JD Wetherspoon National Distribution Centre

NDC Supplier Charter

Version 7.1

15th May 2015

DHL Supply Chain Working in Partnership with JD Wetherspoon

To All JD Wetherspoon Suppliers

Our National Distribution Centre opened successfully in August 2004 and as we continue to develop our central point of distribution, we have taken the opportunity to update the Supplier Charter.

This dedicated facilityhas reduced the number of pub deliveries and associated administration, and therefore enables the pubs to focus on their core business and benefit from improved supply chain service levels.

Going forward, the NDC facility will continue toprovide the platform for further development and innovation in the JDW supply chain.

The purpose of the attached document is to inform and engage all suppliers in:

The operation of the facility
Communication requirements
Delivery & rejection procedures
Standards of product and paperwork presentation required
Technical requirements to enable supply to the NDC
Details of Supplier Performance Measurement
Administration information
A signed commitment to implement any changes required

The document iscalled the “N.D.C Supplier Charter” and will be subject to annual review, or as required by further developments in JD Wetherspoon’s supply chain.

All suppliers should take the time to review this document in full and signthe attached returnable page (see Appendix A of the charter document). The document should be signed, scanned or posted and returned to Marissa Thornhill. If not returned within 4 weeks it will be presumed acceptance of The Supplier Charter.

Marissa

JD Wetherspoon National Distribution Centre

Nasmyth Road

HeartlandsBusinessPark

Daventry

Northants NN11 8NF

To All JD Wetherspoon Suppliers

It is essential that any supplier, 3rd party hauliers or consolidators are fully involved and engaged in this process, as no exceptions will be given to supplier 3rd party sub-contractors.

As this document contains a high level of detail, DHL Supply Chain will provide guidance and clarification where required. If clarification of any part of this commitment is required, please ho will route your query to the most appropriate manager.

In anticipation of your ongoing commitment to J D Wetherspoon.

Yours faithfully

JD Wetherspoon Purchasing Team

Name / Email Address / Mobile Number / Category
Graham Simpson / / 07970 477436 / Distribution Manager
Darren Impey / / 07816 515033 / Food Purchasing Manager
Lewis Brigden / / 07970 477317 / Food Purchasing Manager
Julio Da Costa / / 07970 477372 / Non Consumable Purchasing Manager

1.JDW NDC Location and Contact Details5

1.1NDC Contact Details5

1.2NDC Location Details6

1.3Out of Hours Contact List7

1.4 Supplier Contact Details8

2.Order Placement9

2.1 Stocked Suppliers9

2.2JIT Suppliers9

3.Booking-In Procedure9

3.1JIT Suppliers 10

3.2Stocked Suppliers10

3.3All Suppliers10

3.4Bank Holiday Working10

4.Delivery Documentation11

5.Product Presentation11

6.NDC Technical Delivery Requirements12

6.1Temperature12

6.2Vehicle Requirements12

6.3Product Specifications12

7.Goods In Procedure13

7.1 Inbound Deliveries13

7.2Returns to Supplier / Delivery Rejections13

7.3Cost Recovery15

7.4Supplier Performance Monitoring16

8.Service Level / Stock Availability17

9.Invoicing17

9.1Invoicing Requirements17

Appendices

A.Supplier Charter Commitment Document 18

1.JDW NDC Location and Contact Details

Through the agreement with JDW, DHL have been authorised to manage stock and supplier performance on behalf of JDW.

The DHL Stock team structure is shown below and should be used for any supplier query:

1.1NDC Contact Details

Department / Phone Number / Fax
Switchboard / 01327 306 200 / 01327 306 201
Goods Inwards / 01327 306 208 / 01327 315 857
JDW Provisions FLM / 01327 306 205 / 01327 306 201
JDW Provisions / Bookings / 01327 306 250 / 01327 306 201
JDW Provisions / Bookings / 01327 306 240 / 01327 306 201
Stock Manager / 01327 306 227 / 01327 306 201
Stock FLM / 01327 306 258 / 01327 306 201

1.2NDC Location Details

JD Wetherspoon National Distribution Centre

Nasmyth Road

HeartlandsBusinessPark

Daventry

Northants NN11 8NF

Directions

The NDC is located on the northern edge of Daventry just off the Daventry Ring Road.

A. From the M1 northbound

Exit at Junction 16 taking the A45 sign posted Daventry.

Entering Daventry at the first roundabout take the first exit following the A45 signs to Coventry.

Follow the Ring Road to the fifth roundabout where you will pick up the A361 signs to Kilsby.

Go through the traffic lights and at the next roundabout (Focus DIY on the right), turn left into Newnham Drive. On the horizon in front of you is the J D Wetherspoon NDC.

Proceed down Newnham Drive and at the T-junction turn right into the site.

B. From the A5 northbound

At the A45 crossroads in Weedon turn left onto the A45.

Entering Daventry at the first roundabout take the first exit following the A45 signs to Coventry.

Follow the Ring Road to the fifth roundabout where you will pick up the A361 signs to Kilsby.

Go through the traffic lights and at the next roundabout (Focus DIY on the right), turn left into Newnham Drive. On the horizon in front of you is the J D Wetherspoon NDC.

Proceed down Newnham Drive and at the T-junction turn right into the site.

C. From the west, the A361 and M40 at Banbury After passing through Badby take the slip road left onto the A45 sign posted Coventry and join the Ring Road.

Follow the Ring Road to the fifth roundabout where you will pick up the A361 signs to Kilsby.

Go through the traffic lights and at the next roundabout (Focus DIY on the right), turn left into Newnham Drive. On the horizon in front of you is the J D Wetherspoon NDC.

Proceed down Newnham Drive and at the T-junction turn right into the site.

D. From the west, the A425 and M40 at Warwick/Leamington

After passing through Staverton proceed over the roundabout to join the Ring Road.

Follow the Ring Road to the fourth roundabout where you will pick up the A361 signs to Kilsby.

Go through the traffic lights and at the next roundabout (Focus DIY on the right), turn left into Newnham Drive. On the horizon in front of you is the J D Wetherspoon NDC.

Proceed down Newnham Drive and at the T-junction turn right into the site.

E. From the A45 Coventry and Rugby via Dunchurch

After passing through Braunston on the A45, on the edge of Daventry at the first roundabout turn left and pick up the A361 sign posted to Kilsby.

Go through the traffic lights and at the next roundabout (Focus DIY on the right), turn left into Newnham Drive. On the horizon in front of you is the J D Wetherspoon NDC.

Proceed down Newnham Drive and at the T-junction turn right into the site.

F. From the A5 southbound

Follow the A5 past the BP Truckstop on your left to the first roundabout at the Daventry International Freight Terminal (DIRFT). Take the second exit and follow the A361 signs at each roundabout to Kilsby and Daventry.

In Kilsby turn right at the first roundabout to leave the A5 and follow the A361 to Daventry.

At the second roundabout on the edge of Daventry (Hanover International Hotel on your left) take the third exit and join the Ring Road.

At the next roundabout (Focus DIY on the left), turn right into Newnham Drive. On the horizon in front of you is the J D Wetherspoon NDC.

Proceed down Newnham Drive and at the T-junction turn right into the site.

G. From the M1 southbound

Exit at Junction 18 and take the A428 sign posted to Rugby and DIRFT.

At the first roundabout take the road sign posted A5 south and A361 Daventry.

In Kilsby turn right at the first roundabout to leave the A5 and follow the A361 to Daventry.

At the second roundabout on the edge of Daventry (Hanover International Hotel on your left) take the third exit and join the Ring Road.

At the next roundabout (Focus DIY on the left), turn right into Newnham Drive. On the horizon in front of you is the J D Wetherspoon NDC.

Proceed down Newnham Drive and at the T-junction turn right into the site.

H. From the east, the A14

There is no exit from the A14 south onto the M1 at Junction 19. Options are:

to use the A45 from Thrapston and pick up Route A above.
to use the A43 from Kettering and pick up Route A above.
to proceed to the M6 Junction 1, take the A426 north to meet the A5, turn right and pick up Route F above.

Notes

When the M6 is blocked from Junction 2 leave it at Coventry East and take the A46 to join the A45 at Tollbar End (Baginton) and pick up Route E above.
If it is blocked at Junction 1 to Rugby, or at the M1 south leave at Junction 1 and take the A426 through Rugby then join up with the A45 at Dunchurch and followRoute E above.
If the M1 is blocked at Junction 20 down to Junction 18 leave at Junction 20 taking the A4303 signed to MagnaPark and the A5. Immediately after MagnaPark turn left onto the A5 south and pick up with Route F above.

1.3Out of Hours Contact List

Stock Manager / Marissa Thornhill / 07714 752620
Assist. General Mgr / Scott Dempsey / 07766 796900
Duty Shift Manager / Warehouse Shift Mgr / 07747461279

1.4Supplier Contact Details

To ensure smooth communication, all suppliers are required to ensure that contact details held at the NDC are up to date at all times.

For JIT suppliers only, out of hours contact details are required, to enable NDC colleagues to discuss details of deliveries that are en route to the NDC, or specific product-related issues. Details must be sent by email nd copied to the relevant JDWPurchasing Manager. Out of hours contact details may also be requested from stocked suppliers during seasonal periods or special promotional events.

2.Order Placement

JDW will place purchase orders with suppliers by email.

The purchase order will annotate the products and their JDW product codes, together with quantities and delivery date.

On the Purchase Order document, there will be a Purchase Order Number which must be quoted on all supplier delivery documentation, and when booking in the delivery with the NDC. JDW NDC operates on timed delivery windows. This schedule approach provides a smooth flow into the NDC, whichwill benefit all parties. It is therefore essential that suppliers keep to delivery times.

Orders will be placed in line with the agreed lead-time, and subject to agreed product minimum order quantities.

2.1Stocked Suppliers

For stocked deliveries, orders will be placed Monday – Friday inclusive, for delivery on the agreed date. Delivery is 7 days per week including Bank Holidays.

2.2JIT Suppliers

For JIT suppliers the order placement window isapproximately 20:30 the day before delivery.
JIT suppliers are required to indicate any limitations against this target order window on the returnable SupplierCharter Commitment Document in Appendix III.
Orders will be placed Monday to Sunday inclusive, for delivery between 6am and 12pm, the next day.

3.Booking-In Procedure

All suppliers are required to pre-book deliveries. This is achieved by telephoning JDW NDC (see contact instructions in section 1.2) and notifying NDC provisionsteam which purchase order is being booked in and details of the delivery (e.g. number of pallets).

When booking in the delivery, any shortages or exceptions to the purchase order must be notified at this stage. Purchase Order Number(s)must be quoted in all correspondence with the NDC.

Provisions are open to take bookings between 8am and 4pm Monday to Friday.

3.1JIT Suppliers

Delivery timeslots are available Sunday – Saturday, between 6amand 12noon. Any top up or replacement product must be delivered by 3pm at the latest, same day. In the event that this stock is not recovered the Supplier must deliver directly to the pub.

3.2Stocked Suppliers

Delivery timeslots are available between 6am and 10pm, Monday – Sunday.
Booking in is required at least 48 hours in advance of the required delivery time.
Delivery time slots are allocated on a first come first serve basis. If a specific time slot is required, an early booking is recommended.

3.3All suppliers

When the delivery is booked in, a unique booking reference will be issued, which the delivery driver must quote on arrival at the NDC to enable security to clear the vehicle for entry to the site.

For fixed booking deliveries (mainly the JIT suppliers) the unique booking reference will be issued when the required confirmation (ETA) call is made on the day of delivery.

Delivery vehicles will be unloaded +/- 30 minutes from the booked delivery time, unless by specific agreement with Goods Inwards (see contact details, section 1.3). Suppliers arriving more than 30 minutes prior to their booking slot will be turned away and asked to come back at their allotted time. Suppliers arriving more than 30 minutes late for their booking slot will be informed of a wait until the next booking slot becomes available. If the supplier calls to inform of a delay an estimated time slot will be given. If the supplier does not inform the NDC of any delay, the driver will be given an estimated time slot on arrival.

Vehicles are not allowed to wait on the Industrial Estate for their booking slot. We also are continuously monitored on noise, night and day, by local residents. It is important that Suppliers work to achieve minimum noise at the N.D.C.

Any vehicle arriving that has a minor accompanying the driver will be rejected.

3.4Bank Holiday Working / Seasonal Working

The site provides a dedicated service throughout the year. Therefore, suppliers are required to provide deliveries across the week includingall Public Bank Holidays as required.

4.Delivery Documentation

All deliveries must be accompanied by a Delivery Note. This must clearly state:

Purchase order number
Supplierdeliverynote
Deliverydate
Product code, product description, and quantity
Any other specific product-related detail e.g. batch number, production date, shelf life, expiry date, etc.

Delivery documentation conformity is monitored on a delivery-by-delivery basis.

5.Product Presentation

All palletised deliveries must be made on GKN Chep 1.2m X 1m four way entry pallets, in good condition with no exposed nails.
Maximum pallet height 1.7m including the pallet
No EURO pallets (1.0 X 0.8M) will be accepted. Cost for re-stowage may otherwise apply.
DHL are on a one way trip account with Chep. Pallets will NOT be exchanged. Suppliers should declare pallets to the Account of 100333863 and they will automatically be depleted from their account.
By prior agreement only, Grade 2, 4 Way entry pallets may be used for delivery. These will not be exchanged.
Products must be packaged in a manner that fully supports and protects the product.
Cases must be stacked on pallets in a consistent Ti Hi configuration and case pack quantity as per PCD. Any changes in packaging or pallet configurations must be communicated by email, to the JDWPurchasing Managerprior to the change taking place. This product data affects the way the NDC warehouse management system handles the product in the NDC, and therefore has a cost impact if incorrect.
Stacking must be stable, prevent crush, damage and avoid pallet overhang.
All pallets must be shrink-wrapped.
Product with different UBD / BBD on one pallet must be clearly identified and segregated.

Food Deliveries

All ‘mixed’ product pallets must be stacked in layers, with segregation (i.e. a cardboard sheet) between each layer *.
Case labels must be visible from all sides of the pallet (i.e. all labels facing outwards).
All cases* must be labelled with:
Product code (both supplier and JDW if possible)
Description
Pack size
B.B.E / Use by date
Storage temperature, e.g. ‘Store at or below -18°c’
Specific special handling instructions

Product presentation conformity is monitored on a delivery-by-delivery basis.
Any products that are of an inferior quality (e.g. mouldy, damaged etc) will be rejected by the pallet i.e. if there is one affected case the pallet will be rejected.
Any exceptions – only by prior agreement with the Stock Manager, General Manager or JDW Quality Assurance Manager.

* Current exceptions to this requirement are fresh fruit and vegetables which do not have batch segregation, storage instructions or Use By dates.

6.NDC ‘Technical’ Delivery Requirements

6.1Temperature

The following temperature requirements apply for all frozen or chilled food deliveries into the NDC:

Frozen Goods – 18oC or below (with a 3oC tolerance to –15oC subject to JDW authority to receive)

Chilled Goods + 3oC (with a tolerance between +1oC to +5oC subject to JDW authority to receive)

Temperature validation will be achieved by the following methods:

Request for provision of temperature monitoring printout data from vehicles or storage facility.
Non destructive temperature testing on receipt at JDW NDC.
Destructive testing, this will primarily be driven by further investigation of a specific failure, or driven by ‘repeat’ temperature issues with a specific supplier or product.

Frozen or chilled goods that fail to meet NDC temperature requirements will be rejected.

Do not return previously rejected stock to the NDC.

Rejected deliveries will be recorded as delivery failures and a financial penalty imposed (see Supplier Performance Measurement, section 7.4 & Cost Recovery, section 7.3).

6.2Vehicle Requirements

Vehicles / trailers used for the transportation of food products must be suitable for the purpose, maintained in good repair and in a hygienic condition.

Vehicles / trailers must be of a specification suitable for delivery to dock levellers at 1.2m height.

Vehicles / trailers must be able to accommodate NDC unloading trucks of a maximum of 2 tonnes (laden weight assuming 1 x 1000kg pallets) i.e. the vehicle/trailer floor material and construction needs to be able to support the trucks whilst unloading products. Hand pallet trucks, sit on pallet trucks or container specification counterbalance trucks may be used.

Any handballing costs because of deliveries arriving on an incompatible vehicle / pallet will be recovered (see Cost Recovery section 7.3)

6.3 Product Specifications

All incoming food materials must conform to the JDW Product Specification agreed between JDW, Acouraand the supplier. Further details are retained within the JDW Quality Management System controlled by the Quality Assurance Manager ().

Failure / Non compliance refer to Cost Recovery 7.3

7.Goods In Procedure

7.1Inbound deliveries

On arrival at the NDCthe Gatehouse will check the booking reference against the delivery schedule for that day. If the delivery is not booked in, it may be rejected, or as a minimum the driver will have to wait for the next available delivery slot.