GENERAL REQUIREMENTS

4.1 Contractor Participation and Responsibilities.
The contractor shall be responsible for conducting the Technical Reviews and Audits in accordance with the following requirements except as amended by the contract.

4.1.1 Subcontractors and Suppliers.
The contractor shall be responsible for insuring that subcontractors, vendors, and suppliers participate in formal Reviews/Audits, as appropriate.

4.1.2 Location.
Unless otherwise specified in the Statement of Work, the Reviews/Audits shall be conducted at the contractor's facility or at a designated subcontractor facility, if approved by the contracting agency. Accordingly, the contractor shall be required to provide the necessary resources and material to perform the Review/Audit effectively. This includes the following items to the extent appropriate for the type and scope of Review/Audit required by the contract:

? a. Meeting agenda/plans

? b. Conference room(s)

? c. Applicable system engineering data, specifications, drawings, manuals, schedules, and design and test data

? d. Specialty study results

? e. Trade study results

? f. Risk analysis results

? g. Mockups, breadboards, in-process hardware, and finished hardware

? h. Test methods and data

? i. Meeting minutes

4.1.3 Contractor Requirements.
The contractors shall be responsible for establishing the time, place and agenda for each Review/Audit in consonance with the master milestone schedule, subject to co-ordination with the contracting agency. This should be accomplished sufficiently in advance of each Review/ Audit to allow adequate preparation for the meeting by both the contractor and the contracting agency (see 6.2). In addition, the contractor shall:

4.1.3.1 Insure that each Review/Audit schedule is compatible with the availability of the necessary information and contract articles, e.g., system engineering data, trade study results, producibility analysis results, risk analysis results, specifications, manuals, drawings, reports, hardware, software, or mockups.

4.1.3.2 Prepare for each Review/Audit in sufficient detail consistent with the scope and magnitude of the Review/Audit.

4.1.3.3 Designate a Co-Chairperson for each Review/Audit. Participating contractor and subcontractor personnel or those chosen to make presentations shall be prepared to discuss in technical detail any of the presented material within the scope of the review.

4.1.3.4 Provide a stenographer or other acceptable method to record inputs to official meeting minutes. Minutes shall be recorded only as dictated by either Co-Chairperson and shall consist of significant questions and answers, action items, deviations, conclusions, recommended courses of action resulting from presentations or discussions. Conclusions from discussions conducted during side meetings shall be summarized in the main meeting at an appointed time, and appropriate comments shall be read into the official minutes. Recommendations not accepted should also be recorded with the reason for non-acceptance. The minutes of each daily session shall be available for review by both the contractor and contracting agency personnel at the conclusion of each day's session (see 6.2).

4.1.3.5 Clearly record all action items in the minutes and identify whether contracting agency and/or contractor action is required for its resolution. (See Figure 2 for Sample Action Item Form).

4.1.3.6 Publish and distribute official minutes.

4.2 Contracting Agency Participation.

4.2.1 Serves as Co-Chairperson.

4.2.2 Provides the name, organization, and security clearance of each participating individual to the contractor prior to each Review/Audit.

4.2.3 Reviews the daily minutes and ensures that they reflect all significant contracting agency inputs.

4.2.4 Provides formal acknowledgment to the contractor of the accomplishment of each Review/Audit after receipt of Review/ Audit minutes (see 6.1). The contracting agency establishes the adequacy of the contractor's review performance by notification of:

? a. Approval -- to indicate that the review was satisfactorily completed.

? b. Contingent approval -- to indicate that the review is not considered accomplished until the satisfactorily completion of resultant action items.

? c. Disapproval -- to indicate that the review was seriously inadequate.

4.3 Sample Forms.
A sample action item form and sample certification attachment are provided for guidance purposes (see Figures 2, 3 and 4).

SECTION 5

Date: 2016-06-13; view: 11