Supplier Policies & Guidelines
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SUPPLIER POLICIES & GUIDELINES Publication Date: 07/12/21 Contents Chapter 1: Doing Business with Publix ........................................... 1 Overview ............................................................................................................ 1 Introduction ........................................................................................................ 2 Publix Contacts .................................................................................................. 3 Service Provider Management ........................................................................... 4 Supplier On-Site Conduct .................................................................................. 9 Presenting Products to Publix .......................................................................... 17 Information Management ................................................................................. 20 Electronic Data Interchange ............................................................................. 25 Additional Information Management ............................................................... 27 Chapter 2: Terms and Conditions ................................................. 28 Overview .......................................................................................................... 28 Terms and Conditions ...................................................................................... 29 Social Responsibility ........................................................................................ 30 Ethics Guidelines ............................................................................................. 33 Supplier Gifts and Entertainment Policy .......................................................... 35 Regulatory Requirements ................................................................................. 37 Guarantees ........................................................................................................ 45 Other Terms and Conditions ............................................................................ 48 Insurance Requirements ................................................................................... 52 Chapter 3: Item Management ....................................................... 54 Overview .......................................................................................................... 54 Product Set Up and Maintenance ..................................................................... 55 Planogram Implementation Teams ................................................................... 62 Publix Brand Product Management ................................................................. 66 Publix Brand Product Food Safety and Quality Policy .................................... 72 Publix Brand Product Pest Management Guidelines ....................................... 78 Publix Brand Product Certification and Food Safety Audit Guidelines .......... 80 Product Brand Compliance Information Management Guidelines .................. 83 Chapter 4: Promotion Guidelines .................................................. 85 Overview .......................................................................................................... 85 Financial Full Disclosure ................................................................................. 86 Publix Product Promotion Options .................................................................. 89 Incremental Product Display Requirements ..................................................... 91 Chapter 5: Supply Chain Management ......................................... 97 Overview .......................................................................................................... 97 Supply Chain Management .............................................................................. 98 Warehouse Delivery Guidelines..................................................................... 101 Scheduling delivery appointments ................................................................. 105 Delivering to Distribution or Manufacturing Facilities .................................. 108 Publix’s Pallet Policy ..................................................................................... 111 Direct Store Delivery ..................................................................................... 114 Chapter 6: Product Recall and Damage Guidelines .................... 118 Overview ........................................................................................................ 118 Product Recall Information ............................................................................ 119 Unsaleables/Reclamation ............................................................................... 121 Chapter 7: Finance and Accounting Guidelines .......................... 125 Overview ........................................................................................................ 125 Finance and Accounting Guidelines .............................................................. 126 Supplier Payments to Publix .......................................................................... 133 Supplier Coupon Policy ................................................................................. 135 Chapter 1: Doing Business with Publix Overview Introduction This chapter covers information on doing business with Publix. In this chapter This chapter contains the following topics. Topic See page... Introduction 2 Publix Contacts 3 Service Provider Management 4 Supplier On-Site Conduct 9 Presenting Products to Publix 17 Information Management 20 Electronic Data Interchange 25 Additional Information Management 27 1 Introduction Doing business with These Supplier Policies & Guidelines (SP&Gs) have been established to Publix create consistency, increase efficiency and minimize business costs for Publix Super Markets, Inc. and its subsidiaries and affiliates (collectively “Publix”) and each company providing Publix with Products or services (“Supplier”). Publix’s mission is to be the premier quality food retailer in the world. We strive to satisfy the needs of our customers better than the competition, provide a superior shopping experience, and ensure that our customers receive a superior value. We aim to have comprehensive and profound relationships with Suppliers that supply Publix with any services or items, including but not limited to ingredients, retail products, equipment, software, parts, Publix brand products, packaging, etc. (“Product(s)”) based on superior supply chain management practices. We expect these relationships to be principled, professional, and based on mutually beneficial results. It is imperative that all Suppliers read this entire document and thoroughly understand all of the policies and guidelines that apply to their company. Publix expects each Supplier to ensure that all personnel who interface with Publix thoroughly understand these SP&Gs as well. Compliance with these SP&Gs will align your organization with Publix and non-compliance jeopardizes our business relationship. Not all sections of this document will apply to every Supplier. Every effort has been made to identify instances in which policies or guidelines apply only to specific types of Suppliers and where exclusions for certain types of Suppliers may exist. All policies and guidelines apply to the Supplier unless expressly excluded. Publix expects all Suppliers to comply with the policies and guidelines outlined in this document except where prohibited by law. These policies and guidelines constitute the general terms and conditions of doing business with Publix, and any Supplier’s failure to comply with these policies may result in a reduction and/or termination of business activity with Publix. 2 Publix Contacts Primary Publix All communication with Publix should be directed to the Primary Publix contacts Contact. For Suppliers of consumer packaged goods or other retail Products, the Primary Publix Contact will be the Publix Buyer. For manufacturing and supply items, the Primary Publix Contact will be your Manufacturing/Supply Purchasing contact. It is critical for the Primary Publix Contact to remain informed on all aspects of the Supplier’s business to avoid communicating or making decisions based on incomplete or inaccurate information. Secondary Publix In many cases, the Primary Publix Contact may provide a Supplier with contacts Secondary Publix Contacts who represent specific business areas within Publix. A Supplier must never attempt to establish a secondary point of contact on its own, or otherwise attempt to circumvent the Primary Publix Contact. 3 Service Provider Management Broker Publix recognizes that some Suppliers utilize brokers as agents to interact Management with Publix and to serve as Publix’s primary point of contact (“Broker(s)”). The contract between the Broker and the Supplier should define the authority being delegated to the Broker in specific terms. Publix expects all Brokers to act only within the authority granted to them by the Supplier. Publix bears no responsibility to determine if a Broker is acting within or outside of the authority delegated by the Supplier. Any action performed by the Broker on behalf of a Supplier, whether authorized by the Supplier or not, is considered to be endorsed by such Supplier. In addition, offers signed or submitted by the Broker on behalf of Supplier are considered to be valid offers and will be handled