Attachment_2._CDRLs_and_DiDs.pdf

PDF 8 MB Posted Oct 7, 2016

Attached to: CVN-74 FY17 PIA Preservation
Solicitation number: N4523A-17-R-0001
Issued by: Department of the Navy Naval Sea Systems Command

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Attachment 2 (CDRL's and DiD's) Contract Data Requirements List and Data Item Descriptions

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File	Type	Posted
RSC_007.pdf	PDF	Nov 1, 2016
Answers_to_Request_for_Specification_Clarification_no._001-006.pdf	PDF	Oct 28, 2016
DD254-Rev1.pdf	PDF	Oct 28, 2016
5_Way_Breakdown-Rev_1.xlsx	XLSX spreadsheet	Oct 28, 2016
N4523A-17-R-0001_FY_17_Stennis_Preservation_Solicitation.pdf	PDF	Oct 8, 2016
Attachment_3._5_Way_Breakdown.xlsx	XLSX spreadsheet	Oct 7, 2016
Attachment_4._Request_for_Specification_Clarifications.docx	DOCX document	Oct 7, 2016
Attachment_1._Work_Specification_Package_(revised).pdf	PDF	Oct 7, 2016
Attachment_5._DD254 _Contract_Security_Classification_Specification.pdf	PDF	Oct 7, 2016

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DD FORM 1423-1, FEB 2001

CONTRACT DATA REQUIREMENTS LIST

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

The public reporting burden for this collection of information is estimated to average 110 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the burden, to the Department of Defense, Executive Services and Communications Directorate (0704-0188). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number. Please do not return your form to the above organization. Send completed form to the Government Issuing Contracting Officer for the Contract/PR No. listed in Block E.

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

G. PREPARED BY H. DATE I. APPROVED BY J. DATE

Page of Pages

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

DATA ITEM DESCRIPTION (DID)

Title: Government Furnished Material, Information and Condition Found Status Report

Number: OT-16-20128 dsw Approval Date: 20160415 dsw

AMSC Number: N/A Limitation: N4523A-16-R-0005

DTIC Applicable: N/A GIDEP Applicable: N/A

Office of Primary Responsibility: SH/PSNY

Applicable Forms: N/A

Use/Relationship: The Government Furnished Material, Information and Condition Found Status Report will be used to identify Government Furnished Material (GFM), Government Furnished Information (GFI), and Condition Found Reports (CFR).

This DID contains the format and content preparation instructions for the data product generated by the discrete task requirement as delineated in the contract.

This DID is for One-Time use on solicitation N4523A-16-R-0005 only. dsw

Requirements:

1. Format. The report shall be in the contractor’s format.

2. Content. The report shall contain the following information:

2.1 Government Furnished Material (GFM) not received (if applicable):

a. Work Item number

b. Work Item paragraph

c. Material description

d. Expected delivery date

e. Required delivery date

f. Action proposed to resolve

2.2 Government Furnished Information (GFI) that is overdue or deficient:

b. Deficiency description

c. Proposed action

2.3 Contractor Conditions Found that are overdue:

b. Expected submission date

c. Deficiency and condition reports for which Government response is outstanding

End of OT-16-20128. dsw Page 1 of 1 Page

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

DATA ITEM DESCRIPTIOtIJ I

FmY14v@8d Oaura 07woIsa

: nlLs- 1. IDENTIFICATION NuMBER

RSPORT , PRODUCTION OR DELIVERY PROBLEM(S) DI-tKM~- al178

-XWW710NJFURFOSE

3.1 The report is used to inform the procuring activity of crises which have developad, or are developing, emd which have the potsmtial to stop, interrupt or severely impact the production or delivery of contract end itsma.

(continued on page 2)

5.OFFICEOP Pai66enYFfEFwJslelu’Tv(em 6b.GIDEP R5WIRE0

910328

‘4Pn.KaTloN/lNleRRElN10N5iaP

7.1 This data item description (DID) contains the format-and content prapsration instructions for the data prodnct generated by the specific sad discrete task requirsmemt sc delineated in the contract.

7.2 This DID is applicable to the acquisition of both hardvare and software systama, aubsystams, components and sqnipmant. It mey be applied to sny contract covering the acquisition of enpplies/sertices, the delivery of which, if stopped

(continwl Oa page 2) “VPROVAL UMITAIION 98. APPLICABLEFORME 9h AMECNUMBER i PREPaaAnori INSTRUCTION

10.1 FormSt. The report shell ha in contractor format.

10.2 Content. The report still confein the following:

10.2.1

10.2.2

Idamtificatioa. Tbe first page of the ieport shall contain the following:

n. Identification of the system/eampanemt/program/project/hull/ectivity involved.

b. Contract f7umber.

c. Preparing activity.

d. 8srial/idantific.stion mnmbar (assignsd by the preparin8 activity), and the date.

e. “’Securityclassification, when required.

Sady of Report. The report shall “contain .Scamplete, but concise, explemation as to the nature and cause of the crisis or problsm snd the current or potential In addition, impact on contract end itsm production, delivery, cost or sckdding.

the report ehall include the following as applicable snd appropriate:

(continued on page 2) i rIIETRISmON 57ATEMEW

Distribution Statement A: Approved for public release; distribution is 1imited.

i Form 1S60.JIJNSS m.iau ddo s am 017s01em PAGE ~ Or ~ PAGEs <m ,,m. .-.301-$ 641 lr— .nna,n-,w/cc,.,..,..“ICI,..,,, -’”- ‘---

I Source: https://assist.dla.mil -- Downloaded: 2016-01-28T14:57Z

Check the source to verify that this is the current version before use.

DI-MGNT- 81178 “

Block 3, DESCRIPTION/PORPOSE (centirmed)

3.2. !ixamplesof such crises are: accidents, strikes, %bkontracto’r” “or vendor difficulties or slippage, shortage of material, transportation tie-ups, or othez petential kttlenecks which may impact ceatract snd item production or delivery. . .

Bliick7, APPLIcATION/I NTERRSMTIONSRIP (continued) or interrupted, will adversely effect e military program, project or operation, or the constnction, conversion, overhaul, alteration or maintenance of military ships, systems or equipment.

Block 10, PREPARATION INSTRUCTIONS (centinued) a.

10.2.3 the re

Action(.s) Taken. Describe contractor action(s) taken to remedy the crisis or problem. If no contractor action has been taken, provide a brief explanation.

Action(s) Required. Clearly indicate the action(s) required, the date by which the action is required, and tbe respa-ibl~ party. e.g., contractor, procurina activity, other agency or actznty. ● Revised Data. Revised/updated product ion, delivery, cost or scheduling data should be provided, if available.

Contractor Recommendations. Delineate contractor recommendation(s), if any, to solve the turrent crisis or problcm, to prevent a recurrence, or for procuring activity follow-up.

Appandicss. Tables, references, cherts or other descriptive material or informctiun that vill clarify the crisis or probl~m, or that will support tbe rationale for contractor recomrnmdations, if any, should be prnvided as appendices. Each appendix shall be identified and referenced in the expropriate area of tbe repnrt.

RnDort Preparer. Name and telephone number of the person(s) preparing port.

page 2 of 2 pages

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(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

DATA ITEM DESCRIPTION

Title: PURCHASE ORDER (PO)

Number: DI-MISC-81616 Approval Date: 20010801 AMSC Number: N7446 Limitation:

DTIC Applicable: GIDEP Applicable:

Office of Primary Responsibility: N/PMS377 Applicable Forms: N/A

Use/Relationship: To allow the Government to effectively monitor procurement of Contractor-furnished equipment requiring repair parts support and allowance list development.

a. This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by the specific and discrete task required as delineated in the contract.

1. Format. The Purchase Order (PO) and Purchase Order Index shall be in the contractor’s format.

2. Content. The POs shall include the following:

a. Vendor Name

b. Address of Vendor

c. Location of Material

d. Time of Completion

e. Applicable specifications and drawings

f. All tests and inspections required

g. PO Number

h. PO Date

i. Design code designator

j. Drawing and Piece Number

k. Federal Supply Code of Manufacturer’s (FSCM) five digit number

l. Quantity Ordered

m. Original PO Number on reissued POs

2.1. The Purchase Orders shall contain an Index. The Index shall be in alpha-numeric sequence and shall include the following information:

DISTRIBUTION STATEMENT A: APPROVED FOR PUBLIC RELEASE;

DISTRIBUTION IS UNLIMITED.

Source: https://assist.dla.mil -- Downloaded: 2016-01-28T14:51Z

a. Purchase Order (PO) Number

b. Identification of all PO line items, by noun description and equipment functional description (EFD)

c. Contractor’s design code designation, drawing number, and piece number

d. PO issue date

e. Vendor’s Name and Federal Supply Code of Manufacturer’s (FSCM) five digit number

f. Quantity ordered per line item

g. Provisioning and technical documentation control number for all line items requiring repair and replacement parts

h. Logistics Support Analysis Control Number (LSACN)

i. Applicable Mil-Spec

j. APL Number

2.1.2 The PO Index shall include all cancelled purchase orders and POs superseded by a vendor change.

2.1.3 The PO Index shall list all PO changes below the PO to which they apply and shall include all updated information.

End of DI-MISC-81616.

Source: https://assist.dla.mil -- Downloaded: 2016-01-28T14:51Z

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

Title: List of CNO Reports

Number: OT-16-20131 dsw Approval Date: 20160418

AMSC Number: N/A Limitation: N4523A-16-R-0005

DTIC Applicable: N/A GIDEP Applicable: N/A

Use/Relationship: The List of CNO Reports will be used to identify all required Chief of Naval Operations

(CNO) Availability required reports.

This DID contains the format and content preparation instructions for the data product generated by the

2.1 All reports required for the CNO Availability:

b. Work Item paragraph

c. Delivery date

d. Actual submission date

e. Completion date

f. NMD serial number

End of OT-16-20131. dsw

Page 1 of 1 Page

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

Title: Environmental Compliance Reports

Number: OT-16-20136 dsw Approval Date: 20160419 dsw

DTIC Applicable: N/A GIDEP Applicable: N/A

Use/Relationship: The Environmental Compliance Reports for material usage at Naval Facilities will be used to identify that the Contractor is operating in compliance with environmental law.

This DID contains the format and content preparation instructions for the data product generated by the specific requirement delineated in the contract.

1. Format. The Reports shall be in contractor’s format.

2. Content. Reports shall include the following items based upon category of the material:

a. Paint, solvent, adhesive, and nonskid usage records shall include the following:

(1) Product manufacturer, identification or color

(2) Net daily paint usage in gallons, paint application method (airless spray, HVLP, brush, or roller) per paint type, amount of paint disposed as hazardous waste; density of mixed paint; net daily onsite solvent usage in gallons used for equipment cleaning and surface preparation; net amount of adhesives in unit of measure (ounces, quart, gallons or pound)

(3) Product material safety data sheet (MSDS), technical data sheet, VOC certification for paint and nonskid product 3.1.7.4 Government site location , applicable local Air Pollution

Control District (APCD) permit number, date, and ship’s name

b. Abrasive blast grit materials used shall include:

(1) Manufacturer of abrasive blast grit and MSDS

(2) Abrasive blast grit usage certification

(3) Amount and hourly usage of the abrasive blast grit

(4) Permit associated with the abrasive blasting equipment

c. Welding operation information shall include the following:

(1) Welding rod manufacturer

(2) Specific product used in welding application

(3) MSDS

Page 1 of 2 Pages

OT-16-20136

(4) Usage in pounds

(5) Type of welding application

d. Portable internal combustion (IC) engine greater than 50 brake horse power operation information shall include

(1) Amount of fuel used in gallons and the hours of operation

(2) IC engine permit number and site location

End of OT-16-20136. dsw

Page 2 of 2 Pages

Title: Toxic and Hazardous Substances Process Procedure

Number: OT-16-20123 dsw Approval Date: 20160414 dsw

DTIC Applicable: N/A GIDEP Applicable: N/A

Use/Relationship: The Toxic and Hazardous Substances Process Procedure will be used to identify materials that may contain toxic or hazardous substances that are to be used, removed, or disturbed during work operations and the process/procedure for the removal or disruption of existing toxic or hazardous substances.

This DID contains the format and content preparation instructions for the data product generated by the specific requirement delineated in the contract.

1. Format. The Report shall be in contractor’s format.

2. Content. Report shall include the following:

a. Toxic or hazardous substance

b. Exposure monitoring

c. Method of compliance

d. Respiratory protection

e. Protective clothing

f. Housekeeping

g. Hygiene facilities and practices

h. Medical surveillance

i. Employee information and training

j. Signs

k. Recordkeeping

End of OT-16-20123. dsw

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

G. PREPARED BY H. DATE I. APPROVED BY J. DATE

Page of Pages

7001 A

SESS

Preservation Services N4523A-16-R-0005 TBD

A012 Certificate of Quality Audit Compliance The Society for Protective Coatings (SSPC) QP-1 Audit Findings Report

DI-SESS-81922* SOW para 3.4 PSNS&IMF, C/412

N/A D(SEE BLK 16)

ASREQ*

N/A

SEE BLOCK 16

PSNS&IMF, C/412 0 1 0

0 1 0

BLOCK 4: Delete paragraph 2.1, 2.2, 2.4, and 2.6. Delete "(Optional)" from paragraph 3.9.

BLOCK 9: “DISTRIBUTION STATEMENT D. Distribution authorized to the Department of Defense and U.S. DoD contractors only for Administrative or Operational use (February 2016). Other requests shall be referred to PSNS&IMF, C/412, Bremerton, WA 98314.

BLOCK 10, 12, and 13: The report shall be submitted no later than 10 days after receipt.

BLOCK 14: Media requirement. The report shall be delivered electronically to the Navy Maintenance Database (NMD) as specified in the Contract.

Lorraine J. Henry, PSNS&IMF C/412 4/15/16 Donna S. Williams, NAVSEA 06L

12 80

Distribution statement A: Approved for public release; distribution is unlimited.

Title: CERTIFICATE OF QUALITY AUDIT COMPLIANCE

Number: DI-SESS-81922 Approval Date: 20130710 AMSC Number: F9385 Limitation:

DTIC Applicable: GIDEP Applicable: No Office of Primary Responsibility: AF-84 Applicable Forms:

Use/relationship: The Certificate of Quality and Audit Compliance certifies that an organizational unit has met or exceeded one or more third-party quality standards.

a. Use this DID for certificates resulting from quality audits (not individual process reviews) of organizational units carried out by contractors or governmental entities. The term audit shall be used herein to encompass any inspection, review, evaluation, assessment, analysis, or similar activity involving an examination relative to a fixed standard. Any reference to an auditor shall be understood include an inspector, reviewer, evaluator, assessor, analyst, or examiner. All references to standards shall be understood to mean specific, identified, codified, published quality standards. Associated measures of value or worth are also included within the scope of quality, such as, but not limited to, reliability, effectiveness, utility, surety, feasibility, practicability, maintainability, producibility, or sustainability.

b. This DID applies when an organization that is external to the audited unit (outside its chain of command or contracted) issues a certificate validating conformance or compliance to a third-party standard. This DID shall not apply to an organization that self-certifies compliance or conformance to a third-party standard.

c. This DID applies to a certificate that offers documentation (proof) of certification at meeting or exceeding one or more relevant quality standard(s). The term certification shall be understood to include accreditation and validation as well as any equivalent or similar terms used by relevant standard(s). The term certificate shall be construed to include terms such as affidavit, credential, endorsement, or warrant that are used in a similar or equivalent fashion in relevant standard(s).

d. This DID can be achieved only when auditors or their certification bodies (also called registrars) possess those certifications, accreditations, or other credentials required pursuant to the relevant standard(s). Likewise, the employing firm or agency (the certification body) must also have the certification, accreditation, or other credentials requisite for the audit.

e. This DID is applicable when a Government organizational unit enters into a contract, interagency agreement, or other formal relationship where the unit is audited to an identified standard and requires documentation that a specific third-party standard has been met or exceeded. All references to a contract herein shall be understood to mean any agreement made in writing between the audited unit and the auditing entity.

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DI-SESS-81922

f. Some examples of entities producing third-party standards to which this DID could apply are as follows: International Organization for Standardization (ISO), American Society for Quality (ASQ), American National Standards Institute (ANSI), International Electrotechnical Commission (IEC), and the Society of Automotive Engineers (SAE). Audits in support of a third-party standard typically will not be carried out by the third-party organization creating or promulgating the relevant quality standard.

g. Some examples of third-party quality standards to which this DID would apply are as follows:

ISO9001 (Quality Management Systems – Requirements), ISO/IEC17025 (General Requirements for the Competence of Testing and Calibration Laboratories), ANSI/ISO/ASQ Q9001 (Quality Management Systems − Requirements), and SAE AS9100 (Quality Management Systems: Aerospace Requirements).

h. This DID may be used alone or in conjunction with other DIDs.

i. This DID may be used when the Government requires proof of a quality audit certification for a non-governmental entity.

j. This DID is a first issuance and does not supersede any other DID.

Requirements:

1. Reference documents. Relevant quality standard(s) as identified by contract.

2. Format. The certificate shall meet the following requirements:

2.1 The certificate shall be made using non-fading (archival quality) ink and toner on 100% linen or 100% cotton (rag) stock.

2.2 Certificate size shall be no smaller than 6 inches by 9 inches (6″ × 9″) and no larger than 9 inches by 13 inches (9″ × 13″). Regular letter size (8½″ × 11″) is ideal.

2.3 All mandatory content shall be on one side of one page unless exempted above or by contract. Optional content may extend beyond one page.

2.4 Certificate text shall be in a font size of no less than 12 points and in a common, highly readable typeface family (e.g., Times, Schoolbook, Helvetica, Palatino, or Verdana). Restrict use of stylized, ornamented, baroque, or fancy typefaces to the title or heading as well as logos, trademarks, or servicemarks.

2.5 Orientation may be portrait or landscape unless otherwise specified by contract.

2.6 If hard copies are used, at least two shall be provided. If more copies are needed, the contract shall state the number of copies.

2.7 All text, logos, and names on the certificate must be legible. Ink and toner colors must be such that the salient information is reproducible by photocopy. Minor losses in image quality (such as faint borders or designs unrelated to the salient information) that occur during photostatic reproduction are tolerable.

2.8 Individual format requirements may be waived or modified in the written contract.

Additional/other format requirements may be specified in the contract.

2.9 Electronic images may be required or substituted for hard copies if authorized/required in writing. If electronic images are specified in the contract without further elaboration, the default file type shall be Adobe portable document format (PDF) with handwritten (cursive/payroll) signatures (no digital signatures) embedded in the digital images. If electronic images are authorized to be substituted for or required to be provided along with hard copy certificates, any specific requirements beyond what is stated in this DID shall be explicitly stated in the contract (e.g., file formats, digital signature use/verification).

3. Content. Certificates generated under this DID shall comply with the following requirements:

3.1 (Mandatory) Give name and commonly used abbreviation/identifier/number for the standard. See examples in paragraph 7 under the heading Application/Use.

3.2 (Mandatory) Give name of entity (contractor or external Governmental unit) issuing the certificate. Include, along with the name, any registration number or other identifier needed to explicitly associate the entity with relevant credentials.

3.3 (Mandatory) Give name of organizational unit being certified as meeting the third-party standard. Include, along with the name, any registration number or other identifier needed to explicitly tie the organizational unit with the certification. If applicable to the specific certification, list sites, subunits, or addresses.

3.4 (Mandatory) State date of issue or final approval.

3.5 (Mandatory) State expiration date. If there is no expiration date or if the certification is good until withdrawn or canceled, state so.

3.6 (Mandatory) State contract number and data item number from DD Form 1423, Contract Data Requirements List (CDRL). This information may appended to the certificate using a letter or memorandum if it does not fit into a standard format certificate used by the issuer.

3.7 (Mandatory) Affix signature(s) of responsible person(s) issuing and/or approving certificate on behalf of entity in 3.2.

3.8 (Mandatory) For conditional certificates, indicate conditions under which certificate applies and any changes that could affect the status of the certificate. This includes provisional certificates that automatically change status upon completion of an action or failure to complete an action. Omit if the certificate is not conditional or provisional in nature. This information may appended to the certificate using a letter or memorandum if it does not fit into a standard format certificate used by the issuer.

3.9 (Optional) State period (dates) audit occurred.

3.10 (Optional) State other information specified by the contract.

3.11 (Optional) State other information at the auditing entity’s discretion.

4. End of DI-SESS-81922.

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

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1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

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Distribution statement A: Approved for public release; distribution is unlimited.

DATA ITEM DESCRIPTION

Title: Quality Audit Finding and Response Record (QAFRR)

Number: DI-SESS-81923 Approval Date: 20130710

AMSC Number: F9386 Limitation:

DTIC Applicable: GIDEP Applicable:

Office of Primary Responsibility: AF-84

Applicable Forms:

Use/relationship: The Quality Audit Finding and Response Record is used to record a nonconformance with one or more quality standard(s) found during a quality audit. It provides for the audited organizational unit to submit a suitable remedy in order to return to and document conformance with the quality standard(s).

a. Use this DID for findings resulting from quality audits carried out by contractors or governmental entities external to the audited organizational unit as well as internal quality audits.

The term audit shall be used herein to encompass any inspection, review, evaluation, assessment, analysis, or similar activity involving an examination relative to a fixed standard. Any reference to an auditor shall be understood include an inspector, reviewer, evaluator, assessor, analyst, or examiner. All references to standards shall be understood to mean specific, identified, codified, published quality standards. Associated measures of value or worth are also included within the scope of quality, such as, but not limited to, reliability, effectiveness, utility, surety, feasibility, practicability, maintainability, producibility, or sustainability.

b. In the scope of this DID, a finding is an identified nonconformance or noncompliance with a requirement in a relevant standard. The term finding is used synonymously with the terms discrepancy, defect, and deficiency (with or without the word quality as a modifier). A finding may consolidate multiple like instances of nonconformance or noncompliance that represent a pattern, trend, or widespread phenomenon, particularly if they are suspected to stem from a single root cause.

c. In the scope of this DID, a response includes one or more actions taken to contain the spread of the defect, determine the significance or effect of the defect, mitigate the impact of the defect, root cause analysis, correct the instant defect (manifested in a corrective action plan), and prevent the defect from recurring (manifested in a preventive action plan). A response typically includes verification (checking to see that the action plans were completed) and validation

(checking to see that the problem was really fixed).

d. This DID applies to findings resulting from on-site or off-site audits that support one or more quality standards with requirements related to monitoring, surveillance, accreditation, or certification. Such findings directly support certification to one or more relevant quality standard(s). The term certification shall be understood to include accreditation and validation as well as any equivalent or similar terms used by relevant standard(s).

Source: https://assist.dla.mil -- Downloaded: 2016-04-06T20:28Z

DI-SESS-81923

e. In the scope of this DID, a quality audit finding and response record is incomplete until reconciliation occurs. The auditing entity that issued the finding must reconcile the response with the finding, which means it must evaluate and accept the response to determine that compliance has been achieved (conformance with the standard). Sometimes this will require verification or validation on the part of the auditing entity. Other times, a simple review will suffice. Once reconciliation occurs, the auditing entity closes the finding. Documentation of closure is a critical element in maintaining certification to a quality standard. If the auditing entity (also called a certification body or registrar) does not accept the response and does not close the finding, certification may be in jeopardy. Although closure ends the process, mandating closure of findings in this DID would render certification meaningless and would violate the standard for which certification was being sought. For this reason, closure is not an element of the DID.

f. This DID is applicable when a Government organizational unit enters into a contract, interagency agreement, or other formal relationship where the unit is audited to one or more standard(s). All references to a contract herein shall be understood to refer to any agreement made in writing between the audited unit and the auditing entity.

g. This DID also applies to internal audits or self-audits, especially if the audit is performed by a private business on itself as part of an overall quality management system or plan.

h. This DID can be achieved only when auditors possess those certifications, accreditations, or other credentials required pursuant to the relevant standard. Likewise, the employing firm or agency must also have the certification, accreditation, or other credentials requisite for the audit.

i. Some examples of entities producing third-party standards to which this DID could apply are as follows: International Organization for Standardization (ISO), American Society for Quality

(ASQ), American National Standards Institute (ANSI), International Electrotechnical

Commission (IEC), and the Society of Automotive Engineers (SAE). This DID can also apply when the standard is created, maintained, or owned by an external Government agency (e.g., the

Food and Drug Administration, Environmental Protection Agency, or Occupational Safety and

Health Administration). Audits in support of a third-party standard typically will not be carried out by the third-party organization creating or promulgating the relevant quality standard.

j. Some examples of third-party quality standards to which this DID could apply are as follows:

ISO9001 (Quality Management Systems – Requirements), ISO/IEC17025 (General

Requirements for the Competence of Testing and Calibration Laboratories), ANSI/ISO/ASQ

Q9001 (Quality Management Systems − Requirements), and SAE AS9100 (Quality Management

Systems: Aerospace Requirements). This DID can also apply when the standard is a governmental standard (e.g., EPA or FDA Good Laboratory Practices or OSHA Voluntary

Protection Program) that is created, maintained, or owned by an external agency. Such external governmental standards shall be regarded as third-party standards for the sake of this DID.

k. This DID may be used alone or in conjunction with other DIDs.

l. This DID may be used when the Government requires an external (independent) quality audit for a non-governmental entity and a finding is discovered.

m. This DID is a first issuance and does not supersede any other DID.

n. This DID specifically addresses nonconformances (findings) identified during audits rather than nonconformance identified by a customer. It contrasts with Standard Form 368 (SF-368), Product Quality Deficiency Report, which is used by a customer to identify nonconforming products tendered by the Government. It contrasts with DID DI-ALSS-81535, Deficiency

Report, which is used by a contractor to identify nonconforming Government-furnished material

(GFM) undergoing repair. It also contrasts with DID DI-QCIC-80736, Quality Deficiency

Report, which is used by a contractor who receives nonconforming GFM. This DID does not apply to GFM. This QAFRR is more akin to AF Form 4395, Logistics Compliance Assessment

Program (LCAP) Finding Response.

Requirements:

1. Reference documents. Relevant quality standard(s) shall be identified by contract.

2. Content. Finding documents (QAFRRs) generated under this DID shall conform to the following requirements.

2.1 (Mandatory) Give name and commonly used abbreviation/identifier/number for each relevant standard. See examples in paragraph 10 under the heading Application/Use.

2.2 (Mandatory) Give date on which the finding was discovered.

2.3 (Mandatory) Give physical location (normally installation name), e.g., Robins AFB, Redstone Arsenal, or NAS Pensacola.

2.4 (Mandatory) Cite passage number (or other identifier) that pinpoints the applicable portion of the standard (i.e., the requirement that was not met). Cite exactly one passage per QAFRR.

The term passage will be used throughout this DID to refer to a portion of a standard regardless of similar terms that may be used elsewhere, such as element, item, part, section, paragraph, phrase, clause, requirement, specification, or provision. The passage must exist within a standard specified by the contract. A passage that appears only in a draft, developmental version, annotated edition, unpublished revision, or shall not be cited.

2.5 (Mandatory) Describe or explain the finding with sufficient detail for the audited unit to identify the location/situation and respond appropriately. The level of detail must be sufficient to make the nonconformance with the cited passage readily apparent. Sufficient description or explanation shall be provided to meet industry standards of accuracy, precision, coherence, clarity, emphasis, traceability, verifiability, and auditability.

2.6 (Mandatory) State any required actions that must be taken to accomplish containment, mitigation, correction, or prevention in support of eventual closure. Specify any time constraints or time-sensitive actions.

2.7 (Mandatory when applicable) If the standard distinguishes among findings by severity, include appropriate severity rating. Do not create a severity rating if the standard does not classify findings as to severity.

2.8 (Mandatory) Describe the frequency and extent of observed occurrence. For example, indicate the fraction or number of inspected items (i.e., parts, records, etc.) that show the defect and the number inspected; give the number of organizational subunits in which the defect was seen; or identify as isolated incident. If the frequency or extent of the defect is suspected to go beyond the observed occurrence and the auditor seeks a particular means of assessment, the auditor shall provide guidance with respect to how the unit should respond with an eye towards effectuating closure. For example, write “Survey 25% of personnel training records in each maintenance group within the air logistics complex for omission of foreign object damage course and initiate containment/mitigation based on results.”

2.9 (Mandatory) Provide direction for how to respond (e.g., to whom, in what manner, with what evidence, by when). Provide information on how the reconciliation and closure processes will be handled.

2.10 (Mandatory at appropriate time) Document closure or inability of the unit to carry out an overall satisfactory remedy to permit closure. If appropriate, findings may be closed on the spot or during a site visit. If responses are submitted at a later time, proof of closure (or reason for denial) must be returned to the unit to make the deliverable compliant with this DID.

2.11 (Mandatory) Give name of entity (contractor or Government agency) performing the quality audit. Include any registration/certification number or other unique identifier needed to verify credentials.

2.12 (Mandatory) Provide legible name of authoring auditor with signature. If more than one auditor has contributed to the finding, then a designated corresponding auditor shall sign the finding. A different corresponding auditor may be designated for each finding. The corresponding auditor shall provide clarification needed to effectuate closure.

2.13 (Mandatory) Cover all matters that are explicitly called out for consideration by the relevant quality standard(s).

2.14 (Optional) Give contract number and data item number from DD Form 1423, Contract Data

Requirements List (CDRL).

2.15 (Optional) State other information specified by contract.

2.16 (Optional) Give other relevant information (including observations, recommendations, or comments) at the discretion of the auditor or auditing entity.

3. Format. The QAFRR shall meet the following requirements:

3.1 Paper shall contain at least 30% post-consumer recycled matter pursuant to Executive Order

13101.

3.2 Use letter size paper (8½ inches by 11 inches) that is white or light-colored (ensure color does not produce darkened image when photocopied).

3.3 Findings may be typed or legibly handwritten at the discretion of the auditor or auditing entity. When documents are written during or immediately after a site visit, it is recognized that handwritten submissions may be the easiest, fastest, and cheapest way to provide the information to the Government.

3.4 Format and structure used for findings shall be determined largely by the lead auditor, subject to any explicit requirements of the relevant quality standard(s) or by contract.

3.5 Either a standard form maintained or provided by the auditing entity or a free-form document generated by the auditor shall be used for the QAFRR. Ideally, the QAFRR ought to reserve dedicated space for both the unit’s response and auditing entity’s endorsement of closure.

A form or document without space for the unit’s response is acceptable provided that it accommodates closure and is accompanied by a defined process for submitting the unit’s response. A QAFRR must have a space reserved for certifying closure of a finding and affirming the unit’s conformance with the standard. A QAFRR must meet one of the following criteria: (1) incorporates space for responses and closure information, (2) incorporates space for closure information and instructions for responses (the responses may be appended), or (3) incorporates space for closure information and refer to accompanying instructions for responses

(the responses may be appended). In the cases where responses are appended, the auditing entity is not required to send a Government unit a copy of its own responses back. However, when the audit is performed on another unit (or a private business), the auditing entity shall append a copy of the responses to complete the QAFRR. All forms shall include or be accompanied by directions for attaching additional pages as necessary to document a response needed to effectuate closure.

3.6 Whenever a finding is issued, it shall include directly or be accompanied by instructions for disputing the finding in accordance with the relevant standard(s).

3.7 At least one hard copy of each QAFRR shall be provided to the Government. If more copies are to be provided, the contract shall state the number of copies explicitly. Photocopies shall be as good as originals. The requirement for a hard copy may be waived by the Government’s designated recipient for the QAFRR (normally a technical contact or quality program manager) upon receiving a satisfactory electronic version.

3.8 All text, logos, and names on hard copy QAFRRs (or copies thereof) must be legible. Ink and toner colors must be such that the salient information is reproducible by photocopying.

Minor losses in image quality (such as faint borders or designs unrelated to the salient information) that occur during photostatic reproduction are tolerable. If both sides of the paper are used, the paper weight/thickness shall be such that the print/writing does not bleed through during photostatic reproduction.

3.9 Individual format requirements may be waived or modified by contract. Additional/other format requirements may be specified by contract.

3.10 Electronic versions of QAFRRs may be required or substituted for hard copies by contract.

If electronic versions are specified without further elaboration, the default file type shall be

Adobe portable document format (PDF) with handwritten (cursive/payroll) signatures (no digital…

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Nov 14, 2017.