Requirements for Supplier Approval

Hello all, I've been having recurring issues with sourcing documentation from suppliers and also interpreting the BRCGS for Food Safety in this regard.  I handle food safety for a small sauce company.  We source some raw ingredients and packaging materials directly from manufacturers, but also source many of our raw materials (i.e. ingredients) and packaging materials from distributors, foodservice companies, packaging supply companies, etc.  

What documentation do I actually need to be gathering.  My understanding is that I need the material manufacturer's GFSI certification, and if they don't have one, then the questionnaires and other areas of food safety verification come into play.  Then if I'm dealing with a supplier like US Foods or Sysco, do I only need documentation from them?  However, the way the food safety system has been set up prior to me coming on board is such that we are requiring completion of a Food Safety Questionnaire, Letter of Guarantee, Allergen Declaration/Information, Emergency Contacts, GFSI Certification.

If we're dealing with a food service company supplying multiple ingredients, is there a specific BRC Standard that eliminates the need for us to source GFSI certificates from every manufacturer whose products they are selling us.  I'm having numerous suppliers saying they don't usually get asked for documentation to the extent that I'm asking for it, and based on the difficulty I'm running into, I'm wondering if we're going too far with what we're asking for compared to what the standard actually requires.

Differentiating between brokers, wholesalers, distributors, manufacturers, etc as it relates to the code and from who I should require what has me quite confused.  I feel like I'm going overboard currently and would like to understand why I'm requesting the documentation I'm requesting per the situation, rather than expecting everyone to provide every possible type of document.  If anyone has some good insight on this, I would greatly appreciate it.

Thank You

Hi nickrhoward,

I am replying assuming that many of these problems are caused by buying from a wholesaler (if the food service company is an agent/broker then that standard will apply).

If the food service company is a wholesaler by BRCGS definition then your problems are solved if your food service company has certification to the BRCGS Global Standard Storage and Distribution including the wholesale module (or other GSFSI benchmarked equivalent). In this case a validation of their scope and certification plus information on the identity of the original processor, packer or consolidator will be sufficient. See relevant information from the BRCGS Global Standard Food Safety Issue 9 below.

Clause 3.5.1.5 Where raw materials (including primary packaging) are purchased from companies that are not the manufacturer, packer or consolidator (e.g. purchased from an agent, broker or wholesaler), the site shall know the identity of the last manufacturer or packer, or for bulk commodity products the consolidation place of the raw material.

Information to enable the approval of the manufacturer, packer or consolidator, as in clauses 3.5.1.1 and 3.5.1.2, shall be obtained from the agent/broker or directly from the supplier, unless the agent/broker is themselves certificated to a BRCGS Standard (e.g. Global Standard Agents and Brokers) or a standard benchmarked by GFSI.

BRCGS Global Standard Food Safety Issue 9 Guidance for Clause 3.5.1.5:

Where the agent or broker is certificated to the Global Standard Agents and Brokers, the wholesale module of the Global Standard Storage and Distribution, the relevant traded products/goods scope of the Global Standard Food Safety or Global Standard Packaging Materials, or a GFSI-benchmarked equivalent, then the site simply needs to know the identity of the manufacturer, packer or place of consolidation of the material (i.e. the location/company where the material underwent the last process other than storage

or distribution). In this situation, the requirement to approve the processor, packer or consolidator is not applicable, as the requirements of these Standards ensure that effective systems for supplier approval and traceability are in place. However, the site will still be expected to know the identity of the processor, packer or consolidator.

Kind regards,

Tony