DLA TROOP SUPPORT M 4155.6

 SUBSECTION 207.3

 DLA TROOP SUPPORT-FTRE *

 SEPTEMBER 2011 *

 

 

TESTING

 Contractor Testing

I. PURPOSE AND SCOPE. The purpose of this Subsection is to provide procedures for 

verification testing of the DLA Troop Support acquired subsistence items. *

II. POLICY.

A. The Government shall consider the results of testing performed by or for the contractor 

as an element in determining acceptability of supplies. The Government shall assure 

that the contractor’s test system is reliable by statistically comparing Government 

laboratory verification testing results with those results obtained by the contractor.

B. There are only two sampling frequencies for verification testing: lot-by-lot and skip lot 

(as explained in subparagraph II.C.). Verification test samples shall be selected 

separately and independently from those selected by contractor. This is essential to 

provide the Government with an objective basis for evaluating the contractor’s test 

system.

C. The sampling frequency procedure under skip lot places some of the lots not chosen for 

inspection back into the population available for subsequent inspection. This procedure 

will preclude a pattern from occurring. For example, if lot 4 is chosen at random for 

verification, the next selection will be from lots 9, 10, 11, 12, 13 or 14, and so on. 

D. The basis for acceptance or rejection of the product tested and application of verification 

costs shall be detailed as below.

1. Reliable Test Status. Normally, product shall be accepted or rejected on the basis of 

contractor’s test results. On products from a new contractor, or one whose 

production is sporadic, lot-by-lot testing will be performed until the results on three 

consecutive lots are found to be conforming and comparable, after which 

verification testing may be on a skip lot basis. Most verification testing costs will be 

assumed by the Government except under vendor-paid USDA/USDC inspection.

_________

This Subsection supersedes Subsection 207.3, June 2010 *

* Denotes Change
2. Doubtful Test Status. 

a. Sampling for testing shall be performed on each lot presented from the time the 

Independent Lab Function notifies the verification QAR that the plant’s test 

system is considered doubtful and will continue until notification is received that 

the test system has regained a reliable status.

b. The Administrative Contracting Officer (ACO) shall formally notify the 

contractor that the test system is considered doubtful.

c. Normally, the product is accepted or rejected on the basis of the contractor’s test 

results or may vary with certain contracts. Most verification testing costs will be 

assumed by the Government except under vendor-paid USDA/USDC inspection. 

3. Unreliable Test Status.

a. Sampling for testing shall be performed on each lot presented from the time 

Independent Lab Function notifies the verification QAR that the plant’s test 

system is considered unreliable and will continue until notification is received 

that the test system has regained a reliable status.

b. The ACO shall formally notify the contractor that the test system is considered 

unreliable.

c. The product shall be accepted/rejected on the basis of the Government 

verification test results. These verification testing costs shall be assessable to the 

contractor.

III. DEFINTIONS.

A. DOUBTFUL. A determination based on noncomparability of test results, that the 

contractor’s test system is questionable and may not be performing its intended 

function.

B. RELIABLE. A determination based on comparability and conformity of test results, 

that the contractor’s test system is performing its intended function.

C. UNRELIABLE. A determination based on noncomparability and nonconformity of test 

results, that the contractor’s test results and/or test systems are not reliable for an 

individual item or type of item.

IV. PROCEDURES.

A. Contractor’s Test Results.

1. In accordance with the contract and applicable clauses, the contractor shall furnish 

the required number of copies of test results, with results for each sample tested to 

the QAR. 

2. The QAR shall:

a. Determine compliance with analytical requirements of the contract by 

scrutinizing the contractor’s test report. Each test report shall be reviewed to 

determine that:
(1) Test results, with applicable descriptive units, are reported for all required 

test characteristics.

(2) The proper number of sample units were tested and reported when test 

requirements are on a unit basis.

(3) The analysis indicates conformances with contract requirements.

(4) Identification entries such as specification, lot no., etc., are correctly made by 

the contractor.

(5) All copies of the test report are certified and signed by an authorized 

representative of the contractor.

b. If the contractor’s tests are not complete or are not reported in accordance with 

contract requirements, the QAR shall require the contractor to correct such 

deficiencies and issue a revised report. If the contractor’s report indicates that 

the product represented by the report does not meet contract requirements, the

QAR shall reject lot(s) represented by nonconforming test results that have not 

been shipped and notify personnel of DLA Troop Support-FTW of 

nonconforming lots that have been shipped. The contractor must request and be 

granted a waiver by the contracting officer to have nonconforming lots accepted 

by the Government.

c. Distribute the contractor’s test reports within 1 day after receipt:

(1) Original to ACO

(a) When DD Form 250, Material Inspection and Receiving Reports 

procedures are not in effect – with annotation: “Verification test samples 

submitted for ___ lot(s) on the contract(s).”

(b) When DD Form 250 procedures are in effect, forward test results only

when requested by ACO/Contracting officer or as backup for 

nonconformance.

(2) One copy to DLA Troop Support, ATTN: DLA Troop Support-FTW, 700 

Robbins Ave., Philadelphia, PA 19111-5090 (staple to DD Form 1222, 

Request For and Results of Tests, when lot covered by the report is verified).

(3) One copy for QAR’s file.

B. Submission of Verification Samples (See Subsection 207.1).

1. The QAR shall forward samples, accompanied by DD Form selection and shall not 

hold samples pending receipt of contractor test results.

2. If contractor should request verification test results, request shall not be honored 

until the contractor furnishes test results to the QAR.

3. If the QAR submits samples for verification testing and the contractor 

later withdraws the lot, the Government laboratory shall be notified 

without delay by telephone, followed by written conformation, so that the 

testing need not be performed on withdrawn lots. An information copy 
of the written confirmation shall be submitted to DLA Troop SupportFTW 

C. Distribution of Government Laboratory Results of Verification Testing.

1. The Government laboratories shall complete Section B of DD Form 1222 and 

distribute in accordance with Enclosure 1 of Subsection 207.1. If necessary, a 

summary form may be attached to the DD Form 1222 in lieu of entering the actual 

test results on the form.

2. DLA Troop Support-FTW shall distribute copies of reports as required in 

accordance with Enclosure 1, Subsection 207.1.

D. Standby Samples. When required, standby samples shall be retained for thirty days, 

providing the QAR has sufficient safe facilities for storage.

E. Test Evaluation Actions.

When a nonconformity is noted by DLA Troop Support-FTW to be statistically significant, 

the QAR shall be advised, and, if product has already been accepted by the QAR, the report 

shall be reviewed for applicability of warranty action. QARs shall not take action on 

apparent nonconforming verification test results unless directed by DLA Troop SupportFTW. When noncomparability occurs, and after each subsequent reevaluation, DLA Troop 

Support-FTW shall advise the ACO and QAR by telephone of the test system status and 

confirm the conversation by letter.

1. Upon receipt of letter from DLA Troop Support-FTW detailing a change in the 

reliability status of the contractor’s test system or a continuation of an unreliable or 

doubtful status, the ACO shall notify the contractor in writing with a copy to DLA 

Troop Support-FTW and to the QAR.

2. DLA Troop Support-FTW shall immediately notify the ACO and QAR when 

reliability of the contractor’s test results has been reestablished and state whether 

any exception to procedures of this Subsection is required in regard to the frequency 

of sampling for verification testing.

F. Reporting Testing Costs.

1. The QAR shall report all costs applicable to selection and submission of samples for 

verification testing, including any administrative costs, to the appropriate personnel 

performing the contract quality assurance function. These costs shall be reported 

beginning with the date of the Contracting Officer’s letter notifying the contractor 

that the test system status is unreliable and ending with the date of the telephone call 

by DLA Troop Suppor -FTW personnel to the QAR that the unreliability status has 

ended.
2. DLA Troop Support-FTW shall report to the ACO all laboratory testing costs 

incurred by the Government during the period of unreliability.

3. Subparagraphs IV.F.1. and IV.F.2. above do not apply when the USDA or USDC 

offices bill the contractor directly for testing costs.