2007 Supplier Food Safety Expectations Manual

8/12/2019 2007 Supplier Food Safety Expectations Manual

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Exclusive BrandSupplier & Co-packer

Quality & Food Safety


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Condentiality StatementThe U.S. Foodservice (USF) Supplier Quality and Food Safety Systems Expectations Manual is a reference intended for the use of USF sup-pliers. The information contained in the manual is provided for the exclusive use of our suppliers and is not for distribution. The information isonly to be used by those companies that require the information to further a business relationship with U.S. Foodservice and its subsidiaries(Monarch Foods and Stock Yards Meat Packing Company).

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The contents of this manual reect the general expectations for developing or enhancing

the quality systems of companies that supply raw food materials, food ingredients and

manufactured products on behalf of U.S. Foodservice and/or Monarch Exclusive Brand

products. Satisfactory compliance with the necessary components of this manual will

be determined by U.S. Foodservice Food Safety and Quality Assurance through audits

and/or manufacturing-system reviews. Approval to supply U.S. Foodservice or any of it s

privately branded products will be based in part on reviews and evaluations performed

by U.S. Foodservice Food Safety and Quality Assurance group or their designees.

In this manual, for simplicitys sake a supplier of raw material to U.S. Foodservice, a co-

packer, or a manufacturer of U.S. Foodservice branded products will be referred to as a

supplier.

Many of the expectations in this manual are based on regulatory requirements or in-

dustry best practices. U.S. Foodservice reserves the right t o make modications to this

manual annually. This manual does not eliminate a suppliers responsibility to comply

with all applicable federal, state, and local regulations and contract obligations.

Introduction

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Letter from the President

Welcome and thank you for your interest in partnering with Monarch Foods and U.S. Foodser-vice! Our partnership vision includes transparency in our food safety and quality practices. To thatend, we developed the following Suppliers Expectations Manual. This manual details the pro-grams and practices that we require of new and potential suppliers. To our current suppliers, thiswill serve as a reference tool for compliance with our expectations Please take this rst step withus as we venture into an improved program that will grow into a certication by Safe Quality Food(SQF) or another equivalent, globally recognized and accepted supplier approval system.

Our supplier and co-packers are considered to be an extension of our company, which mutuallyshares our business objectives and philosophies. By meeting the expectations of this manual, wewill reach our objective of providing safe, high quality products that add value to our consumersand customers. For our business to exist and grow, we place the highest priority on gaining andretaining the loyalty of our customer base.

In the following pages, you will nd our expectations for your food safety programs, specica-tions, and comprehensive quality policies covering all aspects of your manufacturing operations,which we expect to be implemented. We also want to understand your sustainability programs inorder to identify common opportunities.

Our goal is to not only adhere to these policies on a daily basis but to also drive for continuousimprovement in all aspects of your manufacturing operations.

In addition to the manual, you will nd attachments that will help facilitate the implementation ofthis manual.

Thank you

Pat MulhernPresident Monarch FoodsA Division of U.S. Foodservice

Section Page

Letter from the President ..................................................2

Table of Contents ..............................................................3

Introduction .......................................................................3

U.S. Foodservice Supplier Approval Criteria .................4-5

Sustainability Policy ..........................................................6

Quality Management Systems & Quality Policy.............7-9

Hazard Analysis and Critical Control Point .....................10

Allergen Controls ............................................................11

Facility and Equipment Requirements ............................12Sanitation........................................................................13

Section Page

Pest Prevention...............................................................14

Traceability ...................................................................... 1

Product and Facility Security ..........................................16

Procurement Controls.....................................................17

Manufacturing Controls .............................................18-1

Transportation Controls ..................................................20

Commodity-Specic Expectations .............................21-25

Specications ............................................................26-29

Label Approval ................................................................2Packaging Specications ................................................30

Table of Contents


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EXPECTATION: The purpose of this section is to describe the information and criteriarequired for submittal to U.S. Foodservice or acquisition by U.S. Food-service prior to the supplier becoming approved for entry into theU.S. Foodservice supply chain.

REQUIREMENTS Approval audit Each prospective supplier must undergo anevaluation prior to approval to the U.S. Foodservice supply chain.The purpose of this evaluation is to assess the prospective suppliersprograms and practices against the expectations found in this manual.Critical nonconformance(s) found during this assessment will notapprove entry of the supplier into the U.S. Foodservice supply chainuntil a reassessment is performed to verify correction of the criticalnonconformance(s). This assessment can be achieved by one of thetwo following mechanisms:

Submittal of a recent passing audit (within six months) conductedby one of U.S Foodservices approved third-party auditing rms,with no critical nonconformance(s) found during the audit. (A list ofthe approved third-party audit rms can be found in the addendumsection of this manual.)

Corrective action on some issues may be required of thesupplier prior to receiving approval to pack U.S. Foodservice

products.

Approval evaluation performed by a U.S. Foodser-vice Food Safety and Quality Assurance (FSQA)representative

Routine audit Upon approval into the U.S Food-service supply chain, a supplier is required to submitannually a passing audit report to U.S Foodservice. Theaudit must be performed by one of U.S. Foodservicesapproved third-party audit rms.

Passing audits will be dened as achieving atleast a 90 percent score or equivalent and nocritical nonconformance(s).

Approved suppliers not achieving a passingaudit report must undergo a follow-up audit by thesame audit rm within sixty days of the audit date.

Suppliers are requested to submit corrective ac-tion plans to the FSQA Audit Administrator for allnonconformances found within the audit reports.

Audits must be completed and submitted toU.S. Foodservice by suppliers by November 30 ofeach year.

Approval of samples by U.S. Foodservice Procure-ment, Brands/Marketing, R&D, and U.S. FoodserviceFSQA

Approval of pilot plant sample(s)

Production-run sample(s)

Product specications

Specications must be approved by Monarch

Foods. Specications must be present for all Monarch

Exclusive Branded items.

Technical specications must be made availableto Monarch Foods FSQA upon request.

All necessary forms have been submitted to U. SFoodservice:

Continuing guarantee and indemnity

Certicate of insurance A certicate of liability insurance stating aminimum of $3,000,000 general aggregate an$3,000,000 per each occurrence ($5,000,000 cleaning/chemical supplies)

Policy must name U.S. Foodservice asadditionally insured.

Endorsement must be attached to certi

Minority status forms Taxpayer ID

HACCP plan

Supplier agrees to adhere to U.S. Foodservice ingdient and process specications when packing prodand no changes can be made without prior review aapproval from U.S. Foodservice.

Seller agreementA seller agreement must besigned by an authorized ofcer of the supplier comand returned to U.S. Foodservice.

Economic integrityA supplier must agree to haand use high standards of ethics to meet all U.S.federal, state, and local regulations, as well as U.S.Foodservice quality standards and the U.S. Foodservice Supplier Code of Business Conduct.

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U.S. Foodservice Supplier ApprovalCriteria


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S u s t a i n a b i l i t y P o l i c y

EXPECTATION:A supplier must operate in a manner that meets or exceeds all applicable federal, state, and local safetylaws, as well as health and environmental laws, regulations, and ordinances. U.S. Foodservice strivesto be a responsible and sustainable company, improving the quality of life of our customers and otherstakeholders, now and in the future. Our goal is to permanently transform the environmental and socialperformance of the foodservice-industry landscape while enhancing competitiveness and protabilityfor U.S. Foodservice and its key strategic supplier partners. U.S. Foodservice will focus on three objec-tives: 1) Decreasing environmental impacts, 2) Improving social performance, and 3) Building a suppliernetwork focused on customer impact. We hope and expect that our suppliers will engage with us andsupport a mutual agenda of corporate responsibility and sustainability.

REQUIREMENTS Fair l abor practicesSuppliers must adhere t o all federal, state, and international labor standards.U.S. Foodservice is committed to treating our associates (employees) and everyone with whom we workwith dignity and respect. Harassment or discrimination of any kind is unacceptable.

Any inappropr iate conduct by U.S. Foodservice associat es or supplier personnel or agents willnot be tolerated and must be reported to local U.S. Foodservice management, the Ofce of Ethicsand Compliance at (443) 259-2495, or the Check-In Line at (888) 310-7716, if suppliers observeor become aware of such conduct.

U.S. Foodservice is committed to full compliance with local laws concerning wages, hours, overtimepay, working conditions, and minimum ages for our associates. We expect the same commitment by oursuppliers and their brokers.

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EXPECTATION:Suppliers must have policies in place that dene the organizational structure, proce-

dures, and training programs that will be executed to ensure that the raw materials

supplied to and products manufactured under the U.S. Foodservice label or any of

its private labels will be safe and meet the quality expectations of U.S. Foodservice

customers.

REQUIREMENTS Organization and responsibility

Organizational responsibility for management of food safety programs, regu-

latory compliance activities and programs, and quality systems should be

dened and documented.

Responsibilit y should reside at the lowest possible levels of the organization to

be effective.

An organization chart of plant management, including reporting structure,

must be available.

Quality systems

Suppliers must use all raw materials or ship all nished products by the rst-in,

rst-out (FIFO) product-rotation method to ensure that all products purchased

or produced rst are assumed to be used or sold completely before items

purchased or produced later are sold.

Suppliers must have controls in place to facilitate the tracking of product code

date to the customer and to ensure proper rotation so that only product with

U.S. Foodservice-specied shelf life is shipped.

Only reputable carriers must be used for product shipping.

All loads must be secured within the trailer to prevent damage during shipping.

Suppliers must have controls in place to manage food that is damaged during

shipping and storage.

Systems must be in place to ensure that nished goods are protected during

transit, i.e., all full loads and less than full loads (LTL) to and from the facility

must be secured (sealed or locked), and all ingredients, products, and packag-

ing are inspected at receipt t o ensure integrity.

Quality Management Systems &Quality Policy

(Cont. on next page)

Sustainability Policy


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Crisis management

A team must be in place to manage major situations involving food

safety, major regulatory issues, or signicant public-relations prob-

lems.

Roles and responsibilities should be well dened and documented.

Current contact lists of appropriate facility staff members and the

appropriate U.S. Foodservice Risk Management contact should be

maintained. Communication of high-risk i ncidents to products and supply must be

reported to U.S. Foodservice Risk Management.

Audits

A monthly internal self-audit system process must be i n place and

functioning to ensure ongoing compliance to quality policies and good

manufacturing practices on the interior and exterior of the facility.

Corrective actions must be developed based on ndings.

Training Training programs that ensure knowledge transfer must be in

place and given at a frequency appropriate for the topic, and the results

should be documented. Training must be given in the appropriate language

and level so that all attendees can achieve understanding of the material

being delivered. Specically, orientation and annual training is required for

the following:

Sanitation procedures and chemical handling for sanitation

employees HACCP for those employees with HACCP-dened responsibilities

Allergens, food security, Good Manufacturing Practices (GMPs) for all

employees

Product recovery

A product recovery program with specic task proce-

dures for the recovery of raw materials and nished

products through to the rst customer must be in

place.

A current contact list for all internal contacts involved

in the facilitys product recovery program must be

maintained.

The current contact list must include contacts for the

U.S. Foodservice FSQA department. Any product

recovery that includes U.S. Foodservice product re-

quires communication directly with U.S. Foodservice

FSQA department, specically the Corporate Recall

Coordinator at 847-232-5879 or at gia.jonson@

usfood.com during business hours (8am-5pm) CST.After business hours, please call 888-648-2580.

Contact to U.S. Foodservice about a product recovery

must include the following information:

Product information (U.S. Foodservice productcode, brand, product name, pack size, productiondate or lot number, and manufacturers SKU) Classication of the recovery and the reason forthe recovery U.S. Foodservice facilities that received the product,the dates of shipments, purchase-order numbers,and the quantity of product delivered Instructions for product disposition Instructions for customer notication,if applicable

Mock recall sTests of the recovery process must

be conducted at a dened frequency and the results

documented at least annually. The minimal recovery

rate that is acceptable is 98 percent within four hours.

Customer complaints

A program to collect, track, and address customer

complaints must be in place. The program must

include the following:

Process that will rapidly resolve a complain

customer satisfaction

Process to track individual complaints and th

causes

Corrective-action component to reduce the li

of a r eoccurrence

Employee hygiene practices A written emplohygiene program must be in place. At a minimum address the following:

Appropriate use of hair restraints (including

when working in production areas

Restriction against the use of ngernail poli

wearing of jewelry in production areas

Frequency with which employees should wa

sanitize hands, such as when starting work, w

returning to work, and after handling unclea

touching their faces

Appropri ate clothingincluding footwear, g

aprons, and smocksto be worn by product

ployees, and the frequency that it should be c

and laundered

Color -coding system used to separate equipm

employees

Restriction against eating, drinking, using to

products, chewing gum, and/or holding item

mouth when working in production areas

Employee illness Employees who exhibit syminjury or illness t hat can affect food products mustallowed to work in areas where product could be im

Open sores, cuts, and other lesions must be c

with clean and impermeable coverings. Individuals with diseases that are transmissib

through food are not allowed to handle expo

Included are Salmonella Typhi, Shigella sp.,

TOXIN-PRODUCING Escherichia coli, and

titis A virus.

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Quality Management Systems &Quality Policy


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EXPECTATION: Suppliers must have a documented food safety program in place for all supplied products. This HACCP

program must address all hazards identied in the hazard analysis and development of a process-ow

diagram. Where the hazard analysis concludes that there is/are critical control points (CCPs) that must be

controlled to ensure the food safety of the product being processed, a HACCP plan must be in place. The

plan must have been developed as dened by the National Advisory Committee on Microbiological Criteria

for Food.

REQUIREMENTS The HACCP plans must be developed following the required steps:

Conduct a hazard analysis.

Determine the critical control points.

Establish critical limits.

Establish monitoring procedures.

Establish corrective actions.

Establish verication procedures.

Establish record-keeping, documentation, and validation procedures.

Plans must be reviewed and revised, if necessary, when either a change is made to the product or pro-

cess or when repetitive issues occur. At a minimum all plans must be reviewed annually or more frequently

if required by regulations.

Training programs must be in place to ensure that appropriate personnel are trained to effectively execute

the plan. At a minimum training in HACCP principles must be conducted at hiring, and refresher training

must be delivered annually and documented.

References 9 CFR Part 417 Hazard Analysis and Critical Control Point Principles and Application Guidelines NACMCF; August, 1997

21 CFR Part 123 Procedures for the Safe and Sanitary Processing and Importing of Fish and Fishery Products, FDA , December 1997

EXPECTATION: Suppliers must have policies and controls in place to ensure that an allergenic material is not

included in any product in which it is not declared on the label.

REQUIREMENTS Product designProducts are developed and formulated with a goal of eliminating any allerge

component that does not deliver to the product a technical effect that provides a value to the cus

tomer. Where allergenic ingredients are necessary they will be clearly reected in the product la

Ingredient selectionIngredients used in formulation and food-contact materials/processing a

used in the production of all products must be reviewed to ensure that all allergenic componentsare identied before use.

In processPrograms must be in place to ensure that materials containing allergens in proces

are adequately labeled and controlled so that cross-contact does not occur.

Production sequencing and equipment sanitationSequencing (i.e., nonallergen-containing

product is produced rst) or sanitation protocols must be in place to ensure that equipment used

the production of allergen-containing products is not used to produce products not containing th

allergen.

Verication of adequate removalPotential allergenic-product residue removal is completed a

each sanitation event, prior to the manufacturing of nonallergenic-containing product.

Work in process (WIP) or rework controlsControls must be in place to ensure that rework o

WIP is only incorporated into similar products.

Storage of materialsAllergens must be stored in a manner that protects other nonallergenicmaterials from inadvertent contamination.

Product retentionProtocols must be in place to direct the disposition of commingled produc

Relabeling to provide an accurate ingredient statement or destruction are acceptable disposition

References The Food Allergy and Anaphylaxis Network Web site FARRP: Food Allergy Research and Resource Program web site

H a z a r d A n a l y s i s a n d C r i t i c a l C o n t r o l P o i n t

Hazard Analysis and CriticalControl Point

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Facility and EquipmentRequirements

EXPECTATION: Suppliers must produce products in facilities and withequipment that is properly designed, built, and main-tained to ensure the production of safe food products.

REQUIREMENTS Food manufacturing facilities must be constructedso they are cleanable and allow operations andstorage of materials to be conducted in a sanitarymanner. Floors, walls, and ceilings of product storage

and processing areas must be constructed of easilycleanable, nonporous material.

Buildings and grounds must be maintained to sup-port sanitary operations, to exclude pests and otherenvironmental sources of product contamination.

Outer openings into the storage and processing

areas must be protected with screens. No gaps

over may be evident in storage or processing

areas.

No roof leaks can be in product storage or pro-

cessing areas. Procedures must be in place to prevent and iden-tify potential extraneous-material contamination ofproducts. Components of the program must includethe following:

Equipment inspection policy

All processing equipment should be inspectedfor abnormal wear or damage at the end of

each shift. Potentially impacted product should

be retained and evaluated.

No temporary repairs that could contaminate

the product can be made for food-contact pro-

cessing equipment or within food-processing

zones.

A condensation management program must

be in place to ensure product protection during

storage and processing.

Annual verication of water source for potability

Glass management policy

No unprotected glass will be allowed in the

facility; light bulbs, including insectocutors and

dock lights, must be shielded.

Maintenance of equipment

A planned preventative maintenance process

must be in place, including a schedule of activi-

ties.

A process to identify repairs needed to either

the facility or to processing equipment and to

plan for the completion of those repairs in a

manner consistent with maintaining a sanitary

operation must be in place and documented.

Ladders and walkways over exposed product

lines are protected with kick plates or other ap-

propriate means. Kick plates must be at least four

inches high.

Utility controls must be in place to prevent biological,chemical, or physical contamination risks. Controls forproduction of product contact steam, environmentalair, process water, and product contact compressedgasses will be in place and managed.

Vehicles and equipment used for moving raw materi-als, nished products, and packaging throughout andwithin the facility are cleaned, well maintained, anddo not transport goods outside the facility.

EXPECTATION: Suppliers must have policies and controls in place to ensure that the facility is operated in a sani-tary manner.

REQUIREMENTS Sanitation standard operating procedures (SSOPs) must be in place for all sanitation activitiesthat include chemicals and water within the product processing and storage areas. An SSOP mustinclude the task to be completed, the chemicals (including dilution or concentration) and equipmentused, and the frequency of the task.

A master sanitation schedule must be in place to ensure cleaning of those portions of the interior

and exterior of the facility that do not require at least daily cleaning.

All chemicals used for sanitation must be properly stored when not in use and properly labeledwhen not in the original container. Sanitizers must be routinely tested to verify strength and effec-tiveness. All chemicals used for sanitation within the facility must have MSDS sheets and sample labelsreadily available.

Cleanliness must be maintained in all areas of the processing and storage areas of the food-pro-cessing facility. There must be no evidence of aged spills in processing or storage areas. Excessivemoisture and condensation must be removed promptly, and oors must be free of standing water. Pre-operational sanitationThe effectiveness of cleaning must be monitored using appropri-ate technologies and deemed acceptable prior to the start of production and documented. At aminimum a visual and surface sampling program must be utilized to verify the effectiveness of thesanitation. Operational sanitationOperations must be conducted to ensure the facility is operated in asanitary manner.

P rocedures to detect and to address decienc ies must be in place.

Conditions during operations must be monitored and documented.

Pathogen monitoring programs are required when the need is indicated by either regulatoryrequirements or prudent food safety protection protocols for ready-to-eat product.

Chemical controls including lubricantsOnly chemicals acceptable for use in food-processingestablishments may be used.

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EXPECTATION: Suppliers must have an effective integrated pest management program in place to ensure thatthe facility is maintained in a sanitary and pest-free condition.

REQUIREMENTS A writt en program must exist, dening the details of an integrated pest management programto control pests on the grounds and in the facility to ensure the sanitary operation of the facility.The program must include the following components:

Detailed description of the pest-control process, including inspection frequencies, chemicalapplication rates, and the corrective action process. At a minimum, pest-control activitiesshould include service of two times per month on the interior of the facility and at leastmonthly on the exterior of the facility.

Map depicting the location of an appropriate number of traps (including wind-up traps, glueboards, and electric light traps) must be available, include all pest-control devices, and beupdated at least annually.

Copies for the past twelve months of all pest-control service activities, including activitynoted and the signature of the pest-control operator.

Copies of the labels and MSDS sheets for all pesticides used in or around the facili ty.

Copy of the current license of the (internal or contract) pest-control operator, plus the cer-ticate of insurance for a contract rm.

Requirement detailing storage locations of pesticides separated and controlled from theproduction environment.

Documentation showing any chemicals used and the method of application.

Identication of the pest-control devices, including labels of service on the device.

Policy that pesticides must be applied within the facility only by a certied pest-controloperator

No evidence of pest activity must be present on the interior or exterior of the facility.

Placement of pest-control devices will include all appropriate product and equipment storageareas, locker rooms, break rooms, processing rooms as appropriate, and the exterior of thefacility. The distribution of the pest-control devices must be appropriate for the type of processand area of the facility being controlled. Note the following guidelines:

Bai t stations should be used every fty feet on the exterior per imeter of the facility.

Mechanical traps should be within six feet of each side of all exterior doors.

All devices must be located every twenty-ve feet on walls on the interior perimeter of thefacility

Insect-control devices and insect light traps must be placed so that product contaminationcan be prevented.

TraceabilityEXPECTATION: Suppliers must have policies and controls in place that will permit the tracing of all product ingredi-ents, product-contact packaging supplies, and nished products by individual lot number one stepback and one step forward in the supply chain.

REQUIREMENTS Code dating and shelf life

Outer/Master caseA production code date must be applied to the nished product that willidentify the day on which the product was packaged. Code-dating schemes used must havea calendar date with year (MM DD YY) or a three-digit Julian date preceded by the year (inthe format YDDD or YYDDD).

Inner packages must be labeled with production code date.

Any additional coding requirements for specic products are located in the U.S. Foodserviceproduct specication for that product.

Ingredient and packaging material controlsRecord-keeping systems must be in place that willallow tracing of all ingredients, components, food-contact packaging materials, and rework andprocessing conditions, from receipt through the process to the nished product lot.

Record-storage requirementsRecords of production must be maintained for one year past theshelf life of the product or as required by applicable regulations.

Training of employees in the elements of traceability must be conducted and documented.

References 9 CFR Part 417.3 Public Health Security and Bioterrorism Preparedness and Response Act of 2002Section 306

P e s t P r e v e n t i o nPest Prevention

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EXPECTATION: Suppliers must have policies and controls in

place to ensure that their buildings, operations,

products, and people are secure from threats

or activities that could cause an adulteration of

product that could jeopardize either their busi-

ness or the safety of the customers and con-

sumers.

REQUIREMENTS Receiving and shipping controlsSystems

must be in place to assure that received ma-

terials are controlled through distribution and

received in a safe and wholesome condition. Ad-

ditionally, systems to ensure that nished goods

are protected in transit must be in place.

All full loads to and from the facility must

be secured (sealed or locked).

All less than full loads (LTL) that are ar-

ranged are secured (locked).

All ingredients, products, and packaging

are inspected at receipt to ensure integrity

of product containers.

ProgramThe facility has a food security pro-

gram that includes the following:

At least annually a team addresses thefood security program of the facility.

An assessment of the risks to the facility

from a food security standpoint is per-

formed.

Facility protectionProcesses must be in

place to prevent unauthorized access to the

manufacturing facility. Doors to the facility from

the exterior must be secured or monitored.

Chemicals for sanitation and maintenance are

stored to allow for access only by authorized

personnel

Employee screening and identicationPro-cesses must be in place to assure that only

individuals with authorized access are allowed

into the facility. Included are employees, contac-

tors, suppliers, and other visitors.

Training of employees in the elements of prod-

uct and facility security must be conducted and

documented.

References FSIS Model Food Security Plan for Meat and PoultryProcessing Facilities, April 2005 FDA Food Security G uidelines for Food Processors,Importers, and Brokers

EXPECTATION: Suppliers must have policies and controls in place to ensure that products that are received com-

ply with the specications and policies of U.S. Foodservice.

REQUIREMENTS Requirements for suppliersProducers must have a program in place to approve the suppliers

of food ingredients and food-contact packaging material. The program should include presourcing

audits of the suppliers as well as the program used to periodically evaluate the suppliers perfor-

mance.

Purchased material controls

Wri tten specications must be available for each material purchased.

A list of approved suppliers must be maintained.

A writ ten program must be available that describes the necessary receiving checks required

to ensure the suppliers compliance to specications as well as the process to manage the

disposition of materials that do not comply with specications.

A process must be in place and documented to evaluate the condition of the carrier s and

materials prior to unloading to ensure the integrity of the material.

Letters of Continuing GuaranteeCopies of letters of Continuing Guarantee should be obtained

from all suppliers for each item purchased and must be available when needed.

Product and Facility Security

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Procurement Controls


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EXPECTATION:Suppliers must have policies and controls in place to ensure the production of products that are safeand appropriately labeled and that conform to specications and applicable regulations.

REQUIREMENTS Rework controlsSystems must be in place to ensure that rework is identied and is used only inproducts that are properly labeled to declare the presence of allergens, meat species, and other ingre-dients.

Work in-process controlsControls must be in place to manage in-process inventories to ensure theyare used on a timely basis and stored in a sanitary manner.

Equipment calibrationA documented process must be in place to ensure that all measurement,analytical, and processing equipment is calibrated and accurate according to regulatory or acceptedindustry standards. The program must require that the results of the calibration activities are document-ed. This process must describe the disposition of product produced when a tool is found to be operat-ing outside of set limits.

A foreign-material control program must be in place. It must include magnets, sieves, screens, bone-detection devices, and metal detectors as necessary, based on the process and the manufacturingenvironment.

A metal-detection program must be in place (where required within the U.S. Foodservice product

specication) including the following: Checking of the metal detector several times during each production shift If it is found not to be functioning properly, product since the last successful check must be

identied and run through a properly functioning metal detector Detection levels should be the following (unless otherwise dictated in U.S. Foodservice

specication): 2.5 mm for ferrous metals 3.0 mm for nonferrous metals

3.0 mm for stainless steel

Product hold and releaseEffective controls must be in place to manage product that does not con-form to specications or regulatory requirements to ensure that it does not inadvertently get shipped toU.S. Foodservice. Components of this program must include the following:

Denition of personnel responsible to administer the program and to make disposition of retained

product.

Record-keeping procedures to log and track all

lots put on HOLD to ensure timely and effective

disposition. The log should be audited at least an-

nually.

Secure location to store product retained for food

safety or major regulatory noncompliance issues.

Ret ained product must be managed in one of two

categories: Category I must include all product that failsto meet safety criteria in the HACCP or SSOP

plans, which is product that is contaminatedwith extraneous material or which is part of a lotthat is being tested for pathogens. Loss of thistype of product could result in the need to recallthe material, so additional controls are neces-sary. Category I product that is retained must beinventoried on a daily basis to ensure control. Category II must include product that is re-tained for any other reason. Category II productthat is retained must be inventoried on a weeklybasis to ensure control.

A documented method to clearly identify all re-

tained product so that the status of the lot is clear

to all employees must be in place.

For U.S. Foodservice-label ed product that is found

to be nonconforming, the following must apply: Rework it per U.S. Foodservice specications. Donate it to U.S. Foodservices designatedcompany (Americas Second Harvest Charity). Destroy it, removing U.S. Foodservice labelsprior to disposal.

Laboratory controlsFor external laboratory analysis,an A2LA certied laboratory must be used wheneverpossible. When an internal laboratory is used to performproduct testing, the following systems and practicesmust be in place:

Written sampling plans must be in place for all

materials to be tested.

All laboratory methods should be written and

based on USDA, AOAC, FDA, or other accredite

methods.

The laboratory should have quality-control proce

dures in place to ensure the accuracy of results.

The laboratory should participate in a check sam

ple program to periodically ensure the accuracy o

both chemical and micro testing methods.

Pathogen testing should be performed only if theappropriate laboratory controls and laboratory

design/location is in place to protect the produc-

tion facility.

Inventory-control program

Suppl iers must have controls in place to do the

following:

Facilitate the tracking of product code dates to

the customer.

Ensure proper product rotation so that only

product with sufcient code life remaining is

shipped.

First-in, rst-out (FIFO)All raw materials and

nished products should be used using the FIFO

product rotation method to ensure that all older

product is used or shipped prior to newer product

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EXPECTATION: Suppliers must have policies and controls in placeto ensure that products are stored and distrib-uted in a timely, safe, and secure manner andcan be effectively traced if necessary. Suppliersmust place the appropriate transient temperaturerequirement on the bill of lading (BOL) to ensurecompliance with U.S. Foodservice specicationsupon receipt.

REQUIREMENTS Receiving controlsProcedures and practicesto ensure control of incoming products must bein place, including inspection of trailers, taking ofproduct temperatures, and inspection of loads.Receiving activities must be documented. Inventory controls/Shelf lifeControls must be inplace to facilitate the tracking of product by codedate to the customer and t o ensure proper rota-tion so that only product with sufcient code liferemaining is shipped.

Thirty day or less shelf lifeRaw materialsor products must arrive at the U.S. Foodser-vice facility with at least 50 percent of shelflife remaining.

Thirty days to one yearRaw materials orproducts must arrive at the U.S. Foodservicefacility with at least 60 percent of shelf liferemaining.

One to two yearsFinished product s mustarrive at the U.S. Foodservice facility with atleast nine months of shelf life remaining.

Transportation and storage requirementsAwritten program must be in place that details thefollowing:

Cont rols in place to manage goods dam-aged in storage

Controls in place to ensure carrier cleanli-ness prior to loading

Controls required to protect products fromhazardous materials if included in the samecarrier

Frozen produc ts to arrive at U.S. Foodser-vice facilities at a temperature of 10F orbelow

Refrigerated ready-to-eat (RTE) productsto arrive at U.S. Foodservice facilities at atemperature between 33F and 40F

Refrigerated fresh meat/poultry items to ar-rive at U.S. Foodservice facilities at tempera-

tures between 28F and 33F Other specic product-temperature require-

ments as found in U.S. Foodservice productspecications

All products transported using mixed tem-perature loads to meet U.S. Foodserviceproduct-temperature requirements

Where required, approved time-temperaturerecorders (TTR) include the following: Comark EVT1 Sensitech Temp Tale 4

Returned goods controlsA documented pro-gram must be in place describing the managementof any nished product returned to the facility afterit has left the control of the company. Includedshould be the following:

Methods used to segregate and evaluate thecondition of the product when received

Appropriate methods of disposition, includ-ing resale or charitable donation

Restriction that returned product is notreused as rework in current production

Rest riction that once a product has beenrejected, same product cannot be deliveredto another division and product dispositionmust follow U.S. Foodservice policy

EXPECTATION: U.S. Foodservice recognizes that there are specic requirements for certain com-modities of food products. In addition to these expectations for specic food com-modities, additional requirements that may be product specic may be found in theU.S. Foodservice product specications.

Beef, Pork, Veal, and Poultry All fresh meat and poultry must be stored and shipped at temperatures between28F and 33F. Frozen meat and poultry products must be stored and shipped at temperaturesbetween 0F and 10F.

Suppliers must have policies and quality systems in place that support and man-age the treatment of animals in their supply chain to ensure they are handled withoutabusive or cruel treatment. Slaughter facilities must conduct an annual animal-welfare audit based on the ap-propriate guidelines for the species of animal being handled.

Beef, pork, and vealAmerican Meat Institute

ChickenNational Chicken Council LabelingAll additives must be declared on the product labels. All meat and poultry products must not contain substances banned by the FDA.

Beef BSE controls

Raw-material suppliers must have programs in place to ensure that their

sources of live animals and the feed sources for those animals comply with the

requirements of the FDA ruminant feed ban.

Processors of bone-in beef raw materi als must have a procedure in place to

verify that animals in process are thirty months of age or less. Dentition exami-

nation or records review are both acceptable.

Facilities that convert animals to meat will ensure compliance with all SpeciedRisk Material (SRM) controls.

Facilities that convert animals to meat must not process non-ambulatory

cattle.

A letter stating compliance to the above BSE-control policies must be obtained

from each supplier on an annual basis.

Transportation Controls

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Audits of controls must be conducted by each sup-

plier and documented.E. coli controls

Product-testing protocols and appropriate interven-

tion technologies must be in place and included in

the suppliers HACCP plan.

oultry Raw-material suppliers must have programs in place tonsure the prevention and control of avian inuenza and

ther diseases.Salmonella controlsSuppliers must have appropriate

ntervention technologies in place and included in theirHACCP program to reduce or limit the amount ofSalmo-

ella in poultry products.

resh Shell Eggs / Egg Products Fresh shell eggs

Suppliers must conduct an annual animal-welfare

audit of all hatcheries, breeder farms, and laying

facilities based on the guidelines of the United Egg

Producers.

Product-testing protocols and appropriate interven-

tion technologies should be in place to reduce or

limit the amount of Salmonella found in fresh shell

eggs. These should be listed in the rms HACCP

plan.

Eggs must be in compliance with the U.S. Standardsfor Grades of Fresh Eggs.

All fresh eggs must be transported and stored at

ambient temperatures at or below 45F.

Production dates and pack dates must be labeled

on all master cases of product.

Liquid egg products

All liquid egg products must be pasteurized.

All additives must be declared on the product label.

All liquid egg products must be stored and shipped

at temperatures less than 40F.

Seafood For refr igerated ready-to-eat seafood products withtransit time of over four hours to a U.S. Foodservice facility,an approved time-temperature recorder must be included

on the load. Species must be veriable upon request. The suppliermust have a species-verication program in place to en-sure accuracy of species being packed, where applicable. No banned antibiotics, as dened by the FDA and thestate regulatory authority, are to be present (at any detec-tion level) in any seafood products packaged under theU.S. Foodservice label. Labeling requirements

A seafood weight-ver ication program must be in

place and meet declared label weights for esh

weight versus glazed product weights.

Al l additives must be declared on the label and be

within FDA labeling regulations.

Pr oduct packaging must comply with all U.S. Cus-

toms and FDA requirements for the following: Country of origin Species identication Net weight labeling Count per pound (if applicable) Accurate breading percentage (if applicable) Portion size (if applicable)

A U.S. Foodservice-approved production plant identi-

er must be on the outer case (this will be required

in 2008).

Good aquaculture practices, as dened by the Global Aquaculture Alliance, should be used for allaquacultured products. Compliance with the Global Aquaculture Alliance Practices (GAPP) standards must be veried by tAquaculture Certication Council certiers, according to ACC/U.S. Foodservice standards. Suppliers must have a traceability program to document the source of product from raw material atpoint of harvest through production to nished-product shipment to U.S. Foodservice. Documentationmust be retained for one year. Suppliers must have a food safety and quality systems program in place to monitor and verify produ

according to U.S. Foodservice specications and requirements from sourcing, through production anddelivery to U.S. Foodservice. An Economic Integrity Program must be in place using USDC inspection or another certied third-ptester to verify net weight, counts, and uniformity. Shellsh must be harvested in approved areas only, using approved methods and must comply with aFDA required label requirements. Suppliers must adhere to all legally required shery practices, Endangered Species Act regulations,shery management quotas, coastal zone management, and/or other mandated shery product regula-tions according to country of origin.

Ready-to-Eat (RTE) Products Processing and sanitation controls

For all facilities that produce a ready-to-eat product, an environmental monitoring program that

includes testing the environment for Listeria sp. is in place and available for review. Records of

results are kept, and corrective actions are completed and documented.

Suppl iers of RTE products must have the following contaminat ion prevention controls in place: Separate processing areas of raw materials from nished products Separate uniforms for raw-material and nished-product employees Sanitizer footbaths and hand-dip stations upon entry into nished-product processing areas.

Shipping temperature controls

All trailers that transport RTE products must be precooled to 40F or less prior to loading.

Al l RTE products must be shipped to and received at U.S. Foodservice dist ribution facilities at a

temperature below 40F.

All loads with transport times of four hours or more are recommended to have an approved tim

temperature recorder (TTR) present in the trailer.

(Cont.) Commodity-Specic Expectations

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Produce Field sanitation and practices

Growers/Farmers must use Good Agricultural Practices (GAPs) during the growing and harvest-

ing of U.S. Foodservices produce. Harvesting crews must use good hygiene practices. Fields must be equipped with clean, portable lavatory facilities and handwashing stations.

Annual GAP audits must be conducted on growing elds where U.S. Foodservice produce will

be harvested. A passing score must be achieved on all GAP audits.

GAP audit reports must be made available to U.S. Foodservice upon request.

Processing / Storage

Ref rigerat ion units and rinse-water temperatures are required to be between 33F and 40F.

Refrigeration units must be kept clean.

Rinse water must be monitored and changed frequently enough to maintain adequate levels of

free chlorine to effectively reduce microbial loads but also be within FDAs legal limits.

Shipping / Temperature control

All transport vehicles must be precooled to between 33F and 40F prior to loading.

A ll processed produce must be shipped and received at temperatures between 34F and 40F.

Mixed-temperature loads must be shipped at a temperature appropriate to the product requiring

the coldest temperature.

An approved time-temperature recorder (TTRs) is recommended to be included on all loads with

a transit time of four hours or longer. The temperature during transit must be less than 40F for the duration of the transit or at atemperature appropriate for the type of produce. A TTR must be placed on the rst pallet or load placed into an LTL load (i.e., the front of theload). Temperature-sensitive items (e.g., asparagus and strawberries) should have two TTRs perload.

All produce loads should be protected from freezing and/or fr eezing temperatures.

Suppliers must list the shipping temperature on the bill of lading (BOL).

A ll loads must be shipped in accordance with PACA regulations.

Ethylene-producing products should be isolated from non-ethylene-producing products when-

ever possible.

Commodity-Specic Expectations(Cont.)

Produce packaging

The date of pack must be listed on the outer/master

case.

Boxes must adhere to the following requirements: Corrugated cases must be strong enough tosupport the weight of the full pallet of produceunder normal storage and shipping conditions forthe entire shelf life of the product. Corrugated cases must contain product-appro-priate air holes to allow rapid cooling and respira-

tion of the product. The corrugated material in the cases must berecyclable. The master cases must have an appropriatell (with limited headspace) to ensure maximumproduct-quality maintenance during shipping andstorage.

Frozen fruit and vegetables

Storage / Shipping / Receiving temperatures Product must be stored at a temperature of 0F. Frozen products must be stored and shipped tomaintain a temperature at or below 10F.

Shipping temperatures of 0F or below arepreferred. Trailers must be precooled to 0F prior toloading products. Products showing signs of thawing andrefreezing will be rejected upon receipt.

All products intended to be cooked prior to con-sumption must contain cooking instructions on theouter cases and inner package, if applicable (e.g.,frozen vegetables).

Sanitation controls All Thaw & Eat item manufacturers must have aprocess and program in place to limit or eliminatepathogens.

GAP audit reports must be made availablU.S. Foodservice upon request.

Dairy Items Sanitation controls

All raw-material transport trucks must be ful

cleaned and sanitized before each load. Temperature controls

Al l uid dairy and soft cheeses must be shipp

stored at temperatures between 32F and 40F

All other dairy items must be stored and shiptemperatures between 32F and 45F (e.g., a

cheese, butter, cultured dairy, etc.).

Bakery Items If bulk our is received, transfer hoses must be caand stored off the ground. All connection ports to thity must be capped and locked. A program must be in place to monitor and documtailings (material left on sifter screens) from sifted Blunt instruments must be used to cut dough to prpossible product contamination. Product traceability controls must be in place for ing bulk ingredients (e.g., silo management).

Dressings and Sauces If bulk ingredients are received, transfer hoses mucapped and stored off the ground. All connection pothe facility must be capped and locked. Only pasteurized eggs may be used in dressing ansauce formulations. Refrigeration should be used only as a quality me

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Produc t information to include appearance, size/

weight, dimensions, and count per case

Raw material specications

Product formulation

Product processes

Chemical and microbiological analysis limits with

corresponding analysis methodology

Cooked product sensory attributes to include ap-

pearance, avor and texture

Defects and acceptable limits

Packaging and labeling information for primary

and secondary materials including packaging

type, burst strength, dimensions, pack size, label-ing and production date information

Storage and transport information

Product shelf life under dened storage conditions

Verication of U.S. Foodservice specications

A check-we ight program must be in place to en-

sure that the following meet specied and labeled

weights: Individual pieces Net weight of box or cases

Documen ted on-line quality control checks of U.S

Foodservice product must be done as prescribed

within the product specication at a frequency to

ensure compliance to the specication. Checks must be performed at a minimum ofonce per hour. Finished-good testing must be documentedper the product specication and samples heldfor the duration of the products shelf life. All QA checks must be documented, and re-cords must be readily available to U.S. Foodser-vice FSQA for review.

Access to all U.S. Foodservice product specica-tions must be kept to only authorized personnel.

Any change to U.S. Foodservice specications wi

be communicated to all authorized personnel and

all old specications should be destroyed.

Proposed changes to product formulations or productspecications

All proposed changes to Monarch Exclusive

Brand products or specications must be ap-

proved by the Monarch Foods Food Safety Qual-

EXPECTATION: A system of written specications must be in placedening acceptable criteria for all ingredients, primarypackaging, and all portions of the production processwritten and formulated by U.S. Foodservice FSQA. AllU.S. Foodservice products will be packaged in sucha way that the product is protected throughout thelifecycle of the product. Any changes to the structureof the packaging after approval of specications mustbe approved by the Packaging R&D department of U.S.

Foodservice.

REQUIREMENTSProduct Specications All raw materials must be compared to the supplierproduct specications upon receipt.

Finished goods

All nished products must have specications

that address the product-quality attributes de-

ned, including performance standards and shelf

life.

Any products co-packed for the manufacturer

must follow U.S. Foodservice specications. Manufacturers must verify that co-packedproduct meets U.S. Foodservice nished-goods specications.

Supplier will provide storage/stability test data to sup-port shelf life claims.

At a minimum, all product specications must includethe following:

Product description of the nished product

Ingredients S p e c i c a t i o n s

Specications



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S p e c i

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Specications(Cont.)

ity Assurance, Procurement, and Innovation departments before

being implemented.

Any and all changes to Monarch Exclusive Brand formulations,

raw materials, ingredients and/or processes, nished products

and package specications, must be reviewed and pre-approved

by the Monarch Foods Food Quality Assurance, Procurement,

and Innovation departments before being implemented.

All updated specications supersede previous specications.

Food safety and quality assurance records availability

A ll production QA checks and records must be made available to

U.S. Foodservice FSQA upon request.

Packaging Specications A supplier is expected to supply die lines (drawings) and mate-rial specications for all packaging components. In addition, they arerequired to supply the name of the component supplier and a contact atthat company. A supplier must supply storage/stability test data to support shelf-lifeclaims. The strength of all corrugated cases must be sufcient to support theweight of a full pallet of product (minimum) under normal shipping andstorage conditions. The corrugated materials used must be recyclable and be producedusing a minimum of 35 percent post-consumer recycled content. All corrugated packaging must be marked with the box makers mark-ings indicating manufacturer and basis weight designation All primary, secondary, and tertiary packaging must be provided withan appropriate amount of headspace (proper ll) to ensure maximumproduct protection and avoid misleading the consumer on package lllevel. All packaging must incorporate a minimum of one level of tamperevidence. A second level may be required in some cases. All products must be supplied with a pallet pattern that provides aminimum of 90 percent pallet utilization. No pallet overhang is acceptable. A maximum of 1.00 underhangmay be acceptable in certain cases.

EXPECTATION: All U.S. Foodservice products must be placed inpackaging and cases as dened by the U.S. Foodser-vice product specications. Prior to the approval of thesupplier, all packaging to be used in the packaging ofU.S. Foodservice products must be approved by U.S.Foodservice Packaging.

Suppliers are legally responsible for the accuracy ofall ingredient and nutritional information on Monarch-branded products.

Suppliers are accountable for complying with all fed-eral, state and local regulations regarding labeling.

REQUIREMENTS An internal label-approval process must be done thatensures all labels and claims made meet all U.S. regu-latory requirements. All claims made on labels must beveriable.

Label approval includes a check for all ingredientsthat are considered allergens. Labels that include aller-genic ingredients must have the common name of theallergen clearly stated per FDA labeling regulations.

The allergen statement on all Monarch Exclusive

Brand labels must be located two lines below the

ingredient statement.

The receiving of labels includes an inspection processto verify that the information on the label is cross-refer-enced against the label specication.

Labels for all U.S. Foodservice-labeled products mustinclude a nutritional statement that is consistent withFDA nutritional labeling regulations.

The label-management program includes the removalof old labels from active storage and destruction of old,inactive, and obsolete products. A process must be in place that manages the applica-

tion of labeling devices to ensure that the correct labelis always applied. The handling of labels, vericationof accuracy at shift start and changeover, partial lotstorage, and disposition of obsolete labels must beaddressed.

In an effort to ensure consistency in the packaginggraphics used to represent our Exclusive Brands andreinforce those brands identities, Monarch Foods hastaken leadership in all aspects of the graphic develop-ment process. This includes new items, line-extensions,version change and revisions to existing items. We

are now using a single brand solutions rm, MatthewsInternational, to manage all of our packaging graphicdevelopment needs (this includes prepress and colormanagement). We are also requiring that your printer ofchoice allows Matthews to perform prepess this willallow Monarch Foods to assume full responsibility inmanaging color and content. We will no longer acceptany graphic les produced by an outside source.

All Monarch Exclusive Brand case and label proofsmust be approved by the U.S. Foodservice Packagingand Labeling department prior to printing.

Only approved logos, formats, and colors are to beused on U.S. Foodservice packaging and labels.

The U.S. Foodservice Packaging and Labelingdepartment must be notied of any proposed changesto labels or packaging of Monarch Exclusive Brand

products.

All production code dates must be listed legibly on themaster case and on inner packaging (as applicable). Acalendar date format (MMDDYY) is preferred. If due tospace or mechanical restraints a calendar date is notpossible, a year and Julian date format is to be used(YDDD) or (YYDDD).

Label Approval


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EXPECTATION: All U.S. Foodservice products will be packaged in such away that the product is protected throughout the l ifecycleof the product. Any changes to the structure of the pack-aging after approval of specications must be approved bythe Packaging R&D department of U.S. Foodservice.

REQUIREMENTS:

Suppliers will be expected to provide die lines (drawings)and material specications for all packaging componentsIn addition, they will be required to supply the name of thecomponent supplier and a contact at that company.

Supplier will provide storage/stability test data t o supportshelf life claims.

The strength of all corrugated cases must be sufcientto support the weight of a full pallet of product (minimum)under normal shipping and storage conditions.

The corrugated materials used must be recyclableand be produced using a minimum 35% post consumerrecycled content.

All corrugated packaging must be marked with the boxmakers markings indicating manufacturer and basisweight designation

All primary, secondary and terti ary packaging mustbe provided with an appropriate amount of headspace(proper ll) to insure maximum product protection andavoid misleading the consumer on package ll level.

All packaging must incorporate a minimum of one level

of tamper evidence. A second level may be required insome cases.

All products will be supplied with a pallet pattern that pro-vides a minimum of 90% pallet utilization.

No pallet overhang is acceptable. A maximum of 1.00underhang may be acceptable in certain cases. P

a c k a g i n g S p e c i c a t i o n sPackaging Specications


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2007 Supplier Food Safety Expectations Manual

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