PROCUREMENT TRAINING FOR CRITICAL SAFETY ITEMS Last Updated: October 18, 2005

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PROCUREMENT TRAININGFORCRITICAL SAFETY ITEMS
(Last Updated October 18, 2005)
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Definitions and Guidance for CSI

• CSI is a subset of Critical Application Item
  (CAI).
• Definition Parts whose failure potentially can
  cause loss of life, serious injury, loss of an
  aircraft and/or significant damage to an
  aircraft/associated equipment.
• References DLAD 11.302-91 DSCAP 11.302-9G3
  PIM 04-06
• Approved sourceprime contractor or the actual
  manufacturer(s) cited in the acquisition
  identification description (AID). It does not
  include design control activities with no
  manufacturing capability.

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Identification of a CSI PR

• AID should include the statement, This is a
  Critical Safety Item (CSI)
• Must also follow guidance in the Acquisition
  Requirement Field on the PR Trailer
• A CSI can also be identified
• With the codes
• Navy CSI 03
• Army CSI 05
• Air Force CSI 06.
• In Legacy, SAMMS verb SPTD, Option A, Field 69
• In BSM, in SAP under Material MastergtTransaction
  code MM03

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Soliciting CSI

• Must add the following CSI clauses (if
  applicable)
• 52.211-9005 (I38DC/I11C04)
• 52.211-9006 (I38DD/I11C05)
• 52.211-9007 (I38DE/I11C06)
• Additional Critical Item clauses (if applicable)
• 52.208-9G01 (I26/I08F30)
• 252.223-7004 (I135/I23B03)
• 52.217-9G04 (L58/L17F31)for part numbered
  critical items
• Must follow clause guidance
• Origin Inspection is required
• Do not use clause 52.246-15 (E6/E46A17),
  Certificate of Conformance (CoC). CoC is not
  authorized unless approved by ESA

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Soliciting CSI(continued)

• If CSI items are being considered for placement
  on a Market Basket contract refer to BAM 04-12
• Acquisition Plans must include
• A statement whether or not the item is a Critical
  Safety Item (CSI)
• A specific date SAMMS/SAP was queried to support
  the CSI designation
• A confirmation that the required CSI clauses will
  be included in the solicitation and
• A confirmation that origin inspection and the
  required QCC/QAP have been included for the CSI.

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Evaluating CSI

• CSI Award Checklist (DSCR Form 4247)utilize
  while evaluating
• Form found in DPACS, Functions, Plan Award,
  Preparing Supporting Award Documents
• Exact Products are evaluated i/a/w clause
  52.211-9005 (I38DC/I11C04)
• Alternate Products are evaluated i/a/w clause
  52.217-9002 (L53F/L17C01)

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Evaluating CSI(continued)

• Buyer must verify what the offeror is offering
• The exact manufacturer, and
• The exact part number/drawing/spec (including
  revision number)
• If any uncertainty, the buyer must obtain
  clarification, in writing, from offeror.

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Evaluating CSI(continued)

• Must be acquired only from approved source.
  Therefore, for items i/a/w a
• P/N Mfrs listed in the AID or BSM AMPL
• Spec
• Qualified Products List (QPL)Mfrs listed in the
  QPL
• Critical Item Procurement Requirements Document
  (CIPRD)Mfrs listed in the AID/AMPL
• Drawing First Article Testing applies
• Note A source listed in the Procurement History
  does not constitute as an approved source
• Dealer/distributor must offer the exact product
  of an approved source

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Evaluating Dealer/Distributor Offer for CSI

• When a dealer/distributor is in line for award
• Obtain documentation required by Clause
  52.211-9005 (I38DC/I11C04). The dealer must
  provide proof from the manufacturer that
• It is an authorized dealer/distributor
• The item is the exact product
• Suspend to Tech/Quality for determination of
  technical acceptability
• DPACS referral or
• DSCR Form 353
• Reminder Must maintain a copy of response in
  the procurement file (ECF)

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Evaluating Dealer/Distributor Offer (continued)

• If Tech/Quality determines the item technically
• Acceptable Proceed with award
• Note Tech/Quality sends to AMCOM for Army CSI.
  Awards are not to be held waiting for a reply
  from AMCOM.
• Unacceptable
• Tech/Quality needs to provide a specific reason
• Note If a lack of documentationbuyer is to
  obtain needed info and re-suspend
• Buyer needs to advise the offeror immediately and
  provide the reason for rejection
• Document file and proceed with award to next in
  line

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Evaluating Alternate Offers and Surplus Offers

• All Alternate and Surplus offers must be
  evaluated by ESA
• Buyer must apply evaluation factors
• Alternate Offer 1,200 (for each ESA) 200
• Verify clause 52.217-9002 (L53F/L17C01) was in
  solicitation
• Surplus 500 (for each ESA) 200
• Verify clause 52.211-9003 (M3B/M11C01) was in
  solicitation
• Reminder Use Past Performance if included in
  solicitation
• If offer is in line for award after evaluation
  factors have been added, buyer must suspend to
  Tech/Quality

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Evaluating Surplus Offers(continued)

• For Surplus Offerors must comply with clauses
  52.211-9000 (I38/I11C01) and 52.211-9005
  (I38DC/I11C04)
• Buyer must forward the offerors completed copy
  of clause 52.211-9000 (I38/I11C01) and any
  supporting documentation to the QAS/Product
  Specialist with the suspense

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Evaluating CSI(continued)

• PBMs must include a statement (under the
  Acquisition Situation section) that
• Verifies the CSI designation on all items
• Documents the date that SAMMS/SAP was queried to
  confirm CSI status. Note If substantial time
  has passed, query the system again.
• Confirms that the required DLAD clauses are
  included and have been accepted by all offerors
• Confirms that origin inspection and the required
  QAP have been included and accepted by all
  offerors
• Includes additional documentation on the steps
  taken i/a/w the CSI Checklist

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Awarding CSI

• Must award to approve source
• Must add clauses i/a/w the solicitation for
  simplified procurements
• Service Basic Ordering Agreements (BOAs) may be
  used without issuing modifications to incorporate
  the CSI clauses
• The CSI checklist must be annotated in the
  clauses not required section that the clauses
  are not required.

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Awarding CSI(continued)

• Verify (on all items) that the CSI designation
  has not changedquery SAMMS/SAP
• Note QAS/Product Specialist must inform buyer
  of a change when an open PR exists
• If change has occurred contact QAS/Product
  Specialist, offeror(s), and take appropriate
  action

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Awarding CSI(continued)

• Do not waive any quality requirement without
  Tech/ESA approval. Reminders
• Origin inspection required
• Do not utilize CoC clause 52.246-15 (E6/E46A17)
  unless approved by ESA
• First Article Testing required unless waived by
  QAS/Product Specialist

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Awarding CSI(continued)

• Notify the QAS/Product Specialist of the
  potential awardee
• Determine if a QALI is required
• Mandatory if award is to a dealer/distributor
  and/or for surplus
• Follow CSI Award Checklist, which contains other
  information pertaining to QALIs
• Must retain copies of QALI and correspondence
  with QAS/Product Specialist in the procurement
  file/ECF

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Awarding CSI(continued)

• Must complete CSI Award Checklist and maintain in
  file/ECF
• Must have appropriate approval
• Contracting Officer (KO)
• One level above the KO
• Commodity Services (Tech/Quality)
• Must retain copy of DLA Form 339 in the
  procurement file/ECF if ESA evaluated item
• Must include the complete 395 (Record of
  Significant Events) in DPACS/ECF

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Automated Procurements

• CSI procurements can be automatically solicited
  (e.g., T U quotes), but are excluded from
  automatic award in PACE
• Buyer to evaluate a CSI automated procurement in
  the same manner as a CSI manual procurement

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Options/Delivery Orders

• Prior to exercising the option, verify (on all
  items) that the CSI designation has not
  changedquery SAMMS/SAP
• The CSI Checklist and QALIs are not required for
  automated and manual delivery orders, as long as
  they were included in the basic contract file

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Post Awards for CSI

• DSCR-VG identifies contract deficiencies
• Most common deficiencies
• CSI contract clauses were not included
• Contractor is no longer an Approved Source
• Change in designation from non-CSI to CSI
• Note With this situation, coordinate with
  appropriate QAS/Product Specialist to determine
  if any additional changes are needed (i.e.,
  origin inspection, QAPs, FATs, or serialization
  requirements)

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Post Awards for CSI(continued)

• DSCR-VG sends deficiency to the appropriate
  Contract Administrator
• After notification of deficiency, the
  Administrator has
• 3 working days to provide a plan of action to
  DSCR-VG
• 5 additional working days to complete
  modification and to notify DSCR-VG
• Uncompleted actions will be tracked by DSCR-VG
  and will be reported to upper management
• Notify DSCR-VG by email of specific mod on ECF
• Promptly notified all involved parties
• Document procurement file of all actions taken

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Post Awards for CSI(continued)

• If Contractor requests a mod
• Evaluate carefully
• Notify the QAS/Product Specialist of
• Changes in revisions to drawings/specs
• Changes in the manufacturing process
• Changes in the approved sources manufacturing
  location or transfer of manufacturing facilities
  since last manufacture
• All requests for deviations or waivers
• Take appropriate action and document procurement
  file of all actions taken

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Post Awards for CSI(continued)

• If an item changes to CSI after award verify with
  Tech/Qual that award is made to an Approved
  source
• If the award can remain with the awardee, modify
  to incorporate the appropriate CSI Clauses
• If not, immediately
• Issue a stop work notice
• Can cancel or initiate a SAR (back through
  approval process)
• Notify IM/Supply Planner

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Item Managers/Supply Planners

• If notified that stock is not from an approved
  source immediately
• Turn off POPS/BSM Automated Delivery Orders
• Freeze stock
• Initiate regular stock procurement from CSI
  approved sources

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Item Managers/Supply Planners(continued)

• If stock is still acceptable to one service
  (e.g., Army), then
• Legacy
• Add Manager Review Code
• Add note to SAMMS verb SIMI
• BSM
• Add Manager Review Block D
• Add note to SAP Transaction code MM02
• When an item is converted to CSI review ALT, PLT,
  and PCP. If short, change accordingly.

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Procurement Training Module

• The CSI Training Module (for Procurement) can be
  found at
• Elknet?Organizations and Services?DSCR-C,
  Contracting Directorate?Acquisition Workforce and
  Development Division?Critical Safety Items