Skip to content

Supplier Pre-Qualification Questionnaire — Procedure & Form

1. Purpose & Scope

This questionnaire is the initial screening tool for evaluating potential paprika (and other spice) suppliers during the pre-qualification phase. Its purpose is to obtain structured, comparable information from prospective suppliers before proceeding to document review, sample evaluation, and on-site audit.

Scope: All new suppliers of raw paprika pods, processed paprika powder/flakes, and other spices sourced by Dinweys (Qingdao).Co.,Ltd.

Decision Gate: A supplier must achieve a minimum score of 60 out of 100 on weighted scoring (calculated by Procurement + QC Manager) to proceed to sample evaluation. Suppliers scoring below 60 may re-apply after 6 months with documented improvements.

2. Instructions for Use

  1. Send the questionnaire to the prospective supplier via email or procurement portal.
  2. Request completion within 14 calendar days. Follow up at day 10 if overdue.
  3. The supplier must attach supporting documentation (certifications, test reports, client references).
  4. Review completed questionnaire with QC and Procurement teams.
  5. Assign weighted scores (see scoring section) and determine next steps.
  6. File the completed questionnaire in the Supplier Qualification folder. Retention: minimum 5 years.

3. Equipment / Documentation Required for Review

  • Supplier's quality manual or QMS summary
  • HACCP or ISO 22000 certificate (if applicable)
  • Organic / Kosher / other certification documents
  • Sample COA for at least three recent batches
  • Product specification sheets
  • Third-party lab test reports (micro, heavy metals, pesticides)
  • List of current export destinations
  • Pest control program documentation

4. Questionnaire Form

Section 1: Company Information

Question Response
Legal Company Name
Registered Address
Factory Address (if different)
Year Established
Ownership Structure [Private / State-owned / Joint venture / Cooperative]
Annual Revenue (USD) — last fiscal year
Number of Permanent Employees
Number of Seasonal/Temporary Employees
Key Export Markets (last 2 years)
Product Categories [Whole pods / Powder / Flakes / Oleoresin / Other]
Annual Production Volume (MT)
Brands / Product Lines

Section 2: Quality Management System

Question Response Score (1–5)*
Documented QMS in place? Yes / No (Certification: ______)
HACCP certified? Yes / No (Certifying body: __, expiry: ____)
ISO 9001 certified? Yes / No
ISO 22000 or FSSC 22000? Yes / No
Third-party food safety audits? Yes / No (Frequency: ______)
On-site QC laboratory? Yes / No (List equipment: ______)
Third-party lab partnerships? Yes / No (Name: __, scope: ____)
COA provided with EVERY batch? Yes / No
Batch/lot traceability system? Yes / No (Paper / Digital / Both)
Product recall procedure documented? Yes / No

*Scoring: 5 = Fully documented & applied; 3 = Present but gaps; 1 = Not present

Section 3: Production Capacity & Processing

Question Response
Annual production capacity (MT)
Number of processing lines
Primary drying method [Sun / Hot air tunnel / Chamber dehydration / Combination]
Drying temperature range [°C to °C]
Drying duration [___ hours]
Grinding capacity (MT/month)
Grind sizes available [40 mesh / 60 mesh / 80 mesh / 100 mesh / Custom]
Sieving capacity (MT/month)
Flake cutting capacity (MT/month)
Storage capacity (MT) [Ambient / Cold / Freezer]
Year-round supply capability? Yes / No (Season: ___ months)

Section 4: Quality Capability & Data

Question Response
Typical ASTA range — powder [___ – ___ ]
Typical ASTA range — flakes [___ – ___ ]
Moisture control range — powder [___ – ___ %]
Moisture control range — flakes [___ – ___ %]
Particle size control capability [Specify: mesh ranges available]
SHU range capability [___ – ___ ]
Heavy metals tested regularly? Yes / No (Frequency: ______)
Pesticide residue screening? Yes / No (Panels tested: ______)
Organic certified? Yes / No (Certifying body: ______)
Organic capacity (MT/year)
Kosher certified? Yes / No
Sterilization available? Steam / Irradiation / EO / None
Non-GMO declaration available? Yes / No
Allergen management program? Yes / No (Allergens on site: ______)

Section 5: Logistics & Commercial

Question Response
Minimum order quantity (MT)
Typical lead time (days from PO)
Primary export port
FOB CIF CFR capability? Yes / No / All
Packaging options available? Bag / Carton / Retail / Custom
Container liner policy? Standard / Upon request
Palletization? Yes / No
MOQ for trial order (kg)
Payment terms [T/T / L/C / Other]

Section 6: References & Compliance

Question Response
Current customers (3 references) 1. _ 2. _ 3. _
Years exporting to your target market?
Any product rejections in last 2 years? Yes / No (If yes, describe: ______)
Any regulatory warnings/citations? Yes / No (If yes, describe: ______)
Insurance coverage (product liability)? Yes / No (Amount: ______)

5. Scoring & Decision Matrix

Weighted Scoring

Section Max Points Weight Notes
Section 1: Company Profile 10 10% Years in business, revenue, volume
Section 2: Quality System 25 25% Certifications, lab, traceability
Section 3: Production 15 15% Capacity, drying method, grind capability
Section 4: Quality Data 25 25% Test capability, certifications, organic
Section 5: Logistics 15 15% Lead time, packaging, MOQ
Section 6: References 10 10% Client quality, compliance history
Total 100 100%

Decision Rules

Score Range Rating Action
80–100 Excellent Proceed to sample evaluation + on-site audit (or document review for non-local)
60–79 Acceptable Proceed to sample evaluation; on-site audit within 6 months
40–59 Conditional Require remediation plan; re-score before sample evaluation
<40 Unacceptable Not pre-qualified. May re-apply after 6 months

6. Approval

Role Name Signature Date
Procurement Manager
QC Manager
Commercial Director

7. References

This document is part of the official technical documentation library for paprikabulk.com operated by Dinweys (Qingdao).Co.,Ltd. All rights reserved. For the latest version, visit paprikabulk.com.