Vince.



900 N. Cahuenga Blvd. Los Angeles, California 90038Vendor & Factory Set Up Guidelines Vendor & Factory Set Up Procedure: All inventory supplier (payee) & factories must complete the vendor set up form and email the forms along with blank company letterhead or company invoice copy (marked void) to Palarcon@ & cc: LBassett@ for requestor & manager signature prior to set-up. When the set-up process is completed by Vendor Set-up Team internally an identification supplier no. & factory no. will be assigned.If supplier (payee) & factory request to make a change to original information provided at the initial time of set-up, a new set up form must be completed (mark “change” box) and email along with blank company letterhead or blank invoice copy (marked void) if applicable to the contacts listed above and provide a brief explanation for change request. Documents required for vendor & factory set up: Vendor set up form completed: (see example)Blank letterhead with company name and complete address (for Supplier(payee) & Factory)W9 Form for domestic vendors, Garment registration & Workers Comp registration (domestic only)Signed Vince Terms & Condition Signed Social Responsibility Factory GuideFair Factory Clearinghouse (FFC) Once the vendor setup is completed and an identification no. is assigned to both the supplier (payee) and the factory Vince social compliance team will set up the vendor & factory in the external data base Fair Factory Clearinghouse (FFC). The external database is a tool for Vince to store vendor and factory information i.e. social compliance audit reports, other documents for social compliance for history purpose. Social Compliance AuditOnce vendor & factory primary contact person(s) sign & return Vince terms & conditions agreement & Social Responsibility Factory Guide, Vince social compliance team will schedule a social compliance audit with one of the nominated monitoring companies Bureau Veritas (BV) & International Compliance Group (ICG) and Labor Law (for domestic vendors).International MonitorsBureau Veritas & International Compliance Group international monitors will contact the factory via email or via telephone (information provided in the vendor set up form) to schedule & confirm an audit date that is suitable for both the factory and the monitor.The monitor will conduct an audit based on the social compliance local laws and the guideline received from Vince to confirm the factory is in compliance and meets all the Vince guidelines. Once the audit is completed the monitor will email a copy of the audit report and CAP report to Vince social compliance team for review. Vince social compliance team will review both the social compliance audit report and CAP report and forward a copy of the CAP report to supplier & factory primary contact person to request corrective action plans and estimated completion dates. Factory management should forward the CAP report to Palarcon@ & LBassett@ with comments & corrective action plans within 7-10 working days. The CAP report will then be reviewed and based on the violations & comments provided by factory management Vince social compliance team will determine if a follow up audit is required or request copies of corrective documentation and pictures to complete annual audit. Vince will accept WRAP certificate factories with a one year certification or the first year of a two year certification. Vince will not accept a six month certificate (see social responsibility Factory Guide for additional information). US MonitorsAn unannounced initial audit will be conducted by Labor Law at time of set-up. If factory receives a green (pass) audit report during the initial audit factory will be audited every 6months after initial audit. If factory receives anything less than green audit (pass) report, follow-up audit will be conducted every 3months. Once the audit is complete Labor Law will email an audit report to Vince social compliance team and we will review the report and email a copy to the primary contact person. Based on the violations found during the audit Vince social compliance team will determine if a follow up audit is required or if corrective action plans with documentation and pictures is acceptable. Labor Law-Scoring Criteria Green report (Pass) Social Compliance follow-up 6months Yellow report (Acceptable) Social Compliance follow-up 3months. Pink report (Fail) Social Compliance 1monthBureau Veritas, International compliance Group & Labor Law will email Supplier invoice statement for payment prior to scheduling audit date with factory management. This completes the vendor set up and social compliance audit procedure. Once all the steps above are completed the production team will be able to issue purchase orders to the approved supplier & factory. ................
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