8 Exhibit A CDRL Draft IV1.pdf

AFLCMC/HNI Connect Portfolio Base Infrastructure Modernization (BIM)

Indefinite Delivery Indefinite Quantity (IDIQ)

Exhibit A General Instructions Contract Data Requirements List (CDRL)

Prepared By:

AFLCMC/HNIB

15 Eglin Street, Building 1607 Hanscom AFB, MA 01731-1700

DD MMMM 202Y

DISTRIBUTION STATEMENT D: Distribution authorized to DOD and US DOD contractors only; Administrative or Operational Use; DD MMMM 202Y. Other requests for this document shall be referred to AFLCMC/HNI (DOD Controlling Office) 15 Eglin Street, Building 1607, Hanscom AFB, MA 01731-1700.

HANDLING AND DESTRUCTION NOTICE: Comply with distribution statement and destroy by any method that will prevent disclosure of contents or reconstruction of the document.

DRAFT

Table of Contents

1 GENERAL INSTRUCTIONS

1.1 CORRESPONDENCE

1.2 LETTER OF TRANSMITTAL

1.3 RESTRICTIONS

1.4 RESCINDING DELIVERIES

1.5 LATE DELIVERIES FROM VENDOR

1.6 FORMAT

1.7 FILENAME REQUIREMENTS

1.8 DUPLICATIONS

1.9 ORDER OF PRECEDENCE

1.10 RESPONSE TIMEFRAMES

2 TRANSMITTALS

2.1 PRIMARY METHOD OF TRANSMITTAL

2.2 ALTERNATE METHOD OF TRANSMITTAL

2.3 CLASSIFIED DELIVERIES

3 DD FORM 1423 BLOCK INFORMATION

3.1 BLOCKS A-J

3.2 BLOCKS 1-18

4 ATTACHMENT 1 - LETTER OF TRANSMITTAL TEMPLATE

5 ATTACHMENT 2 - CONTRACT DATA REQUIREMENTS LIST TABLE OF CONTENTS

6 ATTACHMENT 3 – DD FORMS 1423

1 General Instructions The Contract Data Requirements List (CDRL) contains a complete list of data deliverables for related Contract Line Item Numbers (CLINs). The general instructions provided herein are in accordance with DoD 5010.12-M, Procedures for the Acquisition and Management of Technical Data, dated May 1993.

In compliance with the Reduction of Paper Act, electronic delivery of data is required whenever possible.

Unless otherwise stated in Block 16 of DD Form 1423, all dates are business days. Business days are defined as Federal Government workdays and do not include weekends (Saturdays/Sundays) or United States Federal Holidays (www.opm.gov). The date that the full delivery (Letter of Transmittal and all portions of the data delivery) is received will be identified and recorded as the received date.

Below are the positions, names and email addresses for the points of contact identified within this document at this time. If the situation arises where a contact listed is no longer available, his/her replacement will be identified by the Program Manager (PM).

TITLE NAME CONTACT

Procurement Contracting Officer (PCO)

Contract Specialist/Buyer

Program Manager (PM)

Deputy Program Manager

Data Manager (DM) AFLCMC/HNI DM Common Mailbox N/A Aflcmc.HNI.Data.Manager@us.af.mil

Table 1: Government Points of Contact

1.1 Correspondence

All correspondence shall be identified in a Letter of Transmittal sent to the PCO and cc’d to both the Contract Specialist/Buyer and the AFLCMC/HNI DM Common Mailbox (reference paragraph 1.2 and ATTACHMENT 1 - Letter of Transmittal Template) with the following:

a. Vendor’s name and company

b. Vendor’s Letter of Transmittal number (sequential numbering)

c. BPA number and order number

d. CDRL Number, CDRL Name/title of deliverable, and deliverable filename

e. Indication of first submittal, draft or final submission

f. Revision identification (R1, R2, etc.) and disapproving PCO letter number if applicable

g. Submission date

h. Distribution list

i. Attachment of adjudicated Government comments if applicable

1.2 Letter of Transmittal

A template for the Letter of Transmittal is provided as ATTACHMENT 1 - Letter of Transmittal Template. The Letters of Transmittal shall be uniquely, incrementally and consistently numbered, with the numbering convention to be created and provided by the Data Manager. The PCO and Contract Specialist/Buyer do NOT receive the entire delivery, ONLY the Letter of Transmittal.

http://www.opm.gov/ mailto:Aflcmc.HNI.Data.Manager@us.af.mil

1.3 Restrictions

a. Deliverables shall not contain any proprietary markings.

b. One (1) CDRLs per transmittal letter. Multiple submissions of the same CDRL is allowable; not to exceed five (5) per transmittal letter.

1.4 Rescinding Deliveries

If necessary, rescinds shall be accomplished formally within two (2) business days of original delivery.

The request shall be in the form of a Letter of Transmittal sent via email from the Vendor’s Contracting Officer to the Government PCO and cc’d to the Contract Specialist/Buyer and the AFLCMC/HNI DM Common Mailbox. Rescind requests shall not be made informally. If not completed within this timeframe, the delivery will be processed according to the contract requirements.

1.5 Late Deliveries from Vendor

If the vendor cannot meet the required CDRL due date, an extension request Letter of Transmittal shall be sent from the Vendor’s Contracting Office to the Government PCO and cc’d to the Contract Specialist/Buyer and AFLCMC/HNI DM Common Mailbox. The extension request Letter of Transmittal shall be received prior to the late due date.

1.6 Format

All documents shall be delivered with no digital rights management (free from password protection unless otherwise specified in Block 16 of the DD Form 1423) and shall be compatible with Microsoft Office TM 2016. All electronic format submittals shall be word-searchable and editable (not scanned), with the exception of signed documents. All technical data shall be submitted digitally and documents shall be delivered virus-free. To protect the Air Force networks, malicious file types are blocked by the email infrastructure. In the case of blocked files, an alternate file format may be requested. If the substitute format fails, utilize one of the alternate methods of delivery (reference paragraphs 2.2 and 2.3).

1.7 Filename Requirements

All electronic files shall comply with the following naming convention: Contract #, Order #, CDRL # (e.g. A001), abbreviated Title (e.g., SEMP), and Technical Area (see examples below). Examples of technical areas are: HW (Hardware), SW (Software), FM (Financial), TE (Test), SE (Systems Engineering) and date (YYYYMMDD - e.g., 20070213). Filename limitations are imposed for data deliveries. Ensure the delivery will be accepted by following the nomenclature criteria for all files:

• No special characters except underscore (_) or dash (-)

• 35 character limitation

• No spaces

• Utilize R1, R2, etc. to indicate resubmittals (when applicable)

• Filenames shall be representative of file contents, using the following naming conventions:

o Letters of Transmittal: Name LoT#-CDRL #-CDRL Name Date o CDRL Deliverable: Name Order Name CDRL# CDRL Name Date

1.8 Duplications

The vendor shall take care to avoid duplicating data previously procured by the Government, except to provide required copies to additional recipients under the contract. Recommendations are encouraged for deletions, additions, substitutions, consolidations, and use of existing vendor or subcontractor formats of data when such actions will aid the procuring agency in obtaining minimum essential data in a timely and cost effective manner.

1.9 Order of Precedence

The following order of precedence (highest priority identified first) applies to data requirements when there is a discrepancy between the three sources:

a. Performance Work Statement (PWS)

b. CDRLs

c. Data Item Description (DID)

1.10 Response Timeframes

Response times are commitments made in accordance with contract orders.

a. Required Government Review/Response - Unless otherwise specified in Block 16 of the DD Form 1423 or the PWS, if response is to be provided, the Government will respond no later than twenty (20) business days after receipt of the delivery. Status inquires for late responses shall be delivered formally via Letter of Transmittal.

b. Vendor Resubmittal - Resubmittals in response to Government disapprovals shall be made by the vendor no later than ten (10) business days after receipt of Government comments unless otherwise specified in the disapproval letter or contract order documentation (i.e. PWS, DD 1423 Blk 16).

c. Review/Resubmittal Cycles - The review/resubmit cycle shall continue as stated above until the delivery is approved.

d. Non Required Government Review/Response – In cases where Government response is not required, the Government retains the right to review and provide comments as necessary. Such a response may require resubmittal by the vendor as directed by the Government.

2 TRANSMITTALS

2.1 Primary Method of Transmittal

In all cases, a softcopy of the Letter of Transmittal ONLY (reference paragraph 1.2) shall be delivered via email to the PCO and Contract Specialist/Buyer. For every submission, the Letter of Transmittal shall be electronically submitted via EMAIL to the Data Manager (AFLCMC/HNI DM Common Mailbox) along with the actual CDRL deliverable in a single email.

Exceptions:

• The Alternate Method of Delivery is necessary (reference paragraph 2.2.)

• As directed by the Government in Block 16 of the DD Form 1423 or the PWS

• The delivery is over 8 MB in total size

• The delivery contains classified materials (reference paragraph 2.3)

2.2 Alternate Method of Transmittal

All files larger than 8 MB shall be delivered via the DoD SAFE site (https://safe.apps.mil/). DoD SAFE is also the alternate option for files requiring encryption. Encrypted files shall not be submitted directly to the AFLCMC/HNI DM Common Mailbox. Please review files carefully to ensure they meet the criteria for CUI/encryption requirements. True CUI requires proper identification and portion marking.

https://safe.apps.mil/

NOTE: If the DoD SAFE site is not available, direction for submittal will be identified by the Program Manager (PM).

In all cases of Alternate Delivery, a softcopy of the Letter of Transmittal ONLY shall still be delivered via EMAIL to the PCO, cc’d to the Contract Specialist/Buyer and also delivered via EMAIL to the Data Manager (AFLCMC/HNI DM Common Mailbox). The DoD SAFE pick up notice SHALL NOT be considered a substitute for the Transmittal Letter requirement.

When uploading to DoD SAFE, the following shall be included in the “Description of File(s)” field:

a. Contract number and Task Order (TO) number

b. CDRL number and title of deliverable

c. Date

d. Vendor’s Letter of Transmittal number (sequential numbering)

e. List of filenames that have been uploaded to DoD SAFE

When uploading to DoD SAFE, the following shall be included in the “Recipient Information” field:

• AFLCMC/HNI DM Common Mailbox

• Selected members of PMO review teams

2.3 Classified Deliveries

Classified data submissions shall have the classified data integrated into the body of the document (i.e., classified annexes or attachments are not acceptable). Classified data, COMSEC or CCI data shall be handled and delivered and packaged in accordance with the current versions of the DoD 5220.22, National Industrial Security Program – Operating Manual and NSA 90-1, NSA Industrial COMSEC Manual.

2.3.1 Delivery Option 1: Delivery via SIPRNet email

Use only the SIPRNet email address provided in Block 16 of the DD Form 1423. If no SIPRNet email address is provided, contact the assigned PM.

2.3.2 Delivery Option 2: Classified Delivery via CD/DVD

CDs and DVDs shall be marked appropriately with the following information:

a. Contract number and TO number

b. Creation Date

c. CDRL number and title of deliverable

d. STINFO statement, including destruction notice (reference paragraph 3.2, block 9)

e. Classification level (Top Secret, Secret, Confidential)

f. Statutory markings (Controlled Unclassified Information)

g. Vendor’s Letter of Transmittal number (sequential numbering)

2.3.2.1 Inside Wrap (highest classification/dissemination control on top and bottom of both sides of envelope):

AFLCMC/HNIB

Attn: (DM name)

15 Eglin Street, Bldg. 1607 Hanscom AFB MA 01731-2100

2.3.2.2 Outside Wrap (NO classification markings):

AFLCMC/HNIB

Attn: AFLCMC/HNIB Security Manager 15 Eglin Street, Bldg. 1607 Hanscom AFB MA 01731-2100

When sending CDs/DVDs, a hard copy of the Letter of Transmittal shall be included. In all cases, a softcopy of the Letter of Transmittal ONLY shall be delivered via NIPRNet unclassified email to the PCO and cc’d to the Contract Specialist/Buyer and the Data Manager (AFLCMC/HNI DM Common Mailbox) to serve as notice of delivery. The Letter of Transmittal shall include the FedEx tracking number. The vendor shall deliver two (2) copies of the CDs/DVDs unless otherwise specified in the DD Form 1423 or the PWS.

3 DD FORM 1423 BLOCK INFORMATION

3.1 Blocks A-J

Block A - Contract Line Item Number Block B - Exhibit Block C - Category Block D - System/Item Block E – TO Number Block F - Vendor Block G - Prepared By Block H – Prepared Date Block I - Approved by Block J – Approval Date

3.2 Blocks 1-18

Block 1 – Data Item Number Block 2 - Title of Data Item Block 3 - Subtitle Block 4 - Authority (Data Acquisition Document Number) Block 5 – PWS Reference Block 6 - Requiring Office Block 7 - DD 250 Requirement

a. Final Air Force Technical Orders (AFTOs): Engineering Drawings delivered to an Air Logistics Engineering Data Service Center, if applicable.

b. Data to be used by Air Force personnel for operation, installation, or maintenance, even though equipment and/or software will not be transferred to AFLCMC (AFR 800-4).

Acceptance

In sp ec tio n

S (at source)

D (at destination)

S (at source)

SS

(Inspection at source, acceptance at source)

SD

(Inspection at source, acceptance at destination)

D (at destination)

DS

(Inspection at destination, acceptance at source)

DD

(Inspection at destination, acceptance at destination)

LT

(Letter of Transmittal Required)

NO

(No inspection or acceptance required; not authorized for TDPs or TMs)

XX

(Inspection & acceptance specified elsewhere in the contract)

Table 2: Inspection & Acceptance

Block 8 - Approval Code - Written approval is identified by an “A” in this field; if approval of the data item is not required, field will show “N/A”

Block 9 - Distribution Statement Required

Distro Definition

A Approved for public release; distribution unlimited

B Distribution authorized to US Government agencies only

C Distribution authorized to US Government agencies and their contractors

D Distribution for Department of Defense (DoD) and US DoD contractors only

E Distribution authorized to DoD components only

F Further dissemination only as directed by the Controlling or Originating DoD office

Table 3: Distribution Statements

Block 10 – Frequency

Code Frequency

ANNLY Annually

ASGEN As generated (requires further explanation in block 16)

ASREQ As required (requires further explanation in block 16)

BI-MO Every 2 months

BI-WE Every 2 weeks

DAILY Daily

DFDEL Deferred delivery

MTHLY Monthly

ONE/P One Preliminary

ONE/R One time with revisions

QRTLY Quarterly

R/ASR Revision as required (requires further explanation in block 16)

SEMIA Every 6 months

WEKLY Weekly

XTIME Number of times to be submitted (a number must be inserted in place of the "X”)

Table 4: Frequency of Delivery

Block 11 - As of Date

Block 12 - Date of First Submission

Code Frequency

ASGEN As generated (provide specific instructions for these requirements in block 16)

ASREQ As required (provide specific instructions for these requirements in block 16)

XXDAC Days after contract start (a number must be inserted in place of the "X)

DFDEL Deferred delivery (provide specific instructions for these requirements in block 16)

EOC End of contract

EOM End of month

EOQ End of quarter

XDACM Days after contract modification (a number must be inserted in place of the "X”)

XDARP Days after reporting period (a number must be inserted in place of the "X”)

XDARC Days after receipt of comments (a number must be inserted in place of the "X”)

XDATC Days after test completion (a number must be inserted in place of the "X”)

XDPTT Days before to test (a number must be inserted in place of the "X”)

XDADO Days after delivery order (a number must be inserted in place of the "X”)

Table 5: Date of First Submission

Block 13 - Date of Subsequent Submission used when data needs to be submitted more than once.

(Not to be confused with “Resubmit” when there are issues with a previous submission) Block 14 - Distribution - Includes the addressees and corresponding number of draft copies and final copies to be provided to each addressee

Block 15 - The total number of draft/final copies to be delivered

Block 16 - Additional or clarifying remarks such as DID tailoring, distribution requirements and addresses, and additional submission instructions

Block 17 - Price Group - Not typically used but, shall be provided by the bidder/offeror if required by the Government

Block 18 - Estimated Total Price - Not typically used but, shall be provided by the bidder/offeror if required by the Government

4 ATTACHMENT 1 - Letter of Transmittal Template

COMPANY LETTERHEAD

Date of Letter Letter of Transmittal Number Program Name or Acronym-00x

TRANSMITTED BY ELECTRONIC MAIL

C3I Infrastructure Division Contracting Office (HNIK) Attn: Name of Procurement Contracting Officer 3 Eglin St, Bldg. 1612 Hanscom AFB, MA 01731-2110

Subject: Transmittal of CDRL Number CDRL Name (include document filename)

Reference: 1. Contract Number FA8726-23-X-XXXX, Task Order Number FA8726-XX-X-XXXX

Dear PCO Name:

(Vendor Name) is pleased to provide the subject document(s) (document filename) in accordance with the requirements of the referenced contract.

The subject CDRL has been submitted via Electronic Mail Message. (or approved alternate delivery method, i.e. DoD SAFE)

Technical inquiries regarding this submittal should be directed to name of Vendor’s PM and matters of contractual nature to name of Vendor’s PCO at telephone and/or e-mail address.

Sincerely, Vendor Signature Block

Attachment(s):

1. CDRL Number CDRL Name (include document filename)

(Additional items as needed) cc:

Contract Specialist/Buyer’s Name (PCO and Contract Specialist receive Letter of Transmittal Only) Program Management Office AFLCMC/HNI Data Manager Mailbox (aflcmc.hni.data.manager@us.af.mil) mailto:aflcmc.hni.data.manager@us.af.mil

5 ATTACHMENT 2 - Contract Data Requirements List Table of Content CDRL # Title DID

(Latest Revision Applies)

Functional Group

A001 Conference Agenda DI-ADMN-81249B/T Management

A002 Conference Minutes DI-ADMN-81250B/T Management

A003 Presentation Material DI-ADMN-81373/T Management

A004 System/Subsystem Design Description DI-IPSC-81432A/T Engineering

6 ATTACHMENT 3 – DD Forms 1423