[Company Name]

[Company Group, Division, Location]

Document Title: Contract Review

Document Number: [Document Number]
Document Filename: [Document Filename]

CONTROLLED COPY/ MASTER COPY

STAMP HERE

OTHER
STAMP HERE

Revision Revision DCO/ECO Revision

Level Date Number Description of Revision Author
DRAFT DD/MM/Y YY-00000 Draft Author Name
Y
1.00 DD/MM/Y YY-00000 Initial Release Author Name
Y

COMPANY PROPRIETARY AND CONFIDENTIAL

[Company Name] Contract Review
[Company Group, Division, Location] [Document Number]
[Product Name] Rev x.xx DD/MM/YY

Table of Contents

1.0 Purpose..........................................................................................................................................................2

2.0 Scope.............................................................................................................................................................2

3.0 Definition Of Terms......................................................................................................................................2

3.1 Contract..............................................................................................................................................2
3.2 Contract Review.................................................................................................................................2
3.3 Supplier..............................................................................................................................................2
3.4 Tender Offer.......................................................................................................................................2

4.0 Responsibilities.............................................................................................................................................2
4.1 Customer Service...............................................................................................................................2
4.2 Chief Executive Officer......................................................................................................................2
4.3 Responsible Managers.......................................................................................................................3
4.4 Accountant.........................................................................................................................................3

5.0 References.....................................................................................................................................................3

6.0 Procedure......................................................................................................................................................3
6.1 Request for Quotation........................................................................................................................3
6.2 Tender Offers (Quotations)................................................................................................................3
6.2.1 Verification of Customer Requirements..............................................................................3
6.2.2 Conflict of Customer Requirements....................................................................................3
6.2.3 Making a Tender Offer........................................................................................................3
6.3 Customer Contracts............................................................................................................................4
6.3.1 Review of Contracts.............................................................................................................4
6.3.2 Verification of Contract Requirements................................................................................4
6.3.3 Conflict of Contract Requirements, Terms and/or Conditions...........................................4
6.3.4 Acceptance of Contract........................................................................................................4
6.3.5 Contract Modifications........................................................................................................4
6.4 Contract Records................................................................................................................................5
6.5 Periodic Status Review of Contracts..................................................................................................5

[Document Filename] COMPANY PROPRIETARY AND CONFIDENTIAL Page 1 of 7

[Company Name] Contract Review
[Company Group, Division, Location] [Document Number]
[Product Name] Rev x.xx DD/MM/YY

1.0 Purpose
The purpose of this document is to outline the process in which contracts and contract modifications
will be reviewed and the records associated with such contracts will be maintained.

2.0 Scope
This procedure applies to all tender offers made and/or contracts accepted for goods and services
provided by the facilities of [Company Name] Corporation.

3.0 Definition Of Terms

3.1 Contract
For purposes herein, Contracts are legal agreements entered into or accepted by [Company
Name], Inc. and a Contractor for the purpose of establishing the terms and conditions for sale or
resale of [Company Name], Inc. goods and services. The following are examples of Contracts:
customer orders, service agreements, other legally binding agreements obligating the company.

3.2 Contract Review

Contract review refers to the process described herein that determines the acceptability of a
Contract (e.g., purchase order) for goods and/or services provided by [Company Name] by
verifying that [Company Name] has the capability to meet the requirements defined in the
contract.

Contractor refers to the Customer, which has been granted authority to purchase the goods and/or
services directly from [Company Name] for use by others (e.g., hospitals or physicians); or for the
purpose of resale (e.g., distributors, field representative) or other entities which [Company Name]
has greed to provide manufactured goods or services by entering into a legally binding Contract.

3.3 Supplier
Supplier shall mean [Company Name], Inc. and shall be referred to herein as Supplier, Company,
or [Company Name].

3.4 Tender Offer

Tender Offer refers to a formal offer or quotation for goods and/or services manufactured, or
provided by [Company Name] to a Customer or potential Customer.

4.0 Responsibilities

4.1 Customer Service

Upon receipt of a Contract, Customer Service is responsible for implementing and verifying
Contract Review of Tender Offers made by and/or Contracts and Contract modifications received
and/or made by [Company Name]. Customer Service will also maintain documentation relevant
to Tender Offers, Contracts and Contract Modifications.

4.2 Chief Executive Officer

The Chief Executive Officer of [Company Name] shall determine and assign responsibility for
the review of contracts when necessary, to ensure the Supplier is capable to meet the contractor’s
specific product requirements, delivery requirements and other terms and conditions set forth in
the contract.

[Document Filename] COMPANY PROPRIETARY AND CONFIDENTIAL Page 2 of 7

[Company Name] Contract Review
[Company Group, Division, Location] [Document Number]
[Product Name] Rev x.xx DD/MM/YY

4.3 Responsible Managers

The Responsible Manager is responsible to document formal meetings relative to satisfying the
contract requirements and to distribute such documentation to Customer Service for inclusion
with the contract documentation. The Responsible Manager may delegate assigned responsibility
to appropriate staff as necessary.

4.4 Accountant
The [Company Name] Accountant, or designee shall complete all invoicing and collection of
monies due, as well as provide payments as set forth in contracts. In addition, the Accountant is
responsible for performing customer credit checks when necessary and maintaining financial
information and entering financial information into [Company Name] manufacturing resource
system (Dataworks). The Accountant shall be called upon from time to time to provide special
reports on the Customer, sales activities and other financial information as required.

5.0 References
TBD

6.0 Procedure

6.1 Request for Quotation

Upon receipt of a request for a quotation on products and/or services, Customer Service will
review the request for quotation to verify product requirements; delivery requirements, terms
and/or conditions have been defined by the Contractor.

6.2 Tender Offers (Quotations)

6.2.1 Verification of Customer Requirements

Prior to submission of a formal tender offer, Customer Service will verify [Company
Name]’s capability to meet the Contractor’s requirements (e.g., type of product, model
number, delivery schedule, pricing, and other specified requirements).

6.2.2 Conflict of Customer Requirements

Should [Company Name] not be able to meet the Contractor’s requirements, the
Customer shall be notified. Verbal customer notification will be followed up with a
written notification to the Customer.

6.2.3 Making a Tender Offer

The Tender Offer will be prepared that specifies the requirements of the Customer. The
Tender Offer shall define the Customer, a description of product or services to be
provided, quantities, pricing, delivery, expiration of Tender Offer and any other
applicable special terms and/or conditions. The signature by the Responsible Product
Manager, Sales Manager, and/or Customer Service Manager, or designee(s) on the
Tender indicates the customer s requirements have been reviewed and [Company
Name]’s capability to meet the requirements specified on the Tender. The Tender may
be mailed or faxed to the Customer or may be quoted by telephone or in person with a
written confirmation of Tender sent. Customer Service will maintain copies of the
Tender Offer and all related documentation.

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[Company Name] Contract Review
[Company Group, Division, Location] [Document Number]
[Product Name] Rev x.xx DD/MM/YY

6.3 Customer Contracts

The Customer may place customer Contracts and/or orders verbally (with written follow-up) or in
writing in the form of a purchase order or other acceptable document, including a standing order
or contractual agreement. Verbal contracts shall be documented.

6.3.1 Review of Contracts

Customer Service will review the contract to verify that product requirements and
delivery requirements, terms and/or conditions have been clearly defined by the
Contractor. Should there be uncertainties regarding contract requirements, Customer
Service or the responsible Product and/or Sales Manager will contact the customer for
clarification. Such clarifications will be documented on the contract documentation. If
the order is relevant to a Tender Offer, requirements outlined in the contract will be
verified against the Tender Offer. Customer Service will also verify the Contractor as an
authorized purchaser of the Supplier’s goods and services.

6.3.2 Verification of Contract Requirements

Prior to acceptance of a contract, Customer Service will verify [Company Name]’s
capability to meet the requirements defined in the contract (e.g., type of product, model
number, delivery schedule, pricing, and other specified terms and conditions).
Verification of contract requirements performed by the Product and/or Sales Manager
shall be documented by the Manager’s signature and date of verification on the contract.

6.3.3 Conflict of Contract Requirements, Terms and/or Conditions

Should [Company Name] not be able to comply with the requirements, terms and/or
conditions set forth in the contract or a discrepancy exists between the terms and
conditions of [Company Name] and the Contractor, the Contractor shall be notified by
Customer Service or the responsible Product and/or Sales Manager of such discrepancies
for resolution. Such notification and resolutions shall be documented and attached to
the contract. Modifications to the contract will be reviewed as outlined in Section 6.3.1,
Review of Contracts and Section 6.3.2, Verification of Contract Requirements.

6.3.4 Acceptance of Contract

Upon review of the contract, verification of contract requirements, and resolution to
applicable conflicts, Customer Service shall process the contract and/or contract
modifications in accordance with SOP-xxxx.

6.3.5 Contract Modifications

The Contractor or the Supplier can initiate modifications to contracts. Verbal contract
modifications will be documented. All modifications will be processed and documented
as outlined in Sections 6.3.1, Review of Contracts Section 6.3.2, Verification of Contract
Requirements and Section 6.3.3 Conflict of Contract Requirements, Terms and/or
Conditions. Contract modification documentation will be maintained with the original
contract documentation.

6.4 Contract Records

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[Company Name] Contract Review
[Company Group, Division, Location] [Document Number]
[Product Name] Rev x.xx DD/MM/YY

Customer Service will maintain documentation of tender offers, contracts and contract
modifications.

6.5 Periodic Status Review of Contracts

Active approved contracts shall be reviewed by the Product Manager(s) or designee for the
product(s) ordered as deemed appropriate to monitor performance according to contract. The
Product Manager shall maintain documentation of review indicating date of review, performance
against contract, deficiencies and corrective action of such deficiencies if applicable.

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