QMS Approved Vendor Flow-Down Requirements
This page outlines Southern Machine Works (SMW) requirement that its QMS-approved vendors must meet or exceed certain standards to ensure that our customers receive the level of service required to ensure compliance with AS9100 and to meet or exceed our customers’ requirements of quality, safety, reliability and service.
All QMS approved vendors shall establish and maintain records providing evidence of the conformity of products produced under Southern Machine’s purchase order for the minimum number of years required by its customers. Absent specific instruction from Southern Machine, all records must be maintained for a minimum of seven years. Records shall be made available to Southern Machine, its customers and/or regulatory agencies upon request.
Certificate of Compliance / Special Processes
All QMS approved vendors shall provide a signed supplier certificate of compliance / certificate of conformance that certifies that all of the requirements of the purchase order have been completed with each shipment. The certificate shall identify the part number — including revision, quantity, Southern Machine’s job number and purchase order number.
Vendor’s acceptance of Southern Machine’s purchase order certifies that the materials and processes supplied under the purchase order shall be or have been controlled and inspected in accordance with Southern Machine’s purchase order and they they meet the specified order requirements, referenced specifications and drawings.
All QMS approved vendors shall provided certifications for all special processes and nondestructive test results performed with each shipment. The certificate shall identify the processor, process used, controlling specification & revision, and the results of test or measurement performed. The certificate shall also include part number — including revision, batch and/or serial numbers reflected by the certificate.
All QMS approved vendors shall flow-down to sub-tier suppliers the applicable requirements as required by the purchase order either specifically or by reference. If it is determined that the vendor is responsible for: A) The root cause of a non-conforming product, B) Ineffective Corrective Action, or C) Failure to respond within the specified time, a Corrective Action will be issued by Southern Machine. Failure to comply with Southern Machine’s Corrective Action process can result in the suspension of the vendor’s approved status.
All ITAR or other defense related work that contains Controlled Unclassified Information (CUI), Covered Defense Information (CDI), or Federal Contract Information (FCI) is subject to compliance with the following DFARS procedures:
- DFARS 252.204-7008 – Compliance with Safeguarding Covered Defense Information Controls
- DFARS 252.204-7012 – Safeguarding Covered Defense Information and Cyber Incident Reporting
- DFARS 252.204-7019 – Notice of NIST SP 800-171 DoD Assessment Requirements
- DFARS 252.204-7020 – NIST SP 800-171 DoD Assessment Requirements
Prohibited Components, Equipment, Systems, Products, Software, and Services Disclosure
The vendor shall not provide or use components, equipment, systems, software, and services from listed covered vendors in performance and deliverables. This requirement is applicable when notated on the vendor purchase order.
- FAR 52.204-23 – Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities.
- FAR 52.204-25 – Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.
- All products and services form Acronis (or any subsidary or affiliate).
All QMS approved vendors shall notify Southern Machine of any potentially nonconforming product prior to shipment and await approval by Southern Machine before product is shipped. Upon approval, nonconforming product must be clearly identified and packaged separately from any other product in the shipment.
Changes in Product or Process Definitions
All QMS approved vendors shall notify Southern Machine of any changes in the product and/or process used in the manufacture or processing of the product. Southern Machine reserves the right for approval of the product, parts and/or materials used, processes performed or equipment utilized by the vendor in fulfilling Southern Machine’s purchase order.
Prevention of Counterfeit Parts
Suppliers shall not use or supply counterfeit, suspect or unapproved parts identified as a copy or substitute part whose material, performance or characteristics are knowingly misrepresented. Counterfeit, suspect or unapproved parts shall be identified and controlled to prevent reentry into the supply chain.
Right of Access
All QMS approved vendors agree to the right of entry and access for Southern Machine, its customers or regulatory agencies into all facilities and access to all records, at any level of the supply chain, involved under the performance of the purchase order or contract upon request.
Quality and Calibration Systems
The Supplier shall have and maintain a documented Quality Management System which is acceptable and appropriate for the items or services supplied. Preference shall be given to Suppliers who have a QMS certified to the current revisions of ISO:9001 or AS9100. All QMS approved vendors shall maintain a calibration system that meets the requirements of AS9100.
Integrity and Confidentiality
All QMS approved vendors shall hold all information received from Southern Machine in confidence and no third-party request for information will be authorized unless approved, in writing, by Southern Machine. The Supplier shall communicate with their personnel the importance of ethical behavior and the implications of not operating with the utmost ethical behavior.
Questions & Comments
Please direct any questions to the Southern Machine representative issuing the purchase order or to firstname.lastname@example.org.