Archived - Standard Acquisition Clauses and Conditions Manual - D - Delivery, Inspection and Acceptance

The first delivery must be made within _____ calendar days from the effective date of the Contract. The quantity delivered must be _____ . The balance must be delivered at the rate of _____ weekly after the first delivery until completion of the Contract.

While delivery is requested by ________ , the best delivery that could be offered is ________ .

The first delivery must be made within _____ calendar days from the date on which the samples were inspected and accepted. The quantity delivered must be _____ . The balance must be delivered at the rate of _____ per week after the first delivery until completion.

The Contractor must make the complete delivery within _____ calendar days from the effective date of the Contract.

Preparation for delivery for item(s) _____________ (insert the contract item number(s) must be in accordance with Canadian Forces Transportation Packaging Order _______ , dated ___________ (insert the number and the date).

Goods must be ready for inspection within _____ days from effective date of the Contract, and shipment must be made _____ days from date of approval by Canada.

Fresh chilled or frozen products must be delivered in accordance with Canadian Food Inspection Agency requirements stipulating that frozen products must be maintained at -18^o C or lower, and fresh chilled products between 4^o C and 1^o C until delivery. All fresh chilled or frozen products must be delivered in refrigerated vehicles and show no evidence of deterioration. Frozen products must not have been frozen for longer than 90 days since the date of processing in the fresh state.

1. Delivery trucks must be equipped with an unloading device which will permit unloading at sites with no hydraulic, stationary or other type of unloading facility.
2. When making deliveries, sufficient personnel must be provided to permit unloading of any type of vehicle without the assistance of federal government personnel.
3. At some sites, the delivery truck must be unloaded while parked at the curb. When material is placed on the sidewalk, it must be placed in proximity to the designated entrance so as to be readily accessible to transport by mechanical handling equipment utilized by site personnel.

1. If the Contractor fails to _________ (insert "deliver the goods" or "perform the services") within the time specified in the Contract, the Contractor agrees to pay to Canada liquidated damages in the amount of $ _____ for each calendar day of delay. The total amount of the liquidated damages must not exceed _____ percent of the contract price.
2. Canada and the Contractor agree that the amount stated above is their best pre-estimate of the loss to Canada in the event of such a failure, and that it is not intended to be, nor is it to be interpreted as, a penalty.
3. Canada will have the right to hold back, drawback, deduct or set off from and against the amounts of any monies owing at any time by Canada to the Contractor, any liquidated damages owing and unpaid under this section.
4. Nothing in this section must be interpreted as limiting the rights and remedies which Canada may otherwise have under the Contract.

1. Delivery will be FCA Free Carrier at _________ (insert the named place, e.g. Contractor's facility) Incoterms 2000. The Contractor must load the goods onto the carrier designated by the Department of National Defence (DND). Onward shipment from the delivery point to the consignee will be Canada's responsibility
2. Before shipping the goods, the Contractor must contact the following DND Inbound Logistics Coordination Center by facsimile or email, to arrange for shipment, and provide the information detailed at paragraph 3.
   Instruction to contracting officers: Before contract award, choose either shipping option (a), (b), (c), or (d), and delete the unused options and this instruction.
   1. Insert the following when the Contractor is located in the United States (U.S.):
      Inbound Logistics Coordination Center (ILCC):
      Telephone: 1-877-447-7701 (toll free)
      Facsimile: 1-877-877-7409 (toll free)
      Email: ILHQOttawa@forces.gc.ca
      OR
   2. Insert the following when the Contractor is located in United Kingdom (UK) and Ireland:
      Inbound Logistics United Kingdom (ILUK):
      Telephone: 011-44-1895-613023, or 011-44-1895-613024, or
      Facsimile: 011-44-1895-613046
      Email: CFSUEDetUKMovements@forces.gc.ca
      In addition, the Contractor must send to ILUK the completed form "Shipping Advice and Export Certificate" by email to: CFSUEDetUKMovements@forces.gc.ca.
      The shipment of any items above the value of 600 GBP (pound sterling) being exported from the United Kingdom and Ireland will be cleared by DND using His Majesty's Customs & Excise (HMCE) New Export Systems (NES). The Contractor must comply with HMCE requirements by registering with HMCE or by having a freight forwarder complete the entry. A printed copy of the NES entry Export Declaration clearly displaying the Declaration Unique Consignment Reference Number must be provided by the Contractor and attached to the consignment. The Contractor must ensure that this procedure is carried out for all stores whether they be initial purchase or repair and overhaul export items. HMCE will authorize Canadian Forces Support Unit (Europe) to ship the goods only if the procedure has been adhered to completely and properly by the Contractor. Note: To ensure you receive a reply on any contracting information such as Incoterms etc, always include the email address: ILHQcontract-ILHQcontrat@forces.gc.ca in carbon copy (cc).
      OR
   3. Insert the following when the Contractor is located in a country other than Canada, the U.S., the UK and Ireland:
      Inbound Logistics Europe Area (ILEA):
      Telephone: +49-(0)-2203-908-1807 or 2748 or 5304
      Facsimile: +49-(0)-2203-908-2746
      Email: ILEA@forces.gc.ca
      Note: To ensure you receive a reply on any contracting information such as Incoterms etc, always include the email address: ILHQcontract-ILHQcontrat@forces.gc.ca in carbon copy (cc).
      OR
   4. Insert the following for U.S. Foreign Military Sales (FMS):
      Inbound Logistics Coordination Center (ILCC):
      Telephone: 1-877-447-7701 (toll free)
      Facsimile: 1-877-877-7409 (toll free)
      Email: ILHQOttawa@forces.gc.ca
      Canada is responsible for the carrier selection for shipments of the goods supplied under this FMS contract. Instructions on how to obtain carrier selection from Canada are contained in U.S. Department of Defense 4000.25-8-M, Military Assistance Program Address Directory, and Canadian Special Instructions Indicator (SII). The Contractor must not ship the goods until the SII has been complied with.
   Instruction to contracting officers: Insert the following paragraphs 3 through 7 with all options above, except (d) - U.S. FMS, and delete this instruction.
3. The Contractor must provide the following information to the DND Inbound Logistics contact when arranging for shipment:
   1. the Contract number;
   2. consignee address (if multiple addresses, items must be packaged and labeled separately with each consignee address);
   3. description of each item;
   4. the number of pieces and type of packaging (e.g. carton, crate, drum, skid);
   5. actual weight and dimensions of each piece type, including gross weight;
   6. copy of the commercial invoice (in accordance with clause C2608C, section 4, of the Standard Acquisition Clauses and Conditions Manual) or a copy of the Canada Border Services Agency form CI1 Canada Customs Invoice (PDF 429KB) - (Help on File Formats);
   7. Schedule B codes (for exports) and the Harmonized Tariff Schedule codes (for imports);
   8. Canada-United States-Mexico Agreement Certification of Origin (in accordance with clause C2608C, section 2) for the U.S. and Mexico only;
   9. full details of dangerous material, as required for the applicable mode of transportation, signed certificates for dangerous material as required for shipment by the International Maritime Dangerous Goods Code, or International Air Transport Association regulations or the applicable Canadian Dangerous Goods Shipping Regulations and a copy of the safety data sheet.
4. Following receipt of this information by Canada, Canada will provide the appropriate shipping instructions, which may include the requirement for specific consignee address labelling, the marking of each piece with a Transportation Control Number and customs documentation.
5. The Contractor must not ship goods before receiving shipping instructions from the DND Inbound Logistics contact.
6. If the Contractor delivers the goods at a place and time that are not in accordance with the given delivery instructions or fail to fulfill reasonable delivery instructions given by Canada, the Contractor must reimburse Canada any additional expenses and costs incurred.
7. If Canada is responsible for delays in delivering the goods, ownership and risk will be transferred to Canada upon expiry of either 30 days following the date on which a duly completed shipping application is received by Canada or by its appointed forwarding agent, or 30 days following the delivery date specified in the Contract, whichever is later.

1. Delivery will be FCA Free Carrier at ________ (Insert the named place, e.g. Contractor's facility) Incoterms 2000. The Contractor must load the goods onto the carrier designated by the Department of National Defence (DND). Onward shipment from the delivery point to the consignee will be Canada's responsibility.

2. Before shipping the goods, the Contractor must contact the following DND Inbound Logistics Coordination Center by facsimile or e-mail, to arrange for shipment, and provide the information detailed at paragraph 3.

   Instruction to contracting officers: Before contract award, choose either shipping option (a), (b, (c), (d), or (e), and delete the unused options and this instruction.

   1. Insert the following for all sole source contracts, except repair and overhaul, where the Contractor is located in Canada:
      Inbound Logistics Co-ordination Center (ILCC)
      Telephone: 1-877-877-7423 (toll free)
      Facsimile: 1-877-877-7409 (toll free)
      E-mail: ILHQOttawa@forces.gc.ca
   2. Insert the following for all repair and overhaul contracts where the Contractor is located between Kingston inclusive and westward to the Ontario/Manitoba border:
      Inbound Logistics Central Area (ILCA)
      Telephone: 1-866-371-5420 (toll free)
      Facsimile: 1-866-419-1627 (toll free)
      E-mail: ILCA@forces.gc.ca
   3. Insert the following for all repair and overhaul contracts where the Contractor is located in Manitoba, Saskatchewan, Alberta, British Columbia, and the National Capital Region inclusive to east of Kingston:
      Inbound Logistics Coordination Center (ILCC)
      Telephone: 1-877-877-7423 (toll free)
      Facsimile: 1-877-877-7409 (toll free)
      E-mail: ILHQOttawa@forces.gc.ca
   4. Insert the following for all repair and overhaul contracts where the Contractor is located in Quebec:
      Inbound Logistics Quebec Area (ILQA)
      Telephone: 1-866-935-8673 (toll free), or
      1-514-252-2777, ext. 4673, 2852
      Facsimile: 1-866-939-8673 (toll free), or
      1-514-252-2911
      E-mail: 25DAFCTrafficQM@forces.gc.ca
   5. Insert the following for all repair and overhaul contracts where the Contractor is located in Atlantic (New Brunswick, Prince Edward Island, Nova Scotia, Newfoundland and Labrador):
      Inbound Logistics Atlantic Area (ILAA)
      Telephone: 1-902-427-1438
      Facsimile: 1-902-427-6237
      E-mail: BlogILAA@forces.gc.ca
3. The Contractor must provide the following information to the DND Inbound Logistics Coordination Center when arranging for shipment:
   1. the Contract number;
   2. consignee address (for multiple addresses, items must be packaged and labelled separately with each consignee address);
   3. description of each item;
   4. the number of pieces and type of packaging (i.e., carton, crate, drum, skid);
   5. actual weight and dimensions of each piece type, including gross weight;
   6. full details of dangerous goods/hazardous products, as required for the applicable mode of transportation, signed certificates for dangerous goods/hazardous products as required for shipment by the International Maritime Dangerous Goods Code, the International Air Transport Association regulations or the applicable Canadian Transportation of Dangerous Goods Regulations, and a copy of the safety data sheet in English and French.
4. Following receipt of this information by Canada, Canada will provide the appropriate shipping instructions, which may include the requirement for specific consignee address labelling, and the marking of each piece with a Transportation Control Number.
5. The Contractor must not ship the goods before receiving shipping instructions from the DND Inbound Logistics contact.
6. If the Contractor delivers the goods at a place and time which are not in accordance with the given delivery instructions or fail to fulfill reasonable delivery instructions given by Canada, the Contractor must reimburse Canada any additional expenses and costs incurred.
7. If Canada is responsible for delays in delivering the goods, ownership and risk will be transferred to Canada upon expiry of either 30 days following the date on which a duly completed shipping application is received by Canada or by its appointed forwarding agent, or 30 days following the delivery date specified in the Contract, whichever is later.

Subject to the following paragraph, Canada will be responsible for the cost of surcharges applied by the carrier for the shipping of individual items weighing more than 30 kilograms or measuring more than 150 centimeters, including packaging.

Before shipping an order, the Contractor must notify the Identified User in writing of the cost of any applicable surcharge. The Contractor must, if requested, provide supporting documentation to the Identified User. The Identified User may, within 24 hours of written notification of the surcharge, cancel its order in whole or in part at no additional cost to Canada by giving written notice to the Contractor. If the Contractor does not notify the Identified User as required in this clause, the Contractor will remain responsible for the cost of the surcharge.

Canada certifies that the goods, services or both ordered under the Contract are purchased by Canada for the exclusive use of the Canadian Armed Forces.

The Contractor must ensure that the manufacturer's name and part number are clearly stamped or etched on each item for positive identification purposes.

The Contractor must ensure that the manufacturer's and specification numbers appear on each item, either printed on the container or on an adhesive label of highest commercial standard affixed to the container.

1. Basic Pack - Commercial Standard
2. Bulk Pack:
   1. Stock Number (Product Code);
   2. Item Description;
   3. Unit of Issue;
   4. Quantity;
   5. Batch Number or Contract Number;
   6. Name and address of Consignee;
   7. Name and address of the Contractor.
3. In addition, marking and preparation for shipment by the Contractor must be in accordance with Canadian General Standards Board standard 43-GP-103P, Packaging of Paper, Printing and Stationary.
4. Failure to comply with the requirement above will result in return for repacking or reworking or both at the Contractor's expense.

1. The Contractor must ensure that in addition to the required interior and exterior package markings, the following information is provided: _______.

   Instruction to contracting officers: Insert: "For item(s) _______ :" when the information is not required for all items.

   1. ___________;
   2. ___________.
2. These markings must be applied and positioned in accordance with Canadian Forces Packaging Specification D-LM-008-002/SF-001.

1. The Contractor must ensure that in addition to the required interior and exterior package markings, the following information is provided:
   For item(s) ___________:
   1. __________ ;
   2. __________ ;
   For item(s) ________ :
   1. __________ ;
   2. __________ ;
2. These markings must be applied and positioned in accordance with Canadian Forces Packaging Specification D-LM-008-002/SF-001.

The Contractor must apply bar code information on items _______ (insert the list) with the Permanent System Control Number (PSCN) or NATO Stock Number (NSN) provided elsewhere in the Contract or by the Department of National Defence (DND), using bar code standard UCC/EAN-128 (Uniform Code Council/EAN International) with Application Identifier 241 for PSCN or 7001 for NSN. Below the bar code symbol, the Contractor must apply the Human-Readable Interpretation (HRI) markings.

These markings must be applied and positioned in accordance with Department of National Defence standard D-02-002-001/SG-001, Identification Marking Of Canadian Military Property (in effect at the closing date of the bid solicitation), and must be of such quality that it will remain readable for the expected life of the item. The bar code must be imprinted upon material which will be compatible with the item to which it is to be attached, which items include, but are not limited to, items constructed of plastic, metal, cloth, synthetics or paper, or a combination of two or more of them.

1. The Contractor must apply, on the package, bar code information for item(s) ______ , with Application Identifier(s) ____ , using bar code symbology UCC/EAN-128 (Uniform Code Council/EAN International). Below the bar code symbol, the Contractor must apply the Human-Readable Interpretation (HRI) markings.
2. The bar code marking(s) must be legible, applied to a printable surface or label and positioned in accordance with the Canadian Forces Packaging Specification D-LM-008-002/SF-001, Marking for Storage and Shipment (in effect at the closing date of the bid solicitation).

All wood packaging materials used in shipping must conform to the International Standards for Phytosanitary Measures No. 15: Regulation of Wood Packaging Material in International Trade (ISPM 15).

Pertinent additional information on Canada's import and export programs is provided in the following Canadian Food Inspection Agency policy directives:

D-98-08 - Entry Requirements for Wood Packaging Materials Produced in All Areas Other Than the Continental United States

D-13-01 – Canadian Heat Treated Wood Products Certification Program (HT Program)

Delivery must be made in refrigerated transport. The acceptable temperature range is from 1.5^o C to 4^oC or (35^o F to 40^o F).

The Contractor must hang beef and veal carcasses in the cooler upon delivery.

The Contractor must ensure that inspectors from the Canadian Food Inspection Agency (CFIA) have inspected all meat and meat products, poultry and poultry products, lard, shortening and margarine containing animal fats, and soups containing ingredients of animal origin, and have stamped those products "CFIA inspected for CG" before shipment.

The Contractor must arrange for all such products to be delivered to the consignee either from an establishment registered in accordance with the Meat Inspection Act, 1985, c. 25 (1st Supp.) and the regulations made under that Act, or from a food distributor that purchased the products from such an establishment. Canada will not accept products that have not been stamped by the CFIA.

The Contractor must not permit any food distributor to alter or further process any meats or other products that have been inspected by inspectors from the CFIA.

1. The Contractor must mark dangerous goods/hazardous products which are classed as dangerous/hazardous as follows:
   1. shipping container - in accordance with the Transportation of Dangerous Goods Act, 1992, c. 34; and
   2. immediate product container - in accordance with the Hazardous Products Act, R.S., 1985, c. H-3.
2. The Contractor must provide bilingual Safety Data Sheets, indicating the NATO Stock Number as follows:
   1. two hard copies:
      1. one copy to be enclosed with the shipment, and
      2. one copy to be mailed to:
         National Defence Headquarters
         MGen George R. Pearkes Building
         101 Colonel By Drive
         Ottawa, Ontario K1A 0K2
         Attention: DSCO 5-4-2
   2. one copy sent in any electronic format to the following address: MSDS-FS@FORCES.GC.CA.
3. The Contractor will be responsible for any damages caused by improper packaging, labelling or carriage of dangerous goods/hazardous products.
4. The Contractor must ensure they adhere to all levels of regulations regarding dangerous goods/hazardous products as set forth by federal, provincial and municipal laws and by-laws.
5. The Contractor must contact the consignee (i.e. Supply Depot Traffic Section) at least 48 hours before shipping dangerous goods/hazardous products in order to schedule a receiving time.

• Option 1

  
  Preservation and packaging must be to level _____ and packing must be to level _____ in accordance with Canadian Forces Packaging Specification _____ .

• Option 2

  
  Preservation and packaging must be to level _____ and packing must be to level _____ in accordance with United States Department of Defense Military Specification _____ .

• Option 3

  
  Preservation, packaging and packing must be manufacturer's Trade Export Packaging or such packaging of a higher grade as recommended by the British Ministry.

1. Preservation and packaging for items ______ must be in accordance with the Canadian Forces packaging specification D-LM-008-001/SF-001, and must be marked to D-LM-008-002/SF-001. Form Level B Pkg Data Form Reqd must be in accordance with D-LM-008-011/SF-001.
2. Packaging data forms previously approved by Canadian authorities are acceptable.
3. Approved coded packaging data is shown immediately below the description of the item to which it applies. Where no data is shown, the Contractor must submit a packaging data form for approval.

The Contractor must obtain the authorization from the Department of Transport to transport dangerous goods/hazardous products before the carrier may accept a charter involving the transportation of dangerous goods/hazardous products.

1. The Contractor must ensure proper labelling and packaging in the supply and shipping of dangerous goods/hazardous products to the Government of Canada.
2. The Contractor will be held liable for any damages caused by improper packaging, labelling or carriage of dangerous goods/hazardous products.
3. The Contractor must clearly mark all merchandise labels with the percentage of volume that is a hazardous item. Failure to do so will result in the Contractor being held responsible for damages caused in the movement of goods/products by government vehicles or government personnel.
4. The Contractor must adhere to all applicable laws regarding dangerous goods/hazardous products.

The Contractor must prepare item(s) ______ for delivery in accordance with the latest issue of the Canadian Forces packaging specifications _____ .

The Contractor must prepare for delivery any item in NATO classes 1300 and 1400 (Ammunition and Missiles) in accordance with the current issue of the Canadian Forces packaging specification D-09-002-004/SG-000.

The Contractor must prepare item number(s) _____ for delivery in accordance with the latest issue of the Canadian Forces Packaging Specification D-LM-008-036/SF-000, DND Minimum Requirements for Manufacturer's Standard Pack.

The Contractor must package item number(s) _____ in quantities of _____ (insert a mandatory quantity per unit pack or "up to a maximum of 100") by package.

1. Preservation and packaging for items _______ must be in accordance with the current issue of United States (U.S.) Department of Defense Military Standard MIL-STD-2073 and must be marked to MIL-STD-129.
2. Packaging data forms previously approved by U.S. authorities are acceptable.
3. Approved coded packaging data is shown immediately below the description of the item to which it applies. Where no data is shown, the Contractor must submit a packaging data form for approval.

The Contractor must prepare item number(s) _____ for preservation and packaging in accordance with NATO Marking and Packaging Standards as contained in the latest issue of TL8100-0100 and must be packaged to a minimum packing level C.

Goods must be consigned to the destination specified in the Contract and delivered:

1. Free on Board (Origin) common carrier ________ (insert place of destination) for shipments from the United States government, or
2. FCA Free Carrier ________ (insert the named place, e.g. Contractor's facility) Incoterms 2000 for shipments from a commercial contractor.

Goods must be consigned to the destination specified in the Contract and delivered:

1. Free on Board (Destination) common carrier ________ (insert the place of destination) for shipments from the United States government; or
2. Delivered Duty Paid (DDP) _______ (insert the named place of destination) Incoterms 2000 for shipments from a commercial contractor.

Goods must be consigned and delivered to the destination specified in the contract:

Option 1:

FOB Destination ________ (insert the place of destination) including all delivery charges and customs duties and Applicable Taxes.

Option 2:

Incoterms 2000 "DDP Delivered Duty Paid" _______ (insert the place of destination).

Delivery of the goods covered by the Contract must be FOB common carrier, Contractor's plant, _____ , California, or, if so instructed by Canada, FOB a conveyance provided by the Government of Canada at _____ , California. Ownership must be transferred to Canada at the time of the delivery of the goods. The goods must be consigned to the consignees and destinations outside the United States of America identified in the Contract.

After final processing has been completed at a federally inspected plant, the Contractor must not alter, process or repack any meat that has been inspected and approved by the Canadian Food Inspection Agency.

Without limiting any of Canada's rights of access or inspection included in the Contract, the Inspection Authority or its designated representative must have access to the storage and refrigeration areas on the Contractor's premises at any time during the performance of the Contract in order to inspect the packaging and, if applicable, any processing of the meat. The Contractor must provide all reasonable assistance to the Inspection Authority or its designated representative and any information the Inspection Authority or its designated representative may require concerning the preparation, packaging, and quality of the meat.

1. The Contractor must provide marine inspection and related technical services to Public Works and Government Services Canada (PWGSC), as-and-when requested in the following area(s) of expertise:
   1. __________
   2. __________
   3. __________
   4. __________ .
2. The duties include:
   1. the examination, analysis and processing, to Inspection and Technical Services (I. & T.S.) Directorate instructions, of plans, drawings and specifications as received from contractors on site or from other sources;
   2. the examination, analysis and processing, to I. & T.S. Directorate instructions, of purchase orders or subcontracts issued by the contractors with regard to their compliance with approved drawings, specifications and amendments, special contractual requirements and the applicable Classification and Regulatory requirements;
   3. the examination of all significant material and equipment on arrival at the shipyard for compliance with the approved purchase order or subsequent requirements, physical condition and proposed storage conditions;
   4. the examination and evaluation of cost elements of design changes proposed by the Contractors during the term of the Contract;
   5. the surveillance and inspection of the work in progress at the contractors' offices and plant to ensure compliance with approved plans, drawings, specifications, contractual documents and amendments and also to ensure that the practices, procedures, techniques, workmanship, equipment and quality do not deviate from the standards as set out in the approved specifications and/or contractual documents;
   6. the inspection and approval of work in progress to ensure compliance with contractual requirements in the selection and use of critical materials and the clean and orderly assembly of units, equipment and materials so as to minimize operational problems after acceptance;
   7. the witnessing of systems and equipment preliminary tests, and trials, including dock trials for main and auxiliary machinery, evaluating results, reporting and inspecting the correction of defects;
   8. attendance at sea trials and final inspection to assist in evaluating results, compiling final defect and deficiency lists and advising the Lead On-site Inspector of the PWGSC Inspection Office on acceptability of the finished work.

All services provided must be approved by the Charterer or its authorized representative who will have the right to inspect the aircraft, and operational documentation including flight plan or flight notification, loading records, logs and aircrew logbooks, to ensure compliance with the conditions of the Contract.

The ___________ (insert "Technical" or "Project") Authority is the Inspection Authority. All reports, deliverable items, documents, goods and all services rendered under the Contract are subject to inspection by the Inspection Authority or representative. Should any report, document, good or service not be in accordance with the requirements of the Statement of Work and to the satisfaction of the Inspection Authority, as submitted, the Inspection Authority will have the right to reject it or require its correction at the sole expense of the Contractor before recommending payment.

The Bidder must submit a Quality Plan with the bid. The Quality Plan must be in the same format that will be used after award of contract.

The Quality Plan may reference other documents. Where referenced documents do not already exist, but are required by the Quality Plan, the plan must identify them and also identify when, how and by whom they will be prepared and approved. The documents referenced in the Quality Plan must be made available when requested by Public Works and Government Services Canada or the Department of National Defence.

No later than _____ days after the effective date of the Contract, the Contractor must submit for acceptance by the Department of National Defence (DND) a Quality Plan prepared according to the latest issue (at contract date) of ISO 10005:2018 "Quality management systems - Guidelines for quality plans". The Quality Plan must describe how the Contractor will conform to the specified quality requirements of the Contract and specify how the required quality activities are to be carried out, including quality assurance of subcontractors. The Contractor must include a traceability matrix from the elements of the specified quality requirements to the corresponding paragraphs in the Quality Plan.

The documents referenced in the Quality Plan must be made available when requested by Public Works and Government Services Canada or DND.

If the Quality Plan was submitted as part of the bidding process, the Contractor must review and, where appropriate, revise the submitted plan to reflect any changes in requirements or planning which may have occurred as a result of pre-contract negotiations.

Upon acceptance of the Quality Plan by DND, the Contractor must implement the Quality Plan. The Contractor must make appropriate amendments to the Quality Plan throughout the term of the contract to reflect current and planned quality activities. Amendments to the Quality Plan must be acceptable to DND.

If the Contract includes the option for software design, development or maintenance of software, the Contractor must interpret the requirements of ISO 9001:2015 "Quality management systems - Requirements", according to the guidelines of the latest issue (at contract date) of ISO/IEC 90003:2018 "Software engineering - Guidelines for the application of ISO 9001:2015 to computer software".

The Contractor must ensure that a packing note and copies of the quality assurance document accompany each shipment. They must be enclosed in a waterproof envelope fastened to the last package of the shipment or inside the last package, which is to be marked to indicate the enclosures. In the case of a carload shipment, they must be fastened to the inside door frame of the railway car.

The Work described in the Contract involves submarine systems or equipment classified as First Level or otherwise critical to submarine safety, as defined in Canadian Forces Technical Order (CFTO) C-23-VIC-000/AM-001, Quality Assurance for Safety in Submarines VICTORIA Class. Manufacture, repair, overhaul, installation, inspection and tests for each such item identified in the requirement must be documented in accordance with the requirements of the above mentioned CFTO.

For each such item, the Contractor must provide a Certificate of Conformity [form DND 2513 or locally produced equivalent approved by the Quality Assurance Authority (QAA)] in accordance with this CFTO. For subcontracted work, the Contractor must obtain that Certificate of Conformity from the subcontractor. Obtaining the said certificate from a subcontractor does not relieve the Contractor from its obligation to ensure compliance with the technical requirements of the Contract, nor must it be construed as authorizing any liability on the part of Canada to the subcontractor.

For each such item, the Certificate of Conformity, along with certified true copies of any deviation, waiver and all required records identified in the Statement of Quality Requirements (form DND 2328 or equivalent) attached to the Statement of Requirement, Statement of Work or Technical Specifications in Annex ______ to the Contract or otherwise attached to or forming part of the Contract, must be completed and made available for review by the designated QAA before release of such item and associated documents to the Department of National Defence. Unless otherwise directed by the QAA, those documents must be attached to, or enclosed with, the shipment they are associated to, in a waterproof envelope.

All work is subject to Government Quality Assurance performed at the Contractor's or subcontractor's facility, and at the installation site, by the Director of Quality Assurance, or its designated Quality Assurance Representative (QAR).
Director of Quality Assurance
National Defence Headquarters
MGen George R. Pearkes Building
101 Colonel By Drive
Ottawa, ON K1A 0K2
Email: ContractAdmin.DQA@forces.gc.ca

Within 48 hours of contract award, the Contractor must contact the QAR. The name, location and phone number of the QAR can be obtained from the nearest National Defence Quality Assurance Region (NDQAR) listed below:

• Atlantic - Halifax 902-427-7150 / RDIMSHFXNDQARHALIFAX@forces.gc.ca
• Atlantic - Enfield 902-427-7224 / rdimshfxndqarenfield@forces.gc.ca
• Atlantic - East Marine 902-427-2354
• Quebec - Lévis 418-564-4728 / RAQDNQcLevisHCWPC@forces.gc.ca
• Quebec - Montreal 514-732-4401 or 514-732-4477 / NDQARMtlsvcclient@forces.gc.ca
• Quebec - Quebec City 418-844-5000, ext. 1518 / RAQDNQcQuebec@forces.gc.ca
• National Capital Region - Ottawa 343-549-3073 / ncr.dqa-rcn.daq@forces.gc.ca
• Ontario - Toronto 416-633-6200 ext. 5080 / NDQAR.GTA.QAM@forces.gc.ca
• Ontario - London 226-678-0704 / +NDQAR@forces.gc.ca
• Manitoba/Saskatchewan - Winnipeg 204-833-2500, ext. 6574 / Joe.Taferner@forces.gc.ca
• Alberta - 403-410-2320, ext. 3830 / Diane.Tupper@forces.gc.ca
• British Columbia - Vancouver 604-225-2520, ext. 2461 / CRNDQA.VAN@forces.gc.ca
• British Columbia - Victoria 250-363-1900 ext. 60236 / ESQQAWCVictoriaQAM@forces.gc.ca
• British Columbia - Esquimalt 250-363-1900 ext. 60241 / ESQQAWCVictoriaQAM@forces.gc.ca

The Contractor is responsible for performing, or having performed, all inspections and tests necessary to substantiate that the material or services provided conform to the requirements of the Contract.

The Contractor must provide, at no additional cost, all applicable test data, all technical data, test pieces and samples as may reasonably be required by the QAR to verify conformity to the requirements of the Contract. The Contractor must forward at its expense such technical data, test data, test pieces and samples to such location as the QAR may direct.

Quality control, inspection and test records that substantiate conformity to the specified requirements, including records of corrective actions, must be retained by the Contractor for three years from the date of completion or termination of the Contract and must be made available to the QAR upon request.

1. The Contractor must collect a sample from the first batch of each of the items that will be supplied under the Contract. The sample must consist of a group of items or portion of products of sufficient size to conduct the testing required. The Contractor must split the sample into two equal portions. One portion must be tested by the Contractor's test facility. The other portion must be tested by a facility meeting one of the following criteria:
   1. an independent, arms length third party laboratory accredited by the Standards Council of Canada (or other nationally or internationally recognized laboratory accrediting body) to conduct the tests identified in the item specification(s) or
   2. an independent, arms length third party laboratory operating a ISO 17025:2005 system, and participating regularly in a recognized proficiency testing program for the contracted product(s).
2. Each portion must be tested to all requirements detailed in the item specification(s). The Contractor does not have to conduct tests identified by the specification(s) as qualification tests only. The Contractor does not have to conduct a test on the first batch of items if the above program for sampling and testing has been conducted within six (6) months of the date of the Contract.
3. The Contractor must, on receipt of the third party test report, compare the results received with those of the Contractor's own test facility. Any deviation between results obtained by the two test facilities in excess of the reproducibility of the test methods involved, must be investigated, the root cause determined and corrective action taken.
4. The Contractor must repeat the above program for sampling and testing at least once every six (6) months during the life of the Contract.
5. The purpose of this correlation testing is to verify the quality of the contracted item(s) and to validate the capability of the Contractor's testing facility. The test report(s) received from the third party laboratory, the Contractor's test reports for the same batch(es) of contracted item(s), reports of any investigations of deviations of the results obtained by the two laboratories and any corrective actions taken, must be made available to the Quality Assurance Representative on request. Test validation must be conducted at Contractor's expense.

All work is subject to Government Quality Assurance performed at the Contractor's or subcontractor's facility, and at the installation site, by the Director of Quality Assurance, or its designated Quality Assurance Representative (QAR).
Director of Quality Assurance
National Defence Headquarters
Major-General George R. Pearkes Building
101 Colonel By Drive
Ottawa, ON K1A 0K2
E-mail: ContractAdmin.DQA@forces.gc.ca

If the Contractor has not been contacted by the QAR performing GQA in the Contractor's facility or area within forty-five (45) working days of award of the Contract, the Contractor must notify the Contracting Authority.

Where no official arrangements for mutual GQA have been concluded, the Department of National Defence will arrange for the GQA services to be conducted by a National Quality Assurance Authority acceptable to the Director of Quality Assurance. If the GQA services must be provided on a cost-recovery basis, the costs for the services must be accrued against the Contract and be discharged through separate invoicing.

The Contractor is responsible for performing, or having performed, all inspections and tests necessary to substantiate that the materiel or services provided conform to the requirements of the Contract.

The Contractor must provide, at no additional cost, all applicable test data, all technical data, test pieces and samples as may reasonably be required by the QAR to verify conformity to the requirements of the Contract. The Contractor must forward at its expense such technical data, test data, test pieces and samples to such location as the QAR may direct.

Quality control, inspection and test records that substantiate conformity to the specified requirements, including records of corrective actions, must be retained by the Contractor for three (3) years from the date of completion or termination of the Contract and must be made available to the QAR upon request.

In the performance of the Work described in the Contract, the Contractor must comply with the requirements of:

ISO 9001:2015 - Quality management systems - Requirements, published by the International Organization for Standardization (ISO), current edition at date of submission of Contractor's bid.

It is not intended that the Contractor be registered to ISO 9001; however, the Contractor's quality management system must address all requirements appropriate to the scope of the Work. Only exclusions in accordance with clause A.5 and 4.3 of ISO 9001 are acceptable.

Assistance for Government Quality Assurance (GQA)

The Contractor must provide the Quality Assurance Representative (QAR) with the accommodation and facilities required for the proper accomplishment of GQA and must provide any assistance required by the QAR for evaluation, verification, validation, documentation or release of product.

The QAR must have the right of access to any site of the Contractor’s, sub-contractors or any sub-tier external providers of goods and/or services where any part of the Work is being carried out. The QAR must be afforded unrestricted opportunity to evaluate and verify Contractor conformity with quality system procedures and to validate product or service conformity with the requirements of the Contract. The Contractor must make available for reasonable use by the QAR the equipment necessary for all validation purposes. Contractor personnel must be made available for operation of such equipment as required.

When the QAR determines that GQA is required at a subcontractors or external provider's facilities, the Contractor must provide for this in the purchasing document or other documented means and forward copies to the QAR, together with relevant technical data as the QAR may request.

The Contractor must notify the QAR of non-conforming product or service received from a subcontractor or external provider when the product or service has been subject to GQA.

For the design, development or maintenance of software, the Contractor must interpret the requirements of ISO 9001:2015 "Quality management systems - Requirements", according to the guidelines of the latest issue (at contract date) of ISO/IEC 90003:2018 "Software engineering - Guidelines for the application of ISO 9001:2015 to computer software".

In the performance of the Work described in the Contract, the Contractor must conform to the requirements of:

ISO/IEC 17025:2017 General requirements for the competence of testing and calibration laboratories.

The Contractor's quality management system must address each requirement contained in the standard, however, the Contractor is not required to be registered to the applicable standard.

Assistance for Government Quality Assurance (GQA)

The Contractor must provide the Quality Assurance Representative (QAR) with the accommodation and facilities required for the proper accomplishment of GQA and must provide any assistance required by the QAR for evaluation, verification, validation, documentation or release of product.

The QAR must have the right of access to any area of the Contractor's or subcontractor's facilities where any part of the Work is being performed. The QAR must be afforded unrestricted opportunity to evaluate and verify Contractor conformity with Quality System procedures and to validate product conformity with the requirements of the Contract. The Contractor must make available for reasonable use by the QAR the equipment necessary for all validation purposes. Contractor personnel must be made available for operation of such equipment as required.

When the QAR determines that GQA is required at a subcontractor's facilities, the Contractor must provide for this in the purchasing document and forward copies to the QAR, together with relevant technical data as the QAR may request.

The Contractor must notify the QAR of non-conforming product received from a Subcontractor when the product has been subject to GQA.

The Contractor is responsible for implementing a quality system appropriate to the scope of the work to be performed. It is recommended that the quality system be based on ISO 9001:2015 "Quality management systems - Requirements."

The Contractor is responsible for performing or having performed all inspections and tests necessary to substantiate that the materiel or services provided conform to the drawings, specifications and the requirements of the contract. The Contractor must keep accurate and complete inspection records which must, upon request, be made available to the authorized Department of National Defence (DND) representative, who may make copies and take extracts during the performance of the Contract and for a period of one (1) year after the completion of the Contract.

Despite the above, all materiel is subject to verification and acceptance by DND at destination. The authorized DND representativeat destination may either be the consignee(s), the Technical Authority, or the Quality Assurance Authority.

The Contractor must inspect the Work described in the Contract in compliance with the requirements of the U.S. Federal Aviation Administration (FAA) and/or the Canadian Department of Transport (DOT) civil aircraft regulations. The Work is subject to verification by the Department of National Defence at destination. Proof of inspection must accompany each shipment.

The material must be released for shipment to the consignee(s) using properly completed FAA or DOT approved inspection documents. The completed inspection document(s) must be attached to, or enclosed with, each shipment, as applicable, in compliance with FAA/DOT regulations.

Material must be released for shipment using a Certificate of Conformity in accordance with NATO STANAG 4107 which must be prepared by the Contractor.

Material must be released for shipment using a DD Form 250, Material Inspection and Receiving Report, or a release document containing the same information and acceptable to the Quality Assurance Representative. The Contractor must prepare the release document(s).

Unless otherwise directed by the Department of National Defence (DND) Quality Assurance Authority, the signature of the DND Quality Assurance Representative on the release document is not required.

Material must be released for shipment using either DND form CF 1280, Certificate of Release, Inspection and Acceptance,or a release document containing the same information. The Contractor must prepare the release document(s).

For return of repair and overhaul material to the Defence Supply Chain, use forms DND 2227/DND 2228 in lieu of DND form CF 1280.

The Contractor must prepare the release documents in a current electronic format and distribute them as follows:

1. One (1) copy mailed to consignee marked: "Attention: Receipts Officer";
2. Two (2) copies with shipment (in a waterproof envelope) to the consignee;
3. One (1) copy to the Contracting Authority;
4. One (1) copy to:
   
   National Defence Headquarters
   Mgen George R. Pearkes Building
   101 Colonel By Drive
   Ottawa, ON K1A OK2
   Attention: _____
5. One (1) copy to the Quality Assurance Representative;
6. One (1) copy to the Contractor; and
7. For all non-Canadian contractors, one (1) copy to:
   
   DQA/Contract Administration
   National Defence Headquarters
   Mgen George R. Pearkes Building
   101 Colonel By Drive
   Ottawa, ON K1A OK2
   
   E-mail: ContractAdmin.DQA@forces.gc.ca.

NOTE: For into-plane refuelling contracts b, c and d above are not required.

The acceptance of ships and vessels must be in accordance with the procedures of CFTO C-03-005-012/AM-001, Part 8, using form CF 1148, Report of Inspection of (SHIP) and, as applicable, form CF 702, Acceptance of (SHIP) into the Canadian Forces.

1. For items identified in the Contract as Safety Critical Class 3 fasteners, NATO Stock Number classes 5305, 5306, 5307, 5310 and 5315, the Contractor must provide to the Quality Assurance Representative (QAR) a valid inspection/test report of the results obtained for the following parameters:
   1. "GO" functional diameter size;
   2. pitch diameter size;
   3. major diameter size (external threads only);
   4. minor diameter size (does not apply to ______ (insert applicable specification) external threads);
   5. root radius (applies to ______ (insert applicable specification) external threads only);
   6. flank angle;
   7. lead (including helix variations);
   8. circularity;
   9. taper;
   10. runout; and
   11. surface roughness.
2. Definitions of these terms can be found in the latest issue of ______ (insert applicable specification).
3. If the differential between "GO" functional and pitch diameter does not exceed ______ (insert applicable dimension and pertinent specification) of the pitch diameter tolerance, inspection of the flank angle and lead (including helix variations) is not necessary.
4. The Contractor must provide actual measurement results obtained for 100 percent of the contract quantity.
5. If the inspection/test report is not available from the manufacturer, the Contractor must have the inspection performed, at the Contractor's expense, either at its own facility or at a facility acceptable to the QAR.

By submitting a bid, the Bidder certifies that the stated price for each of the items above includes inspection/test reports called up under clause D5725C.

1. The Inspection Authority, in conjunction with the Contractor, will prepare a list of outstanding work items at the end of the work period. This list will form the annexes to the formal acceptance document for the vessel. A contract completion meeting will be convened by the Inspection Authority on the work completion date to review and sign off the form PWGSC-TPSGC 1205, Acceptance. (Insert, if applicable: "In addition to any amount held under the Warranty Holdback Clause, a holdback of twice the estimated value of outstanding work will be held until that work is completed").
2. The Contractor must complete the above form in three (3) copies, which will be distributed by the Inspection Authority as follows:
   1. original to the Contracting Authority;
   2. one copy to the Technical Authority;
   3. one copy to the Contractor.

1. For the provision of Inspection Services as and when required during the period commencing _____ until _____ to carry out the Work as stated in Annex ____ , on an all inclusive firm by day chargeout rate.
   Calendar year: 20____
   $_____ by day
2. Overtime, if necessary, and where authorized by the Lead On-site Inspector of the Public Works and Government Services Canada Inspection Office, at the following firm chargeout rates:
   Outside regular hours: $_____
   Monday to Friday incl.: ______ by hour
   Outside regular hours: $_____
   Saturday and Sunday: $ ______ by hour.