CSIs are a subset of a larger category of parts known as Critical Application Items (CAIs); CAIs are items whose failure could affect mission, performance, readiness, or safety. CSIs are parts whose failure potentially can cause loss of life, serious injury, loss of an aircraft, or significant damage to an aircraft or associated equipment. Due to the catastrophic consequences that can result if a CSI fails to conform to design data or quality requirements, DLA personnel must follow strict policy guidelines for managing and procuring these items. When the AID includes the statement, "This is a Critical Safety Item (CSI)," contracting officers must follow the guidance in the "Acquisition Requirement" which appears under the heading, "The Following Requirements Apply to Critical Safety Items" on the purchase request (PR) trailer. Technical/quality specialists must follow the "Technical Requirement" and "Quality Assurance Requirement" under the same heading and related guidance in the J-334 Deskbook.
(a) Guidance for acquisition personnel. Contracting officers must refer to the "Acquisition Requirement" on the PR trailer, which will be continuously maintained to reflect the most current requirements for CSIs. The following DLAD guidance is not intended to be all-inclusive; it highlights the most important elements of the "Acquisition Requirement" and clarifies some procedures unique to contracting. If there is a discrepancy between the DLAD guidance and the "Acquisition Requirement" on the PR trailer, the "Acquisition Requirement" will take precedence.
(1) Acquire CSIs only from source(s) cited in the AID; or from a dealer/distributor who is offering the exact product (CAGE and part number) cited in the AID and who has furnished acceptable traceability documentation prior to award (see 11.302-90(c)(i), Note 3). Any variation from this requirement must be referred to the technical/quality specialist for evaluation. (See additional guidance at 11.302-90(c) and 11.304-90. For offers of surplus material, also see 11.302(b)) Referral to the technical/quality specialist is required whenever a source not currently cited in the AID offers to manufacture an item for the Government; and for all offers of "alternate product."
(2) Review the Technical Guidance Information (TGI) field in the CTDF, where sources will be identified that have been removed from the AID pending revalidation by the ESA. Solicit these sources for the current buy. If, after evaluation of offers, one of these sources is in line for award but has not been added back into the AID, the contracting officer must refer the offer to the technical/quality specialist for review as an unapproved source.
(3) Origin inspection is required. Certificate of Conformance (COC) is not authorized, unless approved by the ESA.
(4) Refer all requests for waivers or deviations to the technical/quality specialist.
(5) Specifically withhold Materiel Review Board (MRB) authority (also see 11.304-90(c)).
(6) Refer all offers of Government surplus material that are under consideration to the technical/quality specialist for evaluation (see 11.302(b)(90)).
(7) Automated solicitations may be used to solicit CSIs, and automated evaluation may be used to select a potential awardee; however, a fully automated award cannot be made, unless the system is programmed to only permit a fully automated award to an approved source cited in the AID who is offering an exact product cited in the AID. Automated awards can only be made to sources that do not currently appear in the AID if the system is programmed to allow for manual evaluation of the documentation required in accordance with 52.211-9005 prior to award.
(8) For urgent requirements (IPG 1), generally allow 5 business days for a prospective awardee to provide documentation in accordance with 52.211-9005; generally allow 15 days for less urgent requirements (IPG 2 or 3; or buys for delivery into stock).
(9) Contract arrangements that authorize the contractor to select item sources, including, but not limited to, Prime Vendor (PV), Industrial Prime Vendor (IPV), and Virtual Prime Vendor (VPV), are not authorized for CSI items; unless contract terms will ensure that the contractor complies with agency policy requirements for CSIs, and prior approval is obtained from the DSC CSI focal point.
(10) Incorporate all quality requirements into the contract when specified (e.g., First Article Test, Production Lot Testing). Do not waive any quality requirement without referring the purchase request to the technical/quality specialist.
(11) When award is made, notify the quality assurance specialist (QAS), who will determine if a quality assurance letter of instruction (QALI) is required. If award was made to a dealer/distributor, a QALI is mandatory; the QAS must have conducted a pre-award review of traceability documentation in accordance with the approval/review requirements at 11.302-90(c)(i) and Note 4. Advise the QAS what the QALI for a dealer/distributor should include, as follows:
(i) All QALIs must include the requirement to examine inventory control records, to establish that items offeror proposes to furnish under current award are in offeror's stock.
(ii) Specifically identify any documentation that offeror stated was unobtainable prior to award; or where a "copy" of documentation was provided prior to award, and an "original" should be examined at time of source inspection (such as, for example, documentation of quotation from approved source; or documents on approved source's letterhead (e.g., invoice, packing slip, etc.)).
(12) When multiple approved sources are identified in the AID and a long-term contract is contemplated, consider using acquisition strategies that will help maintain more than one source, if otherwise appropriate; such as, for example, split awards or multiple awards. This will also minimize the need for referrals to the ESA for revalidation, which is required for CSIs whenever an alternate source has not received an award for over 3 years.
(13) Obtain approval at one level above the contracting officer prior to making award; except that fully automated awards do not require this approval if the system is programmed to only permit a fully automated award to be made to an approved source cited in the AID who is offering an exact product cited in the AID.
(14) After award to any source other than an approved source cited in the AID, document in the Contracting Guidance Information (CGI) field in the Contracting Technical Data File (CTDF) the contract/purchase order number and the basis for approval of award (e.g., letter from approved source identifying awardee as authorized distributor).
(15) Carefully evaluate any post-award requests received from contractors for modifications to change a part number or anything pertaining to the representation of "exact product" in the contractor's original quote. Use the appropriate DCRL Category Code when contractors misrepresent their status as it pertains to offers of "exact product;" and provide an explanation in the "Remarks" field, so buyers on future procurements will request additional information from the vendor upon receipt of a quote or offer. Include adequate information in the DCRL "Remarks" field about how the contractor has misrepresented itself, so the buyer will know to pursue the documentation requirement. Ensure that when vendors have mispresented themselves with regard to an offer of "exact product," they are excluded from receiving any fully automated awards without a prior manual review, consistent with the policy in 11.302(91)(a)(7). In most cases, such buys must be referred to the manual buyer.
(16) If a contractor identifies changes in its business arrangement with an approved source, in the item acquired, or in a manufacturing process/facility pursuant to 52.211-9006, notify the technical/quality specialist. Refer documentation to technical/quality specialist, if provided by the contractor. Request that the technical/quality specialist determine if acquisition is still authorized from the contractor; if the correct item is being acquired under the contract; or if the manufacturing source is still approved, as applicable. Take corrective action as needed (issue modification, terminate contract, cancel purchase order).
(b) Requirements for business unit/management personnel.
(1) Implement internal controls to ensure compliance with this policy.
(2) Participate in periodic reviews and audits.
