(a) Procedures for processing quality notifications (QNs).
(1) DLA buying activities shall ensure that-
(i) On-going reviews are being conducted to oversee compliance with cross-functional policies and procedures for processing/prioritizing quality notifications (QNs) (e.g., Product Quality Deficiency Reports (PQDRs), Supply Discrepancy Reports (SDRs); Government Industry Data Exchange Program (GIDEP) Alerts/Safe Alerts; etc.)
(ii) All activity personnel are being adequately trained to apply QN policies and procedures.
(2)(i) Acquisition specialist interfaces. The Product Specialist will contact the Acquisition Specialist (preaward and/or postaward) as required in accordance with mandatory procedures for processing quality notifications (see Technical-Quality Policy Deskbook in eWorkplace and TQ Job Aids). For example, the Product Specialist:
(A) May require the Acquisition Specialist to suspend open procurement actions (i.e., open PR, Outline Agreement (LTC), Purchase Orders (contracts)) pending investigation of a PQDR; and/or
(B) Will assign the QN to the correct acquisition specialist when the Product Specialist has investigated a SDR and determined the material should be returned to the contractor for repair or replacement.
(ii) Acquisition Specialists (postaward) who receive a workflow item in the Workflow Inbox related to a Supply Discrepancy Report shall review and process the notification and notify the QN Coordinator (Test Coordinator) who assigned the task that it is complete within the workflow. The following Job Aids apply:
Processing Quality Notifications to Closeout
Processing Quality Notifications to Resolution Specialist for Closeout
(b) Review procedures for high-risk items.
(1) DLA buying activities shall ensure that-
(i) On-going reviews are being conducted to identify FSGs/FSCs/NSNs that warrant additional risk mitigation;
(ii) FSGs/FSCs/NSNs are being identified based on appropriate considerations (e.g., those identified at 46.470-1);
(iii) Policies and requirements are being established for acquiring the identified FSGs/FSCs/NSNs, as appropriate; such as the following:
(A) FAR/DFARS/DLAD provisions and clauses;
(B) Quality assurance requirements (e.g., documentation of traceability, quality requirement (QML/QPL), Quality Assurance Provisions (QAPs), first article testing), etc.); and/or
(C) Policies requiring specified post-award actions (e.g., Product Verification Testing, Quality Assurance Letter of Instruction (QALI), etc.).
(iv) Requirements are being documented in the Material Master and/or by standard text object (STO) in the purchase order text (POT), as appropriate; and
(v) FSGs/FSCs/NSNs are being identified as excluded from PACE automated evaluation and award.
(2) Training and oversight. DLA buying activities shall ensure that-
(i) All activity personnel are being adequately trained to apply the policies in this section;
(ii) All acquisition personnel are being adequately trained to apply the requirements established for acquisitions of items identified in accordance with 46.490(b) (e.g., enforcing requirements for traceability documentation; evaluating traceability documentation to determine its adequacy and validity; etc.);
(iii) Internal controls are in place, and periodic reviews/audits are being conducted to ensure compliance with the policies in this section; and
(iv) Information relevant to risk mitigation trends and best practices, as generated from in-process contract reviews, internal and external procurement management reviews, and other sources, is being routinely disseminated to all activity personnel.
(c) Contract clause. The clause at 52.246-9066, Documentation of Traceability, shall be used in solicitations and awards, including when acquisitions are conducted using FAR Part 12, when the buying activity has (1) identified the FSGs/FSCs/NSNs being acquired as requiring additional risk mitigation; and (2) determined that any offeror not identified as an approved source in the item description shall be required to submit documentation prior to award to establish the identity of the item being offered and its manufacturing source. At the discretion of the buying activity, the language in the clause may be incorporated into a Standard Text Object (STO), which will be displayed in the item description in the solicitation and award. The clause at 52.246-9066 is intended for general application to any item or group of items. However, if a STO is used, the buying activity may elect to include additional references or requirements specific to the items or groups of items being acquired (e.g., applicable military specifications, additional clauses, Certification of Conformance, etc.).
