Code:

PURCHASING PROCEDURE Versión: 1

Fecha: 01/01/2021

1. OBJECTIVE

Establish systematically and orderly the guidelines for selection, evaluation and
reevaluation of suppliers for the acquisition and purchase of goods, materials,
supplies, equipment and/or services necessary for the proper development of the
processes within the company

2. SCOPE

This procedure applies to all purchases and acquisition of goods, materials,

supplies, equipment and/or services for the execution of the company's processes and
It is in effect from the date of implementation.

3. RESPONSIBILITY AND AUTHORITY

It is the responsibility of the purchasing department to carry out the selection, evaluation
and reevaluation of the suppliers and report the results to the respective
suppliers.

It is the responsibility of all Aluaz collaborators to comply and act.

fulfill this procedure.

4. STANDARDS AND REFERENCE DOCUMENTS

NTC ISO 9001:2015 Quality Management System - Requirements.

5. DEFINITIONS

Goods: All those physically appreciable elements, that is, those that are
they can touch and occupy a space.

Supplier evaluation: Monitoring behavior in the

time of our critical suppliers, in accordance with compliance of the
evaluation criteria for any supplier with Purchase Order and/or
Effective contract in the evaluation period, the evaluation differs.
in the criteria to be evaluated for the case of products or services, and in both
In cases, the process will be carried out semi-annually.

Purchase Order: It is the formal document through which...

communicate to the supplier the intention to purchase an asset or contract
a service.
 Service Order: Document through which a
provider for the provision of a service required by the Liberal Party
Colombian and he commits to the delivery and/or provision of the
services.

⮚ Proveedor de Productos:Es la persona natural o jurídica, que cumple con

the demands established by the Colombian Liberal Party and then after a
quotation process, delivery as the final result a product to the PLC.

Service Provider: It is the natural or legal person who, after a

Quotation process results in a service to the PLC.

Supplier reevaluation: Follow-up after the stage of

supplier evaluation After several acquisitions in order to
Verify the efficiency of the supplier, it will be done annually.

Services: Identifiable, intangible, and perishable activities that

they produce a fact, a performance, or an effort that involves
generally the participation of the customer and that it is not possible to own
physically.

Request for Acquisition and Supplies: Format for the purchase of

goods, in which all technical specifications must be detailed
necessary items to purchase. With this information, the generation of the
purchase order.

Service Request: A format in which all the details must be specified.

necessary specifications for the requested service.

Selection of suppliers: Preliminary stage before the start of the purchasing process,
through which the validation or approval of some is achieved
suppliers, who have the competencies to adequately satisfy
the needs of Legal Engineering and may belong to the Registry of
Proveedores.

6. GENERALITIES

The requesting area may proceed to carry out the purchasing process for a good or
service once the request signed or approved by the accounting director arrives
 The selection of suppliers for the acquisition of goods will be carried out by the
purchasing department which will take into account the established criteria
in the format for the evaluation and reevaluation of suppliers.

7. DESCRIPTION OF ACTIVITIES

7.1 SELECTION

7.1.1 Preparation of Purchase Requisition

In the face of the need to acquire a good or a service, the interested area
process a "Purchase Requisition" in which you specify the description of the
the acquisition and purchase of goods, materials, supplies, equipment, and/or services,
requested quantities and the name of the person responsible for the good or service. This
Purchase Requisition or Order format must be signed by the requester.
y la persona que avala la compra Directora contable quien verifica la disponibilidad
budgetary.

Verificación de autorización: El asistente contable y financiero procede a verificar

all the detailed information in the request, necessary to initiate the process of
purchase.

7.1.2 Request and review of quotes

We proceed to invite one or more suppliers to quote, depending on the

purchase amounts. Who will deliver to Aluaz s.a.s the following
documents:

a. Chamber and commerce and/or Rut.

b. Technical proposal and/or quotation.
c. Price list (optional).
d. Portfolio (optional).

They will be registered in the registration and selection format of suppliers, up to item
documents submitted by the supplier

Any supplier that affects the quality of the organization's service will be conducted.
the following control:

a) Selection, evaluation, and reevaluation of suppliers.

b) Verification of the quality of the product or service
7.1.3 Supplier Selection

The selection of suppliers is the preliminary stage before the start of the purchasing process.
through which the validation or approval of some suppliers is achieved, which
they have the skills to adequately meet Aluaz's needs
s.a.s For this purpose, a selection criterion is established as follows:

ITE SELECTION CRITERION LIGHT

M ESCAL
R
A
Product/ service If Product or service that
evaluate compliance of meets 100% of the 5
product o service of requirements
1
according to the requirements Product or service that does not
established by the company complies with 100% of the 1
requirements
Experience: Background in the More than 5 years 5
2 market. 2 to 3 years 3
Less than 1 year 1
Warranty and Quality: They longer warranty period and
5
evaluate the conditions of coverage that the
guarantee y quality del competition
3
product or service. Warranty period and
coverage equal to the average 3
of the market
No warranty offered 1
Price: The cost of the Lowest price 5
4 product or service. Second in price 3
Higher price 1

RATING
Classification Range
of
Point
s
Approved to be 3.6-5.0
provider
 Suitable but with differences that are accepted Just like that
3.0-
3.5
Not suitable, does not meet the minimum requirements
1.0-2.9
(rejected)

7.1.4 Preparation of the Purchase Order

Once the supplier is selected, the Purchase Order is prepared and obtained.
authorization from the accounting director. The purchase order can be sent via
email, or it can also be done in person.

7.1.5 Product or service reception

The delivery status of the product must be verified according to the order.
requisition and the invoice, checking that the characteristics, quantities,
specifications and the prices of the items in the Requisition order are
equal to those of the invoice and the total of the two matches the same value.

In case of dissatisfaction with the product, it must be returned to the

supplier, if the parameters to receive the product are not met and it is recorded
in the supplier evaluation format.

Likewise, the status of service delivery should be verified according to the

purchase order and the invoice and issue the receipt to satisfaction, where it
check that the agreed services have been carried out satisfactorily.

7.2 SUPPLIER EVALUATION

Once the suppliers have been identified, the evaluation must be carried out.
provider upon completing one (1) year of seniority as a provider Aluaz s.a.s.
in the supplier evaluation format taking into account the criteria of
established evaluation, to ensure the assessment of all suppliers
it must be done with respect to the purchase orders placed.

Evaluation frequency: Annual

.
Note: If before the determined period (Annual), non-compliance is evidenced
supplier regarding quality should terminate the commercial relationship and
send the evaluation result.
The criteria that will be taken into account to carry out the assessment of the
suppliers are established within the supplier evaluation format
in the following way:

N CRITERION ESCAL VAL

° EVALUATION A O
ON R
Product or service that fulfills 5
With 100% of the .
established requirements 0
1 Product or service Product or service that does not 1
meets 100% of the .
established requirements 0
The products or services 5
they comply with the .
specifications and standards 0
techniques required in the contract,
or with the entirety of the
requirements demanded in the
contract.
The product or service does not 3
Techni meets the entirety of the .
ca specifications, however 5
2
it
Accepted but with
observations at the reception.
The product or service does not meet expectations. 1
with the specifications, .
terms of the contract or with 0
the required technical standards and
therefore it is not accepted.
On the established date 5
.
0
3 Delivery time
The week following the 3
date .
5
More than 1 week from the 1
established date. .
0
 RATING
OBTAINED
Classification Range
on of
Point
s

Excellent rating in the

4.0-5.0.
evaluated criteria
Acceptable rating, the supplier had
the inconveniences in the criteria Greater than or equal to
evaluated. A plan should be developed for 3.5-
improvement. 3.9
Poor rating, on several occasions
1.0-2.9
did not meet the requirements
7.3 REEVALUATION OF SUPPLIERS

The reevaluation of suppliers aims to carry out a follow-up.

after the supplier evaluation stage, continuously improving the
provision of services by suppliers, allowing for improvement of
supplier performance towards the products or services it provides to the Party
Colombian Liberal.

Reevaluation frequency: annual

To carry out the reevaluation, the following sources must be used: the requisitions of
purchase or services issued, the format of evaluation criteria and carry out a
final review with the list of suppliers to ensure that they are all evaluated.

The criteria that will be taken into account for the reevaluation of
suppliers are established in the supplier evaluation format.

N REVALUATION CRITERION SCALE VALO

° R
Product or service that 5.0
meets 100% of
the requirements.
1 Product/ service 1.0
Product or service that
does not meet 100%
of the requirements.
The products o 5.0
services comply with
Technical the specifications and
ca the technical standards
required in the contract,
or with the
2 totality of the
conditions required in
the contract.
The product or service 3.5
does not comply with the
totality of the
specifications sine
embargo is accepted
but with observations
at the reception.
The product or service 1.0
does not comply with
the
specifications,
contract conditions
or with the rules
required techniques and for
so much is not accepted
Credit greater than 30 days 5.0
3 Forma de Pago Cash on delivery 4.5
Advance payment 1.0
Excellent 5.0
Good 4.5
4 Customer service Regular 3.0
Deficient 1.0
Excellent 5.0
Reaction capacity Good 4.5
5
to problems Regular 3.0
Deficient 1.0
Deliveries made 5.0
before the deadline
established
Deliveries made on the 4.5
stipulated deadline
Deliveries made in 4.0
6 Delivery time one day after
del deadline
established
Deliveries made three 3.5
days after the deadline
established
Deliveries made on 1.0
one week from the deadline
established
 Attend in time and 5.0
file the claim or not
there are complaints
7 Response to complaints
Resolve complaint 3.0
but not in
the required deadline
It does not resolve the claim. 1.0
Find 5.0

Predisposition to many solutions

8 Find unique solution 3.0
find solutions
proactivity
No finds solutions 1.0
Complied with the legislation
in safety and health in 5.0
the work
They are presented
observations
Compliance in Aspects reiterative concerning 3.5
1
of Safety and Health in the to health and safety in
0
work the work.
No fulfilled with lo
regarding a the
1.0
safety and health in the
work and legislation.

RATING
OBTAINED
Classification Range
ón of
Point
s
Maintain the business relationship. Between 3.5 - 5.0.
Request Improvement Commitment Between 2.6 - 3.4
It should be excluded as a supplier Less than 2.5

8. ANNEXES

Supplier registration format

Supplier selection format
Supplier evaluation format
Supplier Re-evaluation Format
CHANGE CONTROL

Version
Date of Description of Solicit
No.
Approval change lake
0 05/02//2019 Original Version
1