Purchase Orders - Terms and Conditions

SUPPLIER QUALITY REQUIREMENTS.

1. Right of Access.

When requested, the Supplier must agree to the right of entry and access for Fuel Safe Systems personnel, its customers or regulatory agencies into its facilities and access to all relevant records, at any level of the supply chain, involved under the performance of the Purchase Order or contract.

2. General Quality Requirements.

The Supplier is required to have a documented quality management system that ensures Fuel Safe Systems’ requirements are met.

This includes:

• Controls to prevent the use of counterfeit parts.
• The use of only customer-designated or approved suppliers for outsourced processes or materials when required by Purchase Order.
• Evidence of training of personnel to be aware of their contribution to product conformance and product safety and the importance of ethical behavior.

3. Flow Down of Requirements

The Supplier is fully responsible for controlling quality of their suppliers of subcontracted materials and processes including the responsibility to flow down Fuel Safe Systems or Fuel Safe Systems’ customers’ Quality Requirements. 

4. First Article Inspections (FAI)

When required by Purchase Order, the Supplier must perform a First Article Inspection per AS9102 prior to release of the first production product to verify that all dimensions, features, and product attributes meet specified requirements.

Documentation of the FAI must be submitted for review and approval by Fuel Safe Systems Quality prior to or included with the first production shipment.

The FAI must be performed from the first production run of a new part or following any subsequent change that invalidates the previous FAI result.

In the case of changes to an existing part, a partial FAI will be acceptable unless stated otherwise on the Purchase Order.

FAIs are also required if there are any significant changes to the production process or manufacturing location.

Once the Supplier has established its process approved with a First Article Inspection Report (FAIR), they must notify Fuel Safe Systems of any changes in the product or process used in the manufacture or processing of the product.

Fuel Safe Systems reserves the right for approval of the product, parts and/or materials used, processes performed, or equipment utilized by the Supplier in fulfilling Fuel Safe Systems’ Purchase Order.

The Supplier will determine and implement a plan for how to control all features identified as significant or critical. 

5. Certificates of Conformance (CoC)

When required by contract or Purchase Order, CoC’s must be provided and contain the following information:

• Supplier’s name and address
• Fuel Safe Systems Purchase Order or contract number
• Statement attesting that goods and services conform to all contract and associated drawing requirements
• Part number(s) and serial numbers as applicable
• Drawing number and revision level to which goods were manufactured
• Signature by Supplier’s responsible representative & date
• Record Retention

The Supplier must maintain records providing evidence of the conformity of products produced under Fuel Safe Systems’ Purchase Order for a minimum of three (3) years from the date of manufacturing unless otherwise specified on the Purchase Order.

These records must be made available to Fuel Safe Systems, its customers, or regulatory agencies upon request. 

6. Packaging and Contamination

Components, materials, and assemblies shipped to Fuel Safe Systems or drop-shipped to other suppliers of Fuel Safe Systems must be:

• Free of oil, grease, dirt, oxidation, metal shavings, sharp edges or burrs or other Foreign Object Debris (FOD).
• Packaged in a manner to prevent any sliding, distortion, bending, or other damage during transit.
• Easily identified by part or assembly number.

• Shipping documents and product labeling should provide for clear identification of contents, including Purchase Order number, part numbers, revisions, and serial numbers

• Documents (packing list, SDS, inspection sheets, etc.) attached to the outside of the container must be attached to allow damage-free removal 

7. Nonconformances

The Supplier must submit a deviation request prior to shipment of any known nonconformance that will not be scrapped or reworked by the Supplier. Nonconforming material must be clearly identified and segregated to prevent unintended use.

Deviation requests are to be emailed to the Supplier’s designated buyer at Fuel Safe Systems.

The Supplier must have written approval for the deviation by Fuel Safe Systems prior to shipment.

The non-conforming product must be clearly identified from any other product in the shipment and the documented deviation approval attached to the shipping paperwork.

In the case of Fuel Safe Systems-supplied items: if there is evidence of damage, non-conformances or paperwork discrepancies, the Supplier must notify Fuel Safe Systems’ Purchasing within 3 working days of discovery. The Fuel Safe Systems Material Review Board will determine what action is required. 

8. Design and Development Control

For any products designed as a result of the Purchase Order, the Supplier shall apply design and development controls that ensure:

• All results to be achieved are defined.
• Reviews are conducted to evaluate the ability of the results of design and development to meet requirements.
• Verification activities are conducted to ensure that the design and development outputs meet the input requirements.
• Validation activities are conducted to ensure that the resulting products and services meet the requirements for the specified application or intended use.
• Any necessary actions are taken on problems determined during the reviews, or verification and validation activities.
• Documented information of these activities is retained.
• Progression to the next design and development stages are planned and authorized.

9. Notification to Fuel Safe Systems

The Supplier shall notify Fuel Safe Systems of changes to its processes and/or services, including changes of their external providers or location of manufacture. The Supplier must obtain approval of Fuel Safe Systems before instituting changes to any products designed by Fuel Safe Systems. 

10. Safety in Fuel Safe Systems’ Products

Fuel Safe Systems is a manufacturer of safety fuel systems for racing, aerospace, defense, industrial, and other high-risk industries. As a result, Fuel Safe expects its suppliers to take caution with all components and inform its employees of the safety-critical mission of Fuel Safe products. If any questions arise in relation to functionality, configuration, or quality of the products being produced in relation to the Purchase Order, Fuel Safe would encourage the Supplier to contact their representative at Fuel Safe Systems to inquire and resolve any issues.