Attachment 0005 _ COTS Publications Requirements.pdf

Attachment 0005

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.

Attachment X

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.