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Quality Management System Certification (Suppliers)

Introduction

It is essential to the overall operational effectiveness of the Armed Forces that materiel and services conform to the customer's requirements, therefore:

it is for contractors to have in place appropriate controls to ensure conformity with contractual requirements.
Integrated Project Teams (IPTs) should select quality standards appropriate to the degree of control necessary and should ensure that the associated quality conditions are included in contracts. For example: appropriate Allied Quality Assurance Publications (AQAPs) and, Defence Standard 05-61.

Policy

Where contracts are placed for products and/or services that are not simple, commercial-off-the-shelf or of low-value, and conformance to requirements cannot readily be checked after receipt, the Integrated Project Team Leader (IPTL) shall ensure that:

appropriate quality standards / requirements are included in contracts (see Standard Quality Assurance Contractual Requirements), and
such contracts are only placed with contractors holding an appropriate quality certification.

If the IPTL proposes to place a contract with an un-certificated contractor because, for example, their bid offers best value for money, a risk assessment must be undertaken and the Defence Quality Assurance Authority (DQAA) must be consulted (see Getting Help). The IPTL must approve such action and record the justification in the project records.

Selection process

A flowchart summarising the Process for Selecting Contract QA Requirements [21KB PDF] is available for download.

Certification guidance

Certification is the process by which a body gives written assurance that a product, process or service conforms to specified requirements. To provide confidence in the validity of the certification process, a suitably accredited body should perform the certification.

Any contractor wishing to bid for MOD work where quality requirements are specified should have, or be willing to obtain within a suitable period, a quality management system certificated by an accredited Third Party Certification Body. The scope of work covered by the certification must be compatible with the product and/or services required by the MOD procurement branches. This policy is known as " Appropriate Certification". If the "appropriateness" of a certification is in question then contact DQA Policy for advice, see Getting Help.

When no particular management system is specified, the MOD does not require a supplier to have a certificated management system.

Where quality requirements are specified, certification is normally a prerequisite to contracting with the MOD. At the Invitation to Tender (ITT) stage the MOD expects contractors to demonstrate their commitment to quality. When a supplier does not hold, but is in the process of obtaining certification, evidence in the form of plans containing milestones detailing how and when certification will be achieved would demonstrate commitment.

Accreditation guidance

Accreditation is the process by which an authoritative body gives formal recognition that a body or person is competent to carry out specific tasks. The main benefit to the MOD of the accreditation process is that it ensures consistency and reliability of the certification process.

The United Kingdom Accreditation Service (UKAS) is the only UK government recognized organisation for accrediting third party certification bodies. UKAS operates under the terms of a Memorandum of Understanding (MoU) with the Department of Trade and Industry (DTI). All certificates issued by UKAS accredited third party certification bodies will include the UKAS logo.

Additionally, UKAS is a signatory to the International Accreditation Forum - Multi Lateral Agreement (IAF-MLA). Certificates issued by overseas certifying bodies that are accredited by an accreditation organisation that is also a signatory to the IAF-MLA, can be viewed in the same light as one issued by a certifying body accredited by UKAS.

Change History

Any future amendments to this guidance will be recorded here.

There are currently no amendments to report.