To provide procedures for accomplishing the Quality
Assurance (QA) portion of the Post Award Orientation Conference (PAOC) as
well as arranging and conducting a QA PAOC when it is determined there is no
need for Government participation other than QA or if there is a need to
supplement the QA portion of a completed or proposed PAOC.
This instruction contains managers' internal control provisions
that are subject to evaluation and testing as required by DCMA-FBP: Managers' Internal Control Program Instruction.
1. Participate in full PAOC - If the
Administrative Contracting Officer (ACO)
and/or Procuring Contracting Officer (PCO) determines a full PAOC is required, the cognizant QA
Representative (QAR) for the supplier shall participate. For
classified programs, the DCMA QAR, who has the appropriate security
accesses, will participate in the PAOC with the supplier. The QA
portion of the conference shall be used to discuss/clarify: the quality and
technical requirements specified in the contract; the responsibilities of
the Government QA personnel in assuring that the requirements are met; and
the supplier’s plans and procedures for satisfying the contract quality
2. Plan for QA PAOC - Prior
to the PAOC, QA personnel shall thoroughly review the contract, including
the technical data package (TDP), as well as any other available records,
including Preaward surveys (PAS) and past performance information (PPI) for
applicability to the current contract requirements. The
QA PAOC may be conducted via teleconference, if appropriate.
Conducting a meeting of all involved Government personnel prior to the
meeting with the supplier to ensure that all participants are in
agreement on the agenda items and interpretation of the quality
Scheduling and conducting the PAOC to include, when appropriate,
inviting other CMO technical specialists, as well as technical
representatives from the buying activity.
2.4. A QA PAOC may not be required. With
the exception of ALRE CSI, a
PAOC may not be required when repetitive orders are issued with the same
contractor or if the contractor is performing satisfactorily on identical
3. Conduct QA PAOC - The DCMA QAR
shall be the chairperson for the QA PAOC ensuring discussions are
comprehensive enough to assure nothing in the quality area is left open to
assumption or misinterpretation. DCMA QA personnel shall clearly confirm to the
supplier that DCMA QA personnel have no authority to bind the Government and shall not take any
action that alters the terms and conditions of the contract.
4. Document and distribute QA PAOC - QA PAOC
discussion topics, list of attendees, agreements, decisions, action items,
and any other pertinent information shall be documented via meeting minutes, QA PAOC Record, DD Form 1484; Post Award Conference Record, or a combination
thereof may be used and subsequently
distributed. The documented meeting minutes
shall be formally acknowledged by the supplier's POC indicating concurrence
with content. Distribution shall include: all attendees, the
Contracting Officer (ACO and PCO), the supplier, the official contract file,
e.g., Electronic Document Workflow (EDW) for unclassified contracts, and the buying activity, regardless of their participation.
5.Action item follow-up/completion - Documented Action items from the QA PAOC shall clearly specify the
individual (s) responsible for each action and an estimated completion date. DCMA QA personnel shall monitor all action items related to quality,
verify completion of action items, and notify parties on original
distribution when all action items are completed.