Supplier Quality Assurance Requirements

Purchase Order Identification: The Macrolink purchase order number must be plainly marked on all packages, bills of lading, invoices and shipping documentation. Packing lists shall accompany each box or package shipment. In the absence of a packing list, the Macrolink count shall be conclusive.

Notification of Limited Life or Obsolescence: Seller shall immediately notify Macrolink of any known, present or future, limited life, obsolescence, of raw material in the product or goods provided by seller that may affect Macrolink’s ability to sustain Manufacturing or post delivery activities such as Warranty Repairs. Seller shall provided notification from the OEM source indicating the date of planned obsolescence, end of manufacturing, and notification of last time buy of any identified part or material.

Electrostatic Protection and Packing: Devices identified as electrostatic discharge sensitive shall be handled, stored, packaged and shipped in such a manner as to preclude damage from electrostatic discharge. Electrostatic protection process shall be modeled after ANSI/ESD S20.20. The Seller shall be responsible for packing and preservation of the supplied item(s) in accordance with cGMP to assure safe arrival at Macrolink.

Current Specifications: Material ordered according to nationally recognized specifications or military standards shall be supplied in accordance with the latest revisions unless otherwise specified. Parts shall not be used or reclaimed and misrepresented as new.

Control of Special Processes: Special processes, indicated below, require approval or certification of the process equipment and the procedures. Certification by a responsible representative of the Seller shall be included with each shipment. Certification shall indicate all special processes performed, applicable specifications (including class type, grade, etc.) and the name of special processor(s).

Special Processes:
A. Soldering
B. Silk Screening
C. Surface Finish, Coating, Treatment
D. Plating
E. Testing (NDT, Chemical, Environmental, etc.)
F. Brazing
G. Welding
H. Printed Circuit Board Fabrication
I. Casting/Forging
J. Heat
K. Other specified on purchase order

Counterfeit Prevention: Suppliers of electrical, electronic and electro-mechanical parts shall have a counterfeit detection process to ensure they do not receive counterfeit parts into inventory, use them in manufacturing, or inadvertently sell them to other parties. Suppliers shall only procure electrical, electronic and electro-mechanical parts from the original manufacturer of the part or the original manufacturer’s franchised / authorized distributors to prevent the inadvertent use of counterfeit parts and materials. Supplier must make available at Macrolink’s request, OCM/OEM documentation that authenticates traceability of the components to the applicable OCM/OEM.

Flow Down Requirements: The supplier shall flow down all requirements to their sub-tier suppliers. Supplier shall specify on the purchase orders to sub-tier suppliers that they shall only procure parts from the original manufacturer, authorized distributors or authorized franchised dealers. It is the Seller’s responsibility to evaluate and audit their suppliers and sub-tier suppliers’ performance and their conformance to the applicable requirements.

Technical Data – U.S. Suppliers: Seller shall include the following legend in solicitations and purchase orders/contracts that contain export-controlled unclassified technical data (as defined by the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR) that has been provided to Seller by Buyer:

“WARNING: This Purchase Order contains technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C. Sec 2751, et seq.) or the Export Administration Regulations (EAR) (15 CFR chapter VII, subchapter C). Violators of these export laws are subject to severe criminal penalties.

This information in document form (or any other medium), including any attachments and exhibits hereto, may not be exported, released or disclosed to foreign persons whether here in the United States or abroad without first obtaining the proper export authority. Recipient shall include this notice with any reproduced portion of this document.”

Certificate of Conformance: Distributors or brokers that supply non-electrical standard parts, like fasteners, nuts, washers, springs, c-rings, inserts, and pins, must have certification from the Original Component Manufacturer (OCM)/ Original Equipment Manufacturer (OEM). The Seller shall, upon request, provide objective evidence of compliance to specifications, traceable to the material / equipment supplied..

Notification of Facility Change: Seller shall not relocate any production, manufacturing and/or processing facilities during performance of the purchase order, without prior notification to Buyer and affording Buyer an opportunity to examine such facilities for compliance with Quality Assurance requirements, including any necessary approvals.

Unauthorized Repairs: Without Buyer’s written approval, Seller may not repair by welding, brazing, soldering or adhesives, parts damaged or found to be faulty during fabrication. Defects in castings or forgings shall not be repaired by any method unless authorized by the Buyer in writing.

Report of Discrepancy for Material Review: A discrepancy report shall be initiated by the Seller for any non-conformance to documentation, specifications or other purchase order requirements. The report must adequately describe such non-conformance, including a complete description of the cause and corrective action taken to preclude recurrence. The discrepancy report shall be submitted to Macrolink Purchasing Department that will arrange for material review. A copy of the discrepancy report will be returned to the Seller, showing material review action taken. Seller shall not ship a discrepant item reported on a discrepancy report without Buyer’s written authorization. Seller shall refer to the number or date of the discrepancy report on each shipping document that covers items on the discrepancy report. Items shipped on a discrepancy report must be segregated from other items to permit separate identification to be maintained.

Age Control: The Seller shall have an effective system of age control of all items whose acceptability is limited by age of the item. The system must include a method of identifying the age of such items and provisions for the rotation of stock. The time lapse between manufacture and the delivery date of age sensitive items must not exceed one-forth (25%) of the shelf life when compared to the end of life date for the material supplied, without a prior written waiver by Macrolink for each occurrence.


(only apply if specified in the Purchase Order)



Items to be delivered under this purchase order require inspection, tests or surveillance by Macrolink Quality Representative at the Seller’s plant. A minimum advance notice (two working days) for local travel plus travel time for distant locations) must be given Macrolink to permit scheduling of source inspection. The Seller shall notify Macrolink’s Purchasing Department when the product is ready for source inspection. Source inspection does not relieve the Seller of the responsibility for compliance with all purchase order requirements. Evidence of Macrolink source inspection must accompany or be shown on the shipping documentation. Macrolink reserves the right of final acceptance at Macrolink’s facility. Items submitted under this clause shall have evidence that articles passed Seller’s inspection and test.



Government inspection is required prior to shipment from Seller’s plant. Upon receipt of this purchase order, Seller shall promptly notify the Government Representative who normally services the Seller’s plant, in order that appropriate planning for Government inspection can be accomplished. If the representative of the Government Inspection Office cannot be located, Macrolink should be notified immediately.



Seller shall prepare an inspection and test plan for the items delivered under the purchase order. Two copies of the plan shall be submitted for Macrolink a minimum of thirty days prior to production.

  1. The plan shall include identification of the item to be inspected or tested by part number and revision letter.  The plan shall also define measuring or test equipment to be used, method of inspection (visual test equipment, gage, et.) and the type of inspection (dimensional, functional, test, etc.).

B. The plan shall contain the operation sequence and key inspection/test points in relation to procurement, manufacture, assembly, test and delivery.



Seller shall submit with each shipment an inspection report for the delivered end items or assemblies. The following information shall be included as a minimum: part number, revision letter, nomenclature, purchase order number, lot number, quantity passed/rejected, date of inspection/test and signature/stamp of Seller’s Inspection/Test representative.

  1. Summary of data and form only required.

B. Complete dimensional verification of all mechanical dimensions.

C. Complete ATP with data.



Test samples are required by the purchase order. The samples shall be clearly identified as “Test Samples” with applicable part number. The test samples shall be processed simultaneously with each batch or lot of parts. Seller’s shipping document shall itemize “Test Sample” and the items themselves shall be properly identified and segregated from the production articles when submitted together.



Macrolink acceptance of first article is required prior to the production run. The first article report (FAR) shall be made in accordance with AS9102 and shall include Seller’s Part Number, Order Number and Part Name along with Macrolink Part Number and Part Name if applicable. The Seller is required to:

A. Submit the first article for test/inspection to be conducted at Seller’s facility by Macrolink.

B. Submit the first article to Macrolink Receiving Inspection Department for test/inspection by Macrolink at Macrolink facility.

C. Submit the first article to Macrolink Receiving Inspection Department together with documents showing the data representing results of Seller’s first article test/inspection, including actual dimension or value for each specified characteristic.

Articles rejected by the Buyer and subsequently resubmitted to the Buyer shall be clearly and properly identified as resubmitted articles. Seller’s shipping documentation shall contain a statement that articles are replacement of reworked articles and shall also refer to Buyers rejection document.

The Seller shall not commit to full production until acceptance of the first article sample is given by either the Buyer or his designated representative.  Any production committed to by the Seller before formal acceptance by the Buyer is done so at the Sellers sole risk.



Seller shall prepare an acceptance test procedure for the items to be delivered under the purchase order, to include as a minimum the equipment, sequence and steps necessary to perform the acceptance test. The procedure shall contain a requirement for recording, including as a minimum the following data (for submission to Macrolink) part number, part name, revision letter, purchase order number, serial/lot number, sequence number, criteria measured or tested, test results, test date and signature of Seller’s Inspection Representative. Two copies of the acceptance test procedure shall be submitted for Macrolink Quality Assurance approval at least 2 weeks prior to performance of the initial acceptance test. Any subsequent change to the acceptance test procedure requires prior approval of Macrolink Quality Assurance representative.



Seller shall submit with each delivery a completed copy of the related ATP data sheet(s) with each serialized/identified delivered end item. The test data supplied must allow correlation of the tests and the items supplied.



Seller shall submit a legible copy listing all serialized parts and assemblies by part number. No two parts with the same part number shall have the same serial number. Seller shall maintain records identifying the serial numbers of serialized subassemblies contained in deliverable end items.



A. For items furnished under this purchase order, packing list, certification and other applicable documents must be identified with a manufacturing lot /date code and / or lot symbol as established in MIL-STD-1285 latest revision. Lot identification shall appear as close to the part number as reasonable. Where impractical to mark item the lot symbol shall be marked on identifying tags.

B. Materials used must be identified by lot number, material type, specification and applicable change number, heat number, etc. and traceable to the lot number(s) of material(s) used. Traceability records shall be available for review by Macrolink representatives.



Seller shall comply with all quality conformance inspection requirements including submission of one micro-section per IPC-TM-650 to Macrolink.



Material certifications shall be provided for all raw material used in the fabrication of the article(s) to which the referenced Purchase Order applies. For commercial-off-the-shelf (COTS) and modified commercial-off-the-shelf (MCOTS) equipment provided by the supplier, material traceability reports apply only to the extent that can be reasonably expected to be provided from a commercial source; e.g. Certificate of Conformance that the commercial item meets the requirement as defined by the manufacturer’s controlled drawings.

For all other items, Raw Material Certifications must include the form, thickness, width of the alloy or alloys specified on the controlling specification (Macrolink drawing) and shall reflect the form and size of the raw material as originally manufactured by the raw material producer. Raw Material Certifications shall show clear traceability to the manufacturer(s) of the raw material including ingot source, all thermo-mechanical processing (i.e. forging, rolling, drawing, etc.), heat treatment, chemical processing and inspections as required by applicable raw material specification requirements.

Material/Process Certifications shall be provided in legible paper form for each manufactured or supplied part. Backup Certifications may also be provided in electronic format (PDF Format) sent directly to the Buyer at the time of delivery. These Material/Process Certifications are in addition to the required Certificate of Conformance to the Macrolink controlled drawing/specification.

Changes in material temper or condition are not allowed unless authorized by the engineering drawing. Unauthorized material substitutions are not permitted. Unauthorized material substitution includes any deviation from the engineering definition of a raw material. Engineering definition includes the Macrolink controlled design drawing and applicable specifications, product specification, form, size, shape, melt method, origin, temper/condition, product testing, chemistry or surface finish.

The requirement for Material/Process Certification must be flowed down to all sub-tier suppliers who may be related to the manufacture of parts/materials associated with this purchase order.