Alternate Offer and Source Approval Request Guidance - CL25056001.pdf

Defense Logistics Agency (DLA)

Source Approval Request (SAR) and Alternate Offer (AO) Guide

November 2022

DLA SAR and AO Guide

CHANGE RECORD

Revision Number Date Description

- 11/2022 Initial Release

Table of Contents Definition of SAR vs AO

Purpose

Competition

Process Overview

Package Categories

Timeline and Notification

Format

Tracking

Source Approval and Alternate Offer Checklist

Considerations before beginning:

Section * - Table of Contents

Section A – Cover Letter

Section B – Actual Part Drawings

Section C – Actual Part Detailed Manufacturing Plan

Section D – Master Tooling Certification

Section E – Data Certification

TECHNICAL DATA RIGHTS CERTIFICATION LETTER

Section F – Actual Part Sub/Contractors/Vendors List

Section G – Actual Part Shipping Documents

Section H – Similar Part Drawings

Section I – Similar Part Shipping Documents

Section J – Comparative Analysis

Section K – Similar Part Manufacturing Plan

Section L – Similar Part Subcontractor/Vendor List

Section M – Test Plans

Section N – Licensee Agreement (if applicable)

Section O – Summary of Quality Deficiencies

Section P – Inspection Method Sheets (IMS)

Section Q – Technical Briefing (if requested)

Section R – Sample Item

Section S – Value Added

Section T – Reverse Engineering Manufacturing Plan

Reference Glossary

Appendix A: SAR/AO Process Resources

DLA Land and Maritime

DLA Aviation

DLA Troop Support

Definition of SAR vs AO Source Approval Request (SAR) – A Source Approval Request can be submitted at any time, and is a package of information provided by a prospective new supplier to become an approved source for procurement of a National Stock Number (NSN). This package must contain all technical data needed to demonstrate competence to manufacture the NSN to the same, or better, level of quality than the current approved source(s).

To be eligible for source approval, the NSN must be currently procured on an “other than full and open competition” basis, such as the following Acquisition Method Suffix Codes (ASMC):

Source Controlled (AMSC B), Source Restricted (AMSC C), CAGE & Part Number (AMSC D).

ASMC G will not be evaluated as material in this status is already full and open competition.

Alternate Offer (AO) – An “Alternate Offer” is submitted for evaluation against an active solicitation in order for a company and their product information to be reviewed, potentially qualifying them as an “Approved Source” on the current (and future) solicitations. When submitting an alternate offer for a specific solicitation, this should be clearly stated in the package cover letter with the solicitation number, and the name of the Contracting Officer listed on the solicitation. The solicitation number must be included in the package to be considered as an alternate offer.

**NOTE: AMSC B may require additional documentation, on letterhead, from the source controlling the NSN demonstrating that permission has been granted to use their technical data to become an approved source of supply.

**NOTE: Alternate Offers submitted under an Automated Solicitation (with “T” or “U” in the 9th position of the solicitation number) will NOT be considered for instant procurement. Alternate Offers submitted against an Automated

Solicitation will only be considered for future DLA procurement requirements consideration.

**NOTE: If submitting an Alternate Offer against a “Manual Solicitation” procurement (a solicitation with letters OTHER THAN “T” or “U” in the 9th position of the solicitation number) – Contracting Officers may consider submitted Alternate Offers, so these requests are to be sent to the Contracting

Officer listed in the body of the solicitation.

Purpose

Competition The purpose of the SAR and Alternate Offer program is to increase acquisition competition for material that requires an approved manufacturer to produce. DLA manages millions of NSNs used by the military customer. To provide the best service to the warfighter in need of repair parts for their equipment and weaponry, it is necessary for the government to make a concerted effort to increase competition for these source-controlled items.

Through the source approval process, the intent is to bring material from single source (or a small number of sources) to multiple sources of supply, when possible. To successfully become an approved source of supply through the SAR/AO program, the responsibility is on the submitter to thoroughly document and demonstrate that their capability is equal to, or better than, the currently approved material quality and manufacturing process. It is important for offerors to submit as complete a technical data package as possible. The packages submitted shall include all the required items laid out in this guidance package.

Process Overview

Package Categories

• Category I – Actual Item: A company may submit a Category I package if they make the exact part.

o Submissions for material under Category

I are received from suppliers who have manufactured actual item, (within the last 3-5 years depending on item criticality), that have been provided to an Original Equipment Manufacturer (OEM), one of its subcontractors, the

Government, Department of Defense (DoD) or Defense Logistics Agency (DLA).

The vendor shall have legal rights, to possess, use and re-distribute the technical data for the actual part.

• Category II – Similar Item: A company may submit a Category II package if they make a similar item and can prove they have the capability to make the actual item.

o Submissions for material under

Category II are received from suppliers who have manufactured similar items that have been provided to an OEM, one of its subcontractors, the Government, DoD or DLA. Similar item(s) must be similar in complexity, design, criticality, materials, and application. The vendor shall have legal data rights to possess all of the OEM's Technical Data Package for the

Actual Part.

**NOTE: A similar item in this context is one whose design, application, operating parameters, material, and manufacturing processes required are similar to those of the item for which source approval is being sought. Multiple items having similar features, materials, etc. can be used to show manufacturing capability in lieu of one similar item.

• Category III – New Manufacturer: This category covers items that do not meet

Category I or II criteria, but the company may have capabilities to make the actual item and can fully demonstrate those capabilities.

o Submissions for material under Category III are received from a new manufacture, or new prospective source, which does not meet

Category I or II criteria, but legally possesses the OEM’s technical data and intends to manufacture the part using the approved technical data package. Submissions for material under Category III are received from suppliers that have experience in manufacturing that require equal or greater technical capabilities to the current approved sources technical data.

The manufacturer may not have provided a similar item to an OEM, one of its subcontractors, the Government, DoD or DLA, but intends to manufacture to the approved technical data package.

• Category IV – Reverse Engineered Part o Submissions for material under Category IV are received from suppliers that do not meet the requirements for Categories I, II, or III, do not possess the technical data for the item, and are submitting for source approval by means of reverse engineering (done at the expense of the supplier).

**NOTE: The contractor shall select the appropriate category for their source

SAR/AO package. The contractor must provide all the required elements in their technical data package, as defined in the Source Approval Request and Alternate

Offer Checklist for their category. If a requirement does not exist for a specific part, provide a statement to that fact.

Timeline and Notification The review process will generally take a minimum of 90 days, and possibly up to 180 days or longer depending on the technical complexity of the material, and many other factors.

The review timeline is also dependent on the quality of the package submitted. The process will take longer if there is missing information that needs to be clarified. Once a decision is made, the offeror will receive a notification from the SAR/AO Monitor. The package will either be accepted with authorization to participate as an approved source for the specific NSN in future procurements or rejected with explanation.

**NOTE: Becoming an approved source only grants the opportunity to compete and supply the item – it does not guarantee future contracts, orders, or a specific level of financial commitment.

**NOTE: Award of solicitations will not be delayed due to pending AO/SAR package evaluations, with limited exceptions.

Format

• Electronic Copy meeting the following conditions:

o One .pdf file for each submission (no ZIP files) o PDF file must be named with the NSN and company CAGE code

▪ Example: NSN 1234-56-789-1011 CAGE 0ABC1 o No password protected files will be accepted o **NOTE: Retain a copy of your package, AO and SAR submissions will not be returned

• Files may be submitted via email to appropriate DLA Organization (See Appendix A):

o If file is above 8MB in size, send an email to request a DoD Safe Link for submission

• Submissions via CD:

o Before making your submission via CD, please email for prior authorization o CDs must be labeled with NSN, CAGE and Company Name o NO password protected CDs will be accepted o **NOTE: Retain a copy of your package, AO and SAR submissions will not be returned

Tracking The SAR/AO Monitor will log in all submissions for tracking and will notify contractor of receipt. The

SAR/AO Monitor will perform the initial administrative review to ensure required elements are present for the package, and will coordinate with engineering analysts, product specialists and contracting officers as required.

Packages that appear to meet minimum requirements are forwarded to the local technical department for further review. If the packages meet minimum requirements, and there is a need for further technical review and approval, a request is sent to the services for thorough study, evaluation, and testing (if necessary).

(Rest of page left intentionally blank)

Source Approval and Alternate Offer Checklist The following section includes the Source Approval and Alternate Offer Checklist that defines the required elements for each package category. A detailed explanation of all elements and expected content follows the checklist.

Category I – Actual Part

Category II – Similar Part

Category III – New Part/Manufacturer

Category IV – Reverse Engineered Part

Section Required Element Category

I II III IV

* Table of Contents X X X X

A Cover Letter X X X X

B Actual Part Drawings X X X X

C Actual Part Detailed Manufacturing Plan X X X X

D Master Tooling Certification X X X X

E Data Certification (requires Company Officer signature) X X X X

F Actual Part Subcontractor/Vendor List X X X X

G Actual Part Shipping Docs X

H Similar Part Drawings X

I Similar Part Shipping Documents X

J Comparative Analysis X

K Similar Part Manufacturing Plan X

L Similar Part Subcontractor/Vendor List X

M Test Plans X X X X

N Licensee Agreement (if applicable) X X X X

O Summary of Quality Deficiency X X

P Inspection Method Sheets X X X X

Q Technical Briefing (if requested) X X

R Sample Part (if requested) X X X X

S Value Added X X X X

T Reverse Engineering Manufacturing Plan X

Considerations before beginning:

1. The manufacturer should first select which category is appropriate for the item they are seeking approval to manufacture. The manufacturer must provide a SAR package containing all required sections marked with an “X” in table above for the category selected.

2. Each lettered paragraph below corresponds to a SAR section in the table. If a requirement does not exist for a specific part, (for example, no test plan required), then provide a statement to that fact.

Section * - Table of Contents The Table of Contents should contain, at a minimum, the name of each section presented in the package, as well as the page number the content begins on. (For an example, see the Table of Contents provided in this guidance package.)

Section A – Cover Letter The Cover Letter shall include all of the following elements:

• Category of SAR being submitted, as defined above

• National Stock Number (NSN)

• Item Description (Nomenclature)

• Weapon system/platform (if known)

• Company Part Number (with dash number, if applicable)

• Estimated Unit Price with quantity price breaks (if quantity breaks are applicable)

• Solicitation Number (if submitting an Alternate Offer)

• Company Information o Name o Address (provide both physical address AND mailing address, if different) o CAGE Code o Website o Phone Number

• Point of Contact (if submission is made by a third party, please ensure that there is a point of contact for the actual manufacturer, as well as the submitter) including:

o Name o Email address o Phone number (including extension information) o Position

• Attachments as follows:

o Description of company quality program (i.e. ISO 9001, ASQ/ANSI E4, ASME NQA-1, SAE AS9100, and ISO/TS 16949, and product or process specific quality standards such as SAE AS5553.)

o Quality control manual o Latest survey results performed by a Government agency and/or prime contractor, including DCMA Pre-Award Survey Reports (if applicable) o A copy of the actual manufacturer’s quality system document (example rating, quality manual, inspection sheets, etc.)

▪ Please include a statement, if you have manufactured this item for the current approved source, as a sub-contractor in the past.

o A company brochure and a synopsis outlining your firm’s capabilities, facilities, experience, and equipment list.

**NOTE: Approval to supply an assembly is not an approval to manufacture all the components, unless the proposal clearly demonstrates your ability and intent to manufacture said components - excluding source-controlled items. A separate source approval request technical data package must be submitted for each NSN.

Section B – Actual Part Drawings This section provides data required to manufacture, assemble and test the actual part. This information includes drawings (casting, forging, detail, assembly, source controlled, masters, airfoil data), configuration (revision), parts list, any unincorporated Engineering Order, Engineering Change Proposal, Notice of Revision, Design Change Notice, Change in Design, etc. This section should also contain clear documentation related to materials, processes, specifications, and may include data relating to mandatory inspections and inspection intervals. This section should also provide Original Equipment Manufacturer

(OEM) specifications, approved drawings, and reference where test plans are necessary to completely manufacture the part. Drawings are to be included if the item is a design control drawing or design control specification that indicates the actual manufacturer’s name and part number as an approved source.

**NOTE: Source Control Design Drawing items will list approved source CAGE and Part Number on the Source Control Drawing. Dependent upon the limitation of rights even if DLA has possession, DLA may not be able to release

Source Control Design Drawings to your company.

Section C – Actual Part Detailed Manufacturing Plan Include copies of detailed process/operation sheets used to manufacture the part, including but not limited to processes, materials, configurations, tolerances, testing, part function, overall dimensions, and detailed shop sketches. Manufacturing Plans must list all processes & steps in proper sequence and include all special processes. These plans must note those operations and processes performed by subcontractors/vendors and the identity of the source. Such sheets will be confidential & be stamped proprietary. The sheets must be copies of the actual sheets used for production of the required item and must indicate operation number, description, tolerance (specification), location, sub vendors, etc.

necessary to control manufacturing operations and be signed/stamped off by in-process operator and/or inspector.

**NOTE: Routing sheets that may be enclosed in this section will not be considered an adequate replacement for detailed Manufacturing Plan.

**NOTE: The information provided in this section shall be for the same contract(s) as those provided in Sections G and P.

Section D – Master Tooling Certification If Government or OEM controlled Master tooling is required to produce or inspect the actual item, provide certification of access to (and the right to use) any required master tooling, special tooling/test equipment, mylars (stable base drawings), glass layout, and loft data/contour data as applicable to the latest item drawing revision. Include proof of calibration for all equipment/tooling requiring calibration.

Provide a statement if no master tooling or calibration is required.

Section E – Data Certification Compliance with the Data Certification statement shall be typed on the actual manufacturer company letterhead and must be signed by a company officer, authorized to legally bind the company. This certification confirms to the Government that the company has obtained the data by legal means and has the legal rights to use the data submitted in the source approval request technical data package for the manufacturing purposes of the item (NSN). This certification will also apply to the use of any data or hardware, to which the Government may not have the right heretofore to use for manufacturing. Required Data Certification text on next page, in full. Please ensure that your company letterhead, data certification text, and signature by company officer, are all on one page of the submitted file.

TECHNICAL DATA RIGHTS CERTIFICATION LETTER

I am an employee and authorized Officer of the above named legal entity with the responsibility for investigating the facts upon which this certification is made. To the best of my knowledge and, information obtained from my recent investigation:

a) I certify that the technical data submitted to the Defense Logistics Agency as a part of my company’s request for approval as a potential source for the purpose of obtaining a contract were obtained by legal means by my company, without breach of any contractual or confidential relations pertaining to said technical data; and

b) I certify that my company did not obtain or receive any technical data marked with a company’s proprietary rights legend or a Government limited rights legend from any

United States Government Agency or employee or other third parties that was used in the preparation of or was incorporated into the request for approval or its supporting technical data other than as described herein; and

c) I certify that my company has the legal right to use said technical data to manufacture and supply the below identified part for use by the United States Government. To the extent that said technical data is marked with a company’s proprietary rights legend or a Government limited rights legend or is otherwise believed to be or have in the past been the proprietary data of another company, the following documents which are attached hereto and made a part of the certification have formed the basis for claiming a legal right to use said technical data.

THIS CERTIFICATION CONCERNS A MATTER WITHIN THE JURISDICTION OF

AN AGENCY OF THE UNITED STATES AND THE MAKING OF A FALSE,

FICTITIOUS, OR FRAUDULENT CERTIFICATION MAY RENDER THE MAKER

SUBJECT TO PROSECUTION UNDER THE TITLE 18, UNITED STATES CODE,

SECTION 1001.

THIS CERTIFICATION APPLIES TO NSN _____________ P/N ___________________

(Signature of Company Officer)

(Title of Company Officer)

(Date)

Section F – Actual Part Sub/Contractors/Vendors List

Names, address, telephone numbers, and CAGE codes, of all subcontractors/suppliers to be used for forging, casting or exotic material, special processes such as finishing, heat treating, inspecting etc. and vendor/subcontractor part numbers, if applicable. Special processes are those manufacturing processes which produce critical characteristics that cannot be verified after manufacture by non-destructive inspection/testing. When an identified source must perform to a prime contractor’s specification, that source shall be approved for the specific process by the prime contractor. It is recommended that certification from the prime contractor be provided since submittal of this evidence of capability will assist in expediting the processing of the source approval request. If you plan to use a sub vendor not currently approved by the prime contractor, you must provide complete documentation substantiating the capabilities and qualifications of that sub vendor. It should be noted, however, that additional approval testing will, in most cases, be required in this circumstance.

Section G – Actual Part Shipping Documents Provide the most recent copies of purchase order(s) and any amendments for the actual item. The purchase orders must be from the Prime Contractor, OEM, or Government. This information should indicate when the supplier last produced the actual item. Shipping documents must include evidence of lot acceptance by the customer. For government contracts, provide a signed DD Form 250. All documents in this section should be dated and shipping documents should account for all items ordered. If OEM is one of the Engine Manufacturers, attach a copy of the current Requirements Control Card (RCC) and Quality

Assurance Document (QAD) – (if applicable).

**NOTE: The information provided in this section shall be for the same contract(s) as those provided in Sections C and P.

Section H – Similar Part Drawings This section provides data required to manufacture, assemble and test the proposed similar part(s). This information includes drawings (casting, forging, detail, assembly, source controlled, masters, airfoil data), configuration (revision), parts list, any unincorporated Engineering Order, Engineering Change Proposal, Notice of Revision, Design Change Notice, or Change in Design, Requirements Control Card, Quality

Assurance Document, etc.

This section should also contain documentation related to materials, processes, specifications, and may include data relating to mandatory inspections and inspection intervals. Drawings must be included if drawing is a design control drawing or design control specification and shall identify the manufacturer’s

Name, CAGE code and part number as an approved source. Drawings provide Original Equipment

Manufacturer specifications and test plans necessary to manufacture the similar part.

**NOTE: A similar part in this context is one whose design, application, operating parameters, material, and manufacturing processes required are similar to those of the item for which source approval is being sought. Multiple items having similar features, materials, etc. can be used to show manufacturing capability in lieu of one similar item.

Section I – Similar Part Shipping Documents Include copies of purchase orders, shipping documents for production quantities, for the proposed similar part provided to the OEM or signed DD Form 250 if shipped to DOD. All documents in this section shall be dated and you should provide the most recent copies of the documents. If OEM is an Engine

Manufacturer, attach copy of the current Requirements Control Card and Quality Assurance Document, (if applicable).

**NOTE: In cases where the most recent production of the proposed similar part are in excess of three years, the manufacturer must include an explanation for the elapsed time of its production. A data package demonstrating continued experience in the production of an additional similar part will be required.

**NOTE: The information provided in this section shall be for the same contract(s) as those provided in Sections K and P.

Section J – Comparative Analysis A detailed Comparative Analysis of the differences/similarities between the Similar Item(s) and the

Actual Item for which you are requesting approval. This analysis should include materials, configuration, tolerances, process requirements, dimensions, castings, forgings, etc.

A vague Comparative Analysis will not be considered adequate and may hurt your opportunity for successful approval. Follow the following standard format to detail the significant differences between proposed Similar Item(s) and the Actual Item.

See EXAMPLE of Comparative Analysis on next page. This is an example of a starting point, and is not considered all-encompassing.

COMPARATIVE ANALYSIS OF SIMILAR PART & ACTUAL PART

(Note, Similar Part is the part you are proposing for comparison.)

DESCRIPTION CHARACTERISTIC ACTUAL PART SIMILAR PART

1. General

a. Part Number

b. Nomenclature

c. Application

d. Material

e. Rotating Part (Y or N)

f. Max. Length or Diameter

g. Tightness Tolerance

h. Smoothest Surface Finish

2. Quality Assurance Techniques

(i.e. FPI, MPI, Radiographic

Inspection, etc.)

3. Heat Treats

4. Joining (i.e. Brazing, TIG, etc.)

5. Surface Treatments (i.e. Diffusion

Coating, Black Oxide, etc.)

6. Nonconventional Material Removal

(i.e. EDM, Laser Machining and drilling)

7. For Gears

a. Type

b. Number of Teeth

c. Outside Diameter

d. Diametrical Pitch

e. Pressure Angle

f. Pitch Angle

g. Case / Core Hardness

8. Additional Comments

**NOTE: All Prime Certified Processes and Inspections must be listed.

Section K – Similar Part Manufacturing Plan Provide a manufacturing plan for the Similar (Equivalent) part, include processes, materials, configuration, tolerances, testing, part functionality and dimensions, as well as your company’s drawings.

In addition, copies of the actual sheets used to produce the similar item must be submitted. These plans must note those operations and processes performed by subcontractors/vendors and the identity of the source. Manufacturing plans must list all processes/steps in the proper sequence and list all special processes. Such sheets will be kept confidential and may be stamped proprietary.

Manufacturing plans for Critical Safety Items (CSI) must contain the following information:

1. Identification that the part is a CSI, and;

2. A statement that any change to operations that may affect a CSI characteristic must be approved by DLA, and;

3. Identification of which operation(s) contain or affect CSI characteristics.

**NOTE: The information provided in this section shall be for the same contract(s) as those provided in Sections I and P

Section L – Similar Part Subcontractor/Vendor List Provide names, address, telephone numbers, and CAGE codes, of all subcontractors/suppliers to be used for forging, casting or exotic material, special processes such as finishing, heat treating, inspecting, etc.

and vendor/subcontractor part numbers, if applicable. Special processes are those manufacturing processes which produce critical characteristics that cannot be verified after manufacture by non-destructive inspection/testing. When an identified source must perform to a prime contractor’s specification, that source shall be approved for the specific process by the prime contractor. It is recommended that certification from the prime contractor be provided since submittal of this evidence of capability will assist in expediting the processing of the source approval request. If you plan to use a subcontractor not currently approved by the prime contractor, you must provide complete documentation substantiating the capabilities and qualifications of that subcontractor. It should be noted, however, that additional approval testing will, in most cases, be required in this circumstance.

Section M – Test Plans Testing may be required at the contractor’s expense. If testing is required, the acceptance test/inspection procedures proposed to be incorporated and independent test laboratories proposed to be used have to be identified by Name, CAGE, address and telephone number. All proposed test plans necessary to completely manufacture the part must be approved prior to beginning testing. Testing is done to validate the performance of the part after the test plans have been approved. Test requirements are part specific, and many weapon system items will require testing.

**NOTE: Depending on the item and its application, First Article Testing may be required.

Section N – Licensee Agreement (if applicable) A copy of the licensee agreement between the actual manufacturer/contractor and the OEM must be provided, IF the submitting company requesting approval has such an agreement with the OEM.

Section O – Summary of Quality Deficiencies Summarization of quality deficiencies experienced in the past three years during manufacture of the

Qualification or Similar (equivalent) part. Include data relative to sub vendors, actions and resolutions, when applicable, and previous contracts. This data includes, but is not limited to, material review board items, statistical reports of nonconformance, nonconforming materials rejection reports and scrap rates.

Submitter should note any deficiencies identified by the OEM or prior Government Inspections.

**NOTE: Nonconformance is not necessarily perceived as an increase of risk when considering alternate source item qualification and in fact, identification of nonconformance issues may illustrate a successful quality assurance program.

Section P – Inspection Method Sheets (IMS) Provide the inspection method sheets used in manufacturing and at final inspection for the qualification or similar item depending on SAR category. These sheets should include the nomenclature, part number, characteristics inspected, item quantities, dates, special instructions, zone, tolerances and actual measurements, inspection tooling/method, frequency, and inspector's stamp. The inspection method sheets may be included as an integral part of the operation sheets in SAR Sections C and K., if so, please state as such.

**NOTE: The information provided in this section shall be for the same contract(s) as those provided in Sections C, G, I, and K.

Section Q – Technical Briefing (if requested) A Technical Briefing may be requested to allow contractor personnel the opportunity to provide assurances to the Government of their firm’s ability to manufacture a quality product. A statement that the contractor is willing to provide such a briefing is required. This briefing could be at DLA or at any of the

Engineering Support Activities (ESA’s) if required.

Section R – Sample Item Submission of samples by the company seeking source approval may be required. Advise on ability to supply.

**NOTE: DO NOT submit samples unless instructed to do so by the procurement activity in writing.

Section S – Value Added Provide a statement identifying any specific value added by the Prime Contractor or OEM in the manufacture of the item. Value added is considered any action, manufacturing or inspection process, data, instructions, or equipment that is essential to the manufacture of the item but is not documented in the data package. Examples of value added are the use of OEM qualification of sources for forgings, castings, raw materials; the use of OEM tooling, fixtures, gages, or inspection master hardware; the use of OEM

Process Sheets, Inspection Sheets, or other process related data not referenced on the part drawing(s);

quality assurance of sub-tier suppliers of significant processes as related to the performance of manufacture. If there is no value added by the Prime Contractor or OEM, provide a statement confirming the Prime Contractor or OEM does not add value to the actual item during or after the manufacturing process.

**NOTE: Surplus Items or Surplus Offers are NOT included in these procedures and are not evaluated by the alternate offer/source approval process.

Section T – Reverse Engineering Manufacturing Plan Provide a reverse engineering manufacturing plan which describes the approach used to develop the specifications. The plan must describe all aspects of the proposed reverse engineered design, materials, critical characteristics, critical inspection processes, and critical manufacturing processes to satisfy requirements and how these were derived.

Include the following documentation:

• A set of Level III (manufacturing) drawings produced through the Reverse Engineering process prepared according to good drafting practices as cited in ASME Y14.100, Y14.24, Y14.35M, Y14.34M, MIL-DTL-3100, ASME Y14.38M and Y14.5M. The drawings must include dimensions, tolerances, surface finishes, concentricity, with recognized commercial or

Government material specifications, thread data, and special test requirements. They must also contain the acceptance test and inspection procedures the contractor intends to use if the proposal is approved (such as a sampling plan according to MIL-STD 1916). Drawings that do not meet these requirements may be rejected.

• Documentation showing reverse engineering samples were purchased or borrowed from the

Government to confirm correct configuration was used as the baseline.

• If applicable, evidence that mating or interfacing components were purchased or borrowed from the Government, which may be needed to develop tolerances and confirm clearances are correct.

Identification of the Next Higher Assembly is also required.

• Copies of all reports about the materials of the subject reverse engineered part (for example, material type, chemical composition, heat treatment, hardness, surface texture, coatings, metallography). Independent laboratory analysis and reports shall be signed and dated by an official of the laboratory and an authorized binding company official. All reports will be identified by NSN.

• A tabulation of all measured dimensions as taken from the sample parts (required for both the actual item and its mating components if applicable) and any accompanying drawings necessary for clarification and identification of those measured dimensions. Measuring equipment shall be calibrated using accurate industry and Government accepted standards. Each document shall be signed and dated by an authorized binding company official as well as identified by NSN.

• A discussion of the reasoning for the selection and development of every dimension tolerance including any calculations (for example statistical analysis calculations) and any accompanying drawings necessary for clarification and identification of those tolerances. Since physical and other technical characteristics may vary from item to item, depending on manufacturing tolerances as well as the nature of the item, it is recommended that a minimum of three parts be used when taking measurements.

• A statement that all data development for the reverse engineering effort was accomplished without access to proprietary data. This is a certification the data was developed by legal means and the contractor has full rights to use the data supplied in the reverse engineering technical data package for manufacturing purposes.

• Omission of any information above may delay evaluation. The Government reserves the right to verify any claims made and disassemble, destroy, or test one or more prototypes to verify compliance with the sample part and drawings. Compliance with these requirements and successful completion of qualification tests (as determined by the ESA) shall be the basis for approval.

Reference Glossary Acceptance Test: A test conducted under specified conditions, by or on behalf of the government, using delivered or deliverable items in order to determine the item's compliance with specialized requirements.

Acquisition Method Code (AMC): A single digit numeric code, assigned by a DOD activity to describe to the Contracting Officer and other Government personnel the results of a technical review of a part and its substantiation for breakout.

Acquisition Method Suffix Code (AMSC): A single digit alpha code, assigned by a DOD activity which provides the Contracting Officer and other Government personnel with engineering, manufacturing and technical information.

Actual Manufacturer: An individual, activity, or organization that performs the physical material fabrication processes that produce the deliverable part or other items of supply for the Government. The actual manufacturer must produce the part in-house. The actual manufacturer may or may not be the design control activity.

Actual part: Item previously provided to original equipment manufacturer (OEM), within the last three years.

Complete Current Configuration Drawings: Complete set of the latest revision drawings including forging/casting data and all drawings referenced therein, when applicable.

Critical Application Item (CAI): An item essential to weapon system performance or operation, or the preservation of life or safety of operating personnel, as determined by the military services.

Critical Characteristic: A critical characteristic is one that analysis indicates is likely, if defective, to create or increase a hazard to human safety, result in failure of a weapon system or major system to perform a required mission.

Critical Safety Item (CSI): A part, assembly, installation or production system with one or more critical characteristics that, if not conforming to the design data or quality requirements would result in an unsafe condition. Unsafe conditions relate to hazard severity categories I and II of MIL-STD-882, System Safety

Program Requirements, and include conditions which could cause loss or serious damage to the end item or major components, loss of control or serious injury to the personnel (ASME Y14.100). The determining factor in CSIs is the consequence of failure, not the probability that the failure or consequence would occur.

* Refer to Mil-STD-882 for further explanation of aircraft and personal safety hazard severity categories.

Data Certification (Certificate of Law): A certification statement on company letterhead signed by an authorized binding company official that states the said company has obtained the data by legal means and has the right to use the data for manufacturing purposes.

Engineering Support Activity. The Military Service organization assigned responsibility and authority for engineering and technical decisions for parts or components provided by DLA.

Inspection Method Sheets: Sheets used to document the inspection of items produced. Sheets must be certified by an authorized representative empowered to comply with the inspection process.

Inspection Procedures: An outline of the step-by-step procedures used for the inspection.

National Stock Number: A 13-digit number assigned by the Defense Logistics Information Service

(DLIS) to identify each item of material in the federal supply distribution system of the United States.

Nonconforming Material: The failure of a unit of product to conform to specified requirements for any quality characteristic.

Prime Contractor: A contractor having responsibility for design control and/or delivery of a system/equipment such as aircraft, engines, ships, tanks, vehicles, guns and missiles, ground communications and electronics systems, and test equipment.

Process/Operation Sheets: Sheets used in manufacturing to reflect the step-by-step process / operation used to manufacture the complete item. Includes detailed shop sketches.

Purchase Order: The original order with precise accounting and tracking for each item referenced on order.

Replenishment Parts Purchase or Borrow (RPPOB): A process that permits a U.S. Domestic business to purchase or borrow repairable or consumable parts from the federal government to replicate (reverse engineer) the item and become an alternate source of supply.

Reverse Engineering: Reverse engineering is the process of replicating an item in all respects (e.g., functionally, dimensionally, material(s), and processes), through engineering analysis, physical examination, and measuring existing parts to develop the technical data required for competitive procurement.

Similar part: Item is similar to item previously provided to the OEM, Air Force, Army or Navy within the last three years. A similar item in this context is one whose design, application, operating parameters, material and manufacturing processes are similar to those of the item for which you are seeking source approval.

Shipping Documents: DoD Form 250 or documents related to the movement of items which reflect the point of origin and destination.

Source Approval Request Package: A vendor proposal that should include all of the technical data required for a competent manufacturer to manufacture an item, including a Critical Safety Item, to a level of quality that is equal or better than an OEM part.

Source Approval Request Review: A technical and engineering review to determine the viability of a part and vendor for breakout. A review is performed to ensure complete data is available, the vendor is capable, and a complete quality source plan is defined to support the alternate source qualification effort.

Test Procedures: A document that provides a step-by-step description of the operations required to test a specific item.

Value Added: Any technical support or required manufacturing process for aircraft parts that the prime contractor or other party provided, which is otherwise not documented or described in operation sheets, drawings, specifications, quality assurance procedures in the technical data package.

Appendix A: SAR/AO Process Resources

DLA Land and Maritime

SAR Email Address: dsccao-sar@dla.mil

Technical Issues: ve.sar@dla.mil

(Engineering/Analysts)

RPPOB: DSCC.PartRequest@dla.mil

Small Business Office SMBIZLandCols@dla.mil

Links:

Value Engineering https://www.dla.mil/Land-and-Maritime/Offers/Technical-Support/Value-Management/

Selling to DLA Land and Maritime https://www.dla.mil/Land-and-Maritime/Business/Selling/

DLA Aviation

SAR Email Address: Please email Aviation Small Business Office mailbox (below) for SAR submissions, and request a DoD Safe link.

Small Business Office dlaavnsmallbus@dla.mil

RPPOB: dscr.boc@dla.mil https://www.dla.mil/Aviation/Offers/Engineering/Value-Engineering/ mailto:dsccao-sar@dla.mil mailto:ve.sar@dla.mil mailto:DSCC.PartRequest@dla.mil mailto:SMBIZLandCols@dla.mil https://www.dla.mil/Land-and-Maritime/Offers/Technical-Support/Value-Management/ https://www.dla.mil/Land-and-Maritime/Business/Selling/ mailto:dlaavnsmallbus@dla.mil mailto:dscr.boc@dla.mil https://www.dla.mil/Aviation/Offers/Engineering/Value-Engineering/

DLA Troop Support

SAR Email Address: TrpSptCandE-sar@dla.mil

RPPOB: DLAValueManagement@dla.mil

Small Business Office dlatroopsupportsbo@dla.mil https://www.dla.mil/TroopSupport/Value-Engineering/

Doing Business with DLA Troop Support https://www.dla.mil/TroopSupport/Doing-Business-with-Troop-Support/ mailto:TrpSptCandE-sar@dla.mil mailto:DLAValueManagement@dla.mil mailto:dlatroopsupportsbo@dla.mil https://www.dla.mil/TroopSupport/Value-Engineering/ https://www.dla.mil/TroopSupport/Doing-Business-with-Troop-Support/