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NEW VENDOR ONBOARDING

An Introduction to DPI Specialty Foods: Vendor Systems, Processes, and Policies

The contents of this presentation are proprietary and confidential. It is not intended to be duplicated or distributed to any third party without the consent of DPI Specialty Foods.

AGENDA

• DPI OVERVIEW

• SET UP PROCESS

– NEW VENDOR INFORMATION PORTAL (NVIP)

– VENDOR SET UP PROCESS

– ITEM SET UP PROCESS

• ONGOING VENDOR PROCESSES

– FINANCE VENDOR PORTAL

– DATA MANAGEMENT VENDOR PORTAL

– COST CHANGE PROCESS & POLICIES

– PROMOTION PROCESS & POLICIES

– DATA MAINTENANCE PROCESS & POLICIES

• NATIONAL VENDOR PROGRAMS

– PROGRAMS OVERVIEW

– ADMINISTRATIVE EFFICIENCIES ALLOWANCE

– MARKETING SOLUTIONS

• APPENDIX

DPI SPECIALTY FOODS

OVERVIEW


DPI SPECIALTY FOODS OVERVIEW

DPI Specialty Foods is a sales, marketing and logistics provider

with a range of over 40,000 items in all temperature ranges. DPI provides sales and services to

national retailers, regional retailers, independent operators

and foodservice providers through 4 retail distribution centers

strategically located across the United States.

We are a specialty distributor that is both national in

scope and regional in service

Facilities:

241,000 total square feet (37k freezer, 74k refrigerator, 130k dry)

Categories:Imported and domestic cheese, prepared meats, specialty dry goods, ethnic foods, crackers and confections, bakery goods, prepared foods, entrees, soups, specialty service items, natural, organic, and general merchandise.

Leadership Team:Allen Sabry – VP of Sales & Mktg

Gerald Brown – GM of Ops

Rick Pitts– CFO

MID ATLANTIC

INTERMOUNTAIN WEST

Facilities:

Northwest: 250,000 total square feet (30k freezer, 90k refrigerator, 130k dry) Rocky Mountain: 130,000 total square feet(15k freezer, 30k refrigerator, 85k dry)

Categories:Imported and domestic cheese, prepared meats, specialty dry goods, ethnic foods, crackers and confections, bakery goods, prepared foods, entrees, soups and specialty service items.

Leadership Team:Frank Bussemeier – VP of Sales & Mktg

Vaughn Sharp- GM of Ops

Gary Elings – CFO

Facilities:

364,000 total square feet (69k freezer, 95k refrigerator, 200k dry)

Categories:Imported and domestic cheese, prepared meats, specialty dry goods, ethnic foods, crackers and confections, bakery goods, prepared foods, entrees, soups, specialty service items, natural, organic, and general merchandise.

Leadership Team:Alan Stock – VP of Sales & Mktg

Jeff Mejia - GM of Ops

Gary Elings – CFO

WEST


DPI SPECIALTY FOODS OVERVIEW

Key Vendor Contacts

Jessica TruhanVendor Relations Manager

[email protected]

Sue BargstenVendor Relations Manager

[email protected]

Brad AlbaughMarketing Manager

[email protected]

WEST DIVISION

601 Rockefeller Ave.Ontario, CA 91761

(909) 975-1019

VENDOR RELATION LEAD:

INTERMOUNTAIN WEST DIVISION

12360 S.W. Leveton Dr.Tualatin, OR 97062

(503) 692-0662


8125 East 88th AvenueHenderson, CO 80640

(303) 301-1226

Northwest Rocky Mountain

1000 Prince Georges Blvd.Upper Marlboro, MD 20774

(301) 430-2200


MID ATLANTIC DIVISION

NATIONAL VENDOR RELATIONS

Beth HaleyVP of National Vendor Relations

[email protected]

David RotheDirector of National Vendor [email protected]

Gail BalcomVendor Relations Manager

[email protected]

Satoko HigashinoVendor Relations Specialist

[email protected]

Crystal Stengel-MooreVendor Relations Specialist

[email protected]

mailto:[email protected]








VENDOR AND ITEM SET UP

PROCESS & POLICIES

VENDOR SET UP


VENDOR SET UP PROCESS

Initiates Set Up

Based on

Customer Need

DP

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VE

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Sends Vendor

Welcome Letter

with NVIP

Instructions

Registers in

NVIP and

Requests Login

Validate Request

– Approval /

Denial Sent to

Vendor

Once Approved – Login

to NVIP and Complete

all Sections & Upload

Required Documents

Validate Vendor

Data – Request

Missing Info

Evaluate Non-Standard

Submissions &

Respond to Vendor

Non-Standard

Submissions

Review

Non-Standard

Submissions

Review

Complete Vendor

Set Up

Notify MDM of

Approval to Set

Up Vendor

Submit Approved

Signed Vendor

Agreement

Send Counter-

Signed Vendor

Agreement to

Vendor

Vendor is Now

Active / Approved

Vendor set up submissions that are outside our standard

requirements will result in additional set up time.

Confirm Vendor

Meets

Requirements(Food Safety, Insurance)

Submit

Updated

Documents

As Needed


NEW VENDOR INFORMATION PORTAL (NVIP)

All approved new vendors are to submit information via the NVIP.

This is a restricted portal and requires login username and password

To request login credentials:• https://nvip.dpispecialtyfoods.com/login• Click “New Vendor? Register here”

Fill in all registration fields completely and indicate the DPI Contact and Customer who have directed you to

initiate vendor set up.

Incomplete or inaccurate information may cause your

credential request to be denied

https://nvip.dpispecialtyfoods.com/login


NEW VENDOR INFORMATION PORTAL (NVIP)

Average vendor set up timeline is 15 days. This is assuming all data enteredis complete and accurate, required documents are uploaded, and digital signature of DPI Vendor Agreement is submitted.

* Vendor set ups requiring additional follow up due to missing documents or unsigned Vendor Agreement will extend this timeline to an average of 35 to 45 days.

Information collected via NVIP includes:

General Vendor Information Accounting Information Procurement Information Food Safety Information Broker Information Portal Authorization Document Uploads

W9 Certificate of Insurance HACCP Plan Food Safety Audit Certificate

(including score, findings, and corrective actions)

DPI Vendor Agreement – Terms & Conditions Reference appendix for

- Vendor Setup Checklist- NVIP Tutorial- COI Example- DPI Vendor Agreement- Food Safety Requirements- New Vendor FAQ

ITEM SET UP


ITEM SET UP PROCESS

Initiates Set Up

Based on

Customer Need

DP

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MD

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MDM Sends New

Item Form / Set

Up Requirements

to Vendor

Complete and

Submit Item Form,

Price List, & Spec

Sheets

Validate Item

Data – Request

Missing Info

Complete Item

Set Up

Review Item

Detail

Notify

Stakeholders

Submit to DPI

Buyer for

Approval

Deny Approve

Generate Initial

PO

Concurrent with new vendor set up (and as new items are added to your DPI assortment), the MDM group will work with you to complete the item set up process

Incomplete or inaccurate item information will

delay set up.


NEW ITEM FORM (NIF)

• Two-page PDF document

• Document captures general information related to vendor, broker, shipping, costing, and item detail

• NIF form is limited to only one brand, category or item type per page

Reference appendix for - New Item Form (NIF)- NIF Tutorial- New Item FAQ


NEW ITEM FORM (NIF)

Contact Information

Categorization

• Section 1 Captures General Information Related to the New Items(s)

Freight & Product Cost Basis


NEW ITEM FORM (NIF)

• Section 2 Captures Item Specific Information (one item per line)

Brand

Description

UPC/EAN/GTIN information(GTIN required for Kroger)

Master Pack / Case Pack

Unit Size

Item Cost (master/case/unit)

Vendor Item Number

Line Priced UPC (if applicable)

Country / State of Origin

FDA Package Type

Claimed Attributes (natural, organic, GF, Kosher)

Spoils Allowance

Freight Allowance

DOT Regulated?

Does Item Have MSDS?


NEW ITEM FORM (NIF)

• Section 2 Captures Item Specific Information (one item per line) – continued

Ti x Hi, Cases per Pallet, Cube

Case Weight (gross/net)

Dimensions (master/case/unit)

Shelf Life

Date Code Detail

Additional Detail for Cheese Items

Additional Detail for CRV/Bottle Items


NEW ITEM FORM (NIF)

• Section 3 Captures Allergens, Additional Comments, and Vendor Signature authorizing information is complete and accurate

The following is to submitted with all New Item FormsPrice ListProduct Spec SheetsSamples and/or Pictures of ProductNutritional InformationAllergen Information

Kosher CertificateOrganic CertificateMaterials Safety Data Sheet

ONGOING VENDOR PROCESSES

Post Set Up

VENDOR PORTALS


FINANCE and DATA MANAGEMENT VENDOR PORTAL

https://isupplier.dpispecialtyfoods.com

DPI iSupplier Vendor Portal provides access to both the Finance and Data Management Interface

Vendor Name:

Applicable DBA:

Tax ID Number:

Who will be using the portal?

Section 1: Vendor

Should user have access to the Data Management Portal?:

Should user have access to the Finance Data Portal?:

Name:

Phone Number:

Email Address (for notifications):

Section 2: Vendor (optional)



Name:

Phone Number:


Broker Name:



Name:

Phone Number:


Broker Name:



Name:

Phone Number:


Broker Name:



Name:

Phone Number:


Vendor Signature: Date:

Section 5: DPI West Broker

Section 6: Authorizations

By signing this form you agree to the following with respect to the DPI Vendor Portal and materials available therein (collectively, the "Portal"):

(i) You and your Authorized Users (e.g. vendor, company, corporation, partnership, broker, etc.) are granted a nonexclusive, nontransferable, l imited right to

access and use for research and item set up purposes the information made available to you through the Portal.

(i i) Your use of the Portal is at your own risk. Although DPI attempts to maintain the accuracy of information on the Portal, DPI does not warrant that all

information on the Portal is accurate. If you determine that any information is inaccurate, advise DPI at once. DPI will not be responsible for any mistakes

found on the Portal, other than to correct any mistakes confirmed by DPI to exist in accordance with DPI's normal policies. In no event will you be entitled to

damages as a result of the appearance of incorrect information within the Portal

(i i i) DPI is not accountable or responsible for any information that has been misused after a vendor has distributed account access information. In the case

you use a broker, you acknowledge and agree that granting access to your designated broker(s) will allow them to view pricing, payment information,

bil lbacks and other finance information across all divisions (i.e. West, Northwest, Rocky Mountain, etc.).

(iv) You shall not attempt to circumvent any security measures of the Portal. Without l imiting the general prohibition against circumvention

of security, you shall not attempt to view information within the portal relating to accounts of other vendors.

GENERAL TERMS & CONDITIONS FOR USE OF THE DPI VENDOR PORTAL

Vendor Portal Authorization Form

Section 4: DPI Rocky Mountain Broker

Section 3: DPI Northwest Broker

Please submit form to: [email protected]

Vendor only Both - Vendor and Broker(s)

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes NoYes No

Yes No

Yes No

Yes No

Yes No

Yes No

User Name and Password can be obtained by submitting a completed DPI Portal Authorization Form to [email protected]

Reference appendix for - DPI Portal Authorization Form- DPI Portal Authorization Change Form- DPI Portal FAQ

https://isupplier.dpispecialtyfoods.com/



FINANCE and DATA MANAGEMENT VENDOR PORTAL

DPI VENDOR PORTAL

FINANCE PORTAL

DATA PORTAL

Research Order and Payment

Detail

Manage Data Submissions

to DPI

One login access


FINANCE PORTAL

• Vendor Finance Portal provides access to order and payables detail

Purchase OrderEntered InvoicesPaymentDeductions

Audited InvoicesReceiving Billbacks

• Additional information and instruction on how to use the finance portalis available in the DPI Vendor Portal – Finance Manual Reference appendix for

- Finance Portal Manual

COST CHANGES


COST CHANGE PROCESS

Initiates Cost

Change via DPI

Vendor Portal –

Data ManagementVE

ND

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DP

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Email impacted

Division Buyers

Cost Change Letter

Supporting Docs,

Updated Cost List

Validate Cost

Change

Submission and

Request Approval

from Buyer

Complete Cost

Change

Review Cost

Change Detail

Notify

Stakeholders

Deny

Approve

CU

ST

OM

ER

Review Cost

Change Detail

Deny

Approve

Vendor to

Decision:

- Rescind

- Cost Protection

- Discontinue

Address DPI Denial

with Procurement and

Resubmit if needed

• Incorrect Dates• Inconsistency of Cost and UOM• Price Bracket – Incorrect Default Cost• Price Bracket – Incorrect Bracket Ranges• Inconsistency of Cost and Pack Size• Missing Price List or Cost Change Letter

• Duplicate Submission• Submission for Inactive Org• Submission for Inactive Item• Incorrect New Cost• Conflicts with Previously Submitted

Promotion

COMMON REASONS FOR COST CHANGE DENIALS


COST CHANGE POLICY

• Cost changes are to be submitted via Vendor Data Management Web Portal and should not conflict with previously submitted promotions.

• All submissions must include:

– Cost change letter with specific factors driving the change

– supporting documentation (e.g. market changes tied to ingredients, packaging, etc.)

– updated Standard Cost List reflecting the new cost and effective date for all available products.

• Non-Commodity based cost changes are to be submitted in accordance with the DPI Cost Change Calendar. No change will be accepted with an effective date duringNovember and December.

• If a customer refuses to accept a vendor submitted cost change, vendor shall determine whether they will:

1. Rescind the cost change

2. Provide a bill back to cover the cost difference for that customer(s), or

3. Discontinue distribution of their product to that customer(s) Reference appendix for - Cost Change Calendar


DATA MANAGEMENT PORTAL – COST CHANGE

1. DPI Vendor Number2. Vendor Name, Tax ID, and

Contact3. New Effective Date (Order)

4. Comments5. Shipping (FOB / PPD)6. Contact Phone7. Organization (All or by Div)

8. Number of Items to Display9. Search10. Item Display

Items in BOLD require data entry/actionReference appendix for - Cost Change Portal Manual


DATA MANAGEMENT PORTAL – COST CHANGE

Product detail will populate below vendor header

If Pricing varies by division, each will have

a separate line

There is the ability to load bracket

pricing if needed

Enter new cost and % change will auto populate

You may submit data once confirmed

complete / accurate.

DO NOT FORGET TO SUBMIT:• Cost Change Letter• Supporting Documentation• Updated Standard Cost List

PROMOTIONS


PROMOTIONS

Reference appendix for - Promo Contract Due Dates- Sample Promo Form

Negotiate Vendor

Promotion

DP

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CU

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Negotiate Vendor

Promotion

Send uVPF to

Vendor

Complete All

Fields on uVPFSubmit uVPF

Validate Form is

Complete/

Accurate

Create Internal

CDM Form to Meet

Specific Customer

Requirements

Communicate Deals

to DPI Sales and

Customers

Execute

Promotion

Execute

Promotion

Off-Invoices (OI) Promotions: [email protected]

Customer Specific Billback (BB) Promotions:

Kroger Promotions: [email protected] (All Kroger Banners)

Non-Kroger Customers are to be sent to the appropriate division(s)

• [email protected] (Northwest Division Customers)

• [email protected] (Rocky Mountain Division Customers)

• [email protected] (West Division Customers)

• [email protected] (Mid Atlantic Division Customers)

PR

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PROMOTIONS

• Negotiate promotional allowances with DPI Sales & Marketing / Vendor Relations contact

• Promotions are to be submitted using the current uVPF (Unit Vendor Promotion Form)

Vendor Contact /

promo authorization

General Promo Detail

Button will auto send promo detail to all respective

DPI Inboxes

Item Specific Promo Detail

(by unit)

Item Tab provides all vendor items and detail


ITEM / VENDOR MAINTENANCE

• Notify DPI Buyer of all Item / Vendor / Broker Changes

• Buyers Will Direct Changes to Appropriate DPI Departments

• You May Be Contacted for Additional Information / Documents Based on the Requested Change

ITEM CHANGE VENDOR CHANGE BROKER CHANGE

REQUIREDDOCUMENTS

• Change Request Letter

• Item Spec Sheet

• Price List

• Change Request Letter

• Additional Docsbased on type of change

• Change RequestLetter

• Broker Authorization Form

NATIONAL VENDOR PROGRAMS



•Customized

•Collaborative approach to customer

•Preferred supplier status

•Targeted growth strategy

STRATEGIC SUPPLIER

•Access to local marketing at a savings

•Select from a menu of components

•National approach with regional flavor

MARKETING SOLUTIONS

•All admin expenses covered by one allowance

•Reduce the amount/frequency of fees

•Simplify the business

ADMINSTRATIVE EFFICIENCIES ALLOWANCE

Value for all

parties

increases as

partnership

level

increases



Administrative Efficiencies Allowance (AEA)



Marketing Solutions Program


NATIONAL VENDOR PROGRAM

Interested in joining a National Vendor Program?

APPENDIX


APPENDIX CONTENT

Appendix documents may be accessed through this link: http://www.dpispecialtyfoods.com/vendor-onboarding/

1. VENDOR SET UP CHECKLIST

2. NVIP TUTORIAL

3. SAMPLE: CERTIFICATE OF LIABILITY INSURANCE FORM W/ MIN COVERAGE

4. DPI VENDOR AGREEMENT

5. FOOD SAFETY REQUIREMENTS

6. NEW VENDOR FAQ

7. NEW ITEM INFORMATION FORM (NIF)

8. NEW ITEM TUTORIAL

9. NEW ITEM FAQS

10. DPI PORTAL AUTHORIZATION FORM

11. DPI PORTAL CHANGE AUTHORIZATION FORM

12. DPI VENDOR PORTAL FAQ

13. DPI VENDOR PORTAL – FINANCE MANUAL

14. COST CHANGE CALENDAR

15. DPI VENDOR PORTAL – COST CHANGE MANUAL

16. PROMOTION DUE DATES

17. SAMPLE: PROMOTION SUBMISSION FORM

18. PROMOTION FAQS

Additional supplier forms are available on the DPI supplier forms web page:

http://www.dpispecialtyfoods.com/supplier-forms/

http://www.dpispecialtyfoods.com/vendor-onboarding/

http://www.dpispecialtyfoods.com/supplier-forms/