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Jean Carmona

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Posted 20 September 2018 - 02:44 PM

Hello everyone, I'm hoping you can help me find a way to comply on this, last week we did the pre-audit and we had a minor in: Specifications for contract services that have an impact on product safety shall be documented, current, include a full description of the service to be provided and detail relevant training requirements of all contract personnel.


Auditor said: The site had not established the specifications for the criteria of contract service providers.


I don't know how to comply on this do I need a contract for each service provider? a letter of agreement should be fine? what else do I have to do? if you have any form/procedures/policies for this I would really appreciate it.


Thank you!



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Posted 20 September 2018 - 04:38 PM

If you do not have specification for services then list specifics of services required from a contractor. e.g. Pest Control Service, Sanitation Service, Uniforms Laundering Service, HVAC Service, etc.

Specific requirements to be listed in the official contract with each service provider.

Get a contract in place outlining service requirements (as identified above) form each of your contract service provider.

Create GMP requirements for contractors.

Train all contractors' personnel on above GMP.

Ensure contracts are reviewed at least on an annul basis.

Create a register of contract service providers with last reviewed date.


Hope this helps.

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Posted 20 September 2018 - 05:13 PM

In a packaging plant, you probably only have pest control and waste removal companies to deal with


You're only concerned with providers that might have an impact on food safety


They should be covered visa vie your visitor program. So just right a policy for contract providers that references your visitor policy and once/year have them sign off as a refresher. If you waste management company never enters your building than I would omit it


Oh, and make sure you've got a copy of the permit/license for the pest control company on file


If you are looking to add a blurb about specifications, something simple like, reputable, bonded/insured/serves your industry or the like...........the business minded folks at your plant may have an answer for you on how they chose vendors

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Posted 04 October 2018 - 07:43 PM

I would compile a register of service providers, get a certificate of guarantee , request licenses/ photo ids we photo copied to have on file. Service contract as well.


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Posted 04 October 2018 - 10:17 PM

We created specifications just like our product specifications that detailed the expectations we had for each provider. This covered us in the event that the contracts were bare-bones. Keep it simple and food safety oriented, and demonstrate that a CSP was provided the information at some point. I don't even require a signature.

Austin Bouck
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Consulting for companies needing effective, lean food safety systems and solutions.

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Gerard H.

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Posted 05 October 2018 - 08:49 AM

Hi Jean,


The requirements for, and the work done by, the service provider can be written down in an internal procedure. The specialism is for the service provider, however you need to know why you hire the external party and to be aware of their role in your process.


Kind regards,


Gerard Heerkens


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Posted 07 November 2018 - 10:44 PM

The best way I have seen it done is to have an internal procedure that describes your requirements for services suppliers in general. 


This way when a new supplier is acquired the procurement team (or whom ever is responsible) knows all of the boxes to check and gathers the correct information.  They are trained to this procedure. 


It will usually contains a statement to the effect:

All service suppliers must have a specification/contract that includes at a minimum:

  • a full descriptions of services being provided,
  • relevant training requirements for contract personnel and
  • relevant licences or certifications.


Most of the time I have seen the training requirements and work performed requirements stated in the contract but it is up to you to decide how you will document this.


Then you need to have a register of all of these suppliers that is kept up to date.  I recommend the register including review dates to know when it is time to review the contracts.

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