Purchase Order Quality Clauses for Suppliers

The following Quality Clauses (QC’s) shall apply to all suppliers regardless of commodity being procured.  

  • Quality Clauses Q1 through Q9 apply to all purchase orders.
  • Quality Clauses Q10 though Q22 apply when specified on purchase order.


QC 001 - Management System

Supplier’s Management System shall conform to a National and/or Internationally recognized system (i.e., AS9100D ; ISO9001; MIL-Q-9858; or MIL-I-45208A ) as applicable to the type of products and/or services provided to RS Microwave Company Inc., unless an alternate quality system level/type has been determined acceptable by RS Microwave Company Inc.

QC 002 - General Workmanship

Unless otherwise specified (i.e. drawing requirements, specifications, purchase order) material shipped against this Purchase Order shall be free of dents, gouges, burrs, scratches, sharp edges, foreign matter, or any other evidence of poor workmanship standards that shall create a condition that renders said part unsatisfactory for its intended use.

QC 003 - Right of Entry

RS Microwave Company Inc. reserves the “Right of Access to review control methods and inspect material included in this purchase order at the supplier’s facility and sub-tier facility. Access rights shall be extended to our customer and Government or Regulatory Agency representative.

QC 004 - Corrective and Preventive Action

The supplier shall respond to RS Microwave request for corrective action on or before the requested response due date. Supplier shall use RS Microwave’s Corrective and Preventive Action form, F85-2.1 or an approved equivalent shall be used.

QC 005 - Quality Records Retention

unless otherwise specified, quality records will be retained for 7 years. Quality records are defined as those records used in the processing, test and inspection of product, and/or services provided to RS Microwave Company by suppliers and their sub-tiers.

QC 006 - Foreign Object and Debris/Damage (FOD) Prevention

The Supplier shall establish and maintain an effective FOD prevention program to control and eliminate FOD and/or contamination assuring work is accomplished in a manner preventing foreign objects or material from entering and remaining in deliverable products.

The Supplier’s program shall utilize effective FOD prevention practices. MIL-STD-980 may be used as a guide to establish and implement the Supplier’s FOD program.

QC 007 – Nonconforming Product/Process

Supplier shall notify RS Microwave of changes to material, processes, or of any nonconforming material, and must be approved by RS Microwave prior to implementation.

QC 008 - Certificate of Conformance (C of C)

The Supplier shall provide on the packing list/shipper or on a separate document, a written statement titled “Certificate of Conformance” that complies with this requirement and is worded substantially as follows:

 Certificate of Conformance

“This is to certify that all products or services delivered on this Purchase Order _____ and packing list/shipper _____ are in compliance with all requirements of the PO. Objective evidence to support this certification will be made available for review upon request.”

Company Name: __________________________________

Address: ________________________________________

Printed Name: ___________________ Date: _________ Title: ____________

Signature/Stamp: ______________

QC 009 - Packaging

The supplier shall package products to prevent damage during shipment. Protective insulating material including double box method should be used when necessary to ensure that procured articles are free from damage during transit. The protective abilities of the shipping package/box shall not be degraded by over packing.

QC 010 - Critical Plating Requirements

Supplier shall not deviate from RS Microwave’s provided plating procedure QAP-3 or instructions unless pre authorized by RS Microwave, in writing on the P.O. Supplier must notify RS Microwave previous to performing any strip and re-plate action caused by supplier’s process.

QC 011 – Flow Down Requirements

Suppliers will flow down all applicable requirements of the Purchase Order to their sub-tiers to insure conformance with all Specifications, Drawings, and Quality System requirements, Regulations, key characteristics, Public Laws, and any additional requirements specified in the Purchase Order.

QC 012 - RS Microwave Source Inspection

RS Microwave’s Source Inspection is required on this purchase order prior to shipment of product from your plant. RS Microwave shall be notified a minimum of one week in advance of the time of parts and/or materials is ready for inspection and/or test. In addition to material and/or part submittal, supplier shall submit all supporting documentation (i.e. inspection reports, dimensional data, material certification and test data) to the source inspector.

QC 013 - Customer Source Inspection

Customer Source Inspection is required on this purchase order prior to shipment from your plant. The customer shall be notified a minimum of one week in advance of the time of parts and/or materials are ready for inspection and/or test.

QC 014 - Government Source Inspection

Government Source Inspection is required prior to shipment of any item on this purchase order. The government shall be notified a minimum of one week in advance of the time of parts and/or materials are ready for inspection and/or test.

QC 015 - First Article Inspection

Supplier shall furnish a First Article Inspection (FAI) Report with this order. The FAI Report must be in AS9102 format, containing documented evidence of electrical compliance, and/or dimensional conformance. The Article Inspection samples shall be labeled and packaged separately to permit the correlation of test results by RS Microwave’s Quality Assurance.

QC 016 - Supplier Use of Facilities Other Than Their Own

When a supplier uses a facility other than their own to perform a special process, the performing facility shall be specified on RS Microwave’s purchase order. Special Processes include, but are not limited to, the following: Plating, heat treating, chemical films, X-rays, Dip Brazing, soldering, encapsulation, welding; printed circuit boards, etc. The special processes shall meet the applicable specifications indicated on the drawing, purchase order and/or statement of work. Material received that has been processed by a process source other than that specified by RS Microwave’s purchase order shall be subject to rejection.

QC 017 - Acceptance of verbal change

The acceptance of a verbal change to this purchase order from anyone except RS Microwave’s Purchasing Department shall be at the supplier's own risk. Verbal instructions from RS Microwave’s Purchasing Department shall be followed by a Purchase Order Change Notice within 24 hours. Furthermore, if a verbal change or agreement has been made, the supplier may not ship the product until the P.O. has been updated to reflect such changes or agreement.

QC 018 - Certification of Special Processes

A certification is required with a statement certifying conformance to each special process (i.e. welding, plating, painting, soldering, heat treating, chemical films, anodizing, etc.) performed on the materials to the specifications (s) listed on the Purchase Order and/or drawing.

The signature of an authorized agent of the company performing each special process including the agent’s title must appear on the certification. It must also include the Purchase Order number, part number and revision level, serial numbers (if applicable), lot number (if applicable) and quantity shipped.

QC 019 - Test Data

Test Data shall be supplied for each item shipped. The test data shall reflect all electrical, mechanical and environmental parameters specified in the applicable procurement drawing. Sample data may be allowed only if specified on the purchase order.

QC 020 - Counterfeit Parts Prevention Requirements

  1. The SELLER shall represent that they are either an Original Equipment/Component Manufacturer (OEM/OCM) or an OEM/OCM authorized distributor.
  2. The supplier shall ensure that only new and authentic materials are used in products delivered to RS Microwave. The seller may only purchase parts from original equipment manufacturers (OEM), authorized distributors or approved aftermarket manufacturers.
  3. Any product that was not provided by these sources will not be accepted by RS Microwave Company Inc., unless prior approval is obtained in writing.
  4. Seller shall agree and ensure that counterfeit materials are not delivered RS Microwave Company Inc.
  5. The seller shall notify RS Microwave Company Inc, immediately if they become aware or suspect that it has shipped counterfeit product to RS Microwave Company Inc.
  6. In the event that counterfeit product has been supplied to RS Microwave Company Inc, the seller shall at its own expense, replace the product with genuine approved parts or materials conforming to the requirements.
  7. The seller shall also maintain counterfeit parts prevention and control plan to prevent the delivery of counterfeit parts to RS Microwave Company, Inc., reference SAE AS5553 provides guidance for counterfeit prevention

QC 021 - Awareness

Supplier shall ensure that individuals in the supply chain are aware of their contribution to product or service conformity and safety as well as the importance of ethical behavior

QC 022 - Environmental Compliance – REACH

Supplier and its sub-tier suppliers shall comply with all environmental, health and safety legal and regulatory requirements to which they are subject.

Upon delivery of Goods to Buyer, Supplier shall notify Buyer in writing of all Substances of Very High Concern (SVHC) as identified on the “candidate list” as published by the European Chemicals, Agency (ECHA) in accordance with Article 59.1 of the European Regulation (EC) no 1907/2006 concerning the Registration, Evaluation, Authorization, and Restriction of Chemicals (REACH) as amended.

RS Microwave will send a reminder once a year requesting to complete the annual conflict mineral survey (CMRT). This relates to those suppliers that do have Tin, Tantalum, Tungsten, and Gold in their products. If your company is unable to answer the CMRT whether the above metals originate from the DRC or adjoining country, RS Microwave would prefer you submit the template stating “uncertain or unknown” versus not submitting a completed template all.

All suppliers are required to submit their completed CMRT templates.

Last Updated on Wednesday, 08 February 2023 15:16