PURCHASING TERMS AND CONDITIONS
1. Notification of Changes The supplier must notify Reynolda Manufacturing Solutions (Reynolda) of any changes to established and approved processes, product definitions, manufacturing locations, or sub-tier suppliers. Reynolda’s approval is required before incorporating such changes.
2. Quality Implementation of a quality management system commensurate to the product or process.
3. Right of Access Reynolda, its customers, regulatory authorities, and other designated parties reserve the right of access to applicable documents, records, and facilities associated with the products. This includes inspection and verification processes, products, and services to ensure conformance to specified requirements.
4. Flow-Down Requirements Suppliers shall flow down all applicable requirements from Reynolda purchase orders, including the use of Reynolda-approved sub-tier suppliers, to their sub-tier suppliers. This includes ensuring sub-tier suppliers comply with product safety, quality management, and counterfeit parts prevention requirements.
5. Nonconforming Products Suppliers must notify Reynolda of any nonconforming products prior to shipment. Nonconforming products must be conspicuously marked and segregated for return. Suppliers are also required to implement corrective actions to address nonconformances and prevent recurrence, with documentation provided to Reynolda upon request.
6. Inspection and Testing Requirements Suppliers shall ensure that all products and materials delivered to Reynolda Manufacturing Solutions (Reynolda) comply with the specifications, drawings, and purchase order requirements through appropriate inspection and testing processes where applicable.
7. Counterfit Materials Supplier shall not use or deliver counterfeit parts or materials under any circumstances. Suppliers must implement processes to prevent the use of counterfeit parts and materials and provide traceability documentation for critical components and materials.
8. Delivery and Packaging Suppliers must ensure all products are delivered on time per Reynolda purchase order schedules. Products must be packaged to prevent damage during transit and comply with applicable shipping and handling requirements. Packaging must include appropriate labeling with the purchase order number, part numbers, and quantities.
9. Record Retention Suppliers shall retain all quality-related records for a minimum of 10 years unless otherwise specified. Records must not be destroyed without prior notification and approval from Reynolda. Traceability records, including serial and batch numbers and material certifications, must be maintained for all critical components and assemblies.
10. Competency and Awareness Suppliers must employ competent personnel to execute process requirements and ensure staff are aware of their contribution to: Product conformity and safety. The importance of ethical behavior.
11. Certifications Certifications must confirm that finished products meet all purchase order requirements. Certifications must include: Supplier’s name and address. Reynolda purchase order number. Relevant process specifications. Test results, if applicable. Sub-tier suppliers used, if any. Quantities accepted or rejected. Serial numbers of processed parts, if applicable. Authorized representative’s printed name, signature, and date.
12. Special Processes Suppliers performing special processes (e.g., heat treating, welding, plating, coating, or non-destructive testing) must ensure these processes are validated and controlled in accordance with industry standards, applicable specifications, and Reynolda Manufacturing Solutions (Reynolda) requirements.
13. Legal and Regulatory Compliance Suppliers must comply with all local, state, and federal laws and regulations in their region, including those related to environmental, health, and safety standards.
14. Non-Discrimination Suppliers shall adhere to non-discrimination practices and comply with laws prohibiting discrimination based on race, color, sex, religion, age, disability, or other protected characteristics.
15. Labor Practices Child Labor: Suppliers must employ workers of minimum legal age in accordance with local, state, and federal laws/regulations in the country of origin. Child labor laws must be followed Forced Labor: No forced or indentured labor is permitted. Work Hours: Suppliers must comply with legal working hour limits in accordance with local, state, and federal laws/regulations in the country of origin. Wages: Workers must be compensated in accordance with legal requirements, including minimum wage and overtime pay.
16. Ethics and Integrity Evidence of corruption, bribery, or illegal practices by Suppliers or their associates will result in immediate termination of business relations with Reynolda.
17. Conflict Minerals Suppliers must ensure that materials provided do not contain conflict minerals that directly or indirectly finance armed groups engaged in human rights abuses including but not limited to those defined as Conflict Minerals in the rules issued under Section 13(p) of the Securities Exchange Act of 1934. Suppliers are required to provide full traceability upon request.
18. Compliance with Environmental, Health, and Safety Laws Suppliers are required to operate their facilities and processes in full compliance with all applicable local, state, and federal environmental, health, and safety regulations in their country of operation. Under no circumstances shall Reynolda employees be exposed to hazardous materials or unsafe conditions due to supplier shipments to an Reynolda facility or while visiting a Supplier's site. For materials with inherent hazards, suppliers must provide clearly visible safety notices and, where applicable, documented safety handling and protective measures to Reynolda before the materials are delivered.
19. Compliance Covenants Suppliers shall not offer, give, or promise anything of value to Reynolda employees or representatives with the intent of securing an order or obtaining favorable treatment under an order. Any violation of this clause shall be considered a material breach of all applicable contracts between the supplier and Reynolda.
20. Code of Conduct and Policy Enforcement It is the responsibility of the Supplier to verify and monitor compliance of this code and their operations and sub-tier source operations.
21. Confidentiality Suppliers must maintain the confidentiality of Reynolda contracted products, projects, and intellectual property shared as a result of the working relationship.
22. Force Majeure Neither party will be liable for delays or non-performance caused by extraordinary events beyond their control and not within the contemplation of the parties at the time of contracting, including but not limited to natural disasters, war, or regulatory changes. Affected parties must provide timely written notice to the other party including anticipated duration of delays or non-performances after becoming aware that it has occurred or is likely to occur. If seller is unable to perform for any reason, Reynolda may purchase the goods or services from other sources and reduce its purchases from Seller accordingly without liability to Seller. Within three business days after a written request by the other party, the non-performing party will provide adequate assurances that the non-performance will not exceed 30 days. If the non-performing party does not provide those assurances, or if the non-performance exceeds 30 days, the other party may terminate the contract by written notice given to the non-performing party before performance resumes.
23. Subcontracting Suppliers may not subcontract any portion of the purchase order without prior written consent from Reynolda.
24. Pricing Prices listed on Reynolda purchase orders are final and include all costs unless otherwise agreed upon in writing. No additional charges of any type will be accepted including but not limited to shipping, packaging, or taxes without prior approval.
25. Breach of Contract In the event of any breach or non-observance of these terms, Reynolda reserves the right to terminate the contract at its convenience in whole or in part by written notice in accordance with the applicable legislation and seek damages.
26. Insurance Suppliers must maintain adequate insurance coverage to mitigate risks associated with their operations. Upon request, suppliers must provide proof of insurance to Reynolda.
27. Acceptance and Amendments This purchase order constitutes an offer by Reynolda and is governed exclusively by these terms and conditions. No modifications or additional terms shall apply without written approval from Reynolda. All documents provided with this order that may include blueprints, specifications, and other data are considered part of this purchase order.