFR 1107.20-26, Subpart C, for children’s products manufactured on or after February 8, 2013; Suppliers for youth product are required to implement procedures to safeguard against undue influence on CPSC-accredited third party testing laboratories, train and maintain training records of the personnel interacting with the accredited 3rd party laboratories and implement procedures to investigate and correct any test failures.
Academy requires a signed Undue Influence form for each factory that is set up for Academy, certifying compliance with Undue Influence. Factory name must match the factory name listed on purchase order.
Suppliers manufacturing minimum 1 youth item, must comply with this business rule.
The validity of this form is 6 months. The template of this letter is available in ClearTrack under the “Shipment Approval Tab” then “Business documents” then “Document Type”.
For any questions please contact . [email protected] . [email protected], . [email protected]
Private and Confidential - Do Not Distribute 90 Business Rule: Style Release
Supplier must meet all the requirements established by Academy’s Product Development team.
When all requirements are met, the Product Development team will release the style in ClearTrack per PO.
The Supplier does not need to take any action in ClearTrack, all communication related to Style Release should be directed to the product development team.
NOTE: This business rule is not applicable to National Brands Imported by Academy
Private and Confidential - Do Not Distribute 91 Quality Inspections
Private and Confidential - Do Not Distribute 92 Quality Control Inspections
Objective: To reduce defective rates and provide Academy’s customer with excellent quality and superior value by performing product quality inspection at origin.
Overseas Katy DC Overseas ASO field inspectors Start of Production Inspection(SPI) Final Inspection Bangladesh < 20% FW, HG & Apparel Cambodia China In-Line Inspection (DPI) Assembly for HG Vietnam >20% Prototype & Line Review Samples Rest Of the World Final Inspection (FRI) Repairs & Rework 80% Designated 3rd party
PAMR Points of Measurement (Post Audit Merchandise Review) Verification (Apparel)
Private and Confidential - Do Not Distribute 93 QC Inspection: Selection Criteria
PO are selected based on the following criteria CAPA: CAPA Issued to supplier DEV_TEAM: Development Team submits specific request for PO Inspection FAILURE_RATE: Inspection failure rate is greater than 25% NEW_FACILITY: Manufacturing facility hasn’t produced product within the previous 12 months. NEW_FAC_STYLE: Manufacturing facility hasn’t produced product and style is new or hasn’t been produced within the previous 12 months. NEW_STYLE: New style within the previous 12 months NEW_SUPPLIER: New Supplier or supplier that hasn’t shipped a PO within the previous 12 months. NEW_VNDR_FAC: Supplier/Facility is new or hasn’t produced product within the previous 12 months. OQL_LESS_THAN_90%: Observed Quality Level is greater than 10% over the previous 12 months STYLE_WITH_Y: Represent a style intended for youth children
Private and Confidential - Do Not Distribute 94 Inspection Notification
PO’s are selected monthly, approximately 45 – 60 days prior to “Not Before Date”. Academy reserves the right to schedule inspection outside this window.
Email notification is sent from ClearTrack to SAM Contact e-mail indicated in ClearTrack informing them that PO(s) have been selected for Inspection.
Private and Confidential - Do Not Distribute 95 Supplier Actions
Supplier must enter tentative Inspection date in Cleartrack “WIP Entry” based on production schedule.
Date provided should be consistent with planned production as previously indicated.
Private and Confidential - Do Not Distribute 96 Response for Inspection Request
“Vendor Inspection Confirmation” Form (VIC) will be sent by ASO Inspector to confirm date of inspection.
Supplier contact must complete form and return to Inspector
Inspection must be booked at least 7 days prior to the Inspection Planned Date
The latest Inspection Day must be 7 days earlier than Not Before Date
Any scheduling change less than 7 days away from planned inspection date will result in a charge back
Private and Confidential - Do Not Distribute 97 Academy Sampling Plan
ANSI/ASQ Z1.4-2008 (Military Standard 105E) Single Sampling for Normal Inspection Sampling Plan Workmanship / Visual Functional Evaluation Inspection General Level II Special S2 Level Acceptance Critical Defects AQL 0 Critical Defects AQL 0 Quality Limit Major Defects 2.5 Major Defects 2.5 (AQL) Minor Defects 4.0
Private and Confidential - Do Not Distribute 98 Defect Classification
Defects are classified according to seriousness, and grouped into one or more of the following classes:
A. Critical Defect: could result in hazardous or unsafe conditions for individuals using the product as well as defects that violate legal requirements B. Major Defect : likely to result in failure, reduce the usability of the unit for its intended purposes, or make it un- saleable C. Minor Defect: NOT likely to reduce the usability of the unit for its intended purpose or the defect is a departure from established standards, but will have little bearing on the effective use of the unit
What-If Inspection Fails No production is allowed to ship for any item which is failed for Academy inspection (unless approved by Academy) until inspection passes AQL. (SPI, DPI, FRI) A Corrective Action / Preventative Action (CAPA) is issued in ClearTrack Re-inspection may be scheduled after rework and correction. US $500 Charge back and expenses for inspector to conduct re-inspection will be assessed plus expenses related to reinspection.
Private and Confidential - Do Not Distribute 99 Corrective Action and Preventative Action (CAPA)
What can trigger a CAPA? Any failed AQL inspection Any Major defect found deemed to be a potential issue Any other concern identified by inspectors that Academy QA deems necessary
Objective for CAPA: Determine the root cause for defects identified Correct merchandise for order Improve the production in the long term Track record for future monitoring control
Private and Confidential - Do Not Distribute 100 Corrective Action and Preventative Action (CAPA)
Supplier will receive an email notification from ClearTrack requiring them to Access CAPA and complete in the system.
Refer to User Guide located under customer documents.
Inspectors will verify improvement plan implementation.
Increased Inspection will occur at factory to track and record improvement and determine effectiveness of Preventative Action Plan.
Private and Confidential - Do Not Distribute 101 Quality Control Score card
Academy monitors the vendor score based on the random inspections conducted either at factories or at the DC.
The score is the cumulative of the last 12 months of inspections.
OQL: Weight of 70% in final score. Requirement <4%
Percentage of Failure: Weight of 20% in final score. Requirement <4%
CAPA: Weight of 10% in final score. Requirement 0 and response time <10 days
Private and Confidential - Do Not Distribute 102 How to access the Quality Control Scorecard in ClearTrack
1. Login in ClearTrack www.cleartrack.com 2. Navigate to the Reports Tab 3. Select Scorecards 4. Select QA Scorecard 5. Select the division NOTE: Suppliers of multiple divisions, will need to select each division separately 6. Complete Inspection Date Range. NOTE: Academy always monitors the last 12 months. 7. Click Generate Report
Private and Confidential - Do Not Distribute 103 Quality Assurance Chargebacks
Non-Compliance Issue Non-Compliance Cost USD
Observed Quality Level (OQL) >4% Cost of the inspection
Shipping without Final QC Inspection if scheduled and/or shipping without re- $25,000 inspection of merchandise from a previously failed audit.
No response from Supplier to Academy's request for product inspection. $500
$500 re-inspection fee, plus any expenses Re-inspection of merchandise by Yusen/Academy QA team. incurred in the re-inspection No advance notification of inspection cancellation - reschedule (7 days in $1,000 advance) Subcontract without Academy's approval. $10,000
Private and Confidential - Do Not Distribute 104 Customs Compliance
Private and Confidential - Do Not Distribute 105 Document Importance
A completed Document Checklist is required for every set of commercial documents. Accuracy in the documents is vital to ensure the entry is being prepared to meet U.S. Customs and Academy requirements. Will reduce delays, fines, penalties, and seizures at destination.
Private and Confidential - Do Not Distribute 106 How to access the Document Checklist
Click on Vendor
Private and Confidential - Do Not Distribute 107 How to access the Document Checklist (continued)
Open Hyperlink to Document Checklist
Private and Confidential - Do Not Distribute 108 Academy’s Document Checklist
Private and Confidential - Do Not Distribute 109 Academy’s Document Checklist (continued)
Private and Confidential - Do Not Distribute 110 Academy’s Document Checklist (continued)
Private and Confidential - Do Not Distribute 111 Academy’s Document Checklist (continued)
Private and Confidential - Do Not Distribute 112 Import Logistics
Private and Confidential - Do Not Distribute 113 Import Logistics Role
Manage Global Supply Chain Operations from the time the Supplier books in the Freight Forwarders booking system until goods arrive at our distribution center. Act as a liaison between our freight forwarders, Suppliers, ocean carriers, customhouse broker, dray company, and our internal sourcing and production and buying teams. Resolve booking discrepancies to avoid shipping delays. Negotiate ocean freight rates and select global freight partners. Determine the most efficient method of shipping and container size based on the booked cubic measurements and origin port. Track event exceptions on shipments to minimize delays in container delivery. Audit and arrange all ocean freight payments. Arrange all import container deliveries.
Private and Confidential - Do Not Distribute 114 Global Supply Chain Partners
• USA Customhouse Broker
• Freight Forwarder
Private and Confidential - Do Not Distribute 115 Yusen Logistics Origin Contact List, continued
Origin Office & Address Contact Email Address Tel Hong Kong Yusen Logistics (Hong Kong) Limited, OCM Ms. Jenny Cheng [email protected] 852-31290329 Level 33, Tower 1, Kowloon Commerce Centre, Ms. Betty Chan [email protected] 852-31290264 No. 51 Kwai Cheong Road, Kwai Chung, Group email [email protected] New Territories, Hong Kong. Ms. Ellen Wong [email protected] 852-31290372 Documentation Group email [email protected]
ShenZhen Yusen Logistics (Shenzhen) Co., Ltd. Mr.Arvin.Jiang [email protected] 86-755-32990188 7/F, Rongchao Tower, No. 4036 Jintian Road, Ms.Autumn Lin [email protected] 86-755-32990166 Operation Ms.Gabriela xie [email protected] 86-755-32990183 中国深圳市福田中心区 Ms.Million [email protected] 86-755-32990170 金田路4036号, 荣超大厦 7 楼 Ms.Paula [email protected] 86-755-32990182 邮编518026 Documentation Ms.Fiona Zhang [email protected] 86-755-32990162 Ms.Eva Wu [email protected] 86-755-32990134 Esclation Mr.Samuel [email protected] 86-755-32990200 Group email [email protected]
Shanghai Yusen Logistics (China) Co., Ltd., Ms. Edith Zhao [email protected] 86-21- 22207150 Operation & Documentation 9/10F, Longemont Yes Tower, Ms. Lilian Zhang [email protected] 86-21- 22207165 No. 369 Kaixuan Rd, Group email [email protected] Shanghai Zip Code 200051, China
上海市凯旋路369号 雅仕大厦9/10楼 邮编：200051
Ningbo Yusen Logistics (China) Co., Ltd., Ningbo Branch Ms. Amber [email protected] 86-574-87320844 RM1002-1004,Block A ,Pacific Plaza, Ms. Alice Hu [email protected] 86-574-87320275 No. 555 Jingjia Road, Jiangdong District, Operation & Documentation Ms. Lina Zhu [email protected] 86-574-87329225 Ningbo, Zip Code 315040, China Ms. Faye.xu [email protected] 86-574-87320856 Ms. Linco.tang [email protected] 86-574-87968757 中國浙江省寧波市江東區惊駕路555號 泰富廣場A座1002-1004室, 郵編315040
Xiamen Yusen Logistics (China) Co., Ltd., Ms. Emma Huang [email protected] 86-0592-8069161 Operation Xiamen Branch Ms. Niocle Yu [email protected] 86-0592-8069156 Room 2305-2306, 23rd Floor, Documentation Ms. Demi Cai [email protected] 86-0592-8061035 Commercial Building Paragon Center, No.1 Lianyue Road. Xiamen, Postal Code: 361012
Private and Confidential - Do Not Distribute 116 Yusen Logistics Origin Contact List
Origin Office & Address Contact Email Address Tel Fuzhou Yusen Logistics (China) Co., Ltd., Mr. Vincent Ye [email protected] 86-591-83306132 Fuzhou Branch Operation & Documentation Ms. Ann Li [email protected] 86-591-83306131 ROOM 2805-2808, 28F, LIBAO TIANMA PALAZA, Ms. Echo Wei [email protected] 86-591-83306135 #1 WUYI BEI ROAD, FUZHOU Zip Code : 350001
Qingdao Yusen Logistics (China) Co., Ltd., Qingdao Office Operation Ms. Ellen Liu [email protected] 86-532-66759766 (Managed Room 2408,Tower one, HNA IMC Center, Ms. Alice Zhang [email protected] -logistics.com 86-532-66759751 Lianyungang) Documentation No,234 Yan An Third Road, Shinan District Qingdao, Mr.Randy shi [email protected] 86-532-83860998 P.R.China Team Leader Ms. Cherry Chen [email protected] 86-532-66759780 Manager Ms. Olivia Tan [email protected] 86-532-85029712
Nanjing Yusen Logistics (China) Co., Ltd., Nanjing Office Ms. Sally Sun [email protected] 86-25-86583585 (Managed JiuJiang, Operation Nantong, Nanchnag SUITE D 23 Floor Deji Mansion, Ms. Evan Xu [email protected] 86-25-86583587 & TaiZhou) No. 188 Changjiang Road, Nanjing, P.R. China, 210018 Ms. Keeven Wang [email protected] 86-25-86583590 Documentation Ms. Jasmine Zhao [email protected] 86-25-86587452 Group email [email protected]
Tianjin / Xingang Yusen Logistics (China) Co., Ltd., Tianjin Office Customer Service Ms. Jane Yang [email protected] 86-22-58633727 Rm 1208 Int’l Building No.75 Nanjing Road, Documentation Mr. Fred Guo [email protected] 86-22-58633731 Heping Dist. Tianjin, PRC 300050 Customer Service Ms. Sophia Yang [email protected] 86-22-58633723 Manager Ms. Shirley He [email protected] 86-22-58633721
Wuhan Yusen Logistics (China) Co., Ltd., Wuhan Office Operation/DOC Ms. Lisa Ji [email protected] 86-27-59498698 (Managed Room 4004, Zheshang International Tower, Customer Service Mr. Ryan Zhang [email protected] 86-27-59498699 Chongqing) No 718 Jianshe Avenue, Jiangan District, Wuhan, Hubei 430010 China.
Bangladesh Yusen logistics (Bangladesh) Ltd Mr. Nazmul Huda [email protected] 880 2 9896815 (Ext-122) Shahajadi Chamber, 1st Floor, 1331/B Sheikh Mujib Road, Mr. Akter Hossain [email protected] 880 2 9896815 (Ext-120) Operation Agrabad, Commercial Area, Chittagong-4100, Ms.Farhana Shahin Lubna [email protected] 880 2 9896815 (Ext-125) Bangladesh Mr. Nihat Erim [email protected] 880 31 2527177 (Ext-221) Ms. Nasrin Akter [email protected] 880 2 9896815 (Ext-124) Documentation Mr. Alamgir Hossain [email protected] 880 2 9896815 (Ext-121)
Private and Confidential - Do Not Distribute 117 Yusen Logistics Origin Contact List
Origin Office & Address Contact Email Address Tel Vietnam Yusen Logistics (Vietnam)Co., Ltd Ms. Thanh Van [email protected] 848-3 8224407 ext:113 Operation Room 701-708 Saigon Riverside Office Center Building, Ms. Van Anh [email protected] 848-3 8224407 ext:117 2A-4A Ton Duc Thang Street, District 1, Documentation Ms Nhat Thanh [email protected] 848-3 8224407 ext:223 Ho Chi Minh City, Vietnam Group email [email protected]
Taiwan Yusen Logistics (Taiwan) Ltd Ms Rani Fan [email protected] 886-2-2343-5575 #806 FL.7, NO.88, SEC. 2, CHUNG HSIAO EAST RD., Operation & Documentation Ms Sulin Ni [email protected] 886-2-2343-5575 #802 TAIPEI 10050, TAIWAN, R.O.C Ms. Christina Wu [email protected] 886-2-2343-5575 #881 Group email [email protected]
Cambodia Yusen Logistics(Cambodia)Co.,Ltd., OCM Ms. Lun Leab [email protected] (855) 23 990 792 / 93 Operation & Documentation Bayon Market 5 Floor, Room 501, No.33-34, Street 114 Mr. Park Tinorn [email protected] (855) 23 990 792 / 93 Sangkat Monorom, Khan 7 Makara, Phnom Penh, Manager Ms. Chum Piseily [email protected] (855) 23 990 792 / 93 Zip code 12251, Cambodia Group email [email protected] (855)-23-990-792/93
Indonesia PT. Yusen Logistics Indonesia Acc. SPV / Customer Mr. Dondy Aquarendra [email protected] 62-21-8062-5278 ext. 655 TEMAS Building, lantai 3A, Service Ms. Jumiati [email protected] 62-21-8062-5278 JI. Yos Sudarso Kav. 33, Documentation Ms. Niki Fitriyani [email protected] 62-21-8062-5278 ext. 656 Sunter Jaya, Jakarta Utara 14350, Ass. Manager Mr. Afridzal Rachman [email protected] 62-21-8062-5278 ext. 641 Indonesia. OCM Manager Ms. Vivian Lesmana [email protected] 62-21-8062-5278 ext.459 Group email [email protected]
Korea Yusen Logistics (Korea) Co., Ltd. General Manager Mr. IS Kim [email protected] 82-2-3469-0715 c/o Sebang Express Co., Ltd Assistant Manager Mr. SM Kwon [email protected] 82-2-3469-0783 8th FL., Sebang Building, Ms. S.H Woo [email protected] 82 2-3469-0748 Operation & Documentation 433 Seolleung-Ro Kangnam-Gu, Ms. HJ Kim [email protected] 82-2-3469-0780 Seoul 06212 South Korea
Ms. Patcharanan Thailand Yusen Logistics (Thailand) Co., Ltd. [email protected] 662 0348687 Panichijrasakul 2525 One,Two FYI Center, 7th Fl., Operation & Documentation Ms. Pannita Neampha [email protected] 662 0348367 Ms. Kamolthip Rama 4 Rd,. Klongtoey, [email protected] 662 0348688 Boonprasertsri Klongtoey , Bangkok, Zip Code 10110, Thailand
Private and Confidential - Do Not Distribute 118 Yusen Logistics Origin Contact List
Origin Office & Address Contact Email Address Tel India Yusen Logistics (India) Private Limited Mr Amit Palande [email protected] 022 40657343 Opeations & Documentation Skyline Icon 302 , 3rd Floor, Mr Anil Viswambharan [email protected] 022 40657341 86/92 Andheri, Kurla Road, Group email [email protected] Marol Naka , Andheri (East) , Mumbai, Zip Code 400059, India
Israel Yusen Logistics, OCM Commercial Manager Mrs Yaffa Afori [email protected] 972 73 2548080 c/o Interdel G.C.T. (1986) Ltd. Operation & Doc Mr Nadav [email protected] 972 73 2548032 3 Bossem St., Ashdod Operation & Doc Mrs Aviva Daniel [email protected] 972 73 2548036 Israel 6407702 Operation & Doc Mr Shai Penkar [email protected] 972 73 2548044
South Africa - Cape Yusen Logistics, OCM Operation & Documentation Theo Wentzel [email protected] 27 214437260 Town c/o NYK Logistics and BLL of SA (Pty) Ltd Manager Keith Landzaat [email protected] 27 214437263 4th Floor Zeeland House, Director Paul Gerber [email protected] 27 415034400 11 Heerengracht Street, Foreshore, Cape Town 8001, South Africa
Kenya Yusen Logistics, OCM Ocean Opeations & Caroline Akinyi [email protected] +254-731004119 c/o Mitchell Cotts Freight (Kenya) Limited Documentation Clement mwambingu [email protected] +254-733755792 Shimanzi, Voi Street, Airfreight Manager Mugambi Muthamia [email protected] +254-722415002 P.O. Box 42485 Managing Director Daniel Tanui [email protected] +254-731846619 Exports 80100 Mombasa, Kenya Joshua Kyuma [email protected] +254-731005098 operations&documentation Brian Mwambi [email protected] +254731004918
202 22 666 982 / Cell: 02- Egypt Yusen Logistics, OCM Cargo Manager Mrs.Nashwa Saber [email protected] 01022253502 202 22 666 982 / Cell: 02- c/o Tristar Cargo System Manager Mrs.Amira Tantawy [email protected] 01022253503 202 22 666 982 / Cell: 02- 4 Markaz Elmalomat St., Areaa 1155, Operations Ms. Dina Adel [email protected] 01022253508 Sheraton Heliopolis Area, Cairo, Egypt Group email [email protected]
Private and Confidential - Do Not Distribute 119 Yusen Logistics Origin Contact List
Origin Office & Address Contact Email Address Tel 00 90 (0) 212 2593777 ext: Turkey - Istanbul Yusen Logistics Turkey Lojistik Hizmetleri Ltd. Sti Senior Manager Arzu Gulnar [email protected] 2300 00 90 (0) 212 2593777 ext: Suleyman Seba Cad., Operations Manager Derya Erdim [email protected] 2400 00 90 (0) 212 2593777 ext: BJK Plaza A Blok No. 48/1-B, Operations Supervisor Okan Sahin [email protected] 6160 00 90 (0) 212 2593777 ext: Besiktas, Istanbul, Turkey Operations Mert Kaya [email protected] 2406 00 90 (0) 212 2593777 ext: Operations Buket Bas [email protected] 2401
Brazil Yusen Logistics do Brasil Ltda Alessandra Goncalves [email protected] 55 1140649747 Operations Emilly Caetano [email protected] 55 1140649347 Avenida Brigadeiro Faria Lima, Manager Gabriela Caram [email protected] 55 1140649331 1336 – 6º andar - Pinheiros Director Alexandre Chami [email protected] 55 1140649301 Sao Paulo, SP, CEP 01451-001, Brasil Melissa Evans [email protected] 1-201-442-3132 US Hub Office Michael Shea [email protected] 1-201-553-3878 Analise Vindel [email protected] 1-201-553-3878
Guatemala Yusen Logistics, OCM Export Manager Mrs. Alejandra Sandoval [email protected] 502 2429-0900 c/o Consolidados 807, S.A Export Executive Mrs. Monica Barrera [email protected] 502 2429-0900 25 Avenida 31-23 Zona 12, Colonia Santa Eliza, Export Executive Flor Roy [email protected] 502 2429-0959 Export Executive Tania Carias [email protected] 502 2429-0943 Export Assistant Leonel Rodriguez [email protected] 502 2429-0959 Melissa Evans [email protected] 1-201-442-3132 US Hub Office Michael Shea [email protected] 1-201-553-3878 Analise Vindel [email protected] 1-201-553-3878
El Salvador Yusen Logistics, OCM Operation Manager Mr. Vidal Ortega [email protected] 503 25303026 c/o Consolidations 807 El Salvador Export Executive Ms. Yancy Rivas [email protected] 503 25303026 63 Ave. Nte y 1a Calle Pte No. 175, Melissa Evans [email protected] 1-201-442-3132 US Hub Office Michael Shea [email protected] 1-201-553-3878 Analise Vindel [email protected] 1-201-553-3878
Private and Confidential - Do Not Distribute 120 Cargo Booking Rules
Freight Forwarder will only accept a booking: If booked 14-21 days prior to ship date. Purchase Order being booked is valid. The Business Rule Form (BRF) has been satisfied.
Freight Forwarder will only release a booking if the following SOP requirements are satisfied: Purchase Order matches FOB, quantity, VPNs and styles booked. A valid cargo ready date has been provided. Cargo is shipping on time when cargo is delivered by vendor within the Purchase Order Ship Window. Container CBM’s meet required minimums and equipment requested is based on those standards. All required ISF data elements have been provided. PO’s are booked to final destination on Purchase Order.
. Purchase orders that do not meet criteria detailed above will require Academy’s approval before booking is released.
. For details on booking within the Freight Forwarders booking system, please refer to Yusen’s contact list.
Private and Confidential - Do Not Distribute 121 CY and CFS Shipments
Academy is focused on improving our container optimization. We have designated Consolidation Freight Stations (CFS) to improve container optimization.
. 20’ Standard: Minimum 23 CBM’s Maximum Weight 17,500 Kgs . 40' Standard: Minimum 52 CBM’s Maximum Weight 19,950 Kgs . 40’ High Cube: Minimum 62 CBM’s Maximum Weight 19,950 Kgs . 45' Container: Minimum 69 CBM’s Maximum Weight 19,950 Kgs . 53’ Container Minimum 102 CBMs Maximum Weight 30,865 Kgs
Note: 20’ containers can only be used when approved by Import Logistics. 53’ containers are only available in limited ports. Notify the Freight Forwarder if you have quantities that can ship in a 53’ container.
Private and Confidential - Do Not Distribute 122 Import Documentation and Payment Instructions
Once shipment has been effected, originals of all documents should be handed over to freight forwarder in exchange for the ORIGINAL, SIGNED FORWARDERS CARGO RECEIPT (FCR) needed to claim payment. To receive payment, copies of all documents along with ORIGINAL, SIGNED FCR are required to be mailed to Academy : ATTENTION AP IMPORTS. Note: We cannot pay against emailed documents.
Payment of all origin fees and a complete and accurate set of documents must be provided to our Freight Forwarder within 72 hours of vessel sailing in exchange for the original, signed Forwarders Cargo Receipt (FCR). The FCR is required in order to claim payment from Academy.
Please refer to our Document Checklist for a list of Academy’s required documents that must be presented to our Freight Forwarder. The document checklist is posted on our website at: https://vendor.academy.com/content/import-document-checklist-and-direct-import-vendor-payment- instructions
Private and Confidential - Do Not Distribute 123 Supplier’s Booking Responsibility
Review your Purchase Order for accuracy when received from Academy and resolve any discrepancies with Global Sourcing for import private label orders or the Merchant for domestic or national brand imports.
Book on time: at least 14 days-21 days prior to the “Not Before Date”
Ensure cargo delivery date meets all CFS/CY cut-off times.
Book using Freight Forwarders on-line booking tool (No manual bookings accepted).
Provide accurate Importer Security data elements in the Freight Forwarders system at time of booking.
Update all data in the Freight Forwarders’ system with ANY changes; Cargo ready date, style/VPN’s, item quantities, etc.
Private and Confidential - Do Not Distribute 124 Supplier’s Responsibility
Ship on-time = When CFS or CY cargo is delivered between the “Not Before” and “Not After” purchase order date.
Cargo ready date = Date vendor will deliver cargo to the CFS station or CY yard.
All documents and export clearance can only be completed once all ship quantities have been verified. These documents MUST match the actual shipped quantities.
Submit all accurate and required documents to the Freight Forwarder within 72 hours of vessel sailing.
If booking cancelation is required, it must be completed 7 days prior to vessel cut-off.
Private and Confidential - Do Not Distribute 125 Air Freight Collect Air Freight Uses: Merchant needs product for ad/inventory Terms: Collect – Academy is responsible for all freight, clearance and delivery costs and will manage cargo from origin airport to final DC destination. Vendor Responsibility: Email full set of documents (including a rated airway bill) to Import Logistics and Broker ([email protected] & [email protected]) upon departure . Consignee is Academy . Livingston International is Notify Party Prepaid Air Freight Uses: Vendor is not able to meet handover dates on Academy purchase order Terms: 1. DAP DC – Vendor is responsible for all freight and delivery costs and will manage cargo from origin airport to final DC destination. Academy is responsible for customs clearance. 2. DDP – Vendor is responsible for all freight, clearance and delivery costs and will manage cargo from origin airport to final DC destination. Vendor Responsibility: 1. DAP DC – Vendor is to handle moving cargo from factory to Academy DC destination. Email full set of documents (including a rated airway bill) to Import Logistics and Broker ([email protected] & [email protected]) upon departure for clearance. . Consignee is Academy . Livingston International is Notify Party 2. DDP – Vendor is to handle moving cargo from factory to Academy DC destination including customs clearance.
Private and Confidential - Do Not Distribute 126 Chargebacks
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 127 Chargeback- Late Shipments
Method of Calculation Chargebacks for late shipments will be assessed for all shipments where the PO has a CFS receipt date or CY Ingate date outside the Ship Window (Not Before Date and Not After Date). The amount of the chargeback will be determined as a percentage of the total cost of the portion of the PO that is late. Number of Days Late Chargeback Percentage (applied Business Impact Assessment – may include, but may not be against cost of late portion of PO) limited to, any of the following: 1-5 3% . Estimated sales and margin loss for items shipped late 6-10 6% . Estimated sales and margin loss for items commonly 11 - 15 10% purchased with items shipped late 16 - 20 15% (or Pre-paid Air Ship, if . Labor, freight and other charges associated with expedited mutually agreed upon) warehouse operations and store delivery 21+ 15% (or Pre-paid Air Ship, if mutually agreed upon) + Business . Defects found in store after shipment Impact Assessment*
The table below illustrates how much the chargeback would be in different scenarios. Purchase Order “Not Before” “Not After” Confirmed On Number of Days Chargeback % Chargeback Total Cost Date Date Board Date Late Amount $5,000 USD 9/15/2014 9/22/2014 10/1/2014 9 6% $300 USD $42,000 USD 10/1/2014 10/8/2014 10/12/2014 4 3% $1,260 USD $75,000 USD 11/1/2014 11/8/2014 11/21/2014 13 10% $7,500 USD
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 128 Non-Compliance Chargeback Schedule – Import Suppliers
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 129 Non-Compliance Chargeback Schedule – Import Suppliers
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 130 Non-Compliance Chargeback Schedule – Import Suppliers
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 131 Appendix
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 132 Key Contacts
U.S. Sourcing & Production Import Logistics [email protected] [email protected] [email protected] [email protected] Quality Assurance [email protected] HK Production & Sourcing [email protected] [email protected] [email protected] [email protected] Customs Compliance [email protected] Legal Compliance [email protected] Factory Compliance [email protected] Accounting – Payable [email protected]
Academy Helpful Links Vendor Management www.academy.com [email protected] vendor.academy.com Vendor Compliance www.cleartrack.com [email protected]
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 133 SMART Guide
Strategic Merchandising And Routing/Transportation
Provides guidelines to increase supply chain efficiency
Information and guidelines must be fully complied with or will result in additional freight/labor costs. Chargebacks may be assessed.
SMART Guide is found at: https://vendor.academy.com/content/import-vendors-smart-guide https://vendor.academy.com/content/smart-guide-us-vendors
Private and Confidential - Do Not Distribute 134 Compliance Federal and State Regulations Links
CAASTM Cadmium in Children's www.astm.org Jewelry http://www.dtsc.ca.gov/PollutionPrevention/ToxicsInProducts/Cadmium.cfm CA Prop 65 http://www.oehha.ca.gov/prop65.html CARB http://www.arb.ca.gov/toxics/compwood/compwood.htm. CPSC www.cpsc.gov/about/cpsia.cpsia.html Drawstrings http://www.cpsc.gov/Regulations-Laws--Standards/Rulemaking/Final-and-Proposed-Rules/Drawstrings-on-Childrens-Upper- Outerwear/ EPA www.epa.gov FCPA http://www.justice.gov/criminal-fraud/foreign-corrupt-practices-act FDA www.fda.gov FHSA http://www.cpsc.gov/en/Business--Manufacturing/Business-Education/Business-Guidance/FHSA-Requirements/ Flammable Fabrics Act http://www.cpsc.gov/en/Regulations-Laws--Standards/Statutes/Flammable-Fabrics-Act/ FTC www.ftc.gov ILPPA http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1523&ChapterID=35 ISO www.iso.org Lacey Act http://www.aphis.usda.gov/plant_health/lacey_act/index.shtml Law Labels http://www.lawlabelregistration.com/ TIP http://toxicsinpackaging.org/ UPLR http://www.nist.gov/pml/wmd/pubs/upload/iva-packlabreg-h130-15-final.pdf Washington CSPA http://www.ecy.wa.gov/programs/swfa/cspa/index.html
Private and confidential - Do not distribute Private and Confidential - Do Not Distribute 135 Acronym
AQL Acceptance Quality Limit EDI Electronic Data Interchange OTB Open to Buy ASN Advance Shipment Notice EDLP Everyday Low Price PCP Production Completed Planned ASO Academy Sports + Outdoors ELC Estimated Landed Cost PDM Product Data Management BRF Business Rule Form ETA Estimated Time of Arrival PLI Product Liability Insurance CA Prop 65 California Propositon 65 ETD Estimated Time of Departure PLM Product Lifecycle Management CAP Corrective Action Plan F Final PO Purchase Order CAP /CAPA Corrective Action Plan / Preventive Action FCPA Foreign Corrupt Practices Act POI Perfect Order Index CARB California Air Resource Board FCR Forwarder Cargo Receipt PPS Product Performance Specification CBM Cubic Meter FFA Flammabke Fabric Act PTP Periodic Testing Plan CFS Consolidation Freight Station FFS Factory Fact Sheet QA Quality Assurance CLM Container Load Manifest FHSA Federal Hazardous Substances RMS Retail Management System COB Confirmed on Board RTP Reasonable Testing Program FI Final Inspection COC Certificate of Compliance RTV Return to Supplier FOB Free on Board COO Country of Origin SAM Shipment Approval Management FRI Final Random Inspection CPC Children Product Certificate SIC Supplier Inspection Confirmation FSQ Factory Securrity Questionaire CPSIA Consumer Product Safety Improvement Act SMART Strategic Merchandising and Routing/Transportation GCC General Certificate of Conformity CRD Cargo Ready Date SO Shipping Order GMI Graphic Measures International CSPA Washington Children' Safe Product Act TIP Toxic in Packaging HQ Headquarter C-TPAT Customs-Trade Partnership Against Terrorism UI Undue Influence ILPPA Illinois Lead Poisoning Prevention Act CY Container Yard UPC Universal Product Code ISF Importer Security Filling DAP Delivered Duty at Place UPLR Uniform Packaging amd Labelling Regulations KPI Key Performance Indicators DDP Delivered Duty Paid VCB Vendor Call for Booking DDR Daily Discrepancy Report LCL Less than Container Load VQM Vendor Quote Management DP During Production M&A Mergers and Acquistions WIP Work in Process DPI During Process Inspection NDA Non Disclosure Agreement ORIN Oracle Retail Number
Private and Confidential - Do Not Distribute 136