SUPPLEMENT PRODUCT CRITERIA
Criteria for Submitting New Supplements for Approval or Placement at The Vitamin Cottage Natural Grocers
Revised 7-3-07
In order for a supplement to be submitted to Vitamin Cottage Natural Food Markets, Inc. for approval or placement in our stores the following information must be provided on the product to be submitted.
1. We must receive an actual physical sample of the product with actual product in the sample.
2. Quality Questionnaire must be filled out & sent with product sample. It must emailed and only faxed with permission. One questionnaire per brand to be submitted is needed (not one questionnaire per product).
3. You must fill out a product submittal form on which you will need to provide the following information:
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A. UPC# (s) of product submitted
B. Product Description
C. Suggested Retail Pric
D. Cost before discounts (wholesale)
E. Opening order discount % for product
F. Ongoing discount % for product
G. Return policy, expired product policy
H. Minimum dollar amount for free freight and/or any shipping minimums
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Samples should be sent to
Sherry Zimmermann
Vitamin Cottage
12612 W. Alameda Pkwy,
Lakewood, CO, 80228
Fax: 303-986-1891
Email:sherry@vitamincottage.com
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If the product contains ingredients that are not common, you must submit information on the ingredient(s).
4. If the product contains aspartame, Sucralose, colloidal silver, DHEA, hormones (i.e. DHEA, Pregnenolone, Androstenedione, Testosterone, HGH, IGF-1), EDTA, Germanium, Guarana, Phaseolamin (white kidney bean extract), artificial flavors and colors, hydrogenated/partially hydrogenated oils, talc or Acesulfame K, Sulfur Dioxide, MSG, fresh milk products from cows who have been given BGH, iron oxide, kola nut or other stimulant containing herbs, Graviola, pennyroyal or additives such as propylene glycol, polyethylene glycol, or sodium benzoate, and whole cinnamon extract in supplement form or fat-soluble fractions of cinnamon, the product should not be presented for approval because the product will not be approved.
5. Any line extensions, changes to product formulas, reinstatement of previously discontinued products etc. must be submitted as new products for consideration. They are not automatically approved.
6. For all new products approved by Vitamin Cottage, sales reps/brokers must give equal number of suggestions of products within their lines to be discontinued by Vitamin Cottage. These products can be special ordered for customers but must be removed from our shelves. Product discontinuation will be at the discretion of Vitamin Cottage.
7. If the product contains Chinese Herbs, then we will need to see third party certification for those herbs including purity assays, heavy metal tests and microbial tests. Examples are HPLC’s, Gas chromatography-Mass Spectrometry, Atomic Absorption or Thin Layer Chromatography.
8. For all fish oil products proof of heavy metal testing and/or molecular distillation must be provided in order for the product to be considered for approval.
9. If the product you are submitting is from a new company (one not carried by VC previously), you will need to submit a certificate of liability insurance for that company’s products. Certificates need to be updated annually.
10. If the product you are submitting is from a new company (one not carried by VC previously), we need to know your return and freight policies. If approved, you also will need to turn in a completed Vendor Information Form for accounts receivable.
11. The better the opening order discount for a product is the better the chance of approval of the product. If a free set is offered, this gives the best chance for approval of a product.
13. We need to know how the product is going to be marketed.
A. Is there going to be national advertising?
B. Is there co-op money available to market it in our newsletter?
C. We need to know who stocks the product in our marketplace.
14. Each product you submit must be listed on the submittal form and we must receive a full product sample.
15. We do not accept multi-level products, or products from independent distributors.
16. Ongoing discounts for a product will be passed along to the consumer resulting in a lower retail which hopefully will increase sales of the product at our stores.
17. You need to designate if the product will be sold direct or through a distributor. If it is sold through a distributor then the distributor item number and distributor for each item needs to be noted. (Natures Best or Rainbow, item code).
18. We have a 100% return policy for our customers and it is absolutely necessary to have the same from our vendors. Failure to provide a 100% customer return policy may result in non-approval of your product.
19. FAILURE TO PROVIDE A COMPLETED SUBMITTAL FORM AND/OR LIVE PRODUCT SAMPLE WILL MEAN AUTOMATIC NON-APPROVAL OF YOUR PRODUCT.
Click Here to download the Supplement Criteria Questionnaire. (Word file)
Click Here to download the Quality Addendum for Existing Vendors. (Word file)
Click Here to download the New Supplement approval Form. (Excel file)
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