Attachment B - Quality Significant Clauses applicable to PR452359.pdf
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- Attached to
- Dilution Refrigerator Systems
- Solicitation number
- PR452359
- Issued by
-
Department of Energy
About this file
This document outlines Quality Significant Clauses applicable to federal contract PR452359 for Dilution Refrigerator Systems.
The seller must submit calibration certification with each instrument/system, including identification of the system, calibration procedure used, and standards/equipment utilized with traceability to SI standards and ILAC MRA accreditation. Written documentation must verify that products supplied match stated catalog specifications with associated catalog numbers. Final acceptance is contingent upon testing against technical requirements following installation at the Company's site. All equipment, components, materials, and documentation must conform to applicable codes, standards, and specifications; nonconforming items require Company approval with detailed requests identifying affected items by name and serial number, specification citation, nonconformity description, and potential corrective action plans. The seller must provide operating and maintenance manuals containing operational procedures, maintenance instructions, spare parts lists, and handling precautions. The seller bears full responsibility for packing and shipping to ensure undamaged delivery and must notify the Company of shipping plans two weeks prior. Systems must be tested and inspected at the seller's site to verify compliance with all technical requirements, with the Company reserving the right to witness manufacturing, assembly, test, and inspection activities; the seller must provide 30 days' notice before inspection and proof testing, and document all test/inspection activities for Company review prior to shipment. For software components, the supplier must provide user training upon request, establish processes for notifying users of defects and new releases, allow defect reporting and assistance requests, label software releases with unique revision identification, and provide software quality assurance through external assessment, self-declaration, third-party certification, or acceptance based on key characteristics such as large user base.
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Text version
Quality Significant Clauses applicable to PR452359 – Dilution Refrigerator Systems:
Calibration Certification The Seller shall submit with each instrument/system a certification that the instrument/system has been calibrated and is ready for use. The certification shall contain, as a minimum, the identification of (1) the instrument/system,
(2) the calibration procedure used, and (3) the standards and/or equipment utilized for the calibration (traceability to the SI, ILAC MRA accreditation process, dates of test, and identity of items tested will satisfy this last requirement). Detailed support data shall remain on file by the Seller as required by the contract. Certification shall be signed by an authorized Seller representative.
Commercial Items Meeting Catalog Description With this order, written documentation shall be provided verifying that the products ordered by the Company based on the stated catalog specifications have been supplied. An example of acceptable documentation is a completed listing of the products shipped with the associated catalog numbers.
Final Acceptance Final acceptance of the system shall be based on testing of the product to the technical requirements of the specification after completion of installation at the Company’s site.
Nonconforming Items The Company expects to receive equipment items, components, materials, and documentation that conform to all codes, standards, specifications, and procedures in the subcontract. The Seller may use its own-nonconformance program to identify, report, and recommend disposition of all non-conformances, but dispositions that would leave any remaining nonconformity must be submitted to the Company for approval.
The request should identify the affected item(s) by name and serial number, citing the drawing and/or specification number and revision number containing the specific requirement that has not been met. The request should state the number of nonconforming items being reported. The request should include a description of the nonconformity, identifying requirement(s) not met. The supplier may attach a description of the cause, and a corrective action plan and schedule if pertinent. The issuance and acceptance of such a request in no way limits or affects the warranty provision or other rights or remedies of this agreement. Such a request shall not establish a precedent or obligation to accept existing or future items not conforming to all provisions of the subcontract.
Operating/ Maintenance Manual Documents shall be submitted that contain the operational procedures, instructions, maintenance, spare parts list, and handling precautions.
Packing and Shipping The Seller is responsible for all packing and shipping provisions to ensure that the system arrives at the Company’s site in an undamaged, working condition.
The Seller shall inform the Company of shipping plans two weeks before actual shipment.
Seller Testing/Customer Witnessing The system shall be tested and/or inspected at the Seller’s site to ensure that all technical requirements of this specification have been met.
The Company reserves the right to have a representative present during any manufacturing, assembly, test, inspection, or other activities associated with this system. The Seller shall notify the Company at least 30 days before conduct of system inspection and proof testing.
Test and/or inspection activities shall be documented and provided to the Company’s representative prior to shipment of the system.
Software Quality Assurance The following shall be provided by the supplier (within the performance period of the contract): 1. Supplier shall provide formal on-site, off-site, or on-line training for users, if requested. 2. Supplier shall provide a process to notify users of defects, new releases, or issues that impact the operation of the software. Supplier shall also provide a process to allow users to report defects and request assistance in operating the software. Supplier shall provide feedback on problem resolution for reported defects.
3. Supplier shall label new releases and upgrades of the software to allow unique identification of changes by revision. 4. Supplier shall provide assurance of the software quality by allowing an external assessment of their SQA program or providing evidence of the software quality via (a) self-declaration that the software meets the intended quality, (b) third-party certification, or (c) acceptance based on key characteristics (e.g., large user base)
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