Quality Control/Inspection Systems

Quality Control/Inspection Systems are the documented methods and controls a supplier uses to verify that its products, services, materials and processes conform to contractual requirements. In Canadian federal procurement, the term covers the contractor's quality-assurance system, its inspection and testing procedures, sampling, control of non-conforming material, inspection status and the related records.

The term joins two concepts. Quality control is the set of operational controls and inspections used to verify conformity. An inspection system is the defined set of inspection stages, tests, sampling methods, acceptance criteria and records used to decide whether requirements have been met. Buyers use both to confirm that what is delivered matches what was ordered.

Quality control versus quality assurance

ISO separates the two ideas. Quality control verifies that quality requirements are being achieved, while quality assurance establishes processes intended to prevent defects. The ISO quality assurance page sets out that distinction. A supplier's system usually contains both: preventive processes and checks that confirm the output.

ISO 9001 sets out requirements for establishing, implementing, maintaining and continually improving a quality-management system. The standard is published at ISO 9001. Separately, ISO 28594 provides inspection and sampling systems for assessing conformity. When it is cited in a contract, its requirements apply to the supplier and extend to subcontractors or vendors, as described on the ISO 28594 page.

How PSPC and DND apply inspection requirements

The clearest Canadian use is in federal goods and defence procurement run through Public Services and Procurement Canada (PSPC) and the Department of National Defence (DND). CanadaBuys guidance on standards and quality assurance states that clients must specify Government Quality Assurance (GQA) requirements, including quality assurance and quality control, on the requisition or in attached procurement documents. The required GQA level depends on the contract's technical requirements and the offeror's performance history.

Solicitation documents may require the contractor to:

• establish and maintain a quality-assurance system;
• demonstrate conformity to the stated standard;
• submit an inspection plan;
• submit samples, including pre-award samples, first-off units or pre-production samples;
• permit government verification.

The documents can also name the applicable quality standard, the inspection authority and the inspection point, which may be at source or at destination.

Under the PSPC and DND roles and responsibilities, the two departments evaluate the acceptability of suppliers' quality-control and inspection systems, testing and laboratory facilities, and calibration facilities. DND determines the applicable contractor quality-control and inspection requirements and designates the quality-assurance authority and inspection location. During the contract, verification can cover supplied materiel, in-process and final inspections and tests, sampling, non-conforming material, inspection status, and handling, storage and packing.

Accepted supplier quality programs

CanadaBuys identifies ISO 9001:2015, ISO 9001:2015 combined with NATO AQAP-2110, or an equivalent program providing adequate audits and controls as acceptable supplier programs. AQAP-2110 is the NATO quality-assurance requirement used in defence work, so suppliers to DND should expect it to appear in solicitations.

Use in civil aviation oversight

Transport Canada applies similar ideas to civil aviation. Its checklist on control of suppliers addresses predetermined inspection stages, inspection and testing under approved quality procedures, supplier surveillance, and records such as sampling, testing and part identification.

What it means for a supplier bidding on Canadian public contracts

Read the solicitation for the quality standard, the inspection authority and the inspection point before pricing. Confirm that your quality program is ISO 9001:2015, ISO 9001:2015 with AQAP-2110, or a demonstrably equivalent program. Prepare an inspection plan, sample or first-off unit if the documents call for one. Keep inspection status, sampling and non-conforming material records ready for government verification, and flow the same requirements down to subcontractors and vendors where the contract cites them.