Defense Contractor Vendor Assessment Template

Defense contractors face unique third-party risk challenges. Your vendors must protect Controlled Unclassified Information (CUI), maintain ITAR compliance, and meet evolving CMMC requirements. Standard vendor questionnaires miss critical defense-specific controls.

A Defense Contractor Vendor Assessment Template transforms your TPRM program from reactive checkbox compliance to proactive supply chain security. It pre-maps DFARS clauses to specific evidence requirements, standardizes risk scoring for defense-specific threats, and creates audit-ready documentation for DCMA reviews.

Manual assessments using generic templates waste 40+ hours per vendor while missing critical controls. Purpose-built defense templates capture the nuances of CUI handling, export control compliance, and cybersecurity maturity in a format your vendors understand. The result: faster assessments, fewer follow-ups, and confidence in your supply chain security posture.

Core Template Components

1. Cybersecurity Controls (NIST 800-171 Alignment)

Your template must address all 110 security controls from NIST SP 800-171. Structure these into assessment-friendly categories:

Access Control (22 controls)

• Limit system access to authorized users (3.1.1)
• Control CUI flow within systems (3.1.3)
• Employ principle of least privilege (3.1.5)
• Evidence required: Access control policies, user provisioning logs, privilege matrices

Incident Response (9 controls)

• Establish operational incident-handling capability (3.6.1)
• Track and document incidents (3.6.2)
• Evidence required: IR plans, incident logs, forensics procedures

System and Communications Protection (16 controls)

• Monitor and control communications at boundaries (3.13.1)
• Implement cryptographic mechanisms for CUI (3.13.11)
• Evidence required: Network diagrams, encryption certificates, DLP configurations

2. DFARS Compliance Section

Map each DFARS clause to specific vendor obligations:

DFARS Clause	Requirement	Evidence Type
252.204-7012	Safeguarding Covered Defense Information	Security plan, incident reports
252.204-7019	CMMC compliance	CMMC certificate or self-assessment
252.204-7020	NIST 800-171 assessment	DoD Assessment score
252.225-7048	Export control compliance	TCP registration, compliance procedures

3. Personnel Security Verification

Defense work requires enhanced personnel controls:

• Background investigation levels (Secret, Top Secret, Public Trust)
• Insider threat program documentation
• Security awareness training specific to CUI handling
• Termination procedures for cleared personnel

4. Supply Chain Risk Management

Fourth-party risk poses significant threats to defense contractors:

• Subcontractor flow-down requirements
• Country of origin restrictions (DFARS 252.225-7036)
• Counterfeit part prevention (DFARS 252.246-7007)
• Software bill of materials for critical systems

Industry Applications

Aerospace and Defense Manufacturing

Prime contractors use this template to assess:

• Machine shops handling technical data packages
• Software developers creating mission systems
• Logistics providers shipping ITAR-controlled items
• Engineering firms accessing classified networks

Risk tier assignments reflect proximity to CUI:

• Tier 1: Direct CUI access or storage
• Tier 2: Potential CUI exposure through systems integration
• Tier 3: No CUI access but critical to operations

Federal Systems Integrators

Technology companies supporting DoD programs need vendor assessments for:

• Cloud infrastructure providers (must meet FedRAMP Moderate+)
• Managed security service providers
• Professional services firms
• Hardware component suppliers

Healthcare Defense Contractors

TRICARE and DHA vendors face dual compliance requirements:

• HIPAA for protected health information
• DFARS for beneficiary data linked to DoD personnel
• Intersection creates unique assessment needs

Compliance Framework Mapping

Your template should map controls across multiple frameworks:

CMMC Level 2 → NIST 800-171 All 110 NIST controls plus 20 additional CMMC practices:

• Asset management (AM.1.001)
• Risk management (RM.2.142)
• Situational awareness (SA.2.171)

FedRAMP Moderate Baseline 325 controls from NIST 800-53 Rev 4:

• Maps to 80% of CMMC Level 2 requirements
• Requires additional CUI-specific controls
• Annual assessment obligation vs. triennial CMMC

ISO 27001:2022 + ISO 27701 International vendors often maintain ISO certification:

• Annex A controls partially satisfy NIST 800-171
• Gap analysis required for CUI-specific requirements
• Privacy controls under 27701 support DFARS 252.204-7009

Implementation Best Practices

1. Risk-Based Tiering

Classify vendors before sending assessments:

• Critical: CUI access, ITAR items, classified systems
• High: IT infrastructure, security tools, cloud platforms
• Medium: Professional services, facilities management
• Low: COTS products, public information only

2. Evidence Collection Strategy

Structure requests to minimize vendor burden:

• Accept existing certifications (CMMC, ISO, SOC 2)
• Request artifacts once, reference multiple controls
• Provide evidence examples and templates
• Set realistic timelines (30 days for Tier 1, 45 days for critical)

3. Continuous Monitoring

Annual assessments miss emerging risks:

• Quarterly attestations for critical vendors
• Automated certificate expiration tracking
• Incident notification requirements (72 hours)
• Performance metrics tied to contract renewals

Common Implementation Mistakes

Over-Scoping Assessments

Sending 300+ questions to every vendor creates:

• Assessment fatigue and low response rates
• Irrelevant data collection
• Delayed onboarding for critical suppliers

Solution: Tier assessments by risk level. Low-risk vendors need 20-30 questions, not the full template.

Accepting Unsupported Attestations

"Yes" answers without evidence create false assurance:

• Require documentation for critical controls
• Validate technical implementations
• Cross-reference with breach history

Ignoring Compensating Controls

Small vendors can't implement all 110 controls:

• Document accepted risks with business justification
• Implement compensating controls (encryption, access restrictions)
• Monitor closely through continuous assessment

Static Annual Reviews

Defense requirements change rapidly:

• CMMC requirements evolving through 2025
• New DFARS clauses added quarterly
• Threat landscape shifts require control updates

Solution: Quarterly template reviews and version control.

Frequently Asked Questions

How do I assess vendors who refuse to complete the full NIST 800-171 assessment?

Implement a tiered approach. For vendors without CUI access, use a abbreviated 30-question version focused on basic security hygiene. For critical vendors, make the full assessment a contractual requirement with specific SLA terms.

Should international vendors complete ITAR sections if they don't handle defense articles?

Yes, include ITAR awareness questions for all vendors. Even without direct defense article access, they need to understand restrictions on technical data sharing and employee nationality requirements under ITAR § 120.15.

How do I score cloud service providers who have FedRAMP but not CMMC certification?

Create a crosswalk between FedRAMP Moderate and CMMC Level 2. FedRAMP satisfies approximately 80% of CMMC requirements. Focus additional assessment on CUI-specific controls like incident reporting (3.6.2) and media protection (3.8.1-3.8.9).

What evidence should I require for "system and communication protection" controls?

Request network diagrams showing segmentation, encryption certificates with algorithms specified, DLP policy configurations, and boundary protection device logs. For NIST 800-171 control 3.13.11, specifically require FIPS 140-2 validated cryptographic module documentation.

How often should I update the assessment template for regulatory changes?

Review quarterly at minimum. Track DFARS case updates, CMMC rule changes, and NIST 800-171 Rev 3 draft releases. Major updates typically align with fiscal year contracts (October 1), giving you time to notify vendors of new requirements.

Can I use the same template for both prime contractor and subcontractor assessments?

Modify based on flow-down requirements. Subcontractors may have limited CUI exposure requiring fewer controls. Focus on FAR 52.204-21 basic safeguarding versus full DFARS 252.204-7012 compliance. Document which controls are waived and why.