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SOP-SOURCE-01: Ingredient Sourcing & Control

Version: 1.2 DRAFT
Effective Date: [Pre-launch]
Owner: Founder (Phase A) / Operations Lead (Phase B)
Review Cycle: Quarterly

1. PURPOSE & SCOPE

1.1 Purpose

This SOP establishes the end-to-end system for sourcing, receiving, and controlling all ingredients used in Protocol Raw production. The goal is to ensure:

  1. Consistent supply - Ingredients available when needed, buffer stock maintained
  2. Quality assurance - All ingredients meet specification before use
  3. Safety control - Upstream pathogen gates prevent contaminated inputs from reaching production
  4. Full traceability - Every ingredient lot traceable from supplier to finished batch

1.2 Scope

In Scope: - Supplier discovery, qualification, and onboarding - Ordering and delivery scheduling - Goods-in inspection for all ingredient categories - Poultry clearance gate (Salmonella screening) - Ingredient storage and segregation - Lot traceability and record keeping - Supplier performance management

Out of Scope: - Packaging materials (trays, labels, film) - separate procurement process - Functional Preblend preparation (covered in Manufacturing Playbook) - Production processing (covered in SOP-LAB-01 Batch Lifecycle) - Finished batch testing (covered in SOP-LAB-01)

1.3 Ingredient Categories

Category % of Formula Ingredients Risk Level
Poultry 40.1% Chicken frames, skin, gizzards (arrives pre-ground from supplier) HIGH (Salmonella)
Beef 49.1% Heart, trim, tripe, kidney, spleen, liver MEDIUM
Eggs & Oils 3.6% Pasteurised egg, fish oil, flaxseed oil LOW
Functional Preblend 7.2% Anchors (kelp, oyster, mussel), fibre, CLO LOW (COA-controlled)

1.4 Key Principles

  1. Only CLEARED poultry enters the production mix - Upstream Salmonella gate is mandatory; no exceptions. Poultry is not ground in-house (arrives pre-ground from supplier) and is added at the mixer stage
  2. Lot integrity - One ingredient lot per batch where practical; no commingling
  3. Buffer-first - Maintain sufficient cleared stock to decouple production from supplier/lab timing
  4. Supplier accountability - Clear specs, clear consequences for non-compliance
  5. Records enable traceability - If it's not recorded, it didn't happen

1.5 Preferred Sourcing Model

Preferred: Single pet food ingredient specialist

The simplest and preferred approach is to source all meat and organ ingredients from a single pet food ingredient specialist - a supplier who already serves the UK raw pet food manufacturing sector.

Why this is preferred: - One supplier relationship to manage instead of 3-4 - Combined deliveries (poultry + beef on same truck, same day) - They understand raw pet food requirements (Category 3 ABP, green tripe, bone-in mince specs) - MOQs and delivery schedules suited to our volumes - Single point of contact for orders and issues - May already have pathogen testing protocols in place - Simplified traceability (fewer supplier lot codes to track)

What to look for: - Can supply full ingredient list: chicken frames, skin, gizzards, beef heart, trim, tripe, kidney/spleen, liver - Frozen format, temperature-controlled delivery - Clear lot coding and traceability - Returns/credit policy for quality issues - Ideally: already supplies other raw pet food brands at similar scale

Fallback: Multi-supplier approach

If no single supplier can meet all requirements, or if pricing/quality is significantly better through specialists, the multi-supplier model applies: - Poultry specialist (frames, skin, gizzards) - Beef specialist or wholesale butcher (heart, trim, organs) - Tripe specialist (if not available from beef supplier)

The rest of this SOP covers both models - the procedures are the same regardless of how many suppliers you use.

2. SUPPLIER QUALIFICATION

2.1 Supplier Discovery

Priority 1: Pet food ingredient specialists (preferred)

Start by identifying suppliers who already serve the UK raw pet food manufacturing sector. These are the most likely to offer a single-source solution.

Identified candidate: Nature's Pet Products (naturespetproducts.co.uk) - UK Pet Food member, DEFRA approved - Positions as wholesale raw pet food ingredient supplier to UK manufacturers - Can source wide range of proteins/specs - Likely a distributor/aggregator rather than primary processor (common model) - Status: To be qualified per Section 2.2-2.3

Other candidates to evaluate:

Supplier Type Location Notes
Leo Group (Omega Proteins Halifax) Processor Halifax One of UK's largest pet food ingredient suppliers. Has dedicated raw pet food operation. ISO 9001 accredited. More industrial scale - may have higher MOQs. UK Pet Food member.
TPMS Animal Feeds Manufacturer/wholesaler Redditch DEFRA approved (17/435/8007/ABP/PET). Manufactures and supplies raw pet food ingredients. Supplies tripe, mince, chicken, heart, liver. West Midlands based with UK-wide delivery via temperature-controlled vans.
Meatex B2B marketplace UK-wide Connects buyers with suppliers of frozen meat, offal, bones, mince. More of a sourcing platform than single supplier - useful for finding alternatives.

How to find additional candidates: - Search: "raw pet food ingredients wholesale UK", "pet food meat supplier UK" - Trade directories: Pet Food Manufacturers Association (PFMA) supplier lists, UK Pet Food member directory - Trade shows: PATS, London Vet Show (check exhibitor lists) - Ask co-packers: During Phase B discovery, ask who they source from - Competitor research: LinkedIn connections, Companies House filings, supplier acknowledgments

Key questions for pet food ingredient specialists:

Product & Volume: 1. Can you supply our full ingredient list? (chicken frames, skin, gizzards, beef heart, trim, tripe, kidney/spleen, liver) 2. Can you reliably supply our exact specs week-to-week at ~900 kg/week? (frames/skin/gizzards ratios, 60/40 trim, green tripe, kidney/spleen blend) 3. What are MOQs at our volume (~400 kg poultry, ~500 kg beef per week)?

Lot Discipline & Traceability (critical for distributors/aggregators): 4. For frames/skin/gizzards: is each box/bag a single production lot, or is there commingling? 5. Can you provide pack date + producer lot code + establishment ID (where applicable) per box? 6. Do lot codes trace back to the actual producer, or only to your internal batch?

Delivery Flexibility (for 1 pack = 1 batch model): 7. Can you do two deliveries/week of ~200-210 kg poultry each? 8. If you prefer one drop/week, can you supply poultry physically segregated so we can create two distinct Poultry Packs without mixing lots?

Quality & Testing: 9. Do any of your current customers do batch-level Salmonella testing? How do you typically handle positive results? 10. If our UKAS Salmonella screen returns "Detected", what is your credit/collection process? (Request in writing)

Cold Chain: 11. What are your delivery temperature controls? 12. Will you accept our goods-in criteria and logging (IR + between-pack probe + photos)?

Priority 2: Specialist suppliers (fallback)

If no single supplier works, approach category specialists:

Supplier Type Good For How to Find
Poultry processors Frames, skin, gizzards Direct approach to UK processors
Wholesale butchers Beef cuts, organs Smithfield Market, regional wholesale markets
Tripe specialists Green beef tripe Pet food trade, direct to processors
Abattoirs Direct beef sourcing APHA approved premises list

Priority 3: Ancillary ingredients

These are typically sourced separately regardless of meat supplier:

Supplier Type Good For How to Find
Egg suppliers Pasteurised liquid egg Food service distributors
Oil importers Fish oil, CLO Pet food / aquaculture trade, supplement suppliers
Blender/packers Functional Preblend See below

Functional Preblend supplier candidates:

Your Functional Preblend contains kelp (iodine anchor), oyster powder (zinc anchor), mussel powder (manganese anchor), cod liver oil (vitamin D anchor), plus nutritional yeast, pumpkin/carrot fibre, psyllium, and sunflower seed meal. You need a blender who can: - Source COA-controlled anchor ingredients - Blend to your exact spec - Provide batch-dose units (35-36 kg per 500 kg production batch) - Provide COA pack tracing anchor ingredient lot codes

Supplier Type Location Notes
Premier Nutrition Custom premix blender UK (Rugeley, Staffs) UK Pet Food member. Supplies bespoke premixes to pet food manufacturers. Has pet-specific nutritionist team. Independently recommended formulations. Worth asking about MOQs for small-batch custom blends.
Trouw Nutrition Custom premix blender UK (Ashbourne, Derbyshire) Dedicated UK premix & blend facility. Part of Nutreco. Custom formulates vitamin/mineral premixes. May have higher MOQs - more suited to larger manufacturers.
Cargill Animal Nutrition Custom premix blender UK (Dalton) Offers premixes, minerals, specialities and supplements for pet food. Global scale - may have MOQ concerns for Phase A volumes.
Prinova Ingredient supplier & blender UK presence UK Pet Food member. Offers vitamins, amino acids, antioxidants, additives. Custom premix capability.

Questions for preblend suppliers: 1. Can you source kelp meal, oyster powder, mussel powder, and cod liver oil with COAs for the relevant nutrient (iodine, zinc, manganese, vitamin D)? 2. Can you blend a custom formula to our exact spec? 3. What's your MOQ for batch-dose units (~35 kg each)? 4. Can you provide COA packs showing anchor ingredient lot codes and assay values for each preblend batch? 5. What's your lead time from order to delivery? 6. Can you adjust the formula if anchor ingredient potency varies (e.g., kelp iodine is lower than expected)?

Phase A alternative: In Phase A, you're preparing the Functional Preblend in-house using precision scales. This means you need to source the individual anchor ingredients directly (kelp, oyster powder, mussel powder, CLO) with COAs from supplement/ingredient suppliers, rather than using a blender. The blender route becomes relevant for Phase B when you want batch-dose units supplied ready to add.

Initial outreach questions (all suppliers): 1. Can you supply [ingredient list] in frozen format? 2. What are your minimum order quantities? 3. What's your delivery lead time and schedule? 4. Can you provide lot codes and traceability per delivery? 5. Do you supply other raw pet food manufacturers? 6. What's your returns/credit policy for quality issues?

2.2 Supplier Qualification Checklist

Before placing first order, confirm:

Requirement Poultry Beef Eggs/Oils Preblend
APHA/DEFRA registered or approved ✓ ✓ ✓ ✓
Can provide lot codes per delivery ✓ ✓ ✓ ✓
Can provide pack dates ✓ ✓ ✓ ✓
Frozen format available ✓ ✓ — —
Temperature-controlled delivery ✓ ✓ ✓ —
Returns policy documented ✓ ✓ ✓ ✓
COA capability (where required) — — Fish oil All
Credit terms acceptable ✓ ✓ ✓ ✓
MOQ fits our volume ✓ ✓ ✓ ✓

For poultry suppliers specifically:

Requirement Question to Ask
Combined delivery Can you ship frames, skin, and gizzards together?
No commingling Is each box/bag a single production lot?
Consistent sets Can you supply these as a consistent "set" week-to-week?
Positive lot policy If a lot tests positive for Salmonella, what's the credit/return process?

2.3 Supplier Onboarding

Steps:

  1. Initial contact - Send enquiry with key questions from Section 2.1
  2. Request samples - Small quantity for inspection and (for poultry) initial Salmonella screen
  3. Review paperwork - Confirm lot code format, delivery note format, any COAs
  4. Verify traceability depth - For distributors/aggregators, confirm lot codes trace to producer level, not just distributor batch
  5. Agree commercial terms - Pricing, payment terms, MOQs, delivery schedule, returns policy (get positive-result credit policy in writing)
  6. Document in Supplier Register - See Section 10.1
  7. Place trial order - First full order, with enhanced inspection
  8. Review after 3-6 deliveries - Confirm consistent quality before moving from Probation to Active

Distributor/aggregator due diligence:

Many pet food ingredient suppliers are distributors who source from a network of producers rather than processing themselves. This is a legitimate and common model, but requires additional verification:

  • Confirm lot codes trace back to producer (establishment ID, production date), not just distributor's internal batch
  • Understand their supplier qualification process - how do they vet their upstream sources?
  • Ask: if there's a quality issue, can they identify which producer lot was affected?
  • Request a sample delivery note and lot code format before committing to trial orders

2.4 Approved Supplier Register

Maintain a register with:

Field Purpose
Supplier name Identification
Contact details Ordering, issues
Ingredients supplied What they provide
APHA/registration number Compliance verification
Qualification date When approved
Status Active / Probation / Suspended / Terminated
Performance score Quarterly rating
Notes Issues, strengths, history

Status definitions: - Active - Fully qualified, routine ordering - Probation - New supplier or recovering from issue; enhanced inspection - Suspended - Quality issue under investigation; no orders - Terminated - Relationship ended; do not use

3. ORDERING & DELIVERY SCHEDULING

3.1 Demand Planning

Production model: Weekend manufacturing (Saturday/Sunday), with weekdays reserved for business operations, supplier management, and customer acquisition.

Phase A volumes (250-300 customers, 2 batches/week):

All figures per Production Master Spec v2.6

Ingredient % Per Batch (500kg) Weekly Need (2 batches) Monthly Need (8 batches)
Poultry total 40.1% 200.5 kg 401 kg 1,604 kg
— Chicken frames (bone-in) 23.0% 115.0 kg 230 kg 920 kg
— Chicken skin 10.1% 50.5 kg 101 kg 404 kg
— Chicken gizzards 7.0% 35.0 kg 70 kg 280 kg
Beef total 49.1% 245.5 kg 491 kg 1,964 kg
— Beef heart 19.9% 99.5 kg 199 kg 796 kg
— Beef trim (60/40) 16.2% 81.0 kg 162 kg 648 kg
— Green beef tripe 4.3% 21.5 kg 43 kg 172 kg
— Beef kidney/spleen (75/25) 6.0% 30.0 kg 60 kg 240 kg
— Beef liver 2.7% 13.5 kg 27 kg 108 kg
Eggs 2.7% 13.5 kg 27 kg 108 kg
Oils (fish + flax) 0.9% 4.5 kg 9 kg 36 kg
Functional Preblend 7.2% 36.0 kg 72 kg 288 kg

Monthly output: - 8 batches × 500 kg = 4,000 kg finished product - At 12 kg average box size = ~333 customer boxes/month

3.2 Buffer Targets

Minimum stock levels (CLEARED/ready to use):

Category Buffer Target Rationale
Poultry (CLEARED) 14 calendar days (~800 kg) Lab TAT (10-14 days) + safety margin
Beef 14 calendar days (~1,000 kg) Delivery reliability buffer
Eggs 7 calendar days (~30 kg) Shorter shelf life
Oils 28 calendar days (~40 kg) Long shelf life, small volume
Functional Preblend 28 calendar days (~300 kg) Long lead time from blender

Buffer calculation note: All buffers are calculated in calendar days (not business days) to account for weekends, bank holidays, and lab processing delays.

3.3 Order Triggers

Place order when:

Ingredient Order Trigger Order Quantity
Poultry CLEARED buffer < 570 kg (~10 calendar days) 400-420 kg
Beef Stock < 700 kg (~10 calendar days) 500-600 kg
Eggs Stock < 20 kg (~5 calendar days) 30 kg
Fish oil Stock < 30 kg (~3 weeks) 20 kg
Functional Preblend Stock < 150 kg (~2 weeks) 150-200 kg

3.4 Ordering Process

Weekly (every Monday):

  1. Check current stock levels (physical count or log review)
  2. Compare to buffer targets
  3. Identify orders needed
  4. Place orders (email or supplier portal)
  5. Confirm delivery dates
  6. Update order log

Order confirmation must include: - PO number (your reference) - Ingredients and quantities - Required delivery date - Delivery address - Expected price

3.5 Delivery Schedule

Production model: Weekend manufacturing (Saturday/Sunday)

Preferred delivery days: Tuesday, Wednesday, or Thursday

Why mid-week: - Allows time for goods-in inspection and sampling before weekend - Labs receive samples with full working week ahead (avoids Friday submissions sitting over weekend) - Avoids Monday (post-weekend courier issues) and Friday (limited time before weekend) - Founder is available on weekdays to receive and inspect deliveries

Note: Because production always draws from CLEARED buffer (not fresh deliveries), the exact delivery day is flexible. The key constraint is ensuring deliveries arrive, get sampled, and samples reach the lab during the working week.

Communicate to suppliers: - Preferred delivery days (Tue-Thu) - Delivery time window (e.g., 9am-3pm) - Contact number for driver issues - Unattended delivery: not accepted (must sign and inspect)

4. GOODS-IN: GENERAL PROCEDURES

4.1 Applies to All Ingredients

Every delivery, regardless of ingredient type:

  1. Verify delivery matches order
  2. Correct supplier
  3. Correct ingredients
  4. Correct quantities (within ±10% tolerance)

  5. Delivery note present

  6. Check packaging integrity

  7. No tears, punctures, or leaks
  8. Boxes/bags sealed

  9. No evidence of tampering

  10. Temperature check (frozen products)

  11. See Section 4.3 for measurement method
  12. Target: ≤ -15°C
  13. Accept: ≤ -12°C and product frozen solid

  14. Reject: > -10°C or evidence of thaw/refreeze

  15. Temperature check (chilled products)

  16. Probe between packs or IR surface
  17. Accept: 0-5°C

  18. Reject: > 7°C

  19. Record lot codes

  20. Every ingredient must have a traceable lot/batch code
  21. Record on goods-in log

  22. Photograph labels

  23. Assign internal lot reference

  24. Format varies by category (see sections below)

  25. Links supplier lot to our records

  26. Store appropriately

  27. Correct temperature zone
  28. FIFO arrangement (new stock behind old)
  29. Clear labelling

4.2 Goods-In Log

Record for every delivery:

Field Example
Date received 2026-03-15
Supplier ABC Poultry Ltd
Delivery note # DN-12345
PO reference PO-2026-042
Ingredients received Frames, skin, gizzards
Quantities (kg) 115, 50.5, 35
Supplier lot codes F-8834, S-2291, G-0472
Temperature measurement method IR surface + between-pack probe
Temperature readings (°C) Surface: -16, Between-pack: -14
Packaging condition OK
Visual inspection Pass
Internal lot assigned P-2026-001
Received by [Name]
Notes —

4.3 Temperature Measurement Method (Frozen Products)

Equipment: - Infrared (IR) thermometer for surface readings - Probe thermometer for between-pack readings

Procedure:

  1. IR surface scan:
  2. Scan surface of 3-5 boxes/bags across the delivery

  3. Record readings

  4. Between-pack probe:

  5. Insert probe between two frozen packs (no puncture required)
  6. Hold for 30 seconds until stable

  7. Record reading

  8. Visual assessment:

  9. Product should be frozen solid (no soft spots)
  10. No ice crystals inside packaging (indicates thaw/refreeze)
  11. No pooled liquid or blood

Accept/Reject criteria:

Condition Decision
Surface ≤ -15°C, between-pack ≤ -12°C, frozen solid, no thaw evidence ACCEPT
Surface -10°C to -15°C, between-pack -8°C to -12°C, frozen solid, no thaw evidence ACCEPT WITH NOTE
Surface > -10°C OR between-pack > -8°C REJECT
Any evidence of thaw/refreeze (soft spots, ice crystals, pooled liquid) REJECT

"Accept with note" controls: - Record the specific temperature readings and reason for acceptance - Notify supplier by email within 24 hours (document the temperature excursion) - Maximum 2 "Accept with note" deliveries per supplier per quarter - Third occurrence within a quarter triggers formal supplier review and potential probation - Track all "Accept with note" occurrences in Supplier Scorecard

4.4 Rejection and Hold Criteria (All Ingredients)

Reject and return if:

Issue Action
Temperature abuse (see 4.3) REJECT entire delivery
Packaging damage with product exposure REJECT affected items
Evidence of thaw/refreeze REJECT affected items
Off-odour or visible contamination REJECT affected items
Wrong product delivered REJECT and reorder
Quantity significantly short (>10%) Accept partial, reorder shortfall

Hold (do not reject, do not use) if:

Issue Action
Missing lot codes HOLD - contact supplier for paperwork within 24 hours
Unclear or illegible lot codes HOLD - contact supplier for clarification within 24 hours
Missing delivery note HOLD - contact supplier for paperwork within 24 hours
COA missing (where required) HOLD - contact supplier for COA within 24 hours

HOLD status: - Apply yellow "HOLD - PAPERWORK" label - Segregate from CLEARED and NOT CLEARED stock - Do not use until paperwork resolved - If not resolved within 48 hours, escalate to REJECT - Record hold reason and resolution in Goods-In Log

Document all rejections and holds: - Photo of issue - Notify supplier same day (phone + email) - Request credit/replacement (for rejections) or paperwork (for holds) - Record in supplier file

5. POULTRY: CLEARANCE GATE

5.1 Why Poultry Has a Separate Gate

Poultry carries higher Salmonella risk than other ingredients due to the nature of poultry processing and handling. This is well-established in food safety literature and regulatory guidance.

The upstream Salmonella screen catches contamination before you've invested in a full finished batch.

Cost comparison: - Upstream poultry test: ~£100-150 - Destroyed finished batch: ~£2,500+ (ingredients, labour, packaging, lab fees, delay)

5.2 The Poultry Pack Concept

A Poultry Pack is the internal poultry lot unit used for clearance. It is typically one delivery, but may be a defined subset of a delivery when required to maintain the 1 pack = 1 batch model. Each Pack must be physically segregated and sampled separately.

Poultry Pack P-2026-001
├── Frames: Supplier lot F-8834 (115.0 kg)
├── Skin: Supplier lot S-2291 (50.5 kg)
└── Gizzards: Supplier lot G-0472 (35.0 kg)
Received: 2026-03-15
Status: NOT CLEARED

Why group them: - All go through the grinder together - All carry similar risk profile - Composite sampling tests the whole pack - Simpler clearance workflow than three separate tests

Lot sizing model: 1 Poultry Pack = 1 production batch

Parameter Value
Target Poultry Pack size ~200-210 kg
Poultry per batch 200.5 kg
Packs per batch 1
Weekly deliveries 2 (one per batch)
Weekly order quantity ~400-420 kg total (split across 2 deliveries)

This model: - Keeps blast radius small: if a pack tests positive, you lose one batch worth of poultry (~200 kg, ~£300-400 ingredient cost) - Maintains clean traceability: one pack → one batch - Matches delivery rhythm to production rhythm

Ordering approach: Order ~400-420 kg poultry per week, delivered as two separate deliveries of ~200-210 kg each. Each delivery becomes one Poultry Pack. Alternatively, if supplier prefers single weekly delivery, receive ~400 kg and split into two Poultry Packs at goods-in (requires taking two separate composite samples).

When splitting a delivery into multiple Poultry Packs: - Do not mix supplier lots across packs where avoidable (keep frames lot A with skin lot A, etc.) - Physically segregate packs immediately at goods-in (separate pallets, shelves, or clearly marked zones) - Assign and apply Pack IDs before any sampling begins - Submit separate samples, each labelled with the correct Pack ID - Record in Poultry Pack Log which packs came from the same delivery

Definition of CLEARED:

A Poultry Pack is "CLEARED" only when Protocol Raw receives a UKAS-accredited lab report for that specific Pack ID stating Salmonella spp. "Not Detected in 25g" (or equivalent wording per the lab's validated method). No other form of clearance is accepted - supplier assurances, visual inspection, or historical performance do not constitute clearance.

5.3 Poultry Goods-In

In addition to general goods-in (Section 4):

  1. Create Poultry Pack lot
  2. Assign ID: P-YYYY-NNN (e.g., P-2026-001)
  3. Record all component lot codes

  4. Record quantities

  5. Apply NOT CLEARED labels

  6. Orange labels on every box/bag
  7. Include Poultry Pack ID

  8. Text: "NOT CLEARED - DO NOT USE"

  9. Move to NOT CLEARED storage

  10. Physically separated from CLEARED stock
  11. Dedicated freezer section or clearly marked zone

  12. Signage: "NOT CLEARED POULTRY - DO NOT USE FOR PRODUCTION"

  13. Photograph supplier labels

  14. Capture all lot codes visible
  15. Save as P-2026-001_labels.jpg

5.4 Composite Sampling

Timing: Same day as goods-in (or next working day maximum)

Target: Lab receives sample within 24 hours of sampling. This ensures sample integrity and minimises delay in the clearance pipeline. If same-day courier is not possible, refrigerate sample (0-4°C) overnight and dispatch first thing next morning. Do not hold samples longer than 24 hours before dispatch.

Location: Sampling must be performed in a designated NOT CLEARED sampling area, separate from production areas. This prevents cross-contamination of production equipment and CLEARED stock.

Chain of custody: Photograph the labelled sample bag with timestamp before dispatch. Retain photo in the Poultry Pack folder as evidence of sample submission.

Equipment: - Sterile sampling bags (lab-supplied or purchased) - Sterile scoop, knife, or core sampler - Disposable gloves (change between packs if sampling multiple deliveries) - Clean cutting board (dedicated to sampling, sanitised before and after) - Cool box with ice packs for transport to lab

Sampling approach:

The goal is representative sampling across the Poultry Pack. A single composite can dilute localised contamination, so adequate grab points are essential.

  1. Take multiple grab points per component:
Component Grab Points Sample per Grab Total Sample
Frames 5-10 pieces from different boxes ~10g each ~50-100g
Skin 3-5 grabs from different bags/blocks ~10g each ~30-50g
Gizzards 8-12 individual pieces from different bags ~5g each ~40-60g
  1. Combine into composite:
  2. All samples into one sterile bag
  3. Mix/combine thoroughly

  4. Total composite weight: ~150-250g

  5. Label composite:

  6. Poultry Pack ID
  7. Date sampled
  8. Sampled by
  9. Components included

  10. Number of grab points per component

  11. Return sampled stock to NOT CLEARED storage

  12. Retain backup sample:

  13. Keep ~50g of composite in your freezer
  14. Labelled with Poultry Pack ID

  15. Useful for re-test if lab result is questionable or disputed

  16. Sanitise sampling area:

  17. Clean and sanitise all equipment used
  18. Wipe down surfaces
  19. Dispose of gloves and any disposable items

Sampling method documentation: The exact sampling method (grab points, pooling approach) must be agreed with your testing laboratory and documented. Different labs may have specific requirements or recommendations. Record the agreed method in Appendix F.

5.5 Lab Submission

Requirements: - UKAS-accredited lab for Salmonella testing - ISO 6579 method (or equivalent validated method) - Turnaround: Confirm with lab; plan for 10-14 calendar days door-to-door

Test requested: - Salmonella spp. presence/absence in 25g - Report: "Not Detected in 25g" or "Detected"

Submission: - Pack composite in cool box with ice packs - Maintain sample at 0-4°C (chilled) unless lab explicitly instructs frozen transport - Follow lab guidance on sample condition and record requirements in Appendix F - Include submission form (Poultry Pack ID, test required, contact details) - Courier or hand-deliver same day as sampling - Request email notification of results

Cost planning: ~£80-150 per test; budget £120 as planning assumption

Record: - Sample submitted date - Lab name - Lab sample reference number - Expected result date

5.6 Results & Status Update

When results arrive:

  1. Review certificate:
  2. Sample ID matches Poultry Pack ID
  3. Test performed: Salmonella presence/absence, ISO 6579 or equivalent

  4. Result: "Not Detected in 25g" or "Detected"

  5. Update Poultry Pack Log

  6. File certificate: P-2026-001_Salmonella_Certificate.pdf

  7. Update physical status:

If NOT DETECTED (Pass): - Remove orange "NOT CLEARED" labels - Apply green "CLEARED" labels (include Pack ID and clearance date) - Move to CLEARED storage area - Update log: Status = CLEARED, Date cleared - Pack is now eligible for production

If DETECTED (Fail): - Keep in NOT CLEARED storage (or move to dedicated REJECT area) - Apply red "REJECTED" label - Update log: Status = REJECTED - Proceed to Section 5.9 (Handling Positive Results)

5.7 Poultry Buffer Management

Target: 14 calendar days of CLEARED poultry (baseline policy)

Phase A operational rule: Until actual observed lab TAT is proven ≤7 calendar days for 8 consecutive samples, target CLEARED poultry buffer = 21 calendar days (~1,200 kg, 6 packs). This provides real margin while learning actual turnaround times. Once TAT is proven, revert to 14-day target.

At 2 batches/week (401 kg/week consumption):

Buffer Level Days Coverage Quantity Packs
Phase A target (until TAT proven) 21 days ~1,200 kg 6
Standard target 14 days ~800 kg 4
Reorder trigger 10 days 570 kg 3
Critical (delay production) <7 days <400 kg <2

Weekly check (Monday):

Metric Target Actual Action
CLEARED stock (kg) ≥800 kg (or ≥1,200 kg Phase A) ___ kg Order if <570 kg
CLEARED packs (count) ≥4 (or ≥6 Phase A) ___ Order if <3
NOT CLEARED packs awaiting results ≥1 ___ Order if 0
Oldest CLEARED pack age <21 days ___ days Use FEFO; QC check if >21 days

FEFO (First Expired, First Out): Always use oldest CLEARED pack first.

Age limit: If any CLEARED pack exceeds 21 days since clearance, perform a visual QC check before use (check for freezer burn, ice crystal formation, packaging integrity). Record check result. If quality concerns, use immediately or dispose - do not return to buffer.

Buffer rationale: Lab turnaround is typically 10-14 calendar days (including weekends, courier time, and potential lab delays). The Phase A 21-day target provides resilience against: - A delivery delay - A Poultry Pack testing positive - Lab results slower than expected - Learning curve on actual TAT

Weekend production note: Deliveries arrive mid-week (Tue-Thu), samples go to lab same day, results return the following week. Production on weekends always draws from CLEARED buffer accumulated over previous weeks. The delivery-to-clearance pipeline runs continuously on weekdays; production is a separate weekend activity that consumes from the cleared pool.

5.8 Testing Frequency

Test every Poultry Pack. No exceptions.

Every Poultry Pack receives an upstream Salmonella screen before it can be used in production. This is the only way to maintain the guarantee that "only CLEARED poultry enters the grinder."

Cost impact: - At 2 batches/week = 2 Poultry Packs/week = ~8 tests/month - At £120/test = ~£960/month - Monthly output: ~333 customer boxes (4,000 kg ÷ 12 kg/box) - Cost per box: ~£2.90

This is insurance against batch destruction and is built into COGS planning.

Future consideration: If a supplier emerges who provides batch-specific Salmonella testing from a UKAS-accredited lab (with COA showing "Not Detected in 25g" for each lot supplied), Protocol Raw may evaluate a reduced verification testing schedule. This would require: - Supplier COA for every lot (not periodic testing) - UKAS accreditation of supplier's testing lab - Protocol Raw verification testing at minimum 1-in-5 lots - Immediate return to 100% testing if any verification test fails or any finished batch fails

Until such a supplier is qualified and proven, 100% testing remains the standard.

5.9 Handling Positive Results

Immediate actions:

  1. Confirm stock is quarantined - Must be in NOT CLEARED or REJECT storage
  2. Update log: Status = REJECTED, Result = Detected
  3. Apply red REJECTED label: "REJECTED - DO NOT USE - SALMONELLA DETECTED"
  4. Photograph the stock - Document what's being rejected
  5. Do NOT dispose immediately - Supplier may want to inspect or collect

Supplier notification (within 24 hours):

  • Contact supplier (phone + follow-up email)
  • Provide: Poultry Pack ID, their lot codes, delivery date, lab certificate
  • Request: Credit, return collection, or replacement
  • Document conversation (date, contact name, response, agreed actions)

Disposition:

Situation Action
Supplier requests collection Coordinate pickup; maintain cold chain; get signed collection note
Supplier agrees credit, no collection Dispose via licensed Category 3 ABP waste contractor; seek credit per supplier agreement
No supplier response within 7 days Dispose via licensed Category 3 ABP waste contractor; notify supplier of disposal and seek credit

Pre-requisite: Ensure a licensed Category 3 ABP waste contractor is arranged before launch. Retain waste transfer notes for all disposals.

Root cause tracking:

  • Was this a one-off or pattern?
  • Check history: Previous results from this supplier
  • 2+ positives from same supplier → Formal review meeting
  • 3+ positives from same supplier → Consider supplier change or termination

5.10 The Golden Rule

ONLY USE CLEARED POULTRY.

This rule is absolute. No poultry enters the production mix until the Poultry Pack has CLEARED status (lab-confirmed Salmonella Not Detected).

Poultry is not ground in-house. It arrives pre-ground from the supplier (8-10mm spec) and is added directly to the mixer from cleared Poultry Packs. The operational control point is the mixer, not the grinder. The contamination risk is significantly lower than in-house grinding because the poultry arrives already ground and already cleared -- the mixer is the distribution point, but there is no in-house grinding step to amplify contamination.

Dependency: Equipment cleaning remains important for beef handling. Environmental swabbing and ATP verification of the grinder (beef only) and mixer are defined in the Sanitation SOP (to be developed). Weekly ATP swabs of all contact surfaces are recommended. Quarterly lab environmental swabs are optional at Phase A volumes given poultry is not ground on-site. Until the Sanitation SOP exists, ensure the grinder is fully disassembled, cleaned with detergent, sanitised, and visually inspected before each production session.

Pre-production check (every batch, at the point poultry is pulled from the CLEARED zone for mixing):

  1. ☐ Check label: Green "CLEARED" label present on all poultry boxes
  2. ☐ Check log: Poultry Pack status = CLEARED
  3. ☐ Confirm lab certificate on file for that pack
  4. ☐ Record Poultry Pack ID on batch production record

If any doubt, do not use. Better to delay production than risk a failed finished batch.

5.11 Sampling Area Requirements

To prevent cross-contamination, all sampling of NOT CLEARED poultry must occur in a designated area separate from production.

Requirements:

Element Specification
Location Outside production area; can be a corner of goods-in or a dedicated bench
Surface Non-porous, easy to clean and sanitise (stainless steel or food-grade plastic)
Equipment Dedicated sampling tools (knife, scoop, cutting board) - not used in production
Disposables Gloves, bags, paper towels
Sanitation Sanitiser spray and paper towels; cleaning log
Waste Bin for disposables; disposed of after each sampling session

After each sampling session: 1. Dispose of gloves and disposable items 2. Clean all reusable tools with detergent 3. Sanitise all tools and surfaces 4. Record in sampling area cleaning log

6. BEEF: STANDARD HANDLING

6.1 Risk Profile

Beef has lower Salmonella prevalence than poultry. UK surveillance and regulatory guidance consistently shows beef as lower risk for this pathogen.

Approach: Standard goods-in inspection without upstream pathogen testing. The finished batch pathogen test (Salmonella, Listeria, Enterobacteriaceae) catches any issues before product is released to customers.

6.2 Beef Ingredients

Per Production Master Spec v2.6:

Ingredient % Per Batch (500kg) Spec Summary
Beef heart 19.9% 99.5 kg Trimmed
Beef trim (60/40) 16.2% 81.0 kg 60% lean / 40% fat
Green beef tripe 4.3% 21.5 kg Unwashed/green
Beef kidney/spleen (75/25) 6.0% 30.0 kg Pre-blended
Beef liver 2.7% 13.5 kg —
Total 49.1% 245.5 kg

6.3 Beef Goods-In

Follow general goods-in (Section 4), plus:

  1. Assign internal lot:
  2. Format: B-YYYY-NNN (e.g., B-2026-001)
  3. Can group multiple beef items from same delivery into one lot

  4. Or separate lots per item if from different suppliers/deliveries

  5. Visual inspection (enhanced):

  6. Check colour: Should be deep red to purple (heart, liver), pink-red (trim), green-grey (tripe)
  7. Check for off-odours (ammonia, sour, rotten)

  8. Check for excessive blood/liquid in packaging

  9. Store in frozen storage:

  10. No segregation required (no clearance gate for beef)
  11. FIFO arrangement
  12. Label with internal lot ID

6.4 Beef Ready for Use

Beef is ready for production immediately after passing goods-in inspection. No waiting period required.

Record on batch production sheet: - Beef lot ID(s) used - Supplier lot codes (all components) - Quantities used

7. EGGS & OILS: STANDARD HANDLING

7.1 Pasteurised Whole Egg

Spec: Liquid pasteurised egg, chilled | 2.7% of formula | 13.5 kg per batch

Goods-in: - Temperature check: 0-5°C (reject if > 7°C) - Check use-by date: Minimum 7 days remaining - Visual: No discolouration, no off-odour, no curdling - Record lot code

Storage: Refrigerated (0-4°C); use within 5 days of opening container

Internal lot: E-YYYY-NNN

7.2 Fish Oil (Salmon/Sardine)

Spec: EPA+DHA ≥25%, peroxide value <5 meq/kg | 0.8% of formula | 4.0 kg per batch

Goods-in: - Check COA provided (must include EPA%, DHA%, peroxide value) - Verify COA values meet spec - Visual: Clear amber colour, no cloudiness - Smell: Mild fishy, not rancid - Record lot code

Storage: Cool (<15°C), dark; or refrigerated; use within 3 months of opening

Internal lot: FO-YYYY-NNN

Reject if: COA missing, COA out of spec (EPA+DHA <25% or PV ≥5), rancid odour, cloudy appearance

7.3 Flaxseed Oil

Spec: Food/feed grade, cold-pressed preferred | 0.1% of formula | 0.5 kg per batch

Goods-in: - Visual inspection: Golden colour, clear - Check best-before date - Record lot code

Storage: Refrigerated; use within 3 months of opening

Internal lot: Can be combined with fish oil lot or separate

7.4 Cod Liver Oil (in Functional Preblend)

Spec: Vitamin D ≥150 IU/g, Vitamin A ≤50,000 IU/g per COA | 0.2% of formula

Handled as part of Functional Preblend (Section 8)

8. FUNCTIONAL PREBLEND: COA-CONTROLLED

8.1 What is the Functional Preblend?

The Functional Preblend contains COA-controlled anchor ingredients that ensure FEDIAF compliance, plus a whole-food fibre system for GI stability:

Component % of Formula Function COA Requirement
Nutritional yeast 3.0% Carrier, B-vitamins —
Pumpkin/carrot fibre 2.0% GI stability —
Sunflower seed meal 1.0% Linoleic acid, carrier —
Psyllium husk 0.5% GI stability (gel-forming) —
Oyster powder 0.35% Zinc anchor Zinc (mg/kg)
Cod liver oil 0.2% Vitamin D anchor Vit D (IU/g), Vit A (IU/g)
Mussel powder 0.1% Manganese anchor Manganese (mg/kg)
Kelp meal 0.05% Iodine anchor Iodine (mg/kg)

8.2 Supply Model: Blender/Packer from Day One

Both Phase A and Phase B: A specialist blender/packer supplies batch-dose preblend units. You do not prepare the Functional Preblend in-house.

Why use a blender from day one: - COA-controlled anchors (kelp, oyster, mussel, CLO) require verified potency to hit FEDIAF compliance - Weighing 50g of kelp powder on precision scales every batch introduces dosing error risk - Blender handles ingredient sourcing, COA verification, and lot tracking - You receive pre-weighed units - just add one per batch - Consistent quality from batch to batch

Phase A: Blender ships preblend units to your facility. You hold inventory. You add one unit per batch during production.

Phase B: Blender ships preblend units directly to co-packer. You're out of the physical loop.

8.3 Preblend Unit Specification

Batch Size Preblend Unit Weight Oil Pack (CLO)
500 kg 35.0 kg 1.0 kg
1,000 kg 70.0 kg 2.0 kg

Format: Sealed bag or container, labelled with: - Blender lot number - Production date - Best-before date - Contents list

Oil Pack: CLO may be supplied separately (bottled) or incorporated into preblend depending on blender capability. If separate, add at masterbatch stage per Production Master Spec.

8.4 Goods-In for Preblend Units

  1. Check quantity matches order
  2. Check lot code on each unit
  3. Request COA pack from blender (shows anchor ingredient lot codes and assay values used in that preblend batch)
  4. Verify COA values meet Protocol Raw specs:
  5. Kelp: Iodine content sufficient to deliver ≥350 µg/1000 kcal
  6. Oyster: Zinc content sufficient to deliver ≥18.3 mg/1000 kcal
  7. Mussel: Manganese content sufficient to deliver ≥1.13 mg/1000 kcal
  8. CLO: Vitamin D ≥150 IU/g
  9. File COAs in preblend folder
  10. Store cool and dry (or per blender instructions)
  11. Assign internal lot: FP-YYYY-NNN

Ready for use: Immediately after goods-in verification (no clearance gate required - this is COA-controlled, not pathogen-tested)

8.5 Blender Selection

See Section 2.1 Priority 3 for blender/packer candidates and key questions.

Critical requirements: - Can source COA-controlled anchor ingredients (kelp, oyster, mussel, CLO) - Can blend to your exact formula specification - Can provide batch-dose units at your volume (~35 kg units, 8/month in Phase A) - Can provide COA packs tracing anchor ingredient lots for each preblend batch - Acceptable lead time (target: 2-3 weeks from order) - Can adjust formula if anchor ingredient potency varies

Onboarding steps: 1. Send Pack Specification Sheet (your exact formula) 2. Send Supplier Spec Pack (COA requirements for anchors) 3. Request quote and MOQ 4. Request sample unit + COA pack 5. Verify sample meets spec 6. Place first order (allow 2-3 week lead time before first production batch)

9. STORAGE & SEGREGATION

9.1 Storage Zones

Zone Temperature Contents
Frozen - NOT CLEARED ≤ -18°C Poultry awaiting Salmonella clearance
Frozen - CLEARED ≤ -18°C Cleared poultry, all beef
Frozen - REJECT ≤ -18°C Rejected poultry (awaiting disposal/return)
Chilled 0-4°C Eggs, opened CLO
Ambient (cool/dark) <20°C Unopened oils, preblend ingredients, functional preblend

9.2 Segregation Requirements

Physical separation required:

Category Requirement Reason
NOT CLEARED poultry Dedicated freezer section with signage Prevent accidental use before clearance
HOLD (paperwork) Dedicated area or clearly marked zone Prevent use until resolved
REJECTED ingredients Dedicated area or clearly marked zone Prevent any use; awaiting disposal
CLEARED poultry Separate from NOT CLEARED Clear visual distinction

Labelling system:

Status Label Colour Text
NOT CLEARED Orange "NOT CLEARED - DO NOT USE - [Pack ID]"
HOLD Yellow "HOLD - PAPERWORK - [Date] - [Issue]"
CLEARED Green "CLEARED - [Pack ID] - [Date Cleared]"
REJECTED Red "REJECTED - DO NOT USE - [Reason]"

9.3 FIFO: First In, First Out

  • Arrange stock so oldest is used first
  • New deliveries go behind existing stock
  • For CLEARED poultry: use oldest cleared pack first (by clearance date)
  • Check dates during weekly stock review
  • Investigate any stock approaching 28+ days in freezer

10. RECORDS & TRACEABILITY

10.1 Supplier Register

Location: Google Sheets (Phase A) → Supabase (Phase B)

Fields: - Supplier name - Contact details (phone, email, address) - Ingredients supplied - APHA/DEFRA registration number - Qualification date - Status (Active / Probation / Suspended / Terminated) - Performance notes - Last review date

10.2 Goods-In Log

One entry per delivery, all ingredients

Fields: - Date received - Supplier - Delivery note # - PO reference - Ingredients received (list) - Quantities (kg) - Supplier lot codes - Temperature measurement method - Temperature readings - Packaging condition - Visual inspection result - Internal lot assigned - Received by - Accept/Reject decision - Notes

10.3 Poultry Pack Log

One entry per Poultry Pack

Fields: - Poultry Pack ID - Date received - Supplier - Delivery note # - Frames: supplier lot, quantity (kg) - Skin: supplier lot, quantity (kg) - Gizzards: supplier lot, quantity (kg) - Total quantity (kg) - Goods-in temperature readings - Visual inspection result - Sample date - Sampling method (reference to Appendix F) - Lab name - Lab sample reference - Expected result date - Actual result date - Result (ND / Detected) - Status (NOT CLEARED / CLEARED / REJECTED) - Date cleared (if applicable) - Batches used in (list of Batch IDs) - Notes

10.4 COA Register (Anchor Ingredients)

Track COAs for all COA-controlled ingredients

Fields: - Ingredient name - Supplier - Supplier lot code - COA date - Key values (iodine mg/kg, zinc mg/kg, Mn mg/kg, Vit D IU/g, etc.) - Spec compliance (Pass / Fail) - Internal lot assigned - COA file location - Used in preblend batch(es)

10.5 Internal Lot ID Format Specification

All internal lots use a consistent format to prevent duplicates and enable traceability.

Category Format Example Counter Location
Poultry Pack P-YYYY-NNN P-2026-001 Poultry Pack Log (sequential)
Beef B-YYYY-NNN B-2026-001 Goods-In Log (sequential within category)
Eggs E-YYYY-NNN E-2026-001 Goods-In Log (sequential within category)
Fish Oil FO-YYYY-NNN FO-2026-001 Goods-In Log (sequential within category)
Functional Preblend FP-YYYY-NNN FP-2026-001 Goods-In Log (sequential within category)

Rules: - YYYY = calendar year - NNN = sequential number within that year, starting at 001 - Counter resets to 001 on January 1st each year - Founder (Phase A) or Operations Lead (Phase B) is responsible for assigning IDs - Before assigning a new ID, check the relevant log to confirm the next available number - Never reuse an ID, even if the associated lot was rejected or disposed

ID assignment process: 1. Check relevant log for last assigned number in current year 2. Increment by 1 3. Record new ID in log immediately (before any other processing) 4. Apply ID to physical labels and all related records

10.6 Traceability Chain

Every finished batch must trace back to all ingredient lots:

Finished Batch PR-2026-042
├── Poultry Pack P-2026-012 (CLEARED 2026-03-10)
│   ├── Frames: ABC Poultry lot F-9012
│   ├── Skin: ABC Poultry lot S-3456
│   └── Gizzards: ABC Poultry lot G-7890
├── Beef Lot B-2026-018
│   ├── Heart: XYZ Meats lot H-2233
│   ├── Trim: XYZ Meats lot T-4455
│   ├── Tripe: XYZ Meats lot TR-6677
│   ├── Kidney/Spleen: XYZ Meats lot KS-8899
│   └── Liver: XYZ Meats lot L-1122
├── Egg Lot E-2026-005
│   └── Farm Fresh lot EGG-3344
├── Fish Oil Lot FO-2026-002
│   └── Marine Oils lot FO-5566
└── Functional Preblend Lot FP-2026-008
    ├── Kelp: lot K-101 (COA: 920 mg/kg iodine)
    ├── Oyster: lot O-202 (COA: 870 mg/kg zinc)
    ├── Mussel: lot M-303 (COA: 24 mg/kg manganese)
    └── CLO: lot CLO-404 (COA: 180 IU/g Vit D)

10.7 Retention Period

Retain all records for minimum 3 years: - Goods-in logs - Poultry Pack logs - Lab certificates (Salmonella screening) - COAs (all anchor ingredients) - Supplier correspondence (especially re: positive results or quality issues) - Photos of supplier labels - Waste transfer notes (for disposed rejected stock)

Rationale: Shelf life (~9 months frozen) + regulatory buffer + potential legal/recall timelines

11. SUPPLIER PERFORMANCE MANAGEMENT

11.1 Quarterly Review

Review each active supplier quarterly:

Metric Target Calculation
On-time delivery ≥95% Deliveries on agreed date ÷ total deliveries
Quality acceptance rate ≥98% Accepted deliveries ÷ total deliveries
Paperwork compliance 100% Deliveries with complete lot codes & docs ÷ total
Poultry Salmonella pass rate ≥95% Packs passed ÷ packs tested
Issue resolution time ≤48 hours Average time from issue raised to resolution

11.2 Performance Actions

Performance Level Criteria Action
Good Meets all targets Continue as Active supplier
Watch 1-2 metrics below target Discuss with supplier; document improvement plan
Probation 3+ metrics below target Enhanced inspection; weekly review; consider alternatives
Suspend Critical issue (e.g., Salmonella positive, major contamination) Halt orders; investigate; require corrective action
Terminate Repeated critical issues or failure to improve End relationship; activate backup supplier

11.3 Supplier Scorecard

Maintain scorecard per supplier (update quarterly):

Quarter On-Time Quality Paperwork Salmonella Pass Status Notes
Q1 2026 100% 100% 100% 100% Active New supplier; 3 deliveries
Q2 2026 95% 98% 100% 92% Watch 1 Salmonella positive; discussed with supplier

11.4 Backup Suppliers

Critical: Always maintain a backup poultry source, even if primary supplier is performing well.

Poultry is the single biggest "production-stopper" - it's 40% of the formula, has the highest contamination risk, and requires upstream clearance. A primary supplier failure (quality issue, supply disruption, business failure) with no backup means production stops.

If using single-supplier model (preferred):

Category Primary Supplier Backup Supplier Backup Status
All meats/organs [Single specialist] [Alternative specialist or multi-supplier fallback] [Qualified / Identified / None]
Poultry specifically [Via primary] [Separate poultry source - MUST HAVE] [Qualified / Identified / None]
Functional Preblend [TBD] [TBD] [Qualified / Identified / None]

If using multi-supplier model (fallback):

Category Primary Supplier Backup Supplier Backup Status
Poultry [TBD] [TBD - MUST HAVE] [Qualified / Identified / None]
Beef [TBD] [TBD] [Qualified / Identified / None]
Functional Preblend [TBD] [TBD] [Qualified / Identified / None]

Backup supplier requirements: - Fully qualified (passed onboarding checklist) - Confirmed ability to supply at short notice (≤7 days) - Pricing agreed (may include premium for emergency orders) - Contact details current

12. ROLES & RESPONSIBILITIES

12.1 Founder (Phase A)

Task Frequency
Supplier discovery and qualification As needed
Place orders Weekly (Monday)
Goods-in inspection (all ingredients) Each delivery
Poultry Pack creation and sampling Each poultry delivery
Lab submission Same day as sampling
Update all logs and records Ongoing
Buffer monitoring and stock check Weekly (Monday)
Supplier communication (orders, issues) As needed
Quarterly supplier review Quarterly
Waste contractor liaison As needed

12.2 Operations Lead (Phase B)

Same operational tasks as above, delegated from Founder.

Founder oversight in Phase B: - Approve new suppliers - Review supplier scorecards quarterly - Approve supplier suspensions or terminations - Review and sign off on any Salmonella positive investigations - Annual review of SOP and supplier strategy

13. PRE-LAUNCH CHECKLIST

Before first production batch, confirm:

Supplier Setup: | Item | Status | Notes | |------|--------|-------| | ☐ Primary meat/organ supplier qualified | | Single specialist preferred (e.g., Nature's Pet Products) | | ☐ Backup poultry source identified | | MUST HAVE - poultry is production-stopper | | ☐ Distributor traceability verified | | Lot codes trace to producer, not just distributor batch | | ☐ Positive-result credit policy in writing | | Before first order | | ☐ Egg supplier qualified | | | | ☐ Fish oil supplier qualified (with COA) | | | | ☐ Blender/packer qualified for Functional Preblend | | e.g., Premier Nutrition | | ☐ Pack Specification Sheet sent to blender | | Your exact formula | | ☐ Sample preblend unit received and verified | | With COA pack | | ☐ First preblend order placed (2-3 week lead time) | | Need units before first production | | ☐ First orders placed with confirmed delivery dates | | |

Lab & Testing: | Item | Status | Notes | |------|--------|-------| | ☐ UKAS lab contracted for Salmonella testing | | | | ☐ Sampling method agreed with lab (documented in Appendix F) | | | | ☐ Lab turnaround time confirmed | | Expect 10-14 calendar days | | ☐ Sample submission process understood | | |

Waste & Compliance: | Item | Status | Notes | |------|--------|-------| | ☐ Category 3 ABP waste contractor arranged | | For rejected stock disposal | | ☐ Waste transfer note process understood | | |

Facility Setup: | Item | Status | Notes | |------|--------|-------| | ☐ NOT CLEARED freezer zone set up with signage | | | | ☐ CLEARED freezer zone set up | | | | ☐ REJECT zone identified | | | | ☐ Sampling area set up (outside production area) | | | | ☐ Sampling equipment purchased (sterile bags, tools, sanitiser) | | | | ☐ Label stock ready (orange NOT CLEARED, yellow HOLD, green CLEARED, red REJECTED) | | | | ☐ Thermometers ready (IR + probe) | | |

Records & Templates: | Item | Status | Notes | |------|--------|-------| | ☐ Goods-In Log template ready | | | | ☐ Poultry Pack Log template ready | | | | ☐ COA Register template ready | | | | ☐ Supplier Register populated | | |

Initial Stock: | Item | Status | Notes | |------|--------|-------| | ☐ Initial poultry ordered (target: 3-4 packs, ~800 kg) | | | | ☐ Initial beef stock ordered (~500 kg) | | | | ☐ First Poultry Pack sampled and submitted to lab | | Start clearance process early | | ☐ First CLEARED poultry available before production day | |

14. APPENDICES

Appendix A: Goods-In Checklist (All Ingredients)

Delivery Reference: ___ Date: _____

Delivery Details: - ☐ Supplier name matches PO: ___ - ☐ Delivery note present: DN# __ - ☐ PO reference: ____ - ☐ Quantities within ±10% of order

Temperature (Frozen Products): - ☐ IR thermometer ready - ☐ Probe thermometer ready - Surface temp readings: __°C, _°C, °C - Between-pack probe reading: ___°C - ☐ Product frozen solid (no soft spots) - ☐ No ice crystals inside packaging - ☐ No pooled liquid - Decision: ☐ Accept ☐ Accept with note ☐ Reject

Temperature (Chilled Products): - Probe/IR reading: ______°C - ☐ Within 0-5°C - Decision: ☐ Accept ☐ Reject

Packaging & Visual: - ☐ Packaging intact (no tears/punctures/leaks) - ☐ No evidence of tampering - ☐ No off-odours - ☐ No discolouration or contamination visible

Documentation: - ☐ Lot codes present for all items - ☐ Pack dates present - ☐ COAs received (if required): _______

Overall Decision: - ☐ ACCEPT → Assign internal lot: ___ - ☐ REJECT → Reason: _____

Received By: ___ Signature: _____

Appendix B: Poultry Pack Log Template

Field Value
Poultry Pack ID P-__-____
Date Received
Supplier
Delivery Note #
Frames: Supplier Lot
Frames: Qty (kg)
Skin: Supplier Lot
Skin: Qty (kg)
Gizzards: Supplier Lot
Gizzards: Qty (kg)
Total Qty (kg)
Temp: Surface (°C)
Temp: Between-pack (°C)
Visual Inspection ☐ Pass ☐ Fail
Initial Status ☐ NOT CLEARED
Sample Date
Sampled By
Lab Name
Lab Reference
Expected Result Date
Actual Result Date
Result ☐ Not Detected ☐ Detected
Final Status ☐ CLEARED ☐ REJECTED
Date Cleared
Batches Used In
Notes

Appendix C: Supplier Positive Notification Template

Subject: Salmonella Positive Result - [Supplier Name] - Delivery [Date]

Dear [Supplier Contact],

We are writing to inform you that a Salmonella-positive result has been returned on poultry supplied by your company.

Details: - Our internal reference: Poultry Pack [P-YYYY-NNN] - Your lot codes: - Frames: [lot code] - Skin: [lot code]
- Gizzards: [lot code] - Delivery date: [Date] - Delivery note: [DN-number] - Sample submitted: [Date] - Result received: [Date] - Result: Salmonella spp. DETECTED

We have quarantined this stock and it will not be used in production.

Please advise within 48 hours: 1. Whether you wish to collect the stock for your own investigation 2. How you will credit or replace this order 3. Any information about the source of contamination or actions being taken

If we do not receive a response within 7 calendar days, we will dispose of the stock via our licensed Category 3 ABP waste contractor and seek credit in accordance with our agreed terms.

The lab certificate is attached for your reference.

Please contact me at [phone] or [email] to discuss.

Best regards,

[Name] Protocol Raw Ltd

Appendix D: Supplier Qualification Checklist

Supplier Name: ___ Ingredients: ___ Date Assessed: ___ Assessed By: ___

Requirement Verified? Notes
APHA/DEFRA registered or approved ☐ Yes ☐ No ☐ N/A Reg #:
Can provide lot codes per delivery ☐ Yes ☐ No
Can provide pack dates ☐ Yes ☐ No
Frozen format available (if applicable) ☐ Yes ☐ No ☐ N/A
Temperature-controlled delivery ☐ Yes ☐ No
Returns/credit policy documented ☐ Yes ☐ No
COA capability (if required) ☐ Yes ☐ No ☐ N/A
MOQ acceptable ☐ Yes ☐ No MOQ:
Lead time acceptable ☐ Yes ☐ No Lead time:
Pricing acceptable ☐ Yes ☐ No
For Poultry Only:
Can supply frames, skin, gizzards together ☐ Yes ☐ No
No commingling (single lot per box) ☐ Yes ☐ No
Positive lot credit/return policy clear ☐ Yes ☐ No
Verification:
Sample inspected ☐ Yes Date:
Sample tested - Salmonella (poultry only) ☐ Yes ☐ N/A Result:

Decision: - ☐ APPROVED - Add to Supplier Register as Active - ☐ APPROVED WITH CONDITIONS - Add as Probation; Conditions: ___ - ☐ NOT APPROVED - Reason: _____

Signed: _____ Date: _______

Appendix E: Weekly Stock Check Template

Week Commencing: ___ Checked By: _____

POULTRY - CLEARED:

Pack ID Qty (kg) Date Cleared Age (days)
TOTAL CLEARED: _____ kg

☐ CLEARED buffer ≥800 kg (OK) ☐ CLEARED buffer <570 kg → ORDER REQUIRED

POULTRY - NOT CLEARED (Awaiting Results):

Pack ID Qty (kg) Sample Submitted Expected Result
TOTAL NOT CLEARED: _____ kg

☐ At least 1 pack in NOT CLEARED (OK) ☐ No packs awaiting results → ORDER REQUIRED

BEEF:

Lot ID Ingredient Qty (kg)
TOTAL BEEF: _____ kg

☐ Beef stock ≥700 kg (OK) ☐ Beef stock <700 kg → ORDER REQUIRED

EGGS: - Qty on hand: _ kg - Use-by date: _____ - ☐ ≥20 kg and within date (OK) ☐ Order required

OILS: - Fish oil: _ kg - Flaxseed oil: ___ kg - ☐ Adequate (OK) ☐ Order required

FUNCTIONAL PREBLEND: - Qty on hand: _____ kg - ☐ ≥150 kg (OK) ☐ Order required

ORDERS TO PLACE THIS WEEK:

Supplier Ingredients Quantity Delivery Date

Appendix F: Agreed Sampling Method

This section documents the sampling method agreed with [Lab Name] for Poultry Pack Salmonella screening.

Lab Name: ___ Lab Contact: ___ Method Reference: ___ Date Agreed: ___

Sampling Protocol:

Component Grab Points Sample Size per Grab Total Sample
Frames
Skin
Gizzards
Composite Total:

Pooling/Compositing Approach:

Sample Handling: - Storage before submission: ☐ Frozen ☐ Chilled (0-4°C) - Transport method: _____ - Maximum time from sampling to lab receipt: _____ hours

Lab Submission Requirements: - Sample container: ___ - Labelling requirements: ___ - Submission form: _____

Agreed by:

Protocol Raw: _____ Date: _______

Lab Representative: _____ Date: _______

DOCUMENT CONTROL

Version History:

Version Date Author Changes
1.0 DRAFT 2026-02 Anton Initial release
1.2 DRAFT 2026-04 Anton Poultry format decision locked -- pre-ground from supplier. Section 5.10 golden rule updated from "only grind cleared poultry" to "only use cleared poultry". Operational control point moved from grinder to mixer. Environmental monitoring references softened to reflect lower risk profile (no poultry on grinder). Key Principle 1.4 updated.
1.1 DRAFT 2026-02 Anton Major revision incorporating external review feedback: (1) Established weekend production model (Sat/Sun manufacturing, weekday deliveries/admin); (2) Clarified Poultry Pack definition to allow split deliveries with explicit discipline for splitting; (3) Established 1 pack = 1 batch model (~200 kg); (4) Added explicit CLEARED definition requiring UKAS lab report; (5) Corrected cost-per-box math (£2.90 based on 333 boxes/month); (6) Added "Accept with note" controls (max 2 per supplier per quarter); (7) Added 24-hour target for sample-to-lab-receipt with chain of custody photo; (8) Standardised reorder trigger to 570 kg across all references; (9) Added Phase A operational rule for 21-day buffer until TAT proven; (10) Deferred sample temperature to lab guidance (chilled default); (11) Added HOLD status (yellow) for paperwork issues; (12) Added Section 10.5 Internal Lot ID Format Specification; (13) Added CLEARED pack age limit (21 days) with QC check; (14) Added environmental monitoring cross-reference; (15) Removed Phase B step-down testing (100% testing retained); (16) Added n-based sampling with lab agreement requirement; (17) Corrected all formula quantities to Production Master Spec v2.6; (18) Added Section 1.5 establishing single-supplier as preferred model; (19) Added comprehensive pre-launch checklist.

Approval:

Role Name Signature Date
Founder Anton _____ [Date]

Next Review Date: [3 months post-launch]

Related Documents: - Manufacturing Playbook v2.0 - Production Master Spec v2.6 - Supplier Spec Pack v1.1 - SOP-LAB-01 Batch Lifecycle - SOP-PROOF-01 Proof Portal System

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