Supplier Terms & Conditions

As a supplier to Surface Solutions Group., hereinafter referred to as SSG, it is understood that your organization agrees to meet the following requirements when processing an SSG Purchase Order.

1) Standard Requirements.

  1. QMS. The Seller shall have a Quality Management System (QMS) that is capable of fulfilling the quality codes as specified on the SSG PO.
  2. Survey / Audit. The Seller’s inspection / QMS shall be subject to survey / audit at the direction of the SSG Buyer and / or SSG Quality Manager.
  3. Product Conformity. Unless otherwise specified on the PO, or by written approval, the product or service supplied by the Seller must conform to all drawings, specifications and PO requirements. The Seller shall make its employees aware of their contribution to product conformity.
  4. Handling of Sub-tiers. The quality requirements specified on the SSG PO also apply to the Seller’s sub-tier suppliers. The Seller accepts full responsibility to insure sub-tier supplier compliance with all specified SSG and SSG’s customer’s requirements.
  5. Inspection / Nonconformances. All supplies are subject to SSG receiving audit / inspection. Nonconforming material will be held, either at SSG or at the Seller’s facility until an authorization / disposition is obtained in writing from SSG or its customer. All material dispositioned as return to supplier shall be at the Seller’s expense.
  6. Record Retention. The Seller shall retain all associated records / documentation for 10 yrs. Flight Safety Part records / documentation must be retained for 40 yrs.
  7. Right of Entry. All work performed shall be subject to inspection, surveillance and / or test by SSG, its customer representatives and / or Governmental and Regulatory Agencies at all reasonable times, including the period of performance, at the Seller’s facility or any other entity engaged in the performance of work to fulfill the PO.
  8. Notification of Changes. The Seller shall notify SSG of any changes in the certification / registration / accreditation or major audit findings within (2) business days of receiving notification of the change / finding. Examples of changes in registration include new certification, suspension or expiration. The Seller shall notify SSG of changes that may affect quality within (7) days. Examples of changes include ownership, company name change, Management, manufacturing location, process, product and inspection techniques.
  9. Communicating Language. The Seller shall have the capability to communicate in English. All documentation shall be in English. In cases where the Seller maintains copies in their native language as well as in English and there is a conflict, the English document shall take precedence.
  10. Competence. The Seller shall determine the necessary competence / qualifications of person(s) doing work under its control that affects the performance and effectiveness of the QMS. Competency shall be based on appropriate education, training or experience.
  11. Performance Monitoring. SSG monitors the Seller’s delivery and quality of products received. SSG may issue a Supplier Corrective Action Request (SCAR) as deemed necessary. The supplier is required to address the root cause(s) and implement corrective action(s) when SCAR’s are issued. To prevent further action, the Seller shall provide an acceptable RCCA by the date requested.

2) First Article Review / Approval.

The Seller shall submit one part for first article approval. This shall include a complete inspection on one tagged / identified part in the first shipment or, if directed by the buyer, prior to production. A report shall accompany the tagged / identified part listing all drawing requirements including notes and the actual results. The first article part must be a true representative sample and have been produced by the normal manufacturing practices to be used on production parts.

3) In-Process Controls.

The Seller shall have a system for controlling the hardware throughout the manufacturing process. This may be accomplished using a manufacturing outline, part traveler, shop routing or other suitable method which details the planned step by step operation sequence, inspection points and provisions for controlling the drawing / specification revision status during the manufacturing process.

4) Material Certification.

The Seller is required to furnish material mill certification, i.e. physical and chemical test reports as applicable in accordance with the specifications specified.

5) Test Specimens.

The Seller is required to provide test specimens for design approval or inspection / verification purposes.

6) SSG Supplied Material.

On orders where SSG provides materials, traceability must be maintained at all times. No substitution of material composition, size or specification will be allowed unless written authorization is received from SSG.

7) Calibration.

The Seller shall implement and maintain a system for control and use of inspection and / or processing equipment in accordance with MIL-STD-45662. All inspection and / or processing equipment shall be calibrated against certified standards which have known valid relationships traceable to National Standards.

8) Nonconforming Material.

The Seller shall implement and maintain a system for control of nonconforming material, a system for assuring prompt action to correct the cause of nonconforming material and a system for withholding and segregating nonconforming material from normal production pending disposition.

9) Final Inspection, Test / Verification.

Prior to shipment to SSG, the Seller will perform a final inspection as required to substantiate the purchase order requirements. Documented in process inspection may be used as substantiation for reduced final inspection.

10) Certification of Conformance.

Each shipment must be accompanied with a signed and dated Certificate of Conformance attesting that supplies or services provided were performed in accordance with all specified purchase order requirements.

11) Government / Source Inspection.

The Government, Regulatory Agencies, SSG Customers and / or SSG reserve the right to inspect, at the seller’s plant, any and all materials specified on this purchase order.

12) Protection of Materials in Transit.

All material delivered on this order must be packed in a manner to prevent any damage in shipment and storage. All packages are to be properly identified.

13) Inspection Gaging.

The Seller is held responsible for the protection and care, other than normal wear, of all inspection gaging that may be loaned by SSG. Loaned gaging, or replacement gaging of equal quality shall be returned in acceptable condition upon completion of this order or upon demand or notice. Unless otherwise specified, said gaging is subject to recall for SSG calibration.

14) Tooling.

Tooling furnished by SSG shall be used for production of supplies on this PO. Unauthorized alteration of said tooling is prohibited. Tooling damage while in Seller’s possession will be debited to the Seller’s account. Tooling shall be returned in an acceptable condition upon demand or notice.

15) Special Process Procedure Approval.

The Seller is required to submit a written procedure, manufacturing outline, part traveler or shop routing detailing the planned step by step operation sequence, inspection points and provisions intended for processing for approval. No operation shall be processed until authorization / approval is secured, in writing, from SSG.

16) Controlled-Significant Processes.

The process, procedure and / or operation specified on this order is / are under vendor substantiation requirements and must be performed in accordance with a previously approved procedure. No changes to this approved procedure are permitted without the expressed written consent of SSG.

17) Special Handling Requirements.

The supplies and / or products specified on this order are precision hardware with stringent dimensional and cosmetic requirements. Extreme care and handling shall be exercised to prevent any damage. All damage or suspect damage shall be reported immediately to SSG.

18) Calibration Services.

Contractors performing calibration services for SSG shall use equipment which has been calibrated and maintained using standards which are traceable to the National Institute of Standards and Technology (NIST).
Calibration certifications for equipment will contain the following information as a minimum:

  1. Supplier name.
  2. Suppliers Certification number.
  3. Equipment description.
  4. Equipment ID (model no., serial no.).
  5. Date calibration performed.
  6. Due date of next calibration.
  7. Description of standard(s) and method(s) used for calibration.
  8. NIST test number of standard(s).
  9. Date of standard(s) calibration.
  10. Due date of standard(s) next calibration.
  11. Identification of personnel performing calibration services.
  12. Measured values.
  13. Calibration Procedure used.
  14. Applicable environment conditions.

Measuring, test and processing equipment shall be packed adequately to prevent damage in shipment or storage. All standards or reference standards which are found to be out of manufacturer’s specified tolerances shall be immediately reported to the SSG Quality Team.

19) Drawing Control.

The drawing(s) provided are to be considered as customer property and must be returned upon completion of this order.

20) RoHS.

The Restriction of Hazardous Substances Directive 2002/95/EC (RoHS) was adopted in February 2003 by the European Union. All Suppliers shall know and understand the contents of its products, including the products of its Suppliers. Upon SSG’s request, Suppliers shall provide a complete listing of the product’s physical contents. If necessary, SSG will require documentation from the Supplier certifying their product to be RoHS compliant.

21) REACH.

The European Regulation (EC) No. 1907/2006 concerning the Registration, Evaluation, Authorization and Restriction of Chemicals (REACH) entered into force in June 2007. Suppliers shall comply with all applicable REACH requirements that affect the products they supply to SSG. SSG expects Suppliers will have a dialogue with their own supply chain and with SSG regarding all applicable aspects of REACH.

22) Conflict Minerals (Dodd Frank Act S1502).

By accepting a purchase order, the Supplier must certify that they comply with the Dodd-Frank Act Section 1502 reporting requirements, regardless of the country or countries in which they are doing business. If any tin, tungsten, tantalum or gold are used in products provided to SSG, this must be disclosed to the SSG buyer. For the minerals identified, we expect the Supplier to perform a reasonable country of origin inquiry and proper due diligence to determine the conflict status of the smelter and/or mine. This information will be provided to SSG using the standard EICC/GeSI

Conflict Minerals Reporting Template. The template and training materials are also available at:

Additionally, Suppliers may be requested to provide evidence that a proactive policy – adhering to Dodd Frank Act S1502 – is in place.

Form FQ205 Rev. 0 08/15/19