Appendix B Writing Guide.xlsx

XLSX spreadsheet 26 KB Posted Jun 1, 2023

Attached to: INSURV Logistician and Writer Recorder Federal contract opportunity
Solicitation number: N0018923Q0148
Issued by: Department of the Navy Naval Supply Systems Command

About this file

Written by GovTribe AI · Dec 28, 2023

This document contains guidance and examples for standardizing inspection report inputs and products provided to Senior Inspectors for Naval vessels. It outlines formatting guidelines for deficiency comments, including use of specific terminology, structure, and level of detail required based on criticality. Examples are provided for various sections of the Summary Inspection Brief sheet, including ship information, numerical deficiencies by type, demonstrations, subsystems and suggestions. It also includes a list of approved words, acronyms and hyphenated terms for use in reports.

The federal contract opportunity notice is a combined synopsis/solicitation seeking logistician and writer/recorder support services for INSURV inspections. The sole-source requirement will be awarded to Kern Technology Group, an SDVOSB, to provide these services on an as-needed basis for inspections conducted by the Naval Supply Systems Command. Details on specific tasks, delivery dates or pricing are not included.

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Other files for this federal contract opportunity

Other files attached to INSURV Logistician and Writer Recorder, newest first.
File	Type	Posted
Attachment VI Clauses and Provisions 0001.pdf	PDF	Jun 5, 2023
Combined Synopsis and Solicitation 0001.pdf	PDF	Jun 5, 2023
Government Furnished Equipment Estimate.pdf	PDF	Jun 1, 2023
Attachment VI Clauses and Provisions.pdf	PDF	Jun 1, 2023
QUALITY ASSURANCE SURVEILLANCE PLAN AND QASP MATRIX.pdf	PDF	Jun 1, 2023
Appendix D Surface Recorder Checklist.xlsx	XLSX spreadsheet	Jun 1, 2023
Combined Synopsis and Solicitation.pdf	PDF	Jun 1, 2023
Attachment I Performance Work Statement.pdf	PDF	Jun 1, 2023
Wage Determination.pdf	PDF	Jun 1, 2023
Appendix C MI Post Inspection SOP.docx	DOCX document	Jun 1, 2023
Appendix A MI Writer Checklist (1).docx	DOCX document	Jun 1, 2023

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Guidance

Purpose: To provide guidance for standardizing INSURV inspection report inputs and products provided to the Senior Inspector for the final report.

General:

* DO NOT use “Due to” or “Because of” - Just list the deficiency.

* DO NOT use “THE” at the beginning of comment.

* DO NOT use “Such as” or "Etc." - List or summarize.

* FOLLOW THESE GUIDELINES:

- The more critical the deficiency the more detailed the comment. Criticality = More detail. See examples below.

- All comments are assumed to be made because something is degraded. Do not use DEGRADED in comments, just state the deficiency. See examples below.

- Use INOP/OOC to characterize system/equipment. Parenthetical amplification is encouraged where/when required. See examples below.

- Death by 1000 minor hits? Just listing the system/equipment is acceptable. See examples below.

Format Notes:

1) No leading tack required and separate deficiency comments with a semi-colon ";" (see EXAMPLES provided). There is only one space between a semi-colon and the next deficiency. End subsystem deficiency comments with a period ".". Be consistent throughout.

2) Use past tense (was, had, etc.) not present tense (is, has, etc.).

3) Use accepted one word, two word, hyphenated words and acronyms IAW approved Words_Acronyms tab.

4) When using acronyms in the plural form, use a lower case “s”. EXAMPLE: 17 of 73 SCBAs were INOP.

5) Use sentence case when writing comments. Only capitalize acronyms, abbreviations, proper nouns, and the first letter of a sentence.

6) Hull numbers should read (DDG 51) not (DDG-51); there is no hyphen in the hull number.

7) For thermal imaging deficiency the following applies: A 3-star thermal imaging deficiency existed in ____. 3-star thermal imaging deficiencies existed in ____. 4 3-star thermal imaging deficiencies existed in ____.

8) The choices for the characterization of a system/equipment are INOP or OOC. There are times when equipment is required to be placed OOC (such as a boiler that exceeds time between periodic inspections - JFMM requirement), a casualty causes equipment to be placed OOC (e.g. compressor failure on a refrigeration plant), or an Emergency Diesel Generator is placed OOC for a periodic several day long Diesel Inspection. In all cases, "OOC" is a formal declaration by a CO and a log is kept for those items. Systems/Equipment should not be characterized as UNSAT; a test that is performed on a piece of gear can be described as SAT or UNSAT, but the piece of gear is fully functional, has deficiency(s), INOP, or OOC.

9) The reserved word “major” may be used in conjunction with a departure from specification and is typically found in Engineering findings.

10) Do not use “ship’s” when referring to equipment. “Ship’s Nr 2 refrigerator” becomes “Nr 2 refrigerator”.

11) Use units only once per statement. EXAMPLE: Nr 1 firepump discharge pressure was out-of-spec at 100 vice 120 +/- 10 psi.

12) Use a hyphen between the number and unit when using it as a descriptor. EXAMPLES: 3/8-in bolt, 27-lb PKP bottle, or 5-kohm resistor.

13) Put a space between the number and unit. EXAMPLES: 25 in, 150 psid, or 56 ohms.

14) If a deficiency has a CASREP, the acronym CASREP and the number will be inserted at the end of the comment in parentheses. EXAMPLE: SPY skid was OOC (CASREP 12345).

15) Parenthesized items at the end of a sentence come before the period.

16) Do not spell out numbers from one to ten. Use 1, 2, 3, 4, 5, 6, 7, 8, 9, and 10.

17) “2 of 2” widgets should be shortened to “Both widgets”. “3 of 3” should be shortened to “All 3”. “16 of 16” should be “All 16”.

18) There are two spaces after colons and there are periods at the end of a sentence. There is one space after commas and semicolons.

19) Compartments shall be written with the compartment name and location. EXAMPLE: Crew Living Space 01-131-1-L.

20) When indicating systems, use standardized noun names IAW approved documentation (EOSS, CSOSS or MRCs). EXAMPLE: “GTM 1A” vice “Nr 1A GTM.”

21) When indicating a percentage or degrees, write out the word. EXAMPLE: X was 100 vice 150 degrees or Y was 75 vice 100 percent.

Filling in the SI Brief Sheet by sections (top to bottom):

"SHIP NAME"

1) Follow Format: e.g. USS KIDD (DDG 100). Include a space in the (hull number).

"INSPECTION AREA" (CSM)

1) Automatically populated with average color calculated for each area on the CSM Scorecard tab.

2) Comment block to the right of color assigned in CSM is for "RED SPACES" and are called "Significantly Degraded Spaces" in the final report. List compartment name and location with one space between, no commas. Separate multiple space listings with a semi-colon. EXAMPLES: FWD MK 46 Encl 02-28-0-Q. HAZMAT Equip Rm 2-134-1-K; Hull Repair Shop 3-143-1-Q; Crew Bag Store Rm 5-10-0-A; Troop Head 2-54-1-L.

"NUMERICAL DATA"

1) Enter the total number of each applicable type deficiency found. Collected from PRISMS (Inspection Statistics).

* Part 1 deficiencies are “MAJOR” findings that affect the ships ability to get underway and/or execute primary or secondary mission.

* Part 1 Safety is a deficiency which meets the criteria of Risk Assessment Code (RAC) 1 or 2. Within the category of Part 1 Safety, those deficiencies meeting the criteria of RAC 1 are considered to render the associated equipment “unsafe to operate”.

* Part 2 deficiencies are findings affecting ship systems operating parameters, loss of system capabilities, systems not installed IAW technical documentation etc.

* Part 2 Safety is a deficiency meeting the criteria of RAC 3 or below.

* Part 3 deficiencies are DEMO cards written to capture score and deficiencies noted during demonstrations (mandatory for each DEMO) or for documenting design deficiencies.

"OTHER REPORT ITEMS"

1) "# of PT1 AND PT2 Deficiencies Already Documented On The Ship's CSMP" - Enter the total number of part 1 and part 2 deficiencies found during the inspection that existed prior to the start of the inspection (part 1 and part 2 discrepancies that are already entered onto the Ship's CSMP by ships' force BEFORE the start of the inspection).

2) "# of PT1 AND PT2 Failures Which Occurred During The Inspection" - Enter the total number of part 1 and part 2 deficiencies which occurred during the inspection. Equipment was observed operational by inspector but then failed, such as catastrophic equipment failures during normal operation or during demonstration (discrepancies that are clearly the result of new failures which occurred DURING the Inspection, if it is unclear when the discrepancy happened, assume it happened prior to the inspection and DO NOT include here).

3) "# of RED LINE Violations" - Enter total number of violations found that would not have met underway red lines if found prior to underway (issues identified during the inspection that would have prevented the ship from getting underway). Comment is required. EXAMPLES: All 4 MPDEs were INOP - Did not meet 1 MPDE per shaft requirement. All 5 SSDGs were INOP - Did not meet required forward, swing and aft generator. Nr 2 and 3 SCBA charging stations were INOP - Did not meet required 2 of 3 SCBA charging stations. 2 of 3 EBACs were INOP - Did not meet 2 of 3 EBACs requirement.

4) "# of CASREP Deficiencies" - Enter total number of deficiencies where equipment was known to be OOC, INOP, or DEGRADED but did not have a CASREP (identified during the inspection where it was either not used when required or was used improperly). Comment is required. EXAMPLES: FWD RAM Toxic Gas Vent Damper System (CM04-0268). NTCSS unable to perform backups or communicate with shore to update databases. 1 Afloat Readiness Reporting System (ARRS) power supply. GCCS-M. FWD Mast Head Lights power supply (ship has been troubleshooting for over 1 year). 6 HF receivers. Nr 9 fire pump.

5) "# of DFS Deficiencies" - Enter total number of deficiencies where equipment was known to be out-of-specification but did not have a DFS (identified during the inspection where it was either not used when required or was used improperly). Comment is required. EXAMPLE: Nr 1 HF antenna RF temporary cable.

5) "# of TSO Deficiencies" - Enter total number of deficiencies where equipment was known to be unable to be operated per approved procedures but did not have a TSO (identified during the inspection where it was either not used when required or was used improperly). Comment is required. EXAMPLES: Local dewatering of Shaft Alley Nr 1, 2, and 3, AUX 3, and JP-5 Pump Room.

"FUNCTIONAL AREA"

1) Enter overall Functional Area score from EOC. Comment if desired or required. Summarize comment and where appropriate amplify. EXAMPLE: Corrosion issues and general lack of maintenance throughout.

"DEMONSTRATIONS"

1) Enter demonstration score from EOC. Provide summary comments for DEMOs. If demonstration was not conducted comment why. EXAMPLES: SPQ-9B detection range was 55 percent of predicted {for Long Range Detect}, DEGRADED (DBAC; HPUs; Ballast Tanks) {for Amphibious Operation/Ballasting}, Not accomplished (sea state caused MPDE rack travel to exceed EOSS MUFP requirements) {for Full Power Ahead}.

"SUBSYSTEMS"

1) Enter subsystem score from EOC. Any YELLOW or RED grade requires comment(s) on what drove that subsystem score. Comment on GREEN areas if desired or required. Summarize all comments and where appropriate amplify. Separate multiple comments within a subsystem with a semi-colon and end comments with a period. References not required/desired. EXAMPLES: AN/UQN-4 was INOP; Nr 1, 2, 4, and 5 SSDG leaked lube oil; Gym equipment not secured; Cargo Ammunition Magazine Nr 2 FH alarm; All 3 SCBA charging stations were INOP; 2 of 5 SSDGs were INOP (metallic debris in PMA); STBD accommodation ladder; Aircraft Fueling STA Nr 3 leaked; Unauthorized CPO self-service washers and dryers; HAZMAT spill kit inventories; HF Intermodulation Interference check was UNSAT; GCCS-M and BFTN were INOP; TACAN was INOP (failed primary stack peak power test and Hard Fail faults); Cease fire alarms; Ballast Hydraulic Power Unit (BHPU) tank low level alarms; Remote dewatering was INOP for Shaft Alley Nr 1, 2, and 3, AUX 3, and JP-5 Pump Room. DK Boats and Davits EXAMPLES: 7MRX0814 was not inspected (off ship for overhaul); 7MRX0813 was fit for further service; 11MRX1206 was fit for further service. OH Programmatic EXAMPLE: All safety programs were self-assessed annually by the ship as required. PR Spaces Requiring Critical Repairs EXAMPLE: 1 of 54 spaces inspected has repairs of a critical level. The condition 4 critical space is: 04 Level (Weather).

"Suggestions for SI Summary"

1) Enter any/all comments you feel the SI may want to include in either his/her out brief with the ship or his/her comments in the report. Standard writing format.

"BZ List"

1) Enter names of ship's force who deserve a BZ (when appropriate). Separate names by comma and end with a period. EXAMPLE: SH2 Jimmy John, EM2 Brian Adams, EM2 Hugh Jackman, EM2 Kevin Spacey.

*** Please provide any/all feedback or recommendations to the INSURV C5I Senior Writer ***

Words_Acronyms

Combined, Separate, and Hyphenated Words	Acronym List:
03-level	AC – Alternating Current or Air Compressor
1-inch	A/c – Aircraft or Air Conditioner
24-person head	AAV - Amphibious Assault Vehicle
3/16-inch	ABPA - Air Booster Pump Assembly Apparatus
AFT	AFFF - Aqueous Film Forming Foam
Airflow	APC - Aqueous Potassium Carbonate/Range System
All hands	APPROX - Approximately
Anti-virus	B&A - Boat and Aircraft
Autopilot	BFTT – Battle Force Tactical Trainer
Back-ups	BLR - Boiler
Bakeshop	BOS’N - Boatswain
Bandwidth	BTB - Bridge To Bridge
Bellmouth	CBR - Chemical Biological Radiological
Blow-in	CDLMS – Common Data Link Management System
Blow-out	CDLS – Common Data Link System
Blueprint	CHT - Collection, Holding, and Transfer
Borescope	CKT - Circuit
Breakdown	CMWD - Countermeasure Washdown
Bridgewing	COMPT - Compartment
Breech (guns)	CPS - Collective Protection Systems
Broadband	CSMP - Current Ship’s Maintenance Project
Build-up	CTT – Commander’s Tactical Terminal
Burn-out	D/P - Differential Pressure
Cableway	DC – Direct Current
Clockwise	DBAC - Deballast Air Compressor
Close-in	DFT - Deaerating Feed Tank
Color-coded	DFU - Dry Filter Unit
Counterclockwise	DML - Distress Marker Light
Counterweight	DMS - Data Multiplexing System
Cross-connect	EBAC - Emergency Breathing Air Compressor
Cutoff	EEBD - Emergency Escape Breathing Device
Cut-out	EHF – Extremely High Frequency
Dead-end(ed)	EHF TIP - Extremely High Frequency Time Division Multiple Access
Deckhouse	FAS - Fueling At Sea
Deficiencies	FCT - Final Contract Trial
Doghouse	FO - Fuel Oil
DEGRADED	FOC’SLE - Forecastle
Degrees C	FODMS – Fiber Optic Data Multiplexing System
Degrees F	FWD - Forward
Downgrade	GTG - Gas Turbine Generator
Drydocking	GTM - Gas Turbine Module
Dry-rotted	GEDMS - Gigabit Ethernet Data Multiplexing System
Dumbwaiter	GFE - Gas Free Engineering
Eyepiece	GIH - Grease Interceptor Hood
Fail-safe	HALON - Halon Fire Extinguishing System
Fair-lead	HAZMAT - Hazardous Material
Fairwind	HF – High Frequency
Fantail	HFP - Heptaflouropropane System
Feedback	HP - High Pressure
Fiberoptic	HPAC - High Pressure Air Compressor
Fire pump	HPFA - High Pressure Filter Assembly
Firefighting	HRS - Horizon Reference System
Firemain	IFF - Identify Friend or Foe
Fireproof	INOP - Inoperative
Floodlight	IPDS - Improved Point Detection System
Follow-up	IVCS – Integrated Voice Communication System
Forklift	JBPDS - Joint Biological Point Detection System
Freshwater	JTIDS – Joint Tactical Information Distribution System
Gage (not gauge)	JTT - Joint Tactical Terminal
Gearbox	LAN - Local Area Network
Graywater	LCAC - Landing Craft Air Cushion
Hand brush	LO - Lube Oil
Handrail	LPAC - Low Pressure Air Compressor
Handwheel	LSB – Line Shaft Bearing
Hangar bay	M/T - Missile Tube
Heads-up	MER - Main Engine Room
Hogging-in	MFBP - Main Feed Booster Pump
Holdback	MFP - Main Feed Pump
In-line	MK1 - Mark 1
Inport	MMR - Main Machinery Room
In-service	MOBi - Man Overboard Indicator
Jackstay	MOV - Motor Operated Valve
JP-5	MPAC - Medium Pressure Air Compressor
Kick-out	MPDE - Main Propulsion Diesel Engines
Knife-edge	MRC - Maintenance Requirement Card
Layout	MRG - Main Reduction Gear
Lay-up	MT – Mount (only when referring to a weapon mount)
Life jacket	MVHC - Motor Valve Hydraulic Controlled
Life lines	NBPS - No Break Power Supply
Life preserver	nLCU - Landing Craft Utility
Life raft	NSTM - Naval Ship’s Technical Manual
Life rings	OOC – Out of Commission
Lifeboat	OPS - Operations
Line-of-sight	P&D - Phone and Distance
Lock wire	P-100 - Portable P-100 Pump
Lockdown	PCV - Pressure Control Valve
Lockouts	PECU - Portable Exothermic Cutting Unit
Long-term	PHARS - Portable Hydraulic Access Rescue System
Main deck	PMS - Preventive Maintenance System
Manhole	PPE - Personal Protective Equipment
Masthead	PRT - Post-Repair Trials
Multi-cable	QAWTD - Quick Acting Water Tight Door
NAVSEA-approved	RAS – Replenishment At Sea
Non-compliance	RAST - Recovery Assist Secure Transverse
Non-skid	RBO - Repair Before Operating
Nr 1, Nr 2, Nr 3, OR	RIB - Rigid Inflatable Boat
Nr 1, 2, 3, 4	RIMSS - Redundant Intermediate Mechanical Starting System
Nr 1 through 4	RO - Reverse Osmosis
Off-line	RODMIN - Reverse Osmosis Demineralizer
On-air	S/F - Ship’s Force
On-line	SAR - Search And Rescue
Out-brief	SAR/SCBA - Supply Air Respirator/Self-Contained Breathing Apparatus
Out-of-cal	SCBA - Self-Contained Breathing Apparatus
Out-of-date	SGSI - Stabilized Glide Slope Indicator
Out-of-frequency	SHF – Super High Frequency
Out-of-periodicity	SLAD - Slewed Armed Davit
Out-of-round	SOPV - Solenoid Operated Pilot Valve
Out-of-spec	SPEC - Specification
Out-of-tolerance	SPECS - Specifications
Over-fused	SRBOC - Super Rapid Blooming Off Board Chaff
Over-the-side	SSDG - Ship Service Diesel Generator
Overtravel	SSDS - Ship Self Defense System
Pick-up	SSTG - Ship Service Turbine Generator
Pilothouse	STBD - Starboard
Pinhole	SWBD - Switchboard
Pipe hanger	TACAN - Tactical Air Control and Navigation
Playback	TDR – Time Domain Reflectometer
PORT	TEMP – Temperature
Portside	TSOT – Total System Operability Test
Seachest	TTY - Teletype
Searchlight	UHF – Ultra High Frequency
Seawater	UHF LOS – Ultra High Frequency Line Of Sight
Self-inspect	UPS - Uninterruptable Power Supply
Self-test	VCHT - Vacuum Collection, Holding and Transfer
Set point	VHF – Very High Frequency
Set-ups	VSV - Variable Stator Vanes
Ship-wide	VSWR - Voltage Standing Wave Ratio
Ship spec (not buildspec)	WTD - Water Tight Door
Short-studded	WTH - Water Tight Hatch
Short-term
Shutdown
Shut-off
Sound-powered
Standalone
Stand-alone
Stand-by
Stand-up
Start-up
Sterngate
Stiffener
Storeroom
Takeoff
Techman – All Caps
Telltale
Tie-downs
Timeplex
Turnaround
Two-block
Underway
Up-to-date
Warm-up
Water mist
Watertight
Waveguide
Weather deck
Weatherproofing
Well deck
Wideband
Workbench

File details come from the government source that posted it. Updated Jun 1, 2023.