(a) This revision to Part 254 supplements applicable provisions of DoD Instruction 3232.4, "Policy and Principles Governing Provisioning of End Items of Materiel," April 2, 1956;1 and establishes provisioning and other preprocurement screening policies and procedures which will (1) limit the entry of new items into the DoD supply system to those necessary to support logistics requirements, and (2) utilize available stocks of items already in the supply system to meet provisioning and other logistics requirements so as to avoid unnecessary procurement.

(b) Its provisions:

(1) Extend the mandatory requirement to screen reference numbers for all support items recommended or being considered for procurement by provisioning activities or Inventory Control Points (ICPs); and

(2) Place an additional requirement on the contractor, or government activity, to furnish all known reference numbers for each item to be screened prior to procurement action.

§ 254.2 Applicability and scope.

(a) The provisions of this Part apply to the Departments of the Army, Navy and Air Force, and the Defense Agencies (hereafter referred to collectively as "DoD Components").

(b) The following items are excluded from the screening requirements of this part:

(1) Items assigned manufacturers' part numbers, government specifications and type numbers which are not item identifying (1.e., numbers that do not identify specific items of production or items of supply)

(2) Items assigned part numbers by manufacturers who have not been assigned Federal Supply Codes in DoD Cataloging Handbook H4-1.'

whereby all known reference numbers associated with an item are screened against data maintained in the Master Federal Catalog Files for purposes of revealing their association with existing Federal Stock Numbers (FSNs). Proviisioning and other preprocurement screening also provides for the screening of data files on releasable stocks, transferable retention stocks and DoD potential excess stocks for materiel utilization purposes, in accordance with DoD Directive 4140.34. "Department of Defense Personal Property Utilization," September 5, 1968.1

(b) "Reference Number" is any number, other than an activity stock number, used to identify an item of production or, either by itself or in conjunction with other reference numbers, to identify an item of supply. Reference numbers include manufacturers' part, drawing, model, type, source controlling numbers, specification controlling numbers and the manufacturer's trade name, when the manufacturer identifies the item by trade name only; NATO stock numbers; specification or standard numbers; and specification or standard part, drawing, or type numbers. (Reference Federal Manual for Supply Cataloging, M1-4).' § 254.4

Background.

(a) The Department of Defense is responsible for the development, implementation and operation of the Federal Catalog System. The Master Federal Catalog Data files are located and maintained at the Defense Logistics Services Center (DLSC). These files contain cross-reference data between reference numbers and FSNs. FSNs are assigned to items in the DoD supply system in accordance with Directive 4130.2, "Development, Maintenance and Utilization of the Federal Catalog System Within the Department of Defense," December 4, 1963.1

(b) Items being recommended or considered for procurement which are identifiable by reference numbers, and for which FSNS are unknown, can be screened against the master files to as

Available from Superintendent of Documents, U.S. Government Printing Office Washington, D.C. 20402.

certain whether FSNS have been previously assigned. For those items being recommended or considered for procurement which have FSNs associated with their identification, the master files can be screened to validate these FSNs. Further, through reference number relationships existing in the Master Federal Catalog File, items may frequently be associated with similar items which may be satisfactory for use in lieu of the items being recommended or considered for procurement.

(c) When this master file screening process reveals existing FSNS, normal cataloging and related item entry control operations can be eliminated or simplified. A step in this process is to screen these FSNS against asset data as reported in accordance with DoD Directive 4140.34. This process reveals available assets for potential materiel utilization purposes.

§ 254.5 Policy and procedures.

(a) DoD Components will assure that provisioning and other preprocurement screening will be applied to all items which are being recommended or considered for procurement, as herein prescribed, to determine the availability of existing FSNs and additional DoD logistics information, including the availability of assets in the DoD supply system.

(b) For each item being recommended or considered for procurement during provisioning, DoD Components will assure that provisioning activities prior to procurement action:

(1) Prepare and submit provisioning screening requests directly to DLSC, or arrange for contractors to make direct submissions to DLSC of the uniform provisioning screening data in accordance with Military Specification MILP-84000, "Provisioning Screening Data to Be Furnished by Government Suppliers,". The requirements for the use of this specification and any supplementary data needed by DoD Components will be cited on DD Form 1423, "Contractor Data Requirements List," for inclusion in all contracts where provisioning screening data are to be prepared by contractors. This specification will be supplemented as required by DoD Components.

See footnote 2 on p. 568.

(2) Submit, or arrange for the submission of, all known reference numbers and related FSNS, if available, for each item for validation.

(3) Designate the provisioning activity or other DoD activity and/or the contractor that are to receive the Federal Catalog data revealed from provisioning screening.

(4) Specify the time limits within which screening must be accomplished to meet provisioning time schedules.

(5) Take steps to utilize available supply system assets in accordance with DoD Instruction 3232.4, in lieu of procurement, when screening reveals the availability of assets for existing FSNs, and the FSNS are validated by the provisioning activity. This step will be taken immediately prior to initiating procurement action or preparation of a Military Interdepartmental Purchase Request (MIPR).

(c) For each item being recommended or considered for procurement, other than during provisioning, which cannot be related to an FSN, DoD Components will assure that ICPS prior to procurement action:

(1) Prepare and submit preprocurement screening requests directly to DLSC.

(2) As applicable, perform steps (2), (3), (4), and (5) in § 254.5(b).

(d) Any special requests for deviations or exceptions to the policies of this part will be submitted through channels to the Assistant Secretary of Defense (Installations and Logistics), with statements of justification.

tained, overhauled, or disposed of by or for the DOD meet the following objectives.

(a) That materiel, data, supplies, and services conform to specified requirements;

(b) That specified requirements for materiel, data, supplies, and services are practical and enforceable; and

(c) That user dissatisfaction and mission ineffectiveness are prevented and/or eliminated.

§ 255.2 Applicability.

The provisions of this part apply to the Military Departments, the Defense Supply Agency, the National Security Agency and the Defense Communications Agency (hereafter referred to collectively as "DOD Components").

(a) Quality. The composite of materiel attributes including performance.

(b) Quality assurance. A planned and systematic pattern of all actions necessary to provide adequate confidence that materiel, data, supplies, and services conforms to established technical requirements and achieves satisfactory performance.

(c) Metrology. The science of measurement for determination of conformance to technical requirements including the development of standards and systems for absolute and relative measurements.

(d) Calibration. Comparison of a standard or measuring equipment instrument with a standard of higher accuracy to insure that the former is within specifled limits throughout its entire range. § 255.4 Responsibilities.

(a) The Assistant Secretary of Defense (Installations and Logistics) shall provide overall policy guidance on DOD quality assurance.

(b) Each DOD Component shall designate a central management focal point to be responsible for directing and monitoring quality assurance policy compliance with the provisions of this part.

(c) There is hereby established a DOD Quality Assurance Council composed of one General or Flag rank officer and one senior civilian from each of the Military Departments and the Defense Supply Agency (DSA). The Council shall be

chaired by a representative of the ASD (I&L) and will provide consultation and advice to the ASD (I&L) on quality assurance matters. The DOD Quality and Reliability Assurance Career Management Board (see DOD Manual 1430.10M-21) shall be a subgroup of the Council.

(d) DOD Component shall, within the provisions of the Defense Standardization Program as outlined in DOD Directive 4120.3, Defense "Defense Standardization Program," April 23, 1965, assure that all specifications and standards intended for implementation of the policies contained herein are fully coordinated.

(e) DOD-Wide Integrated Commodity Managers assigned responsibility under DOD Instruction 4115.1,2 DOD Coordinated Procurement Program-Purchase Assignments," October 14, 1968, in collaboration with the Military Departments and DSA, develop, establish and issue uniform procedures to be utilized in conducting government procurement quality assurance (see § 255.6 (b) (2)) as appropriate.

(f) The Joint Logistics Commanders through the existing Joint Technical Coordinating Group for Metrology and Calibration (JTCG-METCAL) shall provide for interservice coordination of the DOD Calibration and Metrology Program. Its principal subgroup, the Calibration Coordination Group (CCG), shall be the DOD point of contact with the National Bureau of Standards on DOD requirements for calibration, and calibration engineering services (e.g., requirements involving new equipment and techniques, improved accuracies, expanded ranges), see "Procedure for Determining, Estimating the Cost of and Arranging for the Radio and Electronic Calibration Services that Department of Defense Activities Obtain from the National Bureau of Standards."

1 Filed as part of original. This is an internal Department of Defense Manual, which may be viewed in the Office of Assistant Secretary of Defense (M&RA), room 3D982, Pentagon, Telephone: OX 50813.

Filed as part of original. Copies available from the U.S. Naval Publications and Forms Center, 5801 Tabor Avenue, Philadelphia, PA 19120, Attention: Code 300. Filed as part of original.

(a) The primary purpose of quality assurance is the enforcement of technical criteria and requirements governing all materiel, data, supplies, and services developed, procured, produced, stored, operated, maintained, overhauled, or disposed of by or for the DOD.

(b) Functional organizations creating technical criteria are responsible for translation of functional requirements including reliability and maintainability into quantitative requirements that can be contractually specified with appropriate demonstration.

(c) Continued review of technical criteria to insure against errors and omissions is an essential element of quality

assurance.

(d) The quality of design of an end product may, in part, be assessed on the basis of reviewing experience gained with the various components that contribute to the design.

(e) Functional test of the end product in a real or simulated environment is required where feasible to confirm that performance requirements, including quality, are met.

255.6 Policy.

(a) General. (1) Determination that materiel, data, supplies, and services meet requirements shall be based on objective evidence, including the results of direct product examination and test, review of procedures, processes, records, and documentation. The results shall be documented to support the planning of corrective action and other management activity.

(2) The degree and type of quality assurance provided during the life of a product (from development through disposal) shall be optimally varied to assure mission reponsiveness.

(3) Defect prevention shall be fostered by:

(i) Timely and integrated planning of needed quality assurance;

(ii) Monitoring of appropriate procedures, systems, and resources, and

(iii) Correction of causes of deficiencies.

(4) There shall be a system, or systems, that will feed back quality information to activities responsible for development. procurement, and other

management functions so that action can be initiated to correct/prevent quality deficiencies. The Military Departments and DSA shall insure unsatisfactory material quality conditions are reported by using activities within their own logistics systems and across DOD Component lines as appropriate. DSA, in collaboration with the Military Departments, shall develop a joint regulation covering procedures and format for reporting quality data across DOD Component lines. Information and reporting requirements will be developed consistent with the policies prescribed in DOD Directive 5000.19,2 "Policies for the Management and Control of DOD Information Requirements," June 2, 1971.

(5) DOD Components shall comply with the DOD-Wide Civilian Career Program for Quality and Reliability Assurance Personnel (DOD Manual 1430.10M-2),1 to assure maximum employee efficiency and career growth.

(6) Quality audits of materiel, data, supplies, and services shall be conducted.

(7) Adequate and economical metrology and calibration services shall be established in support of test, measuring and diagnostic equipment used throughout the materiel life cycle. Measurement accuracies shall be traceable to U.S. National Standards maintained by the National Bureau of Standards and/or to fundamental physical constants (§ 255.4 (f)) and the referral time and time interval measurements to "time standards" established by the U.S. Naval Observatory under the provisions of Part 275 of this subchapter.

(8) The institution and continuation of Zero Defects type programs shall be voluntary for both contractors and DOD Components. Handbook 4155.12H,' "A Guide to Zero Defects" is authorized for use as a guide.

1 Filed as part of original. This is an internal Department of Defense Manual, which may be viewed in the Office of Assistant Secretary of Defense (M&RA), room 3D982, Pentagon, Telephone: OX 50313.

2 Filed as part of original. Copies available from the U.S. Naval Publications and Forms Center, 5801 Tabor Avenue, Philadelphia, PA. 19120, Attention: Code 300.

Filed as part of the original. Copies are available from the Superintendent of Documents, U.S. Government Printing Office, Washington, D.C. 20402-price 20 cents.

(b) Procurement. (1) Contractors are responsible for (1) controlling product quality, (ii) offering to the Government for acceptance only materiel, data, supplies, and services that conform to contract requirements, and (iii) when required, maintaining and furnishing substantiating evidence of this conformance.

(2) DOD Components in accordance with assigned responsibilities shall:

(i) Assure that contracts specify appropriate quality requirements; and that contractors comply with quality requirements;

(ii) Comply with DOD 4105.59-H' in assigning responsibilities for quality assurance administration of contracts.

(3) Government procurement quality assurance actions performed at the subcontract level are performed solely to assist contract administration offices in accomplishing their responsibilities. Such actions shall not relieve the contractor of any of his responsibilities under the contract and shall not establish any contractual relationship between the Government and the subcontractors.

(4) Contractor quality history data shall be maintained and used as applicable by DOD Components.

(5) The quality assurance policy contained in paragraph (b) of this section shall be implemented by Armed Services Procurement Regulation (ASPR) (Parts 1-30 of this title).

(c) Development. (1) Quality assurance shall be provided for early in design and development. The development function shall include assessment of the quality requirements in relation to cost, schedule and performance parameters.

(2) Prior to completion of development all specifications, standards, inspections, tests, and evaluations required to insure against degradation of performance during the production process shall be identified or developed.

(3) Calibration requirements for newly developed materiel which necessitates technical advances in the development of measuring and test equipment, measuring standards, or state-of-the-art techniques, shall be identified and programed early in development.

(d) In-house activities-(1) Supply and storage. DOD components responsible for receiving, storing, and issuing supplies will develop and implement

* See footnote on p. 571.

quality assurance, including inspection (for both new and returned materiels) for identification, condition, completeness, preservation, packaging, and marking. Materiel in storage will be inspected on a planned, cyclic, surveillance basis in accordance with the needs of the commodities managed and standards prescribed by the materiel managers. Testing will be performed by Government laboratories to the optimum extent with arrangements made for commercial testing only as necessary.

(2) Maintenance. DOD components are responsible for providing quality assurance monitoring of in-house maintenance functions at all maintenance levels. Conversion, modification, overhaul, repair, and alteration of materiel shall be subjected to quality assurance to insure conformance to requirements.

(3) Operations. DOD Components are responsible for maintaining the quality of performance and readiness of equipment in their possession. This responsibility includes organizing, training, equipping, and providing such quality assurance services as are necessary to assure materiel readiness.

(4) Manufacturing. DOD Components operating manufacturing activities will assure that management action is taken to plan and develop effective and economical quality assurance for material produced. Quality assurance shall extend throughout design, development, fabrication, processing, assembly, installation, packaging, packing, and shipping. The quality assurance shall be compatible with the engineering and tooling needs of production and the related design.

(e) Cross servicing and foreign support-(1) Interservice. Part 190 of this subchapter requires that DOD Contract Administration Services Components support without charge all DOD organizations in quality assurance and related functional areas.

(2) Foreign and non-DOD organizations. Agreements for the acquisition of supplies and services entered into by the DOD Components with Foreign Governments and International Organizations shall provide for quality assurance in consonance with the policies stated herein. Regulations and procedures concerning quality assurance support provided to, or obtained from, non-DOD organizations, foreign governments, and international organizations, are con