Welcome to the Photonis Defense Supplier Reference Center. Here you will find answers to frequently asked questions, logistics details, shipping and receiving information. Still can’t find what you are looking for? Feel free to contact us with any other questions.
Frequently Asked Questions:
Accounts Payable Questions –
Contact the Photonis Defense Accounts Payable Department
Counterfeit Questions –
What constitutes “counterfeit work”?
The term “Counterfeit Work” describes work that is or contains unlawful or unauthorized reproductions, substitutions or alterations that have been knowingly mismarked, misidentified or otherwise misrepresented to be authentic. Unlawful or unauthorized substitution includes used work represented as new or the false identification of grade, serial number, lot number, date code or performance characteristics.
Does a counterfeit policy apply to me if I provide services only?
In some cases, contracts for services also include the acquisition of parts, such as those needed for repair and maintenance services. All purchase orders issued by Photonis Defense, Inc. contain terms and conditions that provide counterfeit mitigation provisions. Counterfeit avoidance processes that are in compliance with requirements detailed by Photonis Defense should be implemented for the products and services being provided.
Where do counterfeit parts come from?
Many counterfeit parts enter the supply chain through independent distribution. While Photonis Defense requires that acquisitions begin with the Original Component Manufacturer, Original Equipment Manufacturer or an Authorized Distributor, often suppliers will have to venture outside of these circles for parts. If this is the case, independent distributors should always be the last resort and used only with prior written approval by Photonis Defense, Inc.
What resources are available, so I can become better educated on counterfeit issues?
Should you be interested in learning more about issues relating to counterfeit products please visit the U.S. Small Business Administration Counterfeit Parts – Prevention and Guidance presentation. This presentation covers the growing problem of counterfeit parts in federal procurement and specifically addresses ways businesses can prevent the acquisition of counterfeit parts in government contracting.
How does legislation/regulations apply to counterfeit work?
The following clauses shall be flowed down to lower tier subcontracts for delivery of items that will be included in or furnished as goods to Photonis as applicable.
DO Rated Orders Certified for National Defense use, supplier is required to follow all the provisions of the Defense Priorities and Allocations System Regulation (15 CFR Part 700). DFARS 252.225-7001 and 252.225-7002. All specialty metals/alloys must be in accordance with DFARS 252.225-7008, 252.225-7009 and 252.225-7014, and DFARS 252.246-7007 Detection and Avoidance of Counterfeit Electronic Parts. This clause shall be flowed down to lower tier subcontracts for delivery of items that will be included in or furbished as goods to Photonis as applicable.
SUPPLIERS SHALL ESTABLISH AND MAINTAIN A COUNTERFEIT PARTS/MATERIAL PREVENTION AND CONTROL PLAN USING AS5553 (REFERENCE ELEMENTS OF SECTION 4) or AS6174 (REFERENCE ELEMENTS OF SECTION 3) OR BOTH TO ENSURE THAT COUNTERFEIT GOODS ARE NOT DELIVERED TO PHOTONIS.
How do we avoid counterfeit parts?
Know the sources of your parts by only using the OCM, ERM or another authorized distributor. Combined with the appropriate testing and inspection processes this is the best way to avoid counterfeit parts.
How do I know if a part is counterfeit?
Sometimes it can be extremely difficult to detect counterfeit products. In certain cases, a certificate of conformance cannot be relied on to confirm that a part is the genuine product. Appropriate tests and inspections are therefore required when procuring parts from high-risk sources.
What does Photonis Defense require suppliers to do to prevent counterfeit parts?
When possible, we ask that you always procure products from the OCM, OEM or their authorized distributors. If an occurrence arises where that is not possible, we ask that you obtain prior approval from a Photonis Defense representative. When requesting approval from Photonis Defense a risk mitigation plan will be needed which details the inspections and tests that will be performed to authenticate the product.
What do I do if I have a suspect or confirmed counterfeit part?
If you identify a suspect or confirmed counterfeit part please immediately notify Photonis Defense with the pertinent facts, including if any counterfeit work has been delivered. All suspect/confirmed counterfeit work should be segregated from production hardware and the work quarantined in a secure location. A representative from Photonis Defense will be in contact to detail steps for further investigation to confirm if the suspect counterfeit work is in fact counterfeit. Counterfeit notices received by Photonis Defense will trigger notices to the customer and potentially other organizations that might be impacted.
Who do I contact at Photonis Defense if I suspect I have a counterfeit part?
If you suspect that you have a counterfeit part, please contact Photonis Defense immediately. All questions or concerns regarding counterfeit parts or materials should be directed to either the Purchasing Manager or Quality Manager.
Logistics, Shipping, and Receiving:
Have a logistics, shipping or receiving question? Contact Photonis Defense with any questions via phone at 717-341-8720 or by email.