QALI.pdf

DEPARTMENT OF THE AIR FORCE

AIR FORCE LIFE CYCLE MANAGEMENT CENTER

HILL AIR FORCE BASE UTAH

12 July 2024

MEMORANDUM FOR DCMA

FROM SECONDARY POWER SYSTEMS ENGINEERING, 419 SCMS/GUEA

SUBJECT: Quality Assurance Letter of Instruction (QALI) for the T-38 Gearbox Remanufacture contract(s).

1. QALI Applicability. This QALI applies to the following contracts:

[Contract number]

[Name and address of the contactor, including place of manufacture]

[Inventory Control Point (ICP) Quality Assurance (QA) Point of Contact. Identify the individual assigned to the specific contract to include his/her organization, telephone number, fax number, and e-mail address.]

2. Purpose. This QALI will define Defense Contract Management Agency (DCMA) limited responsibilities for the T-38 Gearbox Remanufacture Contract(s) with XXX and XXX as well as the “Initial Production Evaluation (IPE) inspection” specified in the contract. These instructions, together with the DCMA Government Contract Quality Assurance (GCQA) Surveillance within the designated facilities, are what the Air Force feels are necessary to minimize the Government risks to the systems and components of the T-38 gearbox, on the processes applicable at each contract location. The government point of contact for all actions will be the Procuring Contracting Officer (PCO). DCMA will perform Federal Acquisition Regulation (FAR)/Defense Federal Acquisition Regulation Supplement (DFARS) 42.302(a)/242.302(a) functions as delegated by the PCO.

3. Background. The AF is currently in the 5th Fiscal Year of being unable to meet customer demands due to parts constraints/issues. This has caused a significant increase in Mission Impaired Capabilities (MICAPs) and aircraft unable to fly. The AF approved additional sources of remanufacture to burn down MICAPs and back orders to a more sustainable level for Hill AFB Depot. Under this contract these new sources will develop remanufacture capabilities (including all tooling and test equipment) and provide a number of remanufactured T-38 gearbox assets according to the contract.

4. Specific Inspection Instructions. Because performance directly correlates to shipping and delivery, the Air Force requests surveillance of process controls and statistical control procedures for the T-38 Gearbox Remanufacture in accordance with limited DCMA GCQA Surveillance. Chicago is the lead DCMA office and will administer the QALI. Local DCMA identified in this QALI, shall oversee remanufacture production, excluding the Initial Production Evaluation (IPE) articles, using surveillance of process controls and statistical control procedures for the T-38 Gearbox Remanufacture in accordance with the GCQA Surveillance Plan generated and maintained by the local office. The technical baseline for surveillance will be the technical orders and drawings required to perform the remanufacture work.

a. DCMA will minimize the use of Product Examinations to prevent delay of scheduled remanufacture of assemblies.

b. DCMA shall develop a process specific quality assurance surveillance strategy for the contractors and their sub-contractors on the processes applicable at each location. This strategy shall include appropriate surveillance methods, techniques, and a planned level of effort to mitigate risks to the war fighter while minimizing Government caused delay as a result of surveillance. DCMA shall verify that the contractor develops, implements, and maintains effective subcontractor controls. Due to the nature of this contract, surveillance will be directed at industrial processes and technical data compliance. The Air Force requests DCMA survey all the contractors facilities, and engage in all aspects of the contractors’ process(es) and procedure(s). The following Critical Safety Processes (CSP) will be audited per current DCMA GQCA Surveillance Plan and/or any subcontractor supplying remanufactured gearboxes using these processes. DCMA will also use their Important Manufacturing Process List in guiding inspections. This list is not exhaustive, other CSPs may be added as needed:

i. Oil pump flow testing (7J4-2-34-3, Section 7.1)

1. V: Verify testing is performed IAW listed TO

ii. Governor leak rate and Governor/Input Shaft combo leak rate testing (16G1-102- 3, Section 5.2.e)

1. V: Verify testing is performed IAW listed TO

iii. Sprag clutch lock-up testing (16G1-102-3, Section 5.2.a)

1. V: Verify testing is performed IAW listed TO

iv. Disk clutch lock-up testing (16G1-102-3, Section 5.2.a)

1. V: Verify testing is performed IAW listed TO

v. Gearbox static testing (16G1-102-3, Section 7.2.a)

1. V: Verify testing is performed IAW listed TO

vi. Gearbox dynamic testing (16G1-102-3, Section 7.2.b)

1. M: Ensure gearbox passes all required test points IAW listed TO

vii. CSI item Cap Assembly stud (16G1-102-3, Table 5-1, Index 25)

1. V: Ensure studs are inspected IAW listed TO

2. M: If studs need to be replaced, ensure they are replaced IAW listed TO and that studs used are the proper part number and have a certificate of conformance showing that they meet part specifications

c. Inspection Criteria Definitions

i. Mandatory - M: Stamp and/ or Signature on original documentation (i.e., Mfg.

Planning, ATP, FAT Report, etc.)

ii. Witness - W: GSI required to attend, may reduce level of effort after 50% of production lots found acceptable

iii. Verification - V: Stamp and/or Signature required unless noted otherwise (may be done by written verification)

iv. Monitor - R: Will monitor testing, may reduce to verification

v. Notify - N: By phone or email

5. Initial Product Evaluation (IPE) inspection. The initial IPE inspection as specified in the contract for the first three production units will be performed by the USAF Systems Engineering (419 SCMS/GUEA) and DCMA is not required to partipate.

6. Nonconforming Materiel Services.

a. The T-38 Gearbox is an aviation CSI, and as such USAF Secondary Power Systems Engineering retains the approval/disapproval authority for all (minor and major) Requests For Variance (RFV) submitted by the contractor for any items and subcomponents related to this contract. The Air Force may request DCMA review of waiver and deviation requests submitted by the contractor for completeness, accuracy, or additional information. Because this is a remanufacture contract, the majority of deviation waivers will be from worn parts and not quality system failures, therefore, RFVs will only be reviewed when requested. If requested, DCMA review will be done concurrently as USAF Secondary Power Systems cognizant engineering reviews the RFV. DCMA will submit comments and supporting documentation associated with each waiver/deviation request to the PCO as applicable. USAF Secondary Power Systems cognizant engineering may decide to move forward or issue guidance on a waiver/deviation request prior to receiving feedback from the review performed by DCMA.

b. DCMA will investigate and document all reported Product Quality Deficiency Reports (PQDR) for this contract(s) with notification to the appropriate Air Force Equipment Specialist and contractor personnel. All valid PQDRs require immediate and effective corrective actions. All PQDRs will be classified as Category I or II reports per categories defined per Joint Service Regulation DLAR 4155.24/AR 702-7/SECNAVINST 4855.5/AFI 21-115/DCMA INST 305. The Product Data Reporting and Evaluation Program (PDREP) will be used to report, request exhibits, and report investigations.

Once investigation is complete DCMA will submit a draft of the final/closing report to USAF Secondary Power Systems cognizant engineering for review and concurrence prior to submitting the report as final and closing the PQDR in PDREP.

7. Contractor/Item Quality History. Provide pertinent, factual, and objective information about product problems experienced, possible trouble areas, and contractor past performance, where performance may adversely affect the quality of supplies and services being contracted.

8. Approval and Distribution of QALIs. After the completion of this QALI it will be signed and two copies of the approved QALI will be forwarded to the cognizant CAO or provided to the Contracting Officer for attachment to the CAO's copies of the contract during contract distribution.

9. CAO Acknowledgement of QALI. Upon receipt of this QALI the CAO shall communicate receipt and approval in writing.

10. Post QALI Actions. After issuance of the QALI, pertinent feedback data, i.e., test results, QSMVs, and user experience, will be analyzed to determine if conditions warrant a change in the type and extent of inspection imposed on the CAO. Such an adjustment may be upward or downward. CAO requests for reduction of inspection requirements contained in the QALI, provided sufficient data and justification shall be furnished to substantiate the requested reduction. All requests will be answered and if a request is denied, the reasons will be included in the reply. Telephone inquiries to the ICP's QA point of contact for a specific QALI will be answered promptly as the effectiveness of the QALI is keyed to a full understanding of it by the CAO.

11. CC.

a. Contracting Officer

b. Additional Relevant Parties

CAMERON SWAIN, NH-03, DAF

T-38 Gearbox Engineer, Secondary Power Systems

SPENCER H. TERRY, NH-04, DAF

Chief Engineer, Secondary Power Systems