Supplier Statement of Work
Item Unique Identification (IUID) Requirements
References:
· DFARS 252.211-7003
Item Identification and Valuation (JUN 2005)
· MIL-STD-130L w/Change 1 (20 December 2004)
Identification Marking of U.S. Military Property
· Government IUID Web Site on IUID (Guidance Only)
http://www.acq.osd.mil/dpap/UID/
· CAS Compliance Memorandum http://www.acq.osd.mil/dpap/UID/attachments/CAS%20Compliance%20Memo.pdf
A. Applicability:
According to DFARS 252.211-7003, the following categories of parts are subject to IUID requirements:
· Line-item deliverable items > $5,000 (Government’s Acquisition Cost) - items delivered to the U.S. Government by contract line item (CLIN), sub-line (SLIN), or exhibit line (ELIN).
· In addition, the following shall also be included:
o DoD Serially Managed, Mission Critical, Controlled Inventory
o DoD Serially Managed Embedded Items
o Items as requested by the Requiring Activity
Company XYZ has worked with its customer(s) to define the parts that will be subject to IUID requirements for this effort. The Company XYZ Buyer will provide a list of parts for which the IUID requirement applies. Items embedded within Sellers’ parts will not be subject to IUID requirements unless they are called out in the provided list. The Seller shall address primary, alternate, or substitute part number configurations if they are applicable.
The Seller shall notify Company XYZ if the Seller believes any item was requested in error (by omission or by inclusion of the part within the RFP).
A guidance only U.S. Government web site is provided as reference. Furthermore, Company XYZ may provide assistance and/or share our implementation strategies upon request.
B. IUID Marking and Data Requirements:
There are two components to the IUID requirement – one is the physical marking of the parts, and the other is a data set that is associated with each IUID marked part. The Seller shall separately quote the IUID non-recurring and recurring costs in accordance with the enclosed pricing instructions.
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IUID Supplier Statement of Work
C. Impact of IUID on other Purchase Order Requirements:
There shall be no impact to existing item delivery schedules, lead times, or product performance requirements resulting from IUID implementation. However, if a particular program requires IUID and a long-term contract is already in place, then the contract will be adjusted in accordance with the “Changes” clause of the respective contract to include the IUID requirement.
D. Pricing Instructions:
1. The basic capability to comply with IUID marking and tracking requirements to the extent that capability would be used for multiple programs within your facility should be part of your indirect costs and reflected within your Forward Pricing Rate Agreement (FPRA). As such, the supplier should not directly include any of these costs in the price for this procurement.
2. Program unique costs may be priced as direct costs in this proposal if they are peculiar to and benefit only this program.
3. Recurring costs for marking, preparation of the data set, tracking, and associated other tasks should be priced within this proposal to the extent such costs are allowable, allocable, and reasonable.
4. Peculiar non-recurring costs for this program, to the extent such costs are proposed, shall be fully justified, and compliant with TINA (if applicable).
5. If your company includes IUID costs in its hardware proposal, the IUID pricing should be identified separately from the hardware purchase price. Any resultant PO from a solicitation will reflect, at the line item level, the combined cost of the item which includes the hardware cost and IUID cost. Non-recurring IUID impacts will be kept separate from other non-recurring items.
E. IUID Requirements:
The Seller shall implement 2-D Data Matrix Machine-Readable Information (MRI) IUID markings in accordance with MIL-STD-130L. The Seller shall specify in the proposal the construct, syntax, marking methodology, and quality methodology chosen to mark the required parts and any corresponding technical justification. A copy of the Seller’s IUID part marking specification shall be included. Company XYZ’s preferences/requirements are as follows:
1. A nameplate or label part mark is preferred over Direct Part Marking (DPM) to the surface of the part. DPM shall be the preferred method for use in areas where size and environment of the part is not feasible for label application.
2. Nameplate and label part marks shall be 1) high contrast black background, with white or metallic lettering or 2) a white or metallic background with black lettering.
It is imperative that each IUID be solely unique and unambiguous to any other IUID. Duplicate IUID markings that are attempted to be registered will be rejected. The Seller may elect to use a third-party to provide IUID marking. The Seller shall identify such intentions in the proposal.
The Seller shall identify where the 2-D matrix markings will be applied for each affected part number. Where possible, a human readable conversion shall be affixed near the 2-D matrix. The markings shall be located near Human-Readable Information (HRI) markings where size and space limitations allow. If the IUID is located on the same nameplate as the current part number, the Seller shall have processes in place such that if a new nameplate is required (e.g., Part Number roll), the new nameplate will contain the original IUID. The Seller may also elect to place the IUID marking outside the nameplate or on a separate permanent nameplate (separate nameplates are not the preferred method due to aircraft weight concerns). The preference is to have the IUID viewable in the installed location if used as an embedded part within an installation thereby allowing reading/scanning during normal operational use without removal. If the Seller is unsure about the optimum location, the Seller shall contact the Company XYZ Buyer for guidance.
Sellers affected by parts that are Build-to-Print based on Company XYZ Engineering, should note that Company XYZ does not plan on changing the drawings to include IUID requirements. Drawings will be changed on a next-touch basis. Sellers should follow the instructions above as general guidance. The Seller may contact the Company XYZ Buyer for clarification if needed.
If the part is not serial number managed, but Company XYZ determines that an IUID marking is required, the Seller shall initiate serialization control on the affected IUID Part Number.
The applied IUID shall be permanent for the life of the part under normal service conditions.
The Seller shall be wholly responsible for any sub-tier suppliers requiring IUID part marking as part of complying with this IUID SOW.
F. IUID Data Submittal Requirements:
Please reference the Company XYZ IUID Data Submittal Instructions:
G. Configuration Management:
(1) Change Management:
Incorporation of IUID marking onto the Seller’s parts shall be accomplished equivalent to a Class II change. Company XYZ discourages Sellers from using a Class I change to incorporate IUID. However, if the Seller believes it is necessary to use a Class I change, the Seller shall submit required documentation to the Company XYZ Buyer. Class I changes must be approved by the Company XYZ Buyer prior to incorporation.
Avoiding drawing changes will help to keep costs down for the Seller, the prime contractor, and the U.S. Government. The DoD suggests the following methods as alternatives to drawing changes (Federal Register, Volume 70, Number 77):
· Replacing existing data plates with IUID labels
· Issuing a global engineering change notice
· Issuing part marking work orders into the existing manufacturing process
· When the necessary marking information and criteria do not change the form, fit, or function of the part, the change does not require an immediate drawing update but rather can be accomplished by a coversheet with the marking instructions, thus permitting consolidation of drawing requirements.
(2) Part Identification / Serialization
No change to existing Part Number Identification or Serialization is levied herein. The Seller shall continue with the currently accepted part numbering methods approved by Company XYZ. However, the Seller may elect to change their serialization methodology as part of an overall IUID implementation plan. If such a change occurs, the revised serialization plan shall be coordinated with Company XYZ.
(3) Data Retention
The Seller is expected to continue collecting and retaining manufacturing and test data relating to parts delivered to Company XYZ. No change to retention requirements are required herein except as required by the Company XYZ IUID Data Submittal requirements.
H. Quality Assurance:
The Seller shall be responsible for the performance of all inspection and testing required to meet MIL-STD-130L requirements. Each IUID MRI application will be inspected for acceptance by digitally scanning to capture the IUID. Any product non-conforming to MIL-STD-130L requirements is cause for rejection. Company XYZ’s existing acceptance criteria and procedures for accepting the Seller’s parts will not change as a result of this IUID SOW. Additional inspection for compliance of the IUID marking with MIL-STD-130L shall be done at the time of product presentation for acceptance by Company XYZ’s designated quality inspector.
I. IUID Marking Equipment:
The Seller is wholly responsible for their IUID part-marking equipment. Responsibilities include but are not limited to equipment selection, installation, training, tooling, and readability of IUID markings. This shall also include evaluation of associated materials to be used with the equipment (ink ribbons, film materials, etc.). Company XYZ, upon request, can provide a list of companies that provide IUID services and system integration.
J. Part Marking Applicability:
Once the IUID markings begin to be applied to the specified items, all deliveries of the specified items from that point forward shall include the IUID part marking. This shall apply to laboratory units, qualification units, deliverables to Company XYZ, spares to an Company XYZ customer, or any other specified items produced under the applicable Purchase Order.
The IUID marking will be consistently applied and the selected location and methodology of the marking will not vary within the item part number or manufacturer.
K. IUID Marking on Item Packaging:
The Seller shall continue with current authorized packaging and external marking requirements for items delivered to Company XYZ. However, in accordance with MIL-STD-130L for those parts that can not be physically part marked or tagged due to insufficient space or deleterious effect to the part, in addition to the current packaging requirements, the Seller shall apply a IUID label to the outside of the deliverable packaging for each part/item contained in that package. These IUID labels may be of any appropriate size and be of materials typically used on external packaging. Location of these IUID external labels should be in proximity to other markings.
L. RFID:
RFID requirements are not part of this effort.
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