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 requirements.

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.

    2.1.  All Aircraft Launch and Recovery Equipment (ALRE) Critical Safety Items (CSI) require a QA PAOC and shall, at a minimum, include a DCMA QAR, Naval Air Warfare Center Lakehurst representative (s), and the supplier. 

    2.2.  The following agenda topics with consideration of Contract Technical Review  assessment results shall be discussed/clarified as they pertain to the contract:

• Supplier’s written Quality Management System (QMS).
• All documented commitments made by the supplier at the time of the Preaward Survey, if one was performed.
• Contract technical data package (TDP) requirements, including drawings, specifications, and standards.
• Inspection and test requirements of the contract, including test equipment, test reports, calibration, and reference standards.
•  First Article Testing (FAT), e.g., DLA applicable contract clauses 52.209-9018 (Government FAT) and 52.209-9017 (Contractor FAT).
• Production Lot Testing (PLT) - contractual requirements are similar to FAT requirements; e.g., DLA applicable contract clauses 52.246-9085 (Government PLT) and 52.246-9086 (Contractor PLT).
• Preservation, packaging, packing, marking, Radio Frequency IDentification (RFID) and shipping requirements.
• Part Marking - Item Unique IDentifier (IUID) requirements (if applicable).
• Control of subcontractors for purchased supplies.
• Maintenance of inspection and test records.
• Supplier’s obligation to provide facilities and inspection equipment for Government QA personnel to perform surveillance activities.
• Any specific requirements for personnel certification such as nondestructive testing requirements.
• Any ambiguous quality or technical requirements.

• Special process controls for material treatments that cannot be verified through subsequent inspections or tests.

• Entering the contractor facility with a camera as GCQA surveillance tool.

• Counterfeit parts mitigation strategies, as applicable.

    2.3.  When a QA PAOC is required, QA personnel shall be responsible for:

• Preparing the agenda as determined from Contract Technical Review and agenda topics from paragraph 2.2.
• 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 requirements.
• 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 items.

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.

Competency and Certification requirements for all QA personnel are addressed in the QA Development instruction and the Training Competency Assessment Tool (TCAT). 

• FAR 42.5  Postaward Orientation
• DFARS 242.5 Postaward Orientation

• Process Indicator/s:
  • TBD
• Workload Indicator/s:
  • TBD
• Resource Indicator/s:
  • TBD
• Supplier Indicator/s:
  • TBD

• PLAS Process code:  085A

• DD Form 1484 Postaward Conference Record
• PAOC Flowchart
• QA PAOC Record

Quality Assurance Sub Community (This is a sub community of the PA Portal)