Attachment 5 - Vendor Information Request (VIR).pdf

TAHEF-Form-No. 007 Rev A

NUWCDIVNPT TAHE FACILITY

NUWC, BLDG 6 NEWPORT, RI 02841

Revision Date: 7/3/2023

(REFER TO INTRUCTIONS)

VENDOR INFORMATION REQUEST 1. VIR NO.:

2. SUPPLIER NAME AND ADDRESS 3. DATE

4. DATE DISPOSITION

REQUIRED

5. MATERIAL NOMENCATURE 6. W0 7. PART NUMBER 8. QUANTITY 9. SERIAL NUMBER

10. STATUS OF PART

11. DESCRIPTION:

12. CAUSE OF NONCONFORMANCE:

13. RECOMMENDED CORRECTIVE ACTION:

14. RECOMMENED DISPOSITION:

15. TECHNICAL JUSTIFICATION AND PURCHASER’S BENEFIT:

16. DELIVERY IMPACT

YES [] NO []

17. COST IMPACT

YES [] NO []

IF DISAPPROVED,

DELIVERY WILL BE:

IF YES, REPAIR COST

IF APPROVED, DELIVERY

WILL BE:

IF YES, REPLACMENT COST

THE VENDOR ACCEPTS FULL

RESPONSIBILITY FOR THE

CORRECTNESS OF

INFORMATION AFFECTING

THE ABOVE PARTS

18. REPORTED BY:

SIGNATURE:

PHONE:

VENDOR: PLEASE DO NOT WRITE ON PAGE 2

SEE PAGE 2 FOR TAHEF RESPONSE

Not Started In Process Completed

Typed/Wet Sign Digital Signature

NUWC, BLDG 6 NEWPORT, RI 02841

Revision Date: 7/3/2023

19. VIR POC DATE VIR RECEIVED

PRIORITY ROUTINE []

URGENT []

SOW# WO#

20. LOGISTICAL ACCEPTABILITY

PRODUCTION

REQUIRED []

PRODUCTION SCHEDULE IMPACT

YES [] NO[]

TECHNICIAN ASSIST/INPUT

YES [] NO []

SIGNED

PLANNING or INVENTORY

REQUIRED []

DELIVERY SCHEDULE IMPACT

YES [] NO[]

REPLACMENT PARTS

YES [] NO []

SIGNED

LIBRARY

REQUIRED []

LATEST DWG/STD

YES [] NO[]

OTHER DOCUMENTATION NEEDED

YES [] NO []

SIGNED

PURCHASING

REQUIRED []

ALTERNATE PROCURMENT

YES [] NO[]

COST JUSTIFIED

YES [] NO []

SIGNED

QUALITY ASSURANCE

REQUIRED []

QUALITY ISSUES

YES [] NO[]

NEW/REVISED RIR REQUIRMENTS

YES [] NO []

SIGNED

LOGISTICS NOTES:

21. TECHNICAL ACCEPTABILITY

ENGINEERING DISPOSITION:

RPR REQUIRED

Y[] N[]

RFV REQUIRED Y[] N[]

MAJOR []

MINOR []

ISEA/TDA REQUIRED

ENGINEERING RECCOMENDATION

APPROVE

CONDITIONALLY APPROVE

DISAPPROVE

ENGINEERING SIGNED: PROGRAM MANAGER SIGNED:

APPROVALS

22. FINAL DISPOSITION:

APPROVE

CONDITIONALLY APPROVE

DISAPPROVE

TAHEF MANAGER SIGNED: 23. ISEA or TDA (as required) SIGNED:

24. RESPONSE TO VENDOR:

NOTICE TO SUPPLIER: THE DISPOSITION OUTLINED ABOVE IS

APPLICABLE TO THE MATERIAL ON THIS VIR ONLY. SHIPPING

DOCUMENTS FOR THIS MATERIAL MUST REFERENCE THIS VIR.

25. RESPONSE SENT TO SUPPLIER BY

PURCHASING:

VERSION: Vendor Copy TAHEF Copy

Y[] N[]

Revision Date: 7/3/2023

NUWCDIVNPT TAHE FACILITY

NUWC, BLDG 6 NEWPORT, RI 02841

VENDOR INFORMATION REQUEST FORM INSTRUCTIONS

A PROPERLY APPROVED VENDOR INFORMATION REQUEST (VIR) IS REQUIRED TO RESOLVE TECHNICAL QUESTIONS OR

PROBLEMS INVOLVING TOWED ARRAY HANDLING EQUIPMENT FACILITY WORK ORDERS.

TO FACILITATE THE PREPARATION OF THE FORM, A BRIEF DESCRIPTION APPEARS BELOW INDICATING THE INFORMATION REQUIRED TO BE ENTERED IN THE APPROPRIATE BLOCK. IF MULTIPLE PAGES ARE REQUIRED, LINK

ADDITIONAL PAGES BY BLOCK NUMBER TO THE FIRST PAGE.

BLOCK NO. ENTRY (BLOCKS 2-18 TO BE FILLED IN BY VENDOR)

(BLOCKS 1, 19-25 TO BE FILLED IN BY TAHE FACILITY)

To be completed by vendor:

1. VIR number will be provided after VIR disposition. Refer to this number (provided by the towed array facility) on any inquiry. Record this number on the packing list prior to shipping.

2. Enter your full company name and mailing address.

3. Enter the date the entries are being made.

4. Provide a date a response in needed in order to avoid delay of delivery.

5. Enter the nomenclature of the part that appears on the purchase order.

6. If not populated, enter the TAHEF work order number that pertains to the purchase/service.

7. Indicate the part number affected.

8. Quantity of pieces affected by VIR (not quantity ordered).

9. Serial number of piece affected, where applicable.

10. Check appropriate part status block.

11. Describe the specific problem/question/proposed change, or nonconformance in detail:

• indicate what, if anything, is nonconforming

• when proposing a material substitution, include a full description of the substitute material (i.e.: alloy, class, condition or temper, specification, etc.).

Attach a copy of the test report for the material if available or with the shipment of the completed hardware.

• when reporting a nonconformance involving the heat treatment of material, a copy of the applicable heat treatment procedure used should be attached.

• when reporting chemical and mechanical nonconformance, attach a copy of the test report applicable listing both chemical and mechanical test results of the material.

• use a continuation or sketch sheet if this space is inadequate to show a sketch or to fully describe the problem

12. Indicate what the cause of the nonconformance is.

13. Indicate the recommended corrective action.

14. Indicate the recommended disposition.

15. Include the technical justification for accepting permanent nonconformance by indicating the effect of the deviation on the form, fit or function of the material, part or component. State clearly if unable to provide technical justification. Provide rationale for perceived benefit to purchaser.

16. Indicate if delivery is impacted. If so indicate delivery date for approval/disapproval.

17. Indicate if cost is impacted. For outside services include repair vs replacement cost.

18. Provide name of person to contact in case of any questions regarding VIR.

19. VIR can be sent to the VIR POC via the email provided or the TAHEF representative who solicits the quote.

To be completed by TAHEF:

20. If required by the VIR POC, departments enter required information. Mark each block as applicable. Signature required if department input is required.

NUWC, BLDG 6 NEWPORT, RI 02841

Revision Date: 7/3/2023

21. Engineering enter required information. Mark each block as applicable. Engineering and program manager signatures required.

22. Mark final disposition as applicable. TAHEF manager signature required.

23. ISEA/TDA signature as required by block 21.

24. Engineering: respond to vendor reflecting final disposition and path forward. Two copies should be saved, a vendor copy and

TAHEF copy. The vendor copy should only have the response to vendor and signatures on the second page, redact internal information as required. The TAHEF copy should include all internal information as written for archiving purposes.

25. WARNING: Selecting "Vendor Copy" will erase all "Need to Know" information from the form.

Engineering: Select and save a version of both TAHEF and Vendor Copy. Send both versions to the VIR POC for archiving and send the vendor copy to Purchasing.

Purchasing: Sign and date completed VIR just before sending to the vendor.