Attachment 0004 COTS Publications Requirements.pdf

Attachment 0004

Commercial Off-the-Shelf (COTS) Publications Requirements

1.0 PREPARATION INSTRUCTIONS. You shall deliver Commercial Off-the-Shelf (COTS) manuals (with supplementation), and Electronic TMs (ETM) in Portable Document Format (PDF) In Accordance With (IAW) guidance below:

2.0 Requirements for publication deliveries shall be as follows:

2.1 Draft Equipment Publication (DEP). For DEP delivery, the Contractor shall provide complete publication(s), that is, validated draft data integrated into the commercial manual.

DEP ETM manual(s) shall be hardcopy and shall be representative of the final product.

Contents must be clearly legible with content and format as for final. DEP ETM hardcopies shall be reproduced back-to back, collated and assembled, with each copy drilled for standard three-hole punch. See Paragraph 5 below for PDF ETM requirements.

2.2 Final Draft Equipment Publication (FDEP). For FDEP delivery you shall provide complete publication(s), that is, final data, if applicable, integrated into the commercial manual/ETMs.

FDEP shall include all changes and final resolutions resulting from government reviews and tests as well as your quality reviews and final edit. Illustrations shall be inked and all call-outs and text shall be typeset. FDEP manual(s) delivery shall include quantities as stated on the Contract Data Requirements List (CDRL) and consists of the following:

2.2.1 Copies of final paper manual(s) in the necessary quantities per the appropriate CDRLs each reproduced back-to-back, collated and assembled, and drilled for standard three-hole punch.

2.2.2 Final Reproducible Copy (FRC) shall be single-sided reproducible pages, collated and ready for one-to-one reproduction. FRC pages produced from a 600 dot-per-inch (minimum) laser printer or Photo Mechanical of original master paste-up boards are acceptable. The intent is to receive crisp, clear, reproducible pages without paste-up, ready for one-to-one reproduction without additional work or loss of quality due to handling or storage.

3.0 SPECIFICATIONS:

3.1 DI-TMSS-80527B, Commercial Off-the-Shelf (COTS) Manual and Associated Supplemental Data.

3.2 MIL-STD-38784, DOD Standard Practice for Manuals, Technical: General Style and Format Requirements.

3.3 MIL-PRF-32216, Performance Specification; Evaluation of Commercial Off-the-Shelf (COTS) Manuals and Preparation of Supplemental Data.

4.0 CLARIFICATIONS:

4.1 Safety information, army unique warnings and noise hazard profile related to noise hazards shall be added to commercial manual supplemental data if 85 dB9A noise level is exceeded.

NOTE: DO NOT include any Class I Ozone Depleting Chemicals (ODC's) or reference to ODC's in the commercial manuals with supplemental data.

4.2 Other safety precautions shall be included in COTS manual with supplemental data as described in MIL-PRF-32216, para 3.2.2

4.3 Introductory information, as described in MIL-PRF-32216, para 3.2.2, shall be included in the COTS manual.

4.4 Organization of commercial manuals with supplemental data shall provide usable, prompt access to required information. Order of presentation of supplemental data shall be as described in MIL-PRF-32216, para 3.2.2.

4.5 The following information shall be added, if not present in COTS manual. Preparation for use, principles of operation, operating instructions, maintenance procedures, preparation for shipment, storage, parts list per MIL-PRF-32216, para 3.2.2.

4.6 Prepare an operator/crew PMCS as supplemental data pages to the Commercial Operator Manual IAW MIL-STD-40051-2. The operator/crew checks and services must only require the common tools which are included in the Basic Issue Item's furnished with and stored on the vehicle during operation. Operator/crew PMCS will include intervals such as; before, during, after, weekly and monthly, as applicable.

4.7 Incorporate appropriate lubrication instructions into the Operator and Unit Preventive Maintenance Checks and Services (PMCS) at the applicable hard time intervals IAW Military Standard (MIL-STD)-40051-2. Include Army Oil Analysis Program (AOAP) instructions, if applicable and any initial, onetime or warranty related requirements.

4.8 Prepare a Unit PMCS as supplemental data pages to the Commercial Manual containing Unit level tasks IAW MIL-STD-40051-2. The Unit PMCS will include intervals such as;

Quarterly, Semiannually or annually.

4.9 Develop and update a Maintenance Allocation Chart (MAC) as supplemental data IAW MIL- STD-40051-2. The MAC shall be in contractor's assembly/subassembly sequence to conform to commercial manuals and MIL-STD-40051-2. You shall update the MAC throughout the performance period of the contract, including results of your analysis, vehicle testing, validation, verification and review of commercial manuals and supplemental data. You shall perform an analysis to identify the extent of repair for each potentially repairable item and recommend the maintenance level to perform the work within the Army Maintenance System (AR 750-1, chapter 3, section 3, paragraphs 3-8 through 3-11) can be found at the following WEB address:

http://www.atsc-army.org/cgi-bin/atdl.dll/ar/750-1/ar7501topc.htm Variables such as item price, parts prices, failure rates of the repairable item, and piece parts, labor costs, and the cost of special tools and equipment shall be considered.

4.10 Prepare Components of End Item (COEI) and Basic Issue Items (BII) lists as supplemental data page(s) IAW MIL-STD-40051-2.

4.11 Prepare Additional Authorized List (AAL) as supplemental data page(s) IAW MIL-STD- 40051-2.

4.12 Prepare an updated, revised Appendix A, References: see MIL-STD-40051-2.

4.13 Prepare set-up pages (Task Boxes) information for all maintenance tasks as supplemental data page(s) IAW MIL-STD-40051-2. Set-Up information includes (but limited too): Test Equipment, Tools and Special Tools, Materials/Parts (expendables/durables and spare/repair part), Equipment Condition, Drawing (this section will include reference to the Repair Parts and Special Tools List (RPSTL), and Estimated Time to Complete Task.

4.14 Transportability Data for disassembly and assembly for all vehicles required to meet all transport modes called out in the contract shall be added to the operator’s manual. This data may be added as an appendix to the manual. The contractor shall include a reference identifying the location of tools and equipment required for preparation of transport.

4.15 Any and all information required to reflect and support the military unique requirements to meet the purchase description.

4.16 A list of components susceptible to damage from the biological/chemical-decontaminant

DS2.

4.17 Reference to decontamination procedures. (Field Manual (FM) 3-5, entitled “NBC Decontamination”.)

4.18 List of components susceptible to High-altitude Electromagnetic Pulse (HEMP).

4.19 Long term and short term storage requirements, any exercise of equipment needed to prevent deterioration.

4.20 Copyright releases are required as described in MIL-PRF-32216, para 3.2.12.

4.21 Add supplemental data to COTS manual for any required information described in MIL- PRF-32216 that is not described in the above requirements clarifications.

5.0 ADOBE ACROBAT ETMs:

5.1 The contractor shall develop separate ETMs based on the separate commercial technical manuals and supplemental data using the portable document exchange system Acrobat (Adobe Systems Acrobat Version 4.0 or higher) PDF. These files will not have any linking done, but they shall be editable and searchable.

5.2 The contractor shall create editable files containing all the text of the ETMs. The contractor will also create Computer Graphics Metafile (CGM) or Consultative Committee on International Telephony and Telegraphy (CCITT) Group 4 files or Tag Image Format Files (TIFF) containing all the graphics/line drawings of the ETMs.

5.3 The contractor shall deliver each Acrobat ETM on an International Organization for Standardization (ISO) 9660 CD-ROM. If applicable, NMWR(s) shall be delivered on separate ISO 9660 CD-ROM(s). Deliver the separate editable files and graphic files on separate ISO 9660 CD-ROMs.

5.4 The contractor shall provide the government with validated draft (pages) commercial manuals with supplemental data IAW the CDRLs. The contractor’s validation shall be hands-on live testing, desk-top review, or a combination of these methods to ensure that the draft ETMs are fully operational so that the government can evaluate their operation, navigation, and structure. The paper copy draft and the ETMs shall be mutually inclusive of data, text and art, and format. The contractor shall give the government a 30-day notice of the time and place of their validation so the government may attend such a validation.

5.5 The contractor shall provide the government with final draft ETMs and paper final draft commercial manuals with supplemental data IAW the CDRLs. All errors discovered by the government or contractor during validation, verification, and reviews shall be corrected by the contractor at no additional charge. All changes to the Type 1 FOATC configuration shall be accurately reflected in both the ETMs and paper manuals at no additional cost.

6.0 Quality Assurance.

6.1 You shall be responsible for the quality of the commercial manual with supplemental data and ETMs and for developing effective processes to develop, test and inspect the deliverables, ensuring technical accuracy, usability, completeness (within the scope of the contract), and consistency requirements prior to delivery.

6.2 Validation is a process where you must physically perform one hundred percent of the procedures developed to support the vehicle configurations being procured. Validation is an action performed on text and illustrations developed to meet contract requirements; therefore development and validation cannot be done simultaneously. Existing data in commercial manuals, proven in the market place, need not be performance validated. This data must be reviewed to ensure accuracy and usable incorporation into the manuals with supplemental data.

The validation effort shall assure that both text and illustrations are mutually supportive and accurately describe, reflect only the vehicle configurations being procured.

6.3 You shall support In Process Reviews (IPRs) by providing samples of work accomplished to date or other requested data and identify improvements to your manuals, data or QA process required as a result of IPR comments. We may witness your validation.

6.4 The government may use the commercial manuals and supplemental data when testing the end items to determine their accuracy and usability.

6.5 We reserve the right to perform reviews and testing (verification) for accuracy and usability at our discretion prior to acceptance of the final deliveries. Verification is our hands-on performance check of tasks and deliveries to check the adequacy of your preparation and validation efforts. You must furnish approved configurations of the end items to TACOM for our verification to be held after you deliver the draft manuals to us.

6.6 We will evaluate the TM(s) for compliance to contract requirements to determine acceptance of the TM(s). Our usability standard for acceptance of a TM, in addition to requirements already stated, will be based on our determination that all information is presented in such a way that it can be easily identified and found, read and understood, and includes illustration support where needed.

6.7 If we find errors or deficiencies in your deliveries during our reviews or testing you shall correct them at no additional cost to us.

7.0 Government Furnished Information (GFI).

7.1 We will provide the following at the Start of Work meeting: The Technical Manual numbers, the end items’ NSN (if available) and official nomenclatures, distribution statements (if available) (information required on the covers you shall prepare). Additional cover data will be provided when available, but not less than 10 days before FDEP due date.

7.2 We will furnish updated Army regulations and Technical Manual numbers and titles to be included in Appendix A, Reference.

8. Reference. You are invited to use the military performance standard MIL-STD-40051-2 (for Paged-Based TMs), for guidelines and examples of the Technical Manual content and format that meet Army requirements. This all inclusive standard includes information on technical manual preparation and assembly, introduction, theory, operation, troubleshooting, maintenance, repair parts and special tools lists and supporting information previously contained in numerous, separate, detailed specifications and standards.

EXCERPTS FROM MIL-PRF-32216A

12 August 2011 SUPERSEDING

MIL-PRF-32216

17 October 2006

PERFORMANCE SPECIFICATION

EVALUATION OF

COMMERCIAL OFF-THE-

SHELF (COTS) MANUALS

AND

PREPARATION OF SUPPLEMENTAL

DATA

This specification is approve for use by all Departments and Agencies of the Department of Defense

3.1.4 Content requirements. Unless otherwise specified by the contracting activity, acceptable manuals shall contain, but not be limited to, the following data:

a. Front matter: Cover or title page, table of contents, and safety precautions.

b. Introduction.

c. Preparation for use and installation.

d. Theory of Operation (Principles of operation).

e. Operating instructions.

f. Maintenance and servicing instructions (preventive and corrective).

NOT MEASUREMENT

SENSITIVE

g. Reprogramming.

h. Preparation for shipment.

i. Storage.

j. Parts list.

k. Operational and maintenance illustrations.

1. Overhaul instructions (as applicable).

3.1.4.1 Front matter.

3.1.4.1.1 Cover. The manual shall have a cover, title page, or first page showing the date the manual was issued, revision designator (if applicable), the manufacturer's identification name and address, the equipment name, the manufacturer's model designation, serial or identification numbers for the equipment covered, and copyright release statement.

3.1.4.1.2 Table of contents. A manual shall contain a table of contents.

3.1.4.1.3 Safety precautions. The manual shall contain safety precautions regarding hazards, such as high voltage, that may be present during installation, operation, or maintenance of the equipment.

Health hazards (e.g., electrostatic discharge, radio frequency radiation, radioactive materials, the presence of poisonous fumes or explosive gases, and the depletion of oxygen from the air in a closed environment) shall be preceded by a warning or caution at the point in the procedure at which the hazard is likely to be encountered. The manual shall have a warning summary at the front of the manual. If it does not have one, a warning summary shall be prepared and be included as part of the supplemental data.

3.1.4.2 Introduction. The manual shall contain the following introductory material, as applicable:

a. Purpose and function(s).

b. Capabilities.

c. Performance characteristics.

d. Description (equipment model, dimensions, weight, volume, and center of gravity, when applicable).

e. Power and utility information.

f. Environmental information.

g. List of items furnished.

h. List of additional items required for operation and maintenance, but not supplied with equipment.

i. Tools and test equipment.

j. Shipping and handling precautions.

3.1.4.3 Preparation for use and installation instructions. The manual shall contain instructions for unpacking, assembling, and installing the equipment (including special installation requirements). Inspection criteria of the equipment for in-shipment damages shall be included.

3.1.4.4 Theory of operation (Principles of operation). The manual shall contain theory of operation (principles of operation) information at the technical level necessary for the intended user.

3.1.4.5 Operating instructions. Operating instructions shall include the following:

a. Illustrations and explanations of the uses and functions of all controls and indicators (including settings and readings, if applicable).

b. Initial adjustments and control settings.

c. Start-up procedures.

d. Normal operation.

e. Operation under emergency, adverse, abnormal, or extreme conditions (if different from normal operating procedures).

f. Shutdown procedures.

g. Emergency shutdowns (if required).

3.1.4.6 Maintenance and servicing instructions (preventive and corrective). Maintenance and servicing instructions shall contain information as specified in the following subparagraphs.

Instructions shall include a list of test equipment, special tools, and materials needed for maintenance and service.

3.1.4.6.1 Cleaning and lubrication. Periodic cleaning and lubrication information shall be included in the manual. The types of cleaning agents or lubricants (commercial or military) to be used, recommended intervals for lubrications, and lubrication points and required amounts shall be identified. When applicable, a picture format for lubrication instructions shall be included to clearly illustrate the location of each lubrication point. Cleaning and lubrication during repair, replacement, or reassembly shall be included in the instructions covering those actions.

3.1.4.6.2 Performance verification. When appropriate, instructions on test equipment hookup, location of test connections, actions to take in performing the test, normal indications, and any adjustments shall be provided. If an item of equipment requires calibration or adjustment to ensure serviceable accuracy (performance verification), instructions, a list of the Test, Measurement, and Diagnostic Equipment (TMDE), and the recommended frequency shall be provided.

3.1.4.6.3 Inspection. Instructions and recommended frequencies for inspection of equipment shall be provided within the manufacturer's maintenance concept. Information shall include allowable service limits such as wear, backlash, end play, balance, and length and depth of scoring. (Allowable service limits are not to be confused with manufacturing tolerances; they are acceptable wear tolerances that will not impair performance.)

3.1.4.6.4 Troubleshooting. Malfunctions that might occur during operation of the equipment shall be identified. Troubleshooting data and fault isolation techniques shall include: (a) the indication or symptom of trouble, (b) the instructions necessary, including test hookups, to determine the cause, and (c) action to restore the equipment to operating conditions.

3.1.4.6.5 Disassembly, repair, replacement reassembly and checkout. Sequential instructions for disassembling, repairing, replacing, and reassembling the equipment shall be provided. Test, adjustment, and checkout data after reassembly shall be provided.

3.1.4.7 Reprogramming. Equipment with reprogrammable memory shall include procedures on program setup, program loading, programming procedures, and program confidence checkout.

3.1.4.8 Preparation for shipment. Manuals shall contain instructions for the following, as applicable:

a. Disassembly, removal, and separate packaging of electrostatic discharge sensitive devices or fragile components.

b. Use of reusable shipping cases or containers.

c. Special cradles.

d. Mounting.

e. Securing.

f. Covering and preservation.

g. Precautions for shipment.

h. Shipment and unloading.

3.1.4.9 Storage. Manuals shall contain instructions for the following, as applicable:

a. Indoor and outdoor storage.

b. Temperature and other environmental limitations.

c. Storage facilities.

d. Dunnage.

e. Ventilation.

f. Revetting.

g. Drainage.

h. Staking.

i. Grounding.

j. Covering.

k. Preservation.

1. Purging.

3.1.4.10 Parts list. The manual shall include a list that positively identifies parts that support the equipment.

3.1.4.10.1 Parts list illustrations. All parts, and their relationships and locations, shall be identified with clear and legible illustrations.

3.1.4.10.2 Parts listings. Part numbers and names shall be illustrated or separately listed. When the illustrations do not contain part numbers and names, both the illustrations and separate listings shall show either index, reference, or key numbers that will cross-reference illustrated parts to listed parts.

The parts list shall provide the actual manufacturer or vendor and their part number or generic description. Parts in the listings shall be grouped by assemblies, subassemblies, and modules with the parts identified to the assembly of which they are components.

3.1.4.10.3 Common commercial parts. Common commercial hardware and items not of special design (e.g., bolts, washers, nuts, screws, fittings, keys, hinges, wire, cable, gasket material, tubing, hose, etc.) that are obtainable from a wide range of sources shall either be identified by part number or the notation "Commercial." The part name (nomenclature or description) shall be complete enough to facilitate substitution of equivalent items from existing Government stock as in the example below:

Example:

Figure and Index No.

2-4

Part No.

Commercial

Part Name (Nomenclature or Description)

NUT, Hex head, plain steel, 1/4-20 UNC-3B

2-5 Commercial WIRE, Electrical, copper, tin plated, No. 14 AWG, 19 strand of No. 27 AWG, 0.250

in. dia.

3.1.4.11 Operational and maintenance illustrations. Manuals shall contain illustrations (line drawings, photographs or halftones) for locating and identifying all components significant to operation and maintenance and to show configuration and parts relationship for removal and disassembly procedures. Photographs (prescreened) shall be detailed and sharp, free of heavy shadows, distorted objects, and cluttered foregrounds or backgrounds, and shall give good contrast from white, middle tones, and black. Freehand sketches shall not be acceptable.

3.1.4.11.1 Diagrams. As applicable, the following diagrams shall be included in the manual:

a. Simplified functional block.

b. Locator.

c. Piping.

d. Plumbing.

e. Hydraulic.

f. Schematic.

g. Electrical.

h. Logic.

i. Other, as necessary.

3.1.4.11.2 Symbols. Symbols used on illustrations and diagrams shall be standard or common to the trade or commodity. Where nonstandard symbols are used, explanations shall be provided.

3.1.4.12 Overhaul instructions. When applicable, the manual shall include overhaul instructions to return the equipment to mission-capable condition. As a minimum, the instructions shall include the following:

a. List of support equipment, special tools, and facilities required.

b. List of mandatory parts.

c. Preshop analysis, as applicable.

d. Step-by-step procedures for performing all functions including disassembly, removing, replacing, diagnosing, installing, repairing, assembly, in-process testing, adjusting, and inspecting.

e. Final tests to assure satisfactory performance of the equipment or system overhauled.

3.1.4.13 Interactive Electronic Technical Manuals (IETM)/Interactive Electronic Technical Publications (IETPs). IETMs/IETPs shall be in accordance with the common look and feel requirements contained in applicable service specifications and standards such as MIL- DTL-87268 or MIL-STD-40051-1 (Army only) or MIL-STD-3031 as applicable.

3.1.4.14 PDF font requirements. Fonts used in a COTS PDF shall be embedded for print purposes.

3.2. Supplemental data.

3.2.1 General. If after evaluation, it is determined the manual requires supplemental data, the supplemental data shall be prepared using the following requirements.

3.2.1.1 Identifying Technical Publication Sheet. As specified by the contracting activity, an

Identifying Technical Publication Sheet shall be prepared. Examples are shown in Figures 1 and 2.

The Identifying Technical Publication Sheet shall be tailored to reflect only information applicable to the acquisition. Applicable service specifications and standards such as MIL-STD-38784 or MIL- STD- 40051-1/-2 or MIL-STD-3031 provide guidelines for the appropriate distribution statement, disclosure notice, destruction notice, and authority notice. Other pertinent data shall be inserted by the contractor as provided by the Government.

3.2.1.2 Style, format, and form. Unless otherwise specified, general style and format of supplemental data shall be in accordance with applicable service specifications and standards such as MIL-STD-38784, MIL-STD-40051-1/-2, or MIL-STD-3031 as applicable.

3.2.2 Content/format selection summary. The content of the supplemental data shall be as specified on the Content/Format Selection Summary Sheet (Appendix C) and shall be in accordance with applicable service specifications and standards such as MIL-STD-40051, MIL-STD-38784, or MIL-STD-3031. The supplemental data shall be presented in the following order:

a. Cover (see 3.2.6 and 3.2.7).

b. Safety summary/warning page(s).

c. List of effective pages (Army, Navy, and Marine Corps only) (see 3.2.8).

d. Approval and procurement record page (3.2.9 and Fig. 3).

e. Title page (see 3.2.6 and 3.2.7).

f. Table of contents.

g. Reporting of errors statement.

h. Maintenance forms and records.

i. Administrative storage.

j. Destruction of military material to prevent enemy use.

k. Lubrication order/instructions.

l. Preventive Maintenance Checks and Services (PMCS).

m. Maintenance Allocation Chart (MAC).

n. Components of End Item (COEI) and Basic Issue Items (BII) list.

o. Additional Authorization List (AAL).

p. Expendable supplies and materials list.

q. Spare/repair parts (3.2.11).

r. Recommended changes, activity comment sheet, or manual deficiency report applicable to the particular service, as provided by the contracting activity.

s. Other requirements as specified. (When using manuals evaluation checklist as a guide, other required data may be indicated thereon.)

3.2.3 Warranty information. If applicable, the COTS manuals supplemental data shall contain warranty information pertinent to the equipment covered. It shall include data such as duration of warranty and serial numbers of equipment covered. If warranty is covered separately, or in another document, reference shall be made to that document.

3.2.4 Advertising. Supplemental data shall not contain advertising to include the vendor name.

3.2.5 Equipment/model coverage. Only equipment/models, accessories, and components specified in the contract shall be covered in the supplemental data.

3.2.6 End item identification. Unless otherwise specified, the federal item name, national stock number (NSN), part number (PN), model number, and applicable contractor number shall be overprinted on the cover or the title page of the manual.

3.2.7 Publication number and date. The publication number, provided by the contracting activity, and date shall be overprinted on the cover and first page of the supplemental data, in accordance with applicable service specifications and standards such as MIL-STD-38784, MIL-STD-40051-1/- 2, or MIL- STD-3031.

3.2.8 List of effective pages/work packages/data modules. A list of effective pages/work packages/data modules shall be prepared in accordance with applicable service standards such as MIL- STD-38784, MIL-STD-40051-1/-2, or MIL-STD-3031. The pages/work packages/data modules shall be grouped whenever possible to minimize the size of the list.

3.2.9 Approval and procurement record page. As specified by the contracting activity, an approval and procurement record page shall be prepared and included in the supplemental data. It serves as a record of approval of the COTS manual. An example is shown in figure 3.

3.2.10 Lubrication instructions. If required, lubrication charts or instructions shall be included in the supplemental data or prepared separately, as specified by the contracting activity. All lubricants, fluids, and associated products identified in the manual, supplemental data, or separate lubrication chart must have a Government identifier (military specification number, NSN, etc.) that identifies the product beyond the product name and provides the user with requisitioning information.

3.2.11 Spare/repair parts. Manuals shall be supplemented with applicable spare/repair parts breakdown information in accordance with applicable service parts list, Illustrated Parts Breakdown (IPB), Repair Parts and Special Tools List (RPSTL), and illustrated parts list specifications.

3.2.12 Copyright release/rights in data. The supplemental data shall include the appropriate copyright release or rights in data statements in accordance with the FAR (and its applicable supplements) and as established by the contract (see AR 25-30 and DA PAM 25-40 for further guidance). The copyright shall apply to both the manual and any supplemental data and shall be as specified in the copyright release letter.