Vendor Terms and Conditions

1. Product Quality and Supporting Documentation
The vendor shall provide products and services that conform to all applicable ASC Purchase Order requirements, customer requirements, specifications, drawings, standards, technical data, quality requirements, and regulatory requirements.

All products supplied to ASC must be authentic, conforming, properly identified, and supported by applicable documentation. Required documentation may include, but is not limited to, Certificate of Conformance, manufacturer certification, authorized distributor certification, test reports, traceability documentation, packing slips, airworthiness documentation, inspection records, or other documentation required by the Purchase Order.

A Certificate of Conformance or equivalent certification document must accompany each shipment when required by the Purchase Order or applicable product requirements. Failure to provide required documentation may result in rejection, return, quarantine, impoundment, cancellation of the Purchase Order, or testing/verification at the vendor’s expense.

2. Aviation Material / ASA-100 Supplier Flow-Down Requirements
Where the Purchase Order involves aviation material, aircraft parts, components, standard parts, fasteners, raw material, surplus material, shelf-life-limited material, life-limited material, or any item otherwise identified by ASC as aviation-related or ASA applicable, the vendor shall comply with the following additional requirements:

1. The vendor shall provide complete and accurate traceability documentation with the shipment, including applicable Certificate of Conformance, manufacturer certification, prior source documentation, FAA/EASA/authorized release documentation, test reports, packing slips, or other documents required by ASC or the customer.

2. Parts known to have been subjected to extreme stress, heat, accident, fire, saltwater immersion, major engine failure, environmental exposure, or similar conditions shall be clearly identified to ASC by the vendor prior to shipment. Such conditions must be disclosed in writing so ASC can determine whether disclosure to the customer is required in the quote, order, or shipment documentation.

3. If Airworthiness Directives are represented as accomplished, the vendor shall provide documentation identifying the applicable AD number, amendment if applicable, method of compliance, and date/signature or other objective evidence of compliance.

4. Items represented as overhauled, rebuilt, repaired, inspected, tested, modified, or otherwise processed shall be accompanied by appropriate signed and dated documentation substantiating the represented condition.

5. Procurement of raw material, standard parts, fasteners, shelf-life-limited parts, life-limited parts, or material requiring special storage shall include all required technical, certification, traceability, shelf-life, life-limit, storage, and handling documentation before purchase acceptance.

6. The vendor shall not provide substitute parts, alternate part numbers, alternate conditions, alternate certifications, partial shipments, or changed sources without prior written approval from ASC.

7. The vendor shall notify ASC of any nonconforming product, suspected unapproved part, counterfeit part, documentation discrepancy, missing traceability, or change in product condition before shipment or immediately upon discovery.

8. ASC reserves the right to reject, return, quarantine, or impound material when the product, documentation, traceability, condition, or certification does not meet ASC Purchase Order requirements, customer requirements, or applicable aviation quality requirements.

9. The vendor shall flow down all applicable ASC Purchase Order requirements, customer requirements, documentation requirements, counterfeit prevention requirements, and aviation supplier requirements to any approved sub-tier supplier.

3. Counterfeit Parts, Suspected Unapproved Parts, and Unapproved Parts
The vendor shall make all reasonable efforts to prevent the sale, transfer, or delivery of counterfeit parts, suspected unapproved parts, unapproved parts, or parts of questionable pedigree.

The vendor shall maintain appropriate controls for counterfeit parts avoidance, detection, mitigation, and disposition. The vendor shall ensure that products supplied to ASC are traceable to an acceptable source and are not counterfeit, suspect, unapproved, misrepresented, or falsely certified.

If goods are found to be suspect, unapproved, counterfeit, or otherwise of questionable pedigree after ASC’s testing, inspection, or verification process, ASC reserves the right to reject, return, quarantine, impound, or cancel the order without payment to the vendor, at the discretion of ASC management.

The vendor shall notify ASC immediately upon discovery of any actual or suspected counterfeit, unapproved, or nonconforming product that may have been supplied to ASC.

4. Packaging
All goods shall be packaged in a manner that prevents damage during normal handling, storage, and shipment.

Unless otherwise approved by ASC in writing, goods represented as new shall be supplied in original manufacturer packaging where available.

Aviation material shall be packaged in accordance with customer requirements, applicable Purchase Order requirements, ATA Spec 300 or equivalent packaging requirements when applicable, and in a manner that precludes damage from rough handling of the container.

The vendor shall ensure that all packaging, labeling, part identification, lot identification, serial number identification, and documentation remain legible, accurate, and protected during shipment.

5. Insurance
Do not insure or declare a value for carriage insurance unless specifically instructed by ASC in writing. ASC carries its own transit/cargo insurance, policy available upon request. Failure to comply with this requirement will deem any resulting insurance charges to be the responsibility of the shipper/vendor.

6. Substitutions, Partial Shipments, and Changes
No substitutions, alternate parts, alternate manufacturers, alternate conditions, alternate certifications, partial shipments, or changes to the approved source shall be accepted without prior written approval from ASC.

The vendor shall notify ASC in advance of any change to processes, products, services, external providers, manufacturing location, source of supply, product condition, documentation, or certification that may affect conformity to ASC requirements.

7. Nonconforming Product and Supplier Notification
The vendor shall notify ASC of nonconforming processes, products, or services and obtain ASC approval for their disposition before shipment or further processing.
The vendor shall notify ASC immediately when a nonconformance is discovered after shipment. Notification shall include affected part numbers, quantities, serial numbers, lot numbers, Purchase Order numbers, shipment details, description of the nonconformance, potential impact, containment action, and proposed disposition.

ASC reserves the right to reject, return, cancel, quarantine, or impound nonconforming material and to recover costs associated with supplier-caused nonconformances.

8. Vendor Performance Monitoring
ASC will monitor vendor performance and may periodically assess vendor quality, delivery, documentation accuracy, responsiveness, traceability, and conformance to Purchase Order requirements.

ASC may take appropriate action based on vendor performance, including corrective action requests, increased inspection, restricted approval status, suspension, removal from the approved supplier list, or placement on ASC’s non-authorized supplier list.

9. Right of Access
ASC, ASC’s customers, regulatory authorities, and applicable accreditation bodies reserve the right to perform verification, validation, inspection, or audit activities at the vendor’s premises and at applicable sub-tier supplier locations.

The vendor shall provide access to applicable facilities, personnel, records, documentation, and products as necessary to verify conformity to Purchase Order, customer, regulatory, and quality system requirements.

10. Employee Awareness, Ethics, and Competence
The vendor shall ensure that employees and representatives are competent and adequately trained to fulfill their responsibilities.

The vendor shall ensure that personnel are aware of their contribution to product or service conformity, product safety, ethical behavior, and prevention of counterfeit, suspect, and unapproved parts.

The vendor shall conduct business with integrity and maintain the highest standards of ethical behavior.

11. Confidentiality
The vendor shall hold all information received from ASC in confidence. No third-party request for information, documentation, drawings, specifications, customer information, pricing, source information, or transaction details shall be authorized unless approved in writing by ASC.

12. Subcontracting and Sub-Tier Suppliers
Subcontracting to sub-tier vendors or subcontractors requires prior approval from ASC when required by the Purchase Order, customer requirement, or applicable quality requirement.

All applicable ASC Purchase Order requirements, customer requirements, quality requirements, documentation requirements, counterfeit prevention requirements, traceability requirements, and aviation supplier requirements shall be flowed down by the vendor to approved sub-tier suppliers and subcontractors.

The vendor remains responsible for the conformity of all products and services supplied to ASC, including work performed by sub-tier suppliers.

13. Quality Control and Management Requirements
ASC requires that its vendors, as applicable:
1. Implement and maintain an appropriate quality management system.
2. Use customer-designated or approved external providers, including process sources such as special process providers, when required.
3. Notify ASC of nonconforming processes, products, or services and obtain approval for their disposition.
4. Prevent the use, sale, or shipment of suspected unapproved parts and counterfeit parts.
5. Notify ASC of changes to processes, products, services, external providers, or location of manufacture.
6. Flow down applicable ASC requirements, customer requirements, regulatory requirements, and quality requirements to external providers.
7. Retain documented information for required retention periods and ensure proper disposition of records.
8. Maintain standards and processes for counterfeit parts avoidance, detection, mitigation, and disposition.
9. Review supply chain risk considerations to reduce the risk of counterfeit, suspect, unapproved, or nonconforming parts entering the supply chain.
10. Provide objective evidence of conformity when requested by ASC.

14. Records and Document Retention
The vendor shall retain quality records, traceability records, certifications, test reports, inspection records, and other documented information required by ASC, the customer, or applicable regulatory requirements.

Records shall be made available to ASC upon request. Records shall be legible, identifiable, retrievable, protected from damage or loss, and retained for the period required by the Purchase Order, customer requirement, applicable regulation, or the vendor’s quality management system.

15. Order of Precedence
In the event of conflict between requirements, the order of precedence shall be:
1. Applicable law or regulation;
2. ASC customer-specific requirements;
3. ASC Purchase Order requirements;
4. Drawings, specifications, standards, or technical requirements identified on the Purchase Order;
5. These Vendor Terms and Conditions;
6. Other applicable ASC quality requirements.

The vendor shall contact ASC for clarification before shipment if any requirement is unclear or conflicting.

16. ASC Rights and Remedies
ASC reserves the right to reject, return, cancel, quarantine, impound, or require corrective action for any product or service that does not meet ASC Purchase Order requirements, customer requirements, documentation requirements, traceability requirements, quality requirements, or applicable regulatory requirements.

ASC reserves the right to recover costs associated with supplier-caused nonconformances, documentation discrepancies, late deliveries, rejected material, customer returns, testing, inspection, rework, replacement, or other corrective actions required due to vendor failure to meet requirements.