Bluestem Brands’ Vendor Requirements

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Contents • • • • • • • • • •

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Bluestem Brands Overview Vendor Resources Vendor Setup Requirements Product Information Quality Assurance Shipping & Packaging Requirements Transportation & Routing Information Dropship – Direct to Consumer Electronic Data Interchange (EDI) Vendor Compliance

Section 1: Bluestem Brands Overview

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Bluestem Brands’ Mission

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Section 2: Vendor Resources

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Bluestem Brands’ Vendor Portal Communication Hub Between Bluestem Brands and our Vendor Partners • • • • • •

Vendor Partner Announcements Vendor Guide Vendor Setup Forms New Product Information Sheets Import GCC & ISF Forms Additional Detail on Vendor Compliance & Quality Assurance Programs

Http://vendorrelations.bluestembrands.com/

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Section 3: Vendor Setup Requirements

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Required Documents • Vendor Setup Form – All Vendors must Complete in Full

• Certificate of Insurance – $3 Million Minimum Coverage

• IRS Tax Form – W-9 Domestic Vendor – W-8 Import Vendor

• Manufacturer’s Certificate – Both Domestic & Import Vendors must Sign – Only Import Vendors are Required to Disclose Factory & Stuffing Addresses

Forms Available at: http://vendorrelations.bluestembrands.com/forms/

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Section 4: Product Information

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Product Setup • New Product Information (NPI) Sheet – All vendors are required to completely fill out and submit to the Buying office the appropriate NPI for all new products – All points of the NPI Sheet must be filled in timely and accurately

http://vendorrelations.bluestembrands.com/npi.aspx

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Vendor Images & Samples • Vendor Images – – – –

Scans should be 4”x 5” at 300 dpi Products featured in print larger then 4”x 5” require an 8”x10” at 300 dpi Acceptable formats include: tiff, jpeg, ai, psd or bmp files Unacceptable formats include: pdf or doc files

• Vendor Samples – The product sample and its packaging must be representative of what the Bluestem Brands customer will receive – Jewelry vendors are required to submit one Quality Assurance sample per memo basis

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Section 5: Quality Assurance

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Bluestem Brands Quality Standards • The Vendor is Responsible for Compliance with all Federal and State laws and Regulations • All Merchandise must be Durable and First Quality, both Cosmetically and Functionally • Bluestem Brands’ Private Brand Products must meet MTS Testing Protocol • All Product Shipments must have a Final Random Inspection Prior to Shipping • Packaging must meet all Packing/Marking Requirements as Outlined in the Vendor Guide and meet the Applicable ISTA Standards for any Cartons Received by the Bluestem Brands Customer • Defective, Incorrect, or Noncompliant Merchandise Resulting in a Product Sort, Rework, or a Return to the Vendor may be Liable for an Expense Offset

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Section 5: Shipping & Packaging Requirements

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Unit Carton Markings This carton will be shipped to the Distribution Center and from the Distribution Center to a consumer as the selling unit. • • • • • •

Each unit package must be marked with the Bluestem Brands 13 digit SKU (example: 4N2020WHT0010) Mark in clear, legible English Minimum of 1/8” print or larger in proportion to the package size Each unit package should be marked with a UPC or GTIN DO NOT include retail price information

4N2020WHT0010

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Domestic Master Carton Markings The Following Information is Required on a 4x6 label: –

–

– – –

Ship To: BFI* 6250 Ridgewood Road St Cloud, MN 56303 14-digit PO Number (ie. PO000001234567 or PODT0000123456) 13-digit Bluestem Brands SKU (ie. 4F12340000010) Master Carton Qty Mixed SKU field with either a YES or NO. •

NO if only one SKU is in the Master Carton and YES if More than one is Present. If YES, all SKUs Should be Listed out along with their Associated Quantities.

* ‘ATTN Tom Johnstone’ Included in ‘Ship To’ for Jewelry Shipments

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TO BFI 6250 Ridgewood Rd. St. Cloud, MN 56303 (320) 654-3830

PODT0000123456

4N2020WHT0010

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Import Master Carton Markings Main marks must include: • • • •

•

A diamond showing BFI Item No =13 digit SKU (ie. 4N2020WHT0010) PO No =14 digit Purchase Order Number Carton No = The number of the carton in the series of carton shipped for the PO/SKU i.e. 1 of 4, 2 of 4 etc. Made In = Indicate the country of origin of the product

Side Marks must include: • • •

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Vendor Name = Name of the vendor or factory where the goods are manufactured Units = The number of selling units packed within the carton Gross Weight (Unit of Measure) = The total weight of the master carton, express in either kilograms (KGS) or pounds (LBS) with the unit of measure i.e. 6.8 KGS or 15 LBS.

ABC Vendor

BFI Units

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Gross Wgt 6.8 KGS

Item 4N2020WHT0010 PO

PO000000123456

Carton No. Made in China

1 of 500

Section 6: Transportation & Routing Information

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Import Routing – Ship Window • The Purchase Order Ship Date and Cancel Date are the Beginning and Ending Dates in which the Merchandise on the Order Should be Delivered in Full to Port

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Import Routing – Booking & ISF • Booking Request – Required 4-5 Weeks Prior to Delivery – A Booking Form can be Obtained from the Local Office of Bluestem Brands’ Designated Consolidator, CH Robinson – http://www.chrobinson.com/ContactUs/FindABranchOffice/Default.aspx

• Import Security Filing (ISF) – An Importer Security Filing (ISF) is Required by U.S. Customs & Border Protection (CBP) for all Import Shipments Brought into the United States – A Completed ISF Worksheet is to be Submitted to Bluestem Brands’ Designated Consolidator, CH Robinson at the Time of Booking – The Shipper Order will not be Released until a Complete ISF Worksheet is Submitted

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Domestic Routing – Ship Windows • Collect Shipments – The Purchase Order Ship Date and Cancel Date are the Beginning and Ending Dates in which the Merchandise on the Order Should be Picked up in Full at the Vendor Facility

• Prepaid Shipments – The Purchase Order Ship Date and Cancel Date are the Beginning and Ending Dates in which the Merchandise on the Order Should be Shipped from the Vendor Facility

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Domestic Routing – Prepaid Shipment • The Vendor is Responsible for the Postage, Handling, and Cost of the Transportation to the Bluestem Brands Distribution Center • The Vendor is Required to Schedule an Appointment with the Distribution Center Receiving Department Forty-Eight Business Hours in Advance of the Delivery at (320) 654-3825

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Domestic Routing – Collect Shipments • The Vendor is Responsible for Scheduling a Pickup with CH Robinson, Bluestem Brands’ Designated Transportation Provider • A Pick Up Request Form must be Completed for all Purchase Orders that will be Ready to Ship within the Next Two to Five Business Days Prior to the Desired Pickup Date – http://vendorrelations.bluestembrands.com/forms/E_Forms/ – The Form must be Emailed to CH Robinson at [email protected]

• Shipments Under 100 Pounds are to be sent via the vendor’s most economical small package carrier as prepaid and add to the merchandise invoice – The Vendor Should Strive to Combine Smaller Cartons into Larger Cartons to Minimize Bluestem Brands Postage Expense – Example: Combining six master cartons of two pair of shoes each into three shipping cartons. While the total weight will be identical, the postage expense will be less.

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Pallet Preparation • The Bluestem Brands Distribution Center will accept shipments on pallet(s) if the following conditions are met: – Pallets must not exceed 1800 pounds – Maximum allowable pallet size is 40” x 48” x 56” (includes the height of the pallet) – Cartons on the pallet must be shrink or stretch wrapped to ensure no damage to the shipment during transit – Cartons must be in a uniform pattern – No cartons may hang over the side of the pallet

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A pallet label should be securely placed on the outside of the shrink/stretch wrap showing the Purchase Order number and number of cartons per SKU.

Vendor Packing Slip for Warehouse Shipments • Complete for each Purchase Order Summarizing all Cartons • Affix to the Outside of the Lead Carton • Must Accompany Every Shipment

• Required Content: – – – – – – –

Purchase Order Number – 14 Digits Bluestem Brands SKU Number - 13 Digits Vendor Style/Model Number Production Description Total Number of Cartons per SKU Number of Units in each Carton per SKU Total Number of Units per SKU

Vendor ABC Packing Slip PO: Bluestem Brands SKU

Vendor Model #

Product Description

# of Cartons

Unit Pack

Total Units

4N1234NBL0010

12345BLK

Logo Jacket - Black

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5

100

4N1234WHT0010

12345WHT

Logo Jacket - White

15

5

75

4N1234NBR0010

12345BRWN

Logo Jacket - Brown

10

5

50

Total

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PODT0000123456

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Truck Bill of Lading Prepaid Shipments • The following information must appear on the truck bill of lading: – – – – – –

Bluestem Brands Purchase Order Number(s) = 14 digits National Motor Freight Code (NMFC) NMFC Freight Class Carton or Pallet Count Weight of the Shipment Terms of shipment = “PREPAID”

Collect Shipments • The following information must appear on the truck bill of lading: – – – – – – – – –

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Bluestem Brands Purchase Order Number(s) = 14 digits National Motor Freight Code (NMFC) NMFC Freight Class Carton or Pallet Count Weight of the Shipment Terms of shipment = “PPD/Bill to 3rd Party” Bill to: CHR LTL 14800 Charlson Road, Suite 2100 Eden Prairie, MN 55347

A copy of the signed bill of lading including the carrier PRO number must be faxed to C.H. Robinson (312)9802631.

List all Shipment Purchase Orders on one Master Bill of Lading

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Section 7: Dropship

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Dropship • Purchase Orders that Ship from the Vendor’s Facility/Warehouse Directly to the Customer • All Information Relating to the Customer is and shall Remain the Exclusive Property of Bluestem Brands

Requirements • EDI – Bluestem Brands Requires All Dropship Vendors to use EDI to Send and Receive Shipment Information

• Order Fulfillment – The Vendor is to Ship to All Customers per the Lead Time on the Purchase Order, Filling the Oldest Orders First – All Shipments must be in Full; Partial Shipments are Unacceptable

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Dropship Shipping • Collect – Vendors will be Assigned the Bluestem Brands’ FedEx Third Party Account Number for the Purpose of Shipping Orders Directly to the Customer Address on Non-Truck Ship Parcels •

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This Third Party Account Number Should not be Used for any other Packages or Shipments to the Bluestem Brands Distribution Center The Vendor must Contact FedEx Directly to Establish Pick up Requirements

– Truck Ship Product is to Ship via YRC Freight •

Combine Multiple POs Shipping to the Same Location on one BOL

• Prepaid – Vendor is Paying for the Cost of the Freight to the Customer • • •

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Any Carrier can be Used A Fixed Flat Fee is Negotiated Must have Valid Tracking Number and SCAC Code

Dropship Logistics •

Non-Deliverables/Refused Shipments – – –

Collect Parcel: Returned to Bluestem Brands Warehouse Collect Truck Ship: Returned to Vendor Prepaid: Returned to Vendor •

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Expediting –

•

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Bluestem Brands Customer Service will Contact the Vendor Immediately to Validation that the Order has not Shipped and Process a Cancellation The Vendor must Immediately Cancel the Order and must not Ship to the Customer

Customer Returns – –

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The Vendors Dropship Open Order report is Sent Weekly and it is the Vendor’s Responsibility to Review the Report each Week to Reconcile

Cancellation –

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a Dropship Undeliverable/Refused Returns Credit Form must be Emailed to Bluestem Brands Customer Service at [email protected]

All Customer Returns will be Sent to the Bluestem Brands Distribution Center for Processing If it has been Arranged for the Vendor to Process Returns, a Dropship Undeliverable/Refused Returns Credit Form must be Emailed to Bluestem Brands Customer Service at [email protected]

Section 8: Electronic Data Interchange (EDI)

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EDI Documents • Vendors are required to implement and trade all transaction sets based on the type of shipments to Bluestem Brands

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EDI Requirements • Outbound Documents are Transmitted Four Times a Day, Seven Days a Week • Vendors are Expected to Monitor their Inbound Mailbox and Retrieve Data Daily; Sending a 997 FA within Twenty-Four hours of Receipt of Any Inbound Transmission • Vendors are Expected to Correct and Retransmit Information that has Errors within Twenty-Four Hours of Notification

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Section 9: Vendor Compliance

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Vendor Compliance Expectations • Bluestem Brands Expects their Vendors to be Compliant with All Requirements Outlined in the Vendor Guide – Failure to Follow Bluestem Brands’ Requirements may Result in an Infraction to Offset Expenses Incurred

• If Shipping or any other Opportunities Arise, Vendors are Expected to Work with the Appropriate Bluestem Brands Functional Department Immediately to Find a Solution • Samples are to be Submitted to Vendor Compliance for Approval Prior to Initial Shipment ([email protected]) – – – –

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Unit Carton/Polybag Markings Master Carton Markings (Domestic/Import/Dropship) Packing Slip ISF Form