DLAD 4155.2

MMLEQ

10 Oct 97

QUALITY ASSURANCE PROGRAM FOR THE DEFENSE LOGISTICS

AGENCY INVENTORY CONTROL POINTS

(This publication has been significantly

revised and must be reviewed in its entirety.)

A. REFERENCES

1. DLAD 4155.2, Quality Assurance Program for the Defense Logistics Agency Inventory Control 

Points, 6 Dec 96, superseded.

2. DoDD 5000.1, Defense Acquisition.

3. DoD 5000.2-R, Mandatory Procedures for Major Defense Acquisition (MDAPs) and Major 

Automated Information System (MAIS) Acquisition Programs.

4. Federal Acquisition Regulation (FAR).

5. Defense Federal Acquisition Regulation Supplement (DFARS).

6. DoD 4140.1-R, DoD Materiel Management Regulation.

7. DLAD 4105.1, Defense Logistics Acquisition Directive.

8. DLAD 4155.7, Quality Assurance Technical Development Program for DLA Inventory Control 

Points.

9. DoD 4120.3-M, Defense Standardization Policies and Procedures.

11. DLAD 4105.20, Product Verification Program for Inventory Control Points.

12. DLAD 4155.24, Product Quality Deficiency Report Program.

13. DLAI 4155.24, Product Quality Deficiency Report Program.

B. PURPOSE. This directive:

1. Supersedes reference A1.

2. Implements DoD Instruction 5000.2, Defense Acquisition Management Policies and Procedures and 

DoD 4140.1-R, Chapter 1, Paragraph C, Quality Secondary Items and Conformance to Contract 

Specifications. It provides policies and responsibilities for the establishment of Quality Assurance 

programs at DLA Inventory Control Points.

C. APPLICABILITY AND SCOPE

1. This directive is applicable to DLA Inventory Control Points (hereinafter referred to as ICP(s)) 

involved with item/contract management of DLA-managed items.

2. The Executive Director, Logistics Management Policy, HQ DLA, may issue instructions as an aid to 

implementing this directive.
3. Implementation of this manual by publication of an ICP supplement is authorized and encouraged. 

However, such supplemental procedures must not conflict with the responsibilities and policies contained 

herein. After publication, ICPs shall submit a copy of each implementing document to HQ DLA, ATTN: 

MMLEQ, not later than 30 days after publication.

D. DEFINITIONS

1. Acceptable Quality Level (AQL). The quality level which, for the purposes of sampling inspection, 

is the limit of a satisfactory process average.

2. Acceptance. The act of an authorized representative of the Government by which the Government 

assumes for itself, or as agent of another, ownership of existing and identified supplies tendered or 

approves specific services rendered, as partial or complete performance of the contract on the part of the 

contractor.

3. Action Point. A focal point(s) identified within each Component (Military Service, Defense Agency, 

or GSA) responsible for receiving PQDRs from other Components, and for investigation and resolution of 

a reported product quality deficiency, including necessary collaboration with support points. Only an action 

point is authorized to transmit a deficiency across Component lines to a support point in another 

Component.

4. ANSI. American National Standards Institute.

5. Bid Sample. Sample to be furnished by the bidder to show the characteristics of the product offered 

in the bid.

6. Category I Deficiency. A report of a critical defect which may cause death, injury, or severe 

occupational illness; could cause loss of, or major damage to, a weapon system; could critically restrict the 

combat readiness capabilities of the using organization; or which could result in a production line stoppage.

7. Category II Deficiency. A report of a product quality deficiency which does not meet the criteria set 

forth in Category I.

8. Certificate of Conformance (CoC). A contractor's written statement, when authorized by contract, 

certifying that supplies or services are in conformance with contract requirements.

9. Certificate of Quality Compliance (CoQC). A contractor's certification that provides specific 

detailed information and objective evidence that material offered for acceptance meets all contract and 

specification requirements.

10. Commercial Item. Any Item, other than real property, that is of a type customarily used for 

nongovernmental purposes, and that has been (offered to be/will be/or) sold, leased, or licensed to the 

general public. Additional definition with detail on modifications is provided in FAR, subpart 2.101.

11. Contract. Any type of agreement or order for the acquisition of supplies or services. It includes 

awards and notice of award; contracts of a fixed-price, cost, cost-plus-fixed-fee, or incentive type; contracts 

providing for the issuance of job orders, task orders, and delivery orders thereunder; letter contracts; and 

purchase orders.

12. Contract Administration Office (CAO). An office of DLA, or of a Military Service, or of FDA, 

USDA, or USDC, engaged in the performance of contract administration services, including QA, on 

Government contracts with private industry. Included in this definition are all geographic and in-plant DoD 

component organizations engaged in performance of field contract administration services.
13. Contract Quality Assurance (CQA). A function by which the Government determines whether a 

contractor has fulfilled his contract obligations pertaining to quality and quantity. This function can be 

accomplished at source and/or destination and is related to and generally precedes the act of acceptance.

14. Counterfeit Material/Unauthorized Product Substitution (CM/UPS). The misrepresentation of 

products furnished by contractors to the Government, including those items referred to as "bogus" parts, 

counterfeit parts, assemblies with unapproved components, and products with unauthorized 

remarking/overbranding.

15. CM/UPS Disclosure. A written or verbal allegation that includes the possibility that counterfeit or 

unauthorized product substitutions have been furnished to the Government by contractors after the 

Government has signified its acceptance. Customer/Depot complaints are not CM/UPS disclosures.

16. Critical Application Item. An item which is essential to the preservation of life in emergencies 

(e.g., parachutes, marine life preservers) or essential to end item or system performance, the failure of 

which would adversely affect the accomplishment of a military operation.

17. Critical Nonconformance. A nonconformance that is likely to result in hazardous or unsafe 

conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to 

prevent performance of a vital agency mission.

18. Defense Contract Management Command (DCMC). An organizational entity of DLA, comprised 

of a headquarters staff and a field organization of geographic and plant components, established to provide 

uniform field contract administration services for Government contracts with private industry. As used 

herein, the term applies specifically to Contract Administration Service (CAS) field components, including 

DCMC Districts (DCMDs), Area Operations (DCMAOs), and Plant Representative Offices (DPROs).

19. Deviation. A written authorization, granted after contract award and prior to manufacture of an 

item, to depart from a particular performance or design requirement of a contract, specification, or 

referenced document, for a specific number of units or specified period of time.

20. DLA Quality Assurance Program. A program designed to assure integrity, quality, and reliability 

of DLA-purchased/managed supplies and services through the integration and coordination of all actions 

which contribute to the delivery of supplies or services of the specified quality and reliability.

21. Examination. An element of inspection consisting of investigations, without the use of specific 

laboratory applications or procedures, of supplies and services to determine conformance to those specified 

requirements which can be determined by such investigations. Examination is generally nondestructive and 

includes, but is not limited to, visual, auditory, olfactory, tactile, gustatory, and other investigations, simple 

physical manipulation, gaging, and measurement.

22. Exhibit. The item reported as being deficient, or a sample item which represents the reported 

deficient condition, which can be analyzed to determine the possible cause of the defect.

23. First Article Testing and Approval. The testing and/or examination of items submitted by a 

contractor prior to regular production on a contract or purchase order followed by the 

preparation/evaluation of attendant test reports.

24. Flight Safety Critical Aircraft Part (FSCAP) - Any part, assembly, or installation containing a 

critical characteristic whose failure, malfunction or absence could cause a catastrophic failure resulting in 

loss, or serious damage to the aircraft, or an uncommanded engine shutdown, resulting in an unsafe 

condition. A FSCAP critical characteristic is any feature through the life cycle of a FSCAP, such as 

dimension, tolerance, finish material or assembly, manufacturing or inspection process, operation, field 

maintenance or depot overhaul requirement, which if nonconforming, missing or degraded could cause the 

failure or malfunction of the FSCAP.
25. Focal Point. A designated element or individual responsible for receiving and entering data for the 

Customer/Depot Complaint System and the Quality Evaluation Program.

26. Inspection. The examination and/or testing of supplies or services (including, when appropriate, 

raw materials, components, and intermediate assemblies) to determine whether the supplies and services 

conform to technical requirements.

27. ISO. International Organization for Standardization.

28. Maintenance Instructions. Applicable technical document (contract specifications, Military 

Services' technical publications, or other published documents) with instructions that will be utilized to 

perform required maintenance of an item.

29. Major Nonconformance. A nonconformance, other than critical, that is likely to result in failure, or 

to materially reduce the usability of the supplies or services for their intended purpose.

30. Military Interdepartmental Purchase Request (MIPR). A requirement submitted by a Military 

Service to an ICP to perform logistics functions (including purchasing) for items that are not managed by 

that ICP.

31. Minor Nonconformance. A nonconformance that is not likely to materially reduce the usability of 

the supplies or services for their intended purpose, or is a departure from established standards, having little 

bearing on the effective use or operation of the supplies or services.

32. Nonconformance. A departure from the requirements specified in the contract, specification, 

drawing, or other approved product description.

33. Nonconforming Material. Any item, part or product with one or more characteristics which depart 

from the requirements in the contract, specification, drawing, or other approved product description.

34. Off-the-Shelf Item. An item produced and placed in stock by a distributor/ manufacturer before 

receiving orders or contracts for its sale. The item may be commercial or produced to military/federal 

specifications or description.

35. Originating Point. Activity which finds a product quality deficiency and reports it.

36. Packaging. The processes and procedures used to protect material from deterioration or damage 

during storage or transport. It includes cleaning, drying, preserving, packing, marking, and unitization.

37. Postaward Conference. Meeting conducted by the Government to fully familiarize the contractor 

with the terms and conditions of the contract, to clarify any misunderstandings, and to discuss 

unsatisfactory quality history.

38. Product Conformance. The subset of Quality Assurance which deals with assessment of postmanufacturing or post-service actions. Product Conformance includes the assessment of usability, 

conformance to purchase requirements, investigation of deficiencies, test and evaluations, determination of 

readiness impact, and product quality/usability feedback systems.

39. Product Sample. Sample of the item required by the solicitation which is submitted as part of an 

offeror's technical proposal. The sample permits visual examination of the offered item for the purpose of 

determining quality of workmanship and conformance to design and/or performance requirements.

40. Product Quality Deficiency. A defect or nonconforming condition detected on new or newly 

reworked Government-owned products, premature equipment failures, and products in use that do not 

fulfill their expected purpose, operation or service due to deficiencies in design, specification, 

manufacturing, and workmanship.
41. Product Quality Deficiency Report (PQDR). A report, message, or Standard Form (SF) 368, 

Product Quality Deficiency Report, prepared and processed in accordance with DLAD 4155.24, Product 

Quality Deficiency Report Program.

42. Product Verification Program. A DLA program that establishes policy and procedures for the 

arranging, monitoring, and reporting of the results of, product testing and product examinations/inspection. 

See DLAD 4105.20.

43. Qualified Manufacturers List (QML). A listing of manufacturer's facilities that have been evaluated 

and determined to be acceptable based on the testing and approval of a sample specimen and conformance 

to the applicable specification. The QML includes appropriate products, processes, or technology 

identification, and test reference with the name and address of the manufacturer's plant.

44. Qualified Products List (QPL). A listing of products that have met the qualification requirements 

stated in the applicable specification, including appropriate product identification and test of qualification 

reference with the name and plant address of the manufacturer and distributor, as applicable.

45. Quality. The composite of material attributes including performance, features, and characteristics 

of a product or service to satisfy a given need.

46. Quality Assurance. A planned and systematic pattern of all actions necessary to provide adequate 

confidence that adequate technical requirements are established, products and services conform to 

established technical requirements, and satisfactory performance is achieved.

47. Quality Assurance Letters of Instruction (QALIs). Information or instruction provided to the 

activity responsible for Government CQA actions at source or destination for the purpose of assuring the 

integrity of DLA- procured products and services. QALIs may specify the type and extent of Government 

inspection of selected product/process characteristics or they may provide the CAO with adverse quality 

history on the item and/or contractor.

48. Quality Assurance Provisions (QAPs). As used herein, includes all requirements for quality and 

reliability assurance, both administrative and technical, which are included directly or by reference in ICPprepared purchase requests, solicitations, and resulting contracts. Specifically, those provisions include, but 

are not limited to: the place of Government inspection and acceptance; appropriate contract quality 

requirements; first article; bid samples; inspections and tests; sampling plan; verification testing; calibration 

requirements; and supplier certifications, where necessary, to provide the user with an item of the required 

quality.

49. Quality Audit. A systematic examination of the quality-related actions and decisions in order to 

independently verify or evaluate the operational requirements of a quality program or the specification or 

contract requirements of the product or service.

50. Quality Control. A function of management relative to all procedures, inspections, examinations, 

and tests required during contracting, receipt, storage, and issue that are necessary to provide the user with 

an item of the required quality.

51. Quality Program. Program which is developed, planned, and managed to carry out, costeffectively, all efforts to effect the quality of materiels and services from concept through validation, fullscale development, production, deployment, and disposal.

52. Reliability. Probability that materiel will perform its intended function for a specified period of 

time under stated conditions.
53. Reporting Activity. The activity which forwards a Product Quality Deficiency Report to DLA. This 

may or may not be the activity that prepared the Product Quality Deficiency Report, and may be either the 

originating point or screening point.

54. Request for Deviation. The formal document submitted by the contractor to the Government for the 

purpose of requesting departure from a specific performance or design requirement of a contract, 

specification, or referenced documents.

55. Request for Waiver. The formal document submitted by the contractor to the Government for the 

purpose of requesting acceptance of designated nonconforming supplies or services.

56. Screening Point. An activity, within the component originating the Product Quality Deficiency 

Report, which is required to determine the action point; transmit Product Quality Deficiency Reports for 

action; monitor outstanding reports; and receive responses.

57. Storage Standards. Documents containing mandatory instructions for the inspection, testing, and/or 

restoration of items in storage, encompassing storage criteria, preservation, packaging, packing and 

marking requirements, and time-phasing for inspection during the storage cycle to determine the materiel 

serviceability and the degree of degradation that may have occurred. In the case of shelf life items, storage 

standards are required to be prepared by the managing wholesale ICP or other responsible organization for 

Type II shelf life items only. They are used at the wholesale and retail level to determine if Type II shelf 

life items have retained sufficient quantities of their original characteristics and are of a quality level which 

warrants extension of their assigned time period, and the length of the time period extension.

58. Support Point. An activity that assists the action point, as requested, by conducting and providing 

results of a special analysis or investigation pertinent to the correction and prevention of a reported product 

quality deficiency.

59. Technical Maintenance Standard (TMS). Applies to a uniform format to designate the specific 

requirements for technical data (See DLAR 4l85.l, Technical Data Requirements for Logistic Support) that 

will be utilized in the performance of required maintenance of an item.

60. Testing. That element of inspection that determines the properties or elements, including functional 

operation of supplies or their components , by the application of scientific principles and procedures.

61. Waiver. A written authorization granted after contract award to accept a configuration item or other 

designated item which, during production or after having been submitted for inspection, is found to depart 

from specified requirements, but nevertheless is considered suitable for use "as is" or after repair by an 

approved method.

E. POLICY

1. ICPs shall develop and manage quality programs to assure mission/ operational effectiveness of, and 

user satisfaction with, DLA items and services. The programs will be established whereby analysis of 

items/ group of items will be performed for the purpose of determining the quality level required/desired. 

This quality level shall be documented in annual Business Plans. Using the results of the quality level 

analysis, ICP managers assigned responsibility for the item/groups of items will provide overall 

direction/oversight control of the quality processes to achieve that level. ICP personnel possessing the 

knowledge and skills in quality assurance systems/programs/procedures and appropriate commodities shall 

be assigned to the item/groups of items to assure that items and services procured and delivered to our 

customers are of the requisite quality intended, and that they conform to customer-specified requirements. 

Performance indicators shall be used to monitor effectiveness of the ICP's quality programs.

2. ICPs shall:
a. Establish a career development and training program for personnel to be certified in the QA 

systems skill area, and the necessary Commodity skill(s), to assure that personnel performing quality 

assurance functions possess the knowledge and skills in Quality Assurance systems/programs/ procedures 

and their assigned commodities. ICPs shall insure that personnel performing Quality Assurance functions 

specified in this directive be certified, or be in training for certification, in accordance with DLAD 4155.7, 

Quality Assurance Technical Development Program for DLA Inventory Control Points. In addition, 

personnel performing the QA functions specified in this directive are subject to the requirements of the 

Defense Acquisition Workforce Improvement Act (DAWIA). Quality Assurance is a career field under the 

Acquisition Workforce. All Quality Assurance personnel should be aware of the opportunities within the 

Acquisition Workforce in planning their career.

b. Include review and analysis of quality assurance data in "method-of- support" and acquisition 

planning. ICPs shall include the quality aspects of planning in their considerations to assure that the effects 

of alternative methods of supply and sources, and trade-off considerations of price differences, quality, and 

acquisition/production leadtime, do not degrade the quality of DLA supplies or services.

c. Assure that appropriate, minimum essential quality requirements are developed and placed in 

solicitations and contracts. Tailor the quality requirements to meet the needs of each acquisition.

(1) ICP contracts shall contain, by reference or direct incorporation, definitive and current 

Quality Assurance Provisions (QAPs). QAPs shall be developed using the criteria given in the Federal 

Acquisition Regulation (FAR), Part 46, the DoD FAR Supplement (DFARS), Part 246, and the Defense 

Logistics Acquisition Directive, DLAD 4105.1, Part 46. Decisions to deviate from the FAR/DFARS/DLA 

Acquisition Directive guidance must be founded upon a sound technical base.

(2) QAPs shall include:

(a) A specific contract quality requirement. The contractor is responsible for product 

quality and for offering only conforming materiel to the Government for acceptance. This basic statement 

of the contractor's responsibility for quality, and the level of quality control that must be maintained, are 

both contained in the contractual quality requirement. The types of contract quality requirements are as 

follows:

(1) For commercial items, the Government shall not specify any specific contractor 

quality assurance system. 

(a) Per FAR PART 12-208, the Government shall rely on the contractor's 

existing quality assurance systems as a substitute for Government inspection and testing before tender for 

acceptance unless customary market practices for the commercial item being acquired include in-process 

inspection.

(b) For commercial items determined to be safety-critical or critical application 

that have had quality problems in the past, alternative inspection procedures may be included in an 

addendum to the solicitation/contract. Because the Government must rely on contractor's existing quality 

assurance systems, it becomes essential that past performance evaluation regarding quality be performed to 

assess the proposal before award. This may be done through market research of the quality of the 

commercial item (for new vendors), review of quality history, i.e., QEP, or through the inclusion of 

evaluation factors (FAR 52.212-2) in the solicitation. 

(2) For items purchased to a Commercial Item Description, a general conformance 

statement QAP shall be used, similar to the following: "5.1 Product Conformance. The products provided 

shall meet the salient characteristics of this commercial item description, conform to the producer's own 

drawings, specifications, standards, and quality assurance practices, and be the same product offered for 

sale in the commercial market. The government reserves the right to require proof of such conformance."

(3) Higher-level contract quality requirements. When higher-level contract quality 

requirements are indicated through the use of FAR and DFARS guidance, the following policies apply: 

Contractors shall be given the option to specify their preferred documented quality/inspection system for 

use of an appropriate ISO 9000/ANSI Q9000 series standard, or a system that meets other recognized 

industry standards, or a process control system that is equivalent to, or better than, the ISO 9000 standard. 

Some QPL/QML programs contain qualification, quality conformance, and even quality system type 

requirements which generally require no additional contract quality requirements. ISO 9003/ANSI Q9003 

may be used where a suppliers capability to detect and control the disposition of any product 

nonconformance during final inspection and test is sufficient. When a higher-level contract requirement is 
required, a standard inspection clause shall also be used. ICPs shall not require third party certification or 

registration of a supplier's quality system. Third party registration shall not be considered as a substitute for 

Government Contract Quality Assurance (CQA).

(4) Other than Higher Level contract quality requirements (i.e., reliance on 

contractor inspection and standard inspection requirements). Guidance contained in the FAR (paragraph 

46.202), DFARS (paragraph 246.202), and DLAD 4105.1 (paragraph 46.202) shall be used.

(b) Place of performance of Government Contract Quality Assurance (CQA). In addition 

to FAR/DFARS/DLA Acquisition Directive guidance, CQA at source shall be specified for all Individual 

Repair Parts Ordering Data (IRPOD) items and when contracts contain Higher Level contract quality 

requirements. CQA at source shall also be used when an item's quality history is unsatisfactory, destination 

inspection has previously been identified, and it is determined that mandatory source inspection is 

warranted. When an item has been designated for source inspection on previous contracts, and the quality 

history has been consistently good, consideration should be given to specifying destination inspection.

(c) Place of performance of Government Acceptance. The place of acceptance should 

ordinarily be assigned at the same location as the place of performance for CQA actions. Items assigned 

source inspection will normally be accepted at source, and items assigned destination inspection will 

normally be accepted at destination. However, it should be recognized that there are instances where 

inspection can be at source with acceptance at destination. 

(3) If determined necessary to control the quality of materiel, QAPs may include:

(a) a Certificate of Conformance (CoC). (Reference: FAR, Paragraphs 46.315, 46.504, 

and the contract clause at 52.246-15.) Contracts containing the CoC Clause shall be reviewed after award. 

When such contracts involve contractors and/or items with a record of unsatisfactory performance, the 

CAO shall be provided this information in a Quality Assurance Letter of Instruction (QALI) for use in 

deciding whether to authorize the contractor to use CoC. The CoC clause shall not be used for Individual 

Repair Parts Ordering Data (IRPOD) items.

(b) A Certificate of Quality Compliance (CoQC). (Reference: DLAD 4105.1, Part 46.3 

and the contract clause at 52-246-9000.) CoQC shall be used for solicitations and contracts where safetycritical items are being acquired and objective quality evidence is needed. CoQC may be used for any 

acquisition of critical items where objective quality evidence is needed and significant quality problems 

have been experienced in previous procurements.

(c) Measuring and Test Equipment (Reference: DLAD 4105.1 contract clause at 52.246-

9003.) The DLAD clause shall be used in solicitations and contracts which contain both the CoQC and the 

standard inspection clauses.

(d) Product Verification Testing (PVT) (Reference: DLAD 4105.1, contract clause at 

52.246-9004.) When necessary to determine an item's conformance to contractual requirements, specific 

tests to be performed by the contractor, during or after production, may be included in the contract. When 

there are specialized verification tests to be performed by the Government, requirements and arrangements 

for these tests must also be included in the contract. The DLAD clause shall be used in solicitations and 

contracts which contain the CoQC clause and which call for inspection at source. PVT may be used 

independently of the CoQC whenever personnel performing quality assurance functions determine that 

there is a need for testing before acceptance of the item.

(e) Manufacturing Process Controls (Reference: DLAD 4105.1, paragraph 46.202-3(90) 

and the contract clause at 52.246-9001.)

(f) Bid Samples (Reference: FAR, subsection 14.202-4.) Bidders will be required, in an 

invitation for bid, to submit bid samples when there are characteristics of a product which cannot be 

adequately described in the applicable specification or purchase description. The reasons for requesting a 

bid sample must be justified, documented, and included in contract files, unless the requirement for a bid 

sample is specifically required by the formal specification applicable to the contract.

(g) First Article Test (FAT) Requirements (Reference: FAR, subpart 9.3.). A first article 

inspection or test requirement may be requested when it is determined that it is necessary for the contractor 

to demonstrate materials used, manufacturing processes employed, workmanship standards utilized, and the 

methods employed for the control of quality and that the contractor is capable of producing an item which 

meets specific requirements of the contract. First article tests normally will contain all critical, major, and 

other salient characteristics that assure a usable product. However, first article tests may also be conducted 

exclusively for specific characteristics that have been identified through quality history as being 

problematic. First Article Inspection or Testing characteristics shall not be generalized or assumed (e.g., "in 
accordance with drawing/specification"); the specific characteristics to be tested must be clearly stated in 

the contract. Describing First Article requirements in general terms (i.e., "visual, dimensional, 

workmanship, specification compliance, and meeting contract requirements") is prohibited. Each DLA 

contract calling for First Article approval must clearly describe:

(1) The specific First Article tests and evaluations to be conducted by the 

contractor/Government, including the sequence of processes, testing, and evaluations, where required.

(2) The number of units to be tested and the number of First Articles to be held by 

the contractor through production as a manufacturing standard/guide.

(3) The data required.

(4) The criteria for determining conformance to the First Article requirement 

specified.

(5) The format of the test report (e.g., test reports prepared in accordance with MILSTD-831, Test Reports, Preparation of) for tests and evaluations to be conducted by the contractor.

(6) The party (contractor or Government) responsible for conducting the first article 

testing.

(h) Statistical Process Control (SPC) Requirements. A QAP may be cited in DLA 

contracts requiring higher-level contract requirements when either a requirement exists to control 

processes, or when continuous improvement in quality is desired.

(i) Statistical Sampling plans/techniques.

(1) Provisions for use of statistical sampling may be provided in contracts when 

sampling will provide an economic means of determining the probable quality level of a lot or batch or 

units or product of a single type, grade, size, and composition which are manufactured under essentially the 

same conditions and essentially at the same time. When sampling techniques are employed, a 

comprehensive evaluation shall be made of the capability, limitations, and risks of the sampling plan 

selected.

(2) Acceptable Quality Levels (AQLs), Lot Tolerance Percent Defective (LTPD), 

and the "Point-System" point counts have the effect of contractually authorizing the acceptance of 

nonconforming materiel. They inhibit quality improvement since they imply that defects are allowable. The 

use of these practices must be eliminated wherever feasible. ICP Personnel shall use contractual means to 

override specification AQLs, LTPD, and/or point counts when specifications must be used that contain 

AQLs, LTPD, and/or point counts, and the specifications are not prepared/controlled by ICPs. These 

contractual means will require rejection of any lot of materiel if even one defect is found in the sample 

inspections/tests (i.e., require sampling plans that accept on zero defects and reject on one or more 

defect(s)). Specifications that are prepared/controlled by ICPs shall be revised to remove the AQLs, LTPD, 

and/or point counts. Exceptions to the use of contractual means to override specifications and the revision 

of specifications can be made when: the nature of the commodity is such that it is necessary to be consistent 

with the industry's state of the art; the cost of 100 percent conformance is excessive for non-critical 

application items; or the commodity is a medical or subsistence product under the jurisdiction of Federal 

laws and regulations administered by the U.S. Food and Drug Administration (FDA), the U.S. Department 

of Agriculture (USDA), or U.S. Department of Commerce (USDC). Exceptions documenting the rationale 

for the decision, containing market investigations, must be approved by the ICP Commander (or the 

Commander's designated representative) and be placed in appropriate files. The ICPs shall perform periodic 

reviews of the exceptions.

(j) Warranties. When determined beneficial to the Government, ICP personnel 

responsible for quality requirements shall recommend to the Contracting Officer that the item be purchased 

under warranty. The decision to ask for a warranty shall be based upon the nature of the item, its end use, 

ability of the Government to effectively administer warranties, and the item's quality history. 

(k) Criteria for Best Value Source Selection. The technical evaluation factors shall be 

developed on a case-by-case basis after taking into consideration the salient characteristics of the 

specification or performance work statement, the quality assurance acquisition plan, and item/contractor 

quality history.

(l) Product Samples. Product Samples shall be requested only for commercial type items 

and shall be used when determined appropriate.

d. Assure that QA support to the preaward contracting effort is provided to the ICP Contracting 

Officers and other Government activities, e.g., DCMC, as required. ICPs shall:
(1) Assure that Quality Assurance issues that affect provisioning are provided to Military 

Services and to the Center's Contracting and Supply personnel. This includes areas such as test 

requirements that may require longer lead times, additional quantities required for destructive testing, and 

potential quality problems.

(2) Evaluate Best Value proposals and Product Samples based upon the technical/quality 

evaluation factors placed in the solicitation.

(3) Include Quality Assurance functions in the Preaward Survey process. Contracting Officers 

or managers of item/groups of items should list upcoming preaward surveys and make these available to 

personnel performing Quality Assurance functions to determine if there are any Quality Assurance 

functions that need to be performed. These functions include the collection and consideration of quality 

information from all available sources, provision of QA participation or expertise to preaward survey 

teams, and evaluation of the quality capabilities of potential contractors. If Contracting Officers determine 

that there are overriding reasons for awarding a contract to a supplier who has an unsatisfactory history or a 

negative Quality Capability survey recommendation, the contract file shall be documented accordingly, and 

a Quality Assurance Letter of Instruction (QALI) shall be submitted to the activity responsible for 

Government CQA.

(4) Review Requests for Deviation/Waiver of contract quality requirements.

(5) Evaluate and use contractor quality history data to determine if prospective contractors 

have a satisfactory record of quality performance. Quality defects of a critical or repetitive nature without 

adequate and timely corrective action, including repair or replacement of items, shall be presumptive of the 

contractor's inability to perform satisfactorily. Past unsatisfactory performance, due to failure to apply 

necessary tenacity or perseverance to do an acceptable job, shall be sufficient to justify a finding of 

nonresponsibility. Unsatisfactory quality performance is usually most evident through analysis of 

deficiency reports (PQDRs) and discrepancy reports (RODs). However, other elements of quality history 

can provide valuable information, e.g., laboratory testing results, preaward surveys, post-award 

conferences, waiver/deviation requests. All available quality history shall be used for determinations of 

responsibility.

(6) Include Quality Assurance functions in the processing of Military Interdepartmental 

Purchase Requests (MIPRs).

e. Assure that QA support to the postaward contracting effort is provided to the ICP Contracting 

Officers and other Government activities, e.g., DCMC, as required. Such QA postaward support functions 

include:

(1) Contract Review. Post award actions shall include a contract review by personnel trained 

in quality assurance principles. To assure that appropriate QAPs have been incorporated into contracts, and 

to prepare for postaward QA actions, personnel performing quality assurance functions shall review all ICP 

contracts, and contract modifications that designate performance of Government CQA actions at source. 

Contracts, and contract modifications, designating CQA at destination should be reviewed when adverse 

quality history has been experienced or if quality problems are anticipated. ICPs shall establish procedures, 

consistent with contracting systems, to assure that personnel performing quality assurance functions receive 

all required contracts and contract modifications for review.

(2) First Article Test Support. If the contract contains a specific contract requirement for first 

article testing, the ICP shall assure that the first article test is monitored by the CAO or other cognizant 

activity prescribed by the contract. Notification of first article testing requirements may be provided to the 

CAO in a Quality Assurance Letter of Instruction. ICP personnel and Specification Preparing Activity 

(SPA) personnel with specialized commodity expertise may participate in the witnessing, 

review/verification of results, and evaluating of test reports, as determined necessary. First Article tests at 

contractors' plants and independent test facilities shall be monitored by the CAO or other cognizant activity 

prescribed by the contract. ICPs shall assure that personnel knowledgeable in quality assurance procedures 

and the commodity are available to provide specialized commodity expertise or related technical assistance, 

when required. ICPs may elect to have their personnel participate in the witnessing of first article tests and 

evaluation of attendant test reports based on such factors as the contractor's history and item complexity. 

All first articles shall be documented in the quality history system.

(3) As a result of determinations made during contract review, post award actions may 

include:
(a) Quality Systems Management Visits (QSMVs). Product/ commodity-oriented surveys 

or reviews and participation in postaward orientation conferences may be made when the personnel 

responsible for the quality of an item determine it necessary. These visits may be to contractor facilities, 

Engineering Support Activities (ESA)/SPA facilities, contractor or Government laboratories, contractoroperated refrigerated warehouses, contractor facilities for storage and maintenance of DLA items, Defense 

Depots, GSA-operated depots, posts, camps, stations, military bases, shipyards, and non-DLA activities 

where DLA stocks are stored, maintained, handled, or used. Managers of item/groups of items should 

budget for the performance of QSMVs. All QSMVs shall be documented in the quality history system.

(b) Postaward conferences. Postaward conferences may be requested when past quality 

history on an item, and/or previous contractor experience, have shown quality problems. When postaward 

conferences are determined necessary, ICPs shall provide background, quality performance data, and 

quality assurance assistance to contractors and in-plant QARs. ICP personnel may participate in postaward 

conferences when it is determined that their presence would be beneficial. All Postaward conferences shall 

be documented in the quality history system.

(c) Quality Assurance Letters of Instruction (QALIs). ICPs shall develop QALIs, as 

needed. ICP-developed QALIs, providing quality history or assistance to the CAO/inspection points, may 

be formal (on ICP letterhead stationery) or informal (by telephone, fax, or informal notes); maximum use 

should be made of these types of QALIs. All QALIs, formal or informal, shall be documented in the quality 

assurance history system. Identify to the CAO, the critical characteristics or performance requirements that 

require source inspection. QALIs specifying mandatory inspections shall only be used when determined 

necessary due to previous quality problems, complex items, or when unusual requirements have been 

established; judicious use should be made of these types of QALIs. Mandatory-inspection QALIs shall 

contain specific, complete and pertinent inspection instructions and shall be in the form of formal letters 

only. Mandatory inspections shall not be requested unless the contract imposes similar requirements on the 

contractor. Mandatory inspections required of Government personnel, or data considered appropriate for a 

QALI, shall not be incorporated in an award instrument or contract. For FSCAP contracts, the product 

characteristics which are considered FSCAP-critical shall be identified to the CAO/inspection point.

(4) When certain events occur during contract performance, the following post award actions 

shall be performed:

(a) Waiver/Deviation Requests (product nonconformances). ICPs shall assure that quality 

assurance factors are considered in the evaluations of contractors' Requests for Waivers/Deviations. It is 

DLA policy to accept only that materiel which fully conforms in all respects to the contract requirements. 

The offer of nonconforming materiel to the Government for acceptance should be the exception, and 

contractors should be discouraged from submitting Requests for Deviations and Requests for Waiver. 

Contractor Requests for Waivers/Deviations shall be controlled and processed expeditiously to avoid 

production delays and possible claims against the Government.

(b) Allegation of Adverse Quality and Reliability. ICPs shall be responsive in providing 

complete quality assurance analysis regarding investigations (e.g., congressional inquiry, Hotline reports, 

DoD Inspector General/GAO investigations, and letters sent directly to HQ DLA or the ICP) involving ICP 

products and services.

(c) Counterfeit Materiel/Unauthorized Product Substitution (CM/UPS). Disclosures 

(written or verbal) from all sources indicating that materiel provided to DLA is counterfeit, or has been 

substituted without authorization, shall be controlled, screened, investigated, and resolved with corrective 

and preventive action. The ICPs shall investigate CM/UPS disclosures completely, with involvement of all 

functional areas.

(d) Contract Data Package Recommendation/Deficiency Reports (DD Form 1716). Any 

observed deficiencies in design, technical, or contract quality requirements by the CAO should be 

controlled, analyzed, and answered with timely and effective resolution actions taken. The DD Form 1716 

shall not be used as a vehicle to accept nonconforming materiel, or reduce, as a matter of expediency, 

contract quality requirements. Such requests shall not be approved, and the response shall indicate to the 

originator that acceptance of non-conforming materiel may only be accomplished through the waiver/ 

deviation process.

f. Assure that QA support to the ICP Supply Support effort is provided to customers/users, ICP 

Item Managers, Supply Officers, and Storage activities, as required. Quality Assurance considerations shall 
be a part of Provisioning, Shift to Commercial Practices (SCP) initiatives, and determination of storage 

locations. QA support shall include:

(1) Immediate response to all customers inquiries, questions, problems, or suggestions. 

Service to customers shall take priority over all other work.

(2) Destination inspection/acceptance criteria. The ICPs shall determine the need for 

inspection criteria and direction/information for use at Depots and other item-receiving points in the 

performance of destination inspection and acceptance, and shall provide the criteria and other assistance as 

needed.

(3) Shelf-Life determination. The ICPs shall review items to determine proper classification 

as a Type I or Type II shelf-life item.

(4) Materiel Storage Standards. The ICPs shall develop, and initiate publication of, the 

Materiel Storage Standards for all Type II shelf-life items and critical-application items (as appropriate) in 

accordance with DLAR 4155.37, Materiel Quality Control Storage Standards. Materiel Storage Standards 

shall also be prepared for items deemed to require periodic inspection (this may include Type I shelf-life 

items). Waiver of storage quality requirements may be granted based on a review of item history and the 

circumstances of each case. When requests are repetitive, consideration should be given to revising the 

storage standards and recommending shelf-life code changes.

(5) Commodity Training. The ICPs shall develop training courses, and conduct specialized 

commodity training, as determined necessary for DCMC, Depot, and item-receiving-point personnel.

(6) Special Inspections. Inspection of DLA items shall be performed when the personnel 

responsible for quality of an item determine it necessary. Normally, special inspections shall be indicated 

based on the review of customer/depot generated quality complaints, laboratory test results, or other quality 

history data, and are usually limited to one or two item characteristics suspected to be nonconforming. 

These inspections may be requested of DLA Depots, Military Service storage activities, PQDR Screening 

Points, Requisitioners, and Military Service Retail Managers. Requests involving "other-than-visual" 

technical inspection at DLA Depots should be requested through the ICP Product Verification Manager. 

Due to the resource impact of special inspections, research shall first be performed to determine the 

location of stocks, detailed/specific inspection instructions shall be provided, and a detailed justification 

shall be included with the request.

(7) Special Depot Product Quality Audit. When determined necessary, ICP personnel 

responsible for quality of an item may request the ICP Product Verification Manager to arrange for a 

technical inspection of products at DLA Depots and other storage activities storing DLA-owned materiel. 

Normally, special depot audits are more extensive than special inspections and are used to check the quality 

of products in special circumstances (e.g., new contractor(s), problem contractor(s), new item(s), CM/UPS 

disclosures, and allegations of adverse quality and reliability). The ICP shall provide (if necessary) all 

technical data, and specific inspection instructions. PQDRs shall be prepared for deficiencies found during 

depot audits, the PQDR shall be entered into the complaint management system (e.g., CDCS) for control 

and management, and the PQDRs shall be investigated completely using PQDR procedures.

(8) Pro-active support to the Item Manager. Provide assistance to the Item Manager by 

notifying them of possible shortages of materiel due to quality problems during contracting, deficient items 

as reported on PQDRs that can not be issued, Shelf-life expirations, or any analysis of Quality History that 

indicates supply availability may be affected by quality issues. 

g. Assure that QA support to the ICP technical effort is provided to the ICP Technical Support and 

Engineering activities, as required. Quality Assurance considerations shall be a part of item transfers, 

specification preparation and review, analysis of items and contractors, quality aspects of alternate offers, 

and recommendations for item technical improvement. ICPs shall request quality assurance related 

engineering support from ESAs and submit recommended changes/actions on specifications to SPAs as 

needed.

h. Recognize and remove those conditions which contribute to, or cause, deficient materiel. The 

ICP shall establish processes to report, receive, investigate, and resolve complaints of deficient items and 

discrepant shipments in accordance with Joint DLA/Military Service regulations as follows:

(1) DLAR 4140.55, Reporting of Item and Packaging Discrepancies.

(2) DLAR 4140.60, Processing Discrepancy Reports Against Foreign Military Sales 

Shipments.
(3) DLAR 4155.3, Inspection of Subsistence Supplies and Services.

(4) DLAD 4155.24, Product Quality Deficiency Report Program.

(5) DLAR 4155.28, Reporting and Processing Medical Materiel Complaints.

(6) DLAR 4500.15, Reporting of Transportation Discrepancies in Shipments.

(7) DLAM 4140.2, Supply Operations Manual, Defense Supply Center Operating Procedures, 

Volume II.

(8) DLAR 4155.37, Materiel Quality Control Storage Standards.

i. Assure that customer depot complaint investigations are adequate, complete, and documented. 

ICPs shall implement the following policies:

(1) Upon receipt of complaints of deficient items or discrepant shipments, the ICP shall enter 

the complaint into the complaint management system (i.e., CDCS) for control and management. 

Complaints will be assigned to appropriate ICP element for resolution and direct response, commensurate 

with the deficiency reported. Complaints reporting product quality problems (i.e., PQDRs, Quality RODs, 

FMS Quality RODs) shall be assigned to the ICP personnel responsible for quality of an item who will 

perform as the Action Point for the complaint.

(2) DLA customers will not be expected to shoulder the burden for nonserviceable materiel. A 

customer satisfaction goal of 24 hours from time of receipt shall be established for ICPs to provide 

customers with a replacement or initiate credit. If a replacement item is available that does not contain the 

reported defect, the customers shall be furnished the replacement item with disposition instructions 

authorizing turn-in (i.e., local DRMO or return to DLA Depot for contractor rework consolidation) and 

exhibit holding instructions. If a replacement item is not available, disposition instructions with exhibit 

holding instructions will be provided with credit recommended.

(3) After the customer has been satisfied with a replacement item or credit, the Action Point 

shall determine the need for, and scope of, investigation of the deficiency/discrepancy. The item 

complexity, criticality, cost, contract quantity, number of nonconforming items, and frequency of 

occurrence (e.g., isolated instance) should be used as evaluation criteria. Category I PQDRs and Category 

II PQDRs that report critical or major defects must always be investigated. As determined necessary for 

PQDR investigations, the Action Point shall: review contract and item/contractor history, technical data, 

and stock status; request stock screening action for on-hand and due-in assets at DLA and Military Service 

Storage locations; determine the need for testing or special inspection; determine the need for investigation 

by Support Points (e.g., DCMAO, CAO, ESA, SPA). A PQDR form or format(e-mail or message) for items 

purchased on source-inspected contracts shall be provided to the appropriate DCMC office involved with a 

statement of the support required (action or information only). PQDRs for items purchased on destinationinspected contracts shall be provided to the Contractor of that item, and, in addition, those PQDRs on 

destination-inspected items shall be provided to the the DCMC office of that contractor if action is 

required. 

(4) The ICP Action Point shall determine the scope of corrective action to correct the 

deficiency. As indicated by the determination, the corrective action to correct the deficiency shall include: 

issuance of Alert notification(s) (such as safety alerts on critical application items), notification of other 

users and/or all known requisitioners, and notification of PQDR Military Service Screening Points; 

performance of segregation and screening inspection of existing product; recommendation to contracting 

officers on contractual warranty enforcement; action to obtain contractor repair, replacement, or 

reimbursement of nonconforming materiel by the contractor; reclassification of stock; issuance of a QALI; 

modification of current/future contracts; and disposition instructions on the item from the item manager or 

Contracting Officer.

(5) The ICP Action Point shall determine the scope of corrective action to preclude recurrence 

of the deficiency. As indicated by the determination, the corrective action to preclude recurrence of the 

deficiency shall include: recommendation of specification/drawing changes to the ESA/SPA; changes to 

the Contracting Technical Data File (CTDF) for future buys; issuance of a QALI for future contracts; 

advice to Contracting Officer of adverse contractor quality history; preparation of a GIDEP ALERT when 

the materiel has both Government and industrial application. Contractors shall be notified in writing when 

they have (or are suspected to have) supplied non-conforming materiel. If appropriate, copies of all PQDRs 

(or written notification of the defective materiel) shall be provided to contractors.

(6) The ICP Action Point shall prepare and send interim and final PQDR replies to the 

appropriate component Screening Point following guidance in DLAR 4155.24, Product Quality Deficiency 
Report Program. Category I PQDR final responses shall be signed by the ICP managers (or acting 

managers) assigned responsibility for the item/groups of items that provide overall direction/oversight 

control of the quality processes without power of redelegation. Category II final PQDR replies shall be 

signed by the supervisor (or acting supervisor) of the person assigned to perform quality assurance 

functions as the Action Point. Signatures on final replies constitute management's documentation of the 

determination that the PQDR process was correctly implemented and sound technical decisions were 

achieved.

(7) ICPs shall maintain a complete audit trail for all pertinent actions and decisions related to 

the processing of each deficiency report. The final reply represents all comprehensive documentation, 

including decisions pertinent to testing, screening, and feedback to contractors. If it is determined 

inappropriate to place this documentation in the final reply, the PQDR history file should contain the 

documentation. In addition to the PQDR history file, documentation of the full PQDR investigation and 

resolution actions should be placed in the automated deficiency reporting system.

j. Assure that QA support to the ICP maintenance support effort is provided to the ICP Item 

Managers, Supply Officers, and maintenance activities as required. ICPs shall assure that quality standards 

are developed/prescribed and included in maintenance instructions or Technical Maintenance Standards 

(TMSs). Requests for waivers and deviations from the specified maintenance quality standards shall be 

evaluated in the same manner as requests for waivers and deviations for new procurement. Quality 

considerations shall be included in the evaluation of eligibility of items for repair. ICPs responsible for 

maintenance operations shall establish a quality program that examines the adequacy of maintenance 

processes using auditing principles, statistical techniques, process reviews, product audits, and positive 

corrective action to consistently produce repaired items of the requisite quality required.

k. Collect and analyze data on quality assurance actions, contractor/item performance, and 

materiel user feedback to measure the level of quality, and the effectiveness of quality actions, throughout 

the acquisition cycle.

(1) ICPs shall collect and maintain data in an automated system (i.e., the Quality Evaluation 

Program (QEP)) by contractor and by item. Data shall consist of all negative/ unsatisfactory quality 

performance. Significant data reflecting satisfactory performance, such as laboratory test results, may also 

be maintained, if available. Recurring analysis shall be performed for specific ICP items, groups of items, 

and for the entire ICP. Quality history data shall be used in the development of contractual and guidance to 

CAS organizations, e.g., determining place of performance of CQA and acceptance and contract quality 

requirements; the need for preaward surveys, postaward conferences, QALIs, verification testing, special 

inspections; and evaluating deviations/waivers of requirements.

(2) Based on contractor and item quality history, contracting officers and other interested 

Government activities shall be notified of unsatisfactory contractor quality conditions as they are generated 

or discovered. The purpose of this notification shall be either to initiate recovery action against the 

contractor or to initiate action to preclude recurrence of the unsatisfactory condition.

F. RESPONSIBILITIES. Personnel performing quality assurance functions are responsible for:

1. Acquisition Planning. Assisting in development of Acquisition Plans, including:

a. Serving as members of the acquisition planner's team when requested.

b. Determining proposed QAPs needed for contract documents.

c. Determining, documenting, and advising the acquisition planner of the effects upon quality of 

alternative supplies and sources, and tradeoff considerations of price differences, quality, and 

acquisition/production lead time.

2. Quality Assurance Provisions

a. Determining if definitive QAPs have been provided by the responsible Engineering Support 

Activity/Specification Preparing Activity (ESA/SPA). If specific requirements have been requested by the 
ESA, analyze these for applicability and appropriateness. Requirements that are not appropriate for the 

situation should be clarified with the respective ESA/SPA.

b. Developing QAPs for new items entering the inventory and for items transferred from the 

Military Services/GSA to DLA for management, based upon the item's technical description, complexity, 

and criticality of application, if definitive QAPs have not been provided by the ESA/SPA.

c. Revising existing QAPs on current DLA-managed items whenever they are found to be 

inadequate.

d. Providing QAP information to appropriate contracting elements through documents or 

automated systems. Periodic reviews of QAPs assigned in the automated system shall be accomplished to 

assure currency/adequacy.

3. Place of Inspection/Acceptance

a. Determining the place (e.g., source or destination) where the Government will perform CQA 

actions on a contract.

b. Determining the place (e.g., source or destination) where the Government will perform 

acceptance actions on a contract.

4. Quality Requirements/Clauses

a. Determining the need for quality assurance requirements/clauses and requesting that the 

contracting officer include them in solicitations/contracts.

b. Providing recommendations to the contracting officer regarding contractor's requests for waiver 

of contract quality requirements.

5. Preaward Actions. Supporting the preaward contracting mission by providing support on quality and 

reliability issues to the Contracting Officer and other Government activities, e.g., DCMC, during the 

preaward process through:

a. Providing Quality Assurance support to provisioning planning, acquisition planning, and item 

transfers.

b. Providing criteria for, and evaluation of, Best Value proposals and product samples.

c. Processing Military Interdepartmental Purchase Requests (MIPRs).

d. Performing Preaward Survey actions.

e. Reviewing requests for waiver of contract requirements.

f. Providing contractor and item quality performance history to the Contracting Officer and other 

Government personnel to aid in preaward decisions.

6. Performing Post Award Actions. Supporting the postaward contracting mission by providing support 

on quality and reliability issues to the Contracting Officer and other Government activities, e.g., DCMC, 

during the postaward process through:

a. Performing contract review.

b. Participating in First Article testing, or production tests as required/requested.
c. Performing QSMVs and QSRs to contractor facilities, inspection activities, depots, supply 

points, prepositioned war reserve sites, laboratories, and customer installations.

d. Issuing QALIs providing quality history and designating specific inspections, verification, or 

tests, to be conducted by the CAO, or the receiving point.

e. Evaluating contractor requests for product deviations and product waivers, and recommending 

approval or disapproval of the request.

f. Providing maximum support to the ICP Contracting Officers, item managers, and other 

personnel/agencies regarding investigations (e.g., congressional inquiry, Hotline reports, DoD Inspector 

General/ GAO investigations, and letters sent directly to HQ DLA or the ICP) involving ICP products and 

services.

g. Performing Counterfeit Materiel/Unauthorized Product Substitution (CM/UPS) actions. 

Contracting personnel shall research procurement history, pending solicitations, current contracts, and 

communications with contractors, Administrative Contracting Officers, Military Services, and other ICP 

elements. Supply personnel shall evaluate supply status of items under review, e. g., quantity on hand, on 

order, due-in, and back orders, and the effect of stocks "freeze" actions upon support to customers. 

Technical operations personnel shall review, interpret the technical requirements of contract data packages, 

and collaborate with the appropriate Military Service ESA/SPA for any changes required. Personnel 

performing quality assurance functions shall review item and contractor quality history to include PQDR 

investigation findings and results, and, as applicable, request special inspection actions, determine the need 

for inventory screening actions, determine testing requirements, determine the need for obtaining samples, 

arrange for testing, obtain test results, and interpret test results.

h. Evaluating Contract Data Package Recommendation/Deficiency Reports (DD Forms 1716).

7. Performing Supply Support Actions. Supporting the DLA supply mission by providing support on 

quality and reliability issues to customers and supply personnel (e.g., the item manager, stock control 

personnel), Defense Depots, and other Government activities through:

a. Providing quality assurance requirements, contractor and item quality performance history, and 

deficiency information to item managers to aid in inventory management decisions;

b. Supporting Shift to Commercial Practice (SCP). Personnel performing quality assurance actions 

shall actively support SCP initiatives. When SCP (i.e., Long Term Contracting, Direct Vendor Delivery, 

Prime Vendor, Corporate Contracting, etc.) are indicated, determination of contract quality requirements 

shall be influenced, quality provisions shall be tailored, and quality assurance post-award actions shall be 

planned to meet the needs of the type of acquisition, as much as possible.

c. Providing inspection criteria, information, and assistance to Depots for performance of 

inspection and acceptance functions.

d. Developing materiel Storage Standards and shelf-life determination.

e. Developing and providing specialized commodity training.

f. Initiating special inspections and evaluating results.

g. Submitting requests for performance of special product quality audits.

8. Investigating/Resolving Discrepancy/Deficiency Reports. For discrepancy/deficiency reports, ICPs 

shall assign appropriate personnel to perform the following responsibilities:
a. An Originating Point to write PQDRs on any nonconforming items found by ICP, or other 

personnel that report the nonconforming item to the ICP outside of the PQDR process, whenever 

knowledge of the nonconformance is known (e.g., during trips to contractor plants, special inspections, lab 

tests, and receipt of product quality audit reports).

b. A Focal Point to receive reports of all complaints (i.e., RODs/PQDRs/TDRs), provide computer 

system entry of the complaints, and distribute the complaints to the appropriate action office for 

investigation, resolution, and response.

c. An Action Point responsible for:

(1) Determining the need for, and scope of, investigations, and investigating, resolving, and 

responding to customer complaints in a timely and adequate manner.

(2) Determining scope of, and taking necessary corrective action on, the reported defective 

item(s).

(3) Determining scope of, and taking necessary corrective action on, the cause of the defect to 

preclude recurrence of the deficiency.

(4) Issuing immediate notification to using components if the deficiency warrants notification.

(5) Providing disposition instructions (furnished by ICP supply or contracting personnel) and 

credit allowance in final responses to the customer.

(6) Coordinating with Engineering Support Activities (ESAs), Specification Preparing 

Activities (SPAs), users, inspection activities, and ICP elements, as applicable.

(7) Analyzing and evaluating deficiency reports to detect trends of poor quality materiel, 

identify contractors that provide deficient materiel, and share applicable quality history data with other 

elements and components.

G. EFFECTIVE DATE. This publication is effective immediately.

H. INFORMATION REQUIREMENTS

1. ICPs shall collect and analyze test and inspection results and materiel user feedback (PQDRs) to 

measure the quality level of items, groups of items, and the overall quality level of materiel for the ICP. 

This includes:

a. Random test/inspection results. Number of NSN random test failures divided by the total 

number of random NSN tests.

b. Directed test/inspection results. Number of NSN failures in directed tests divided by the total 

number of NSN directed tests.

c. PQDRs received. Number and dollar value of PQDRs received. (These measurements are 

required to be reported in the RCS DLA(M)26(C-FO-CA)MIN, Management Data Report, data elements 

279B1 and 279M1).

2. ICPs shall collect and analyze data on contractors' performance to measure the effectiveness of 

contractor selection and the quality level of the contractor base. Suggested measures are:

a. Level of contractor rating. Summary ratings can be obtained from the Automated Best Value 

Method (ABVM) data base and analyzed.

b. Pareto analysis of contractors with deficiencies.

c. First article test results by contractor. Number of requests, approvals, disapprovals and 

conditional approvals.

d. Product Waivers/Deviations. Details of Waivers and Deviations; number of repeat requests for, 

and repeat approvals of, Waivers and Deviations for nonconforming supplies. A copy of the ICP's 
waiver/deviation data base shall be submitted to reach HQ DLA, ATTN: AQCOF, by the 15th calendar day 

following the end of each quarter. This reporting requirement has been assigned Report Control Symbol, 

RCS DLA(Q)2428(E-AQ).

3. ICPs may collect and analyze data generated by Government Quality Assurance actions to measure 

the efficiency and effectiveness of quality actions, as determined necessary by the ICP managers assigned 

responsibility for the item/groups of items. Suggested measures are:

a. Preaward Actions. Quantity and time to perform quality assurance preaward actions such as 

logistic transfer reviews, purchase request (PR), Missing Data Work List (MDWL) reviews, and contractor 

history reviews.

b. Quality Systems Management Visits (QSMVs). Number and type (pre/post-award, first article, 

technical, quality problem) of visits.

c. Quality Assurance Letters of Instruction. Number of QALIs issued, number of challenges 

received, and number of amended QALIs issued.

d. Product Waivers/Deviations. Number of recommendations for approval and disapproval.

e. PQDRs on hand. Number of PQDRs received but not yet resolved. (This measurement is 

required to be reported in the RCS DLA(M)26(C-FO-CA)MIN, Management Data Report, data element 

279D1). Age of PQDRs on hand also measures the efficiency of quality actions.

f. Time to complete PQDRs. Total days required to complete PQDRs divided by total number of 

completed PQDRs. (This measurement is required to be reported in the RCS DLA(M)26(C-FO-CA)MIN, 

Management Data Report, data element 279G1).

BY ORDER OF THE DIRECTOR

PHILIP R. STERBLING

Colonel, USA

Headquarters Complex Commandant

COORDINATION: AQCO, CAHS, MMP,

 DFSC, DSCC, DSCR DISC, DPSC