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OEM Supply Contract

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OEM SUPPLY CONTRACT

This OEM Supply Contract (the "Contract") is made and entered into as of Effective Date: by and between Manufacturer: , an entity organized as Corporation LLC Other, with principal place of business at ; and Supplier: , an entity organized as Corporation LLC Other, with principal place of business at .

RECITALS

WHEREAS, Manufacturer designs, markets and distributes products for sale to end customers and requires certain components, subassemblies, or finished goods to be supplied by Supplier for incorporation into Manufacturer's products (the "Products"); and

WHEREAS, Supplier is engaged in the business of manufacturing and supplying the Products described in this Contract and represents that it has the capacity, quality systems, and authorizations necessary to supply such Products in accordance with the specifications and schedules set forth herein; and

WHEREAS, the parties desire to set forth the terms and conditions under which Supplier will manufacture and supply, and Manufacturer will purchase and accept, the Products.

NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows:

1. DEFINITIONS

1.1 "Products" means the component(s) and/or finished goods described in the Product Specifications attached or referenced in Section 2. Product Specifications for each Product supplied under this Contract will be as agreed in writing and shall include drawings, materials, tolerances and testing requirements.

1.2 "Order" means a written purchase order issued by Manufacturer specifying quantity, delivery schedule, price and other particulars for Products to be delivered hereunder.

2. SUPPLY OF PRODUCTS; SPECIFICATIONS

2.1 Supplier shall manufacture and supply to Manufacturer, and Manufacturer shall purchase from Supplier, the Products described in the Product Specifications. The parties shall record Product-specific requirements in writing. Product description and specifications (including any revisions) are as follows:

2.2 Supplier shall manufacture Products in accordance with good industry practice and the quality standards specified by Manufacturer. Supplier shall permit Manufacturer to audit Supplier's facilities and records relevant to Products upon reasonable prior notice and subject to confidentiality obligations in Section 9.

3. ORDERS, FORECASTS, AND SCHEDULING

3.1 Manufacturer will provide Supplier with a rolling forecast of anticipated requirements for the Products. Forecasts are non-binding except to the extent set forth in confirmed Orders. Forecast period:

3.2 Manufacturer shall submit Orders to Supplier in writing. Each Order shall specify Product, quantity, delivery date and shipping instructions. Supplier shall acknowledge each Order in writing within business days of receipt. Failure to timely acknowledge shall be deemed a rejection of the Order.

4. PRICE, INVOICING, AND PAYMENT

4.1 Prices for Products shall be set forth in each Order or in a Price Schedule agreed in writing. Prices are exclusive of applicable taxes, duties and freight unless otherwise stated. Pricing basis or reference:

4.2 Supplier shall invoice Manufacturer upon shipment or as otherwise agreed. Payments are due within days from the date of a correct invoice, subject to Manufacturer's rights of inspection and rejection under Section 6. Late payments shall accrue interest at a rate of .

5. DELIVERY; TITLE; RISK OF LOSS

5.1 Delivery terms shall be as specified in each Order. Unless otherwise agreed, delivery shall be FOB Supplier's facility. Title and risk of loss shall pass to Manufacturer upon delivery to the carrier at the Supplier's shipping point or as otherwise agreed in writing.

5.2 Supplier shall package Products to prevent damage during transportation and shall mark each shipment with Manufacturer's part numbers and Order references.

6. INSPECTION, ACCEPTANCE AND RETURNS

6.1 Manufacturer may inspect Products upon receipt. Manufacturer shall notify Supplier of any nonconforming Products within business days of receipt, specifying the nonconformance. If Supplier disputes a rejection, parties shall cooperate to investigate.

6.2 For nonconforming Products, Supplier shall, at Manufacturer's election, repair or replace the Products at Supplier's expense or refund the purchase price and accept return shipment. Supplier shall bear the reasonable shipping and handling costs for returns of nonconforming Products.

7. WARRANTIES

7.1 Supplier warrants that the Products (a) conform to the applicable Product Specifications, samples and documentation; (b) are free from defects in materials and workmanship; and (c) are merchantable and fit for the intended purposes disclosed by Manufacturer. Warranty period (months): .

7.2 The foregoing warranties are in addition to any statutory warranties and are exclusive of all other warranties, express or implied, unless otherwise agreed in writing.

8. INTELLECTUAL PROPERTY

8.1 Supplier acknowledges that any designs, drawings, tooling, specifications, or other confidential information supplied by Manufacturer remain Manufacturer's sole property. Supplier shall not use Manufacturer's intellectual property except to manufacture Products for Manufacturer under this Contract.

8.2 Supplier shall indemnify and hold Manufacturer harmless from third-party claims alleging that Products manufactured in accordance with Manufacturer's specifications infringe any patent, copyright or trade secret, provided Manufacturer promptly notifies Supplier of any claim and allows Supplier to control the defense and settlement thereof.

9. CONFIDENTIALITY

9.1 Each party shall keep confidential and not disclose to any third party any proprietary information received from the other party in connection with this Contract. Confidential information excludes information that is publicly available without breach of this Contract or independently developed by the receiving party.

9.2 The receiving party shall use the same degree of care to protect confidential information as it uses to protect its own confidential information, but in no event less than reasonable care.

10. TERM AND TERMINATION

10.1 This Contract commences on the Effective Date and continues for an initial term of months, unless earlier terminated as provided herein. Thereafter it shall automatically renew for successive one-year periods unless either party gives written notice of non-renewal at least days prior to the end of the then-current term.

10.2 Either party may terminate this Contract for material breach by the other party if the breaching party fails to cure the breach within days after written notice. Manufacturer may terminate immediately for Supplier's insolvency, cessation of business or assignment for the benefit of creditors.

11. INDEMNIFICATION

11.1 Supplier shall indemnify, defend and hold harmless Manufacturer and its affiliates, officers and employees from and against any claims, liabilities, damages, losses and expenses (including reasonable attorneys' fees) arising out of: (a) Supplier's breach of this Contract; (b) supplier negligence or willful misconduct; or (c) claims that Products supplied hereunder infringe third-party intellectual property rights, except to the extent such claim results from Manufacturer's designs or specifications.

12. LIMITATION OF LIABILITY

12.1 Except for liability arising from (a) willful misconduct, (b) indemnification obligations for third-party intellectual property claims, or (c) personal injury or death caused by negligence, neither party shall be liable to the other for incidental, consequential, special or punitive damages, and aggregate direct damages shall be limited to the greater of amounts paid under this Contract in the preceding twelve (12) months or .

13. INSURANCE

Supplier shall maintain commercial general liability insurance, product liability insurance and other coverages customary for suppliers of similar goods. Minimum limits and additional insured requirements shall be as reasonably required by Manufacturer and set forth in an addendum or Order.

14. COMPLIANCE WITH LAWS

Supplier shall comply with all applicable laws, rules and regulations in the manufacture, packaging, labeling, storage and shipment of the Products, including export controls, environmental and labor laws. Supplier represents that it will not use conflict materials in Products in violation of applicable law.

15. NOTICES

All notices, consents and other communications required or permitted under this Contract shall be in writing and delivered to the addresses below by hand, certified mail, or nationally recognized overnight courier, and shall be effective upon receipt.

16. AMENDMENT; WAIVER; ASSIGNMENT

This Contract may be amended only by a written instrument executed by authorized representatives of both parties. No waiver of any term or breach shall be effective unless in writing and signed by the waiving party. Neither party may assign this Contract without the prior written consent of the other, except to an affiliate or in connection with a sale of substantially all assets or merger.

17. GOVERNING LAW

This Contract shall be governed by and construed in accordance with the laws of the state of , without regard to its conflicts of law principles.

18. ENTIRE AGREEMENT

This Contract, together with all Orders and documents incorporated by reference, constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes all prior understandings, negotiations and agreements, whether written or oral.

19. SEVERABILITY

If any provision of this Contract is held to be invalid or unenforceable by a court of competent jurisdiction, such invalidity shall not affect the remainder of this Contract, which shall remain in full force and effect.

20. COUNTERPARTS

This Contract may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Electronic signatures or signatures transmitted by facsimile or electronic image shall be deemed originals for all purposes.

21. MISCELLANEOUS

The parties acknowledge that each has had the opportunity to consult with counsel and that any rule that ambiguities are to be resolved against the drafter shall not apply. Headings are for convenience only and do not affect interpretation.

Manufacturer - Print Name:

By:

Date:

Supplier - Print Name:

By:

Date:

Enter text✕

What an OEM Supply Contract Covers

An OEM Supply Contract is a written agreement between an original equipment manufacturer (OEM) and a supplier or reseller that defines the sale, delivery, quality, and servicing of components or finished goods used in manufacture. Typical clauses cover product specifications, pricing, lead times, minimum order quantities, delivery and acceptance procedures, warranty and repair obligations, intellectual property ownership or license, confidentiality, indemnities, termination rights, and governing law. The contract allocates commercial risk and sets performance standards so each party understands obligations, remedies for breach, and how change orders or forecasts will be handled.

Why a Clear OEM Supply Contract Matters

A precise OEM Supply Contract reduces disputes, protects IP and warranty claims, and clarifies supply chain responsibilities so production continues without interruption.

Why a Clear OEM Supply Contract Matters

Who Typically Prepares and Signs These Agreements

Parties who draft, review, or sign OEM Supply Contracts come from procurement, legal, operations, and supplier management teams.

  • Manufacturers and OEM procurement teams responsible for sourcing core components and finished assemblies.
  • Tier-1 and Tier-2 suppliers who commit to production schedules, quality standards, and traceability requirements.
  • Legal and compliance teams that review IP, indemnity, warranty, and regulatory clauses before execution.

Collaboration across these functions ensures the contract balances commercial needs with legal protections and operational feasibility.

Who Signs on Behalf of Each Party

Authorized Signer — VP Supply Chain

Typically a vice president or director-level procurement executive executes for the OEM; they must have delegated authority and be listed in internal signing policy or corporate resolution. Confirm signature authority in writing before relying on contract performance.

Manufacturer Representative — Director Operations

Suppliers commonly designate an operations director or authorized contract manager to sign; that person should have line authority for delivery and quality commitments and be able to bind the supplier for warranties and recalls.

Essential Sections to Include in an OEM Supply Contract

A professional OEM Supply Contract groups obligations into clear sections so parties can find key terms quickly and avoid ambiguity.

Product Specifications

Detailed technical drawings, part numbers, tolerances, and acceptance criteria governing delivered goods and inspection methods.

Pricing and Payment

Unit price, discounts, currency, invoicing schedule, payment terms, and remedies for late payment including interest or setoff rights.

Delivery and Logistics

Delivery terms (Incoterms if used), lead times, minimum order quantities, packaging, risk of loss transfer, and backlog handling.

Warranty and Returns

Warranty duration, repair vs replacement obligations, return authorization process, and allocation of shipping costs for defective parts.

Intellectual Property

Ownership, license grants, confidentiality of designs, and permitted use of trademarks and tooling information.

Liability and Indemnity

Caps on liability, carve-outs for IP infringement, product liability allocation, insurance minimums, and indemnity procedures.

Required Contract Identifiers and Data Points

Contract Parties: Legal entity names
Effective Date: MM/DD/YYYY
Scope: SKU list or exhibit reference
Prices: Unit and total pricing
Payment Terms: Net days or schedule
Governing Law: State name

Step-by-Step: Completing an OEM Supply Contract

Follow these steps to assemble and execute a compliant agreement with clear roles and timelines.

  • 01
    Prepare Draft: Assemble specs, pricing, and exhibits before drafting.
  • 02
    Internal Review: Review by procurement, legal, and finance teams.
  • 03
    Supplier Review: Share draft with supplier for technical and commercial feedback.
  • 04
    Execution: Sign by authorized representatives and set effective date.

How to Configure an Online Signing Workflow

Set up a signing workflow that matches the contract's approval order and required authentication.

Field Configuration
Signature Fields Place buyer and supplier signature fields in sequence
Authentication Use email or SMS code for signer verification
Sequential Signing Enable signer order for approvals
Retention Settings Save final PDF and audit trail automatically

Digital Signing and eSubmission Considerations

Choose a platform that supports your required authentication, audit trail, and integrations with procurement systems.

  • Authentication: Email, SMS, KBA, or SSO options
  • Audit Trail: Timestamp, IP, and action history
  • Integrations: ERP and CRM connectors available

Ensure the chosen platform complies with ESIGN and UETA and can export a tamper-evident signed PDF along with a verifiable audit record.

Where to Send and How to Route the Executed Contract

Determine internal routing for countersignature, finance, and contract repository before sending for signature.

  • Primary Archive: Upload signed PDF to contract repository
  • Finance Copy: Send invoice and payment instructions to accounts payable
  • Procurement File: Add to buyer's procurement system for PO matching
  • Supplier Records: Provide supplier with final executed copy

Typical Timeframes and Deadlines to Define

Specify explicit calendar measures rather than ambiguous phrases to avoid disputes over performance or payment timing.

Effective Date:

Date contract obligations begin; use MM/DD/YYYY format

Delivery Date:

Target delivery window or firm delivery date in calendar terms

Acceptance Period:

Number of days for inspection and rejection after receipt

Payment Due:

Net payment days from invoice date, e.g., Net 30

Warranty Period:

Warranty term measured from acceptance or delivery

Common Mistakes and Contract Risks to Avoid

Statute of Frauds: UCC writing requirement
Undefined Specs: Leads to quality disputes
Ambiguous Delivery: Causes late acceptance claims
IP Exposure: Weak protections risk loss
Insurance Gaps: Uninsured liabilities possible
Tax Reporting: IRC §6721 exposure

Real-World Examples of OEM Contract Execution

These customer examples illustrate practical uses of digital signing and contract automation in OEM supply chains.

Tech Data — Enterprise Integration

Tech Data integrated eSignature into procurement workflows to improve speed and accuracy.

  • Bulk document processing reduced manual handling by teams.
  • The result improved internal and external customer service while accelerating revenue recognition and audit readiness.

Xerox — NetSuite Automation

Xerox linked eSignature to NetSuite for contract routing and archival.

  • Automated templates eliminated repetitive data entry.
  • This flexibility allowed the team to get the right signatures in required formats and streamline order fulfillment.

Practical Tips for Accurate and Efficient Completion

Use clear templates, version control, and a documented signatory matrix to reduce rework and legal exposure.

Use Standardized Templates
Start from an approved template that includes required exhibits and minimizes ad hoc language that may create inconsistencies or unintended obligations.
Confirm Authority Before Signing
Verify that signers have documented authority to bind their organization to prevent later challenges to enforceability.
Lock Technical Exhibits
Attach drawings, BOMs, and test protocols as locked exhibits and reference them by revision number to avoid ambiguity.
Record and Store Audit Trails
Keep the signed PDF plus the audit record showing timestamps, IP addresses, and authentication used to support contract validity.

eSignature Pricing and Feature Comparison

Common vendor choices differ by price model, bulk-send capability, and compliance features relevant to OEM contract workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial Varies by plan Varies by plan Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About OEM Supply Contracts

Answers to common questions about signing, enforceability, and document management for OEM supply agreements.


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