EXHIBIT A-DD 1423 GLOSSARY.pdf

GENERAL DD FORM 1423 GLOSSARY

A. The following information is keyed to and provides explanations for entries in Blocks A through J of the DD

Form 1423 Exhibit(s):

Block A. CONTRACT LINE ITEM NO.

The Contract Line Item Number (CLIN) that is associated with this Contract Data Requirements List (CDRL).

Block B. EXHIBIT

The exhibit identifier for this CDRL (see DFARS 204.7105-3 for exhibit identifiers).

NOTE: DFARS 204.7105-2 specifies that the DD Form 1423 shall always be an exhibit.

Block C. CATEGORY

The appropriate category (i.e., Technical Data Package (TDP), Technical Manual (TM), or "Other" data

(OTHER)) for the data item. Types of data which comprise a TDP are defined in MIL-T-31000 and types of manuals included under the TM category are defined in Part IX, Section B, of DoDI 5000.2. "Other" data may be further categorized, such as Administrative Data, Provisioning Data, Configuration Management Data, etc., per the functional area assignments contained in DoD 5010.12-L, Acquisition Management Systems and Data

Requirements Control List (AMSDL).

Block D. SYSTEM/ITEM

The system, item, project designator or name, or title of services being acquired that the data will support.

Block E. CONTRACT/PR NO.

The Procurement Instrument Identification Number (PIIN) (i.e., the contract number, the Purchase Request

(PR) number, the Request for Proposal (RFP) number, or other appropriate designator).

Block F. CONTRACTOR

The contractor's name. Following the name, a slash ("/") and the contractor's Commercial and Government

Entity (CAGE) code may be inserted.

(The next four items appear at the bottom of the form, i.e., after Blocks 1 through 16.)

Block G. PREPARED BY

The preparer's name and organization responsible for preparation of the CDRL. The signature of the preparer will be on the last page of the exhibit.

Block H. DATE

The date the CDRL was prepared.

Block I. APPROVED BY

The name of the individual responsible for approving the CDRL. The approving official's signature will be on the last page of the exhibit.

Block J. DATE

The date the CDRL was approved.

NOTE: Blocks G through J need only be signed on the last page of each CDRL exhibit when the preparer and the approving official are the same throughout the entire exhibit. All other pages should contain the typed name and date entered on the last page.

B. The following information is keyed to and provides explanations for entries in Blocks 1 through 16 of the DD

Form 1423 Exhibit(s):

Block 1. DATA ITEM NO.

The 4-character Exhibit Line Item Number (ELIN). The first and/or second positions consist of the exhibit identifier, and the remaining positions are assigned sequentially. The letters "I" and "O" are not used. ELIN sequencing order can be found in DFARS 204.7106. All ELINs between the first and last ELIN will be accounted for in the exhibit.

Block 2. TITLE OF DATA ITEM

The exact title of the Data Item Description (DID) cited in Block 4. When the ELIN is used to acquire technical manuals (TMs), a Technical Manual Contract Requirements (TMCR) document will be cited in Block 4, and the entry in Block 2 will be the title of the specific type of TM being acquired.

Block 3. SUBTITLE

Further identification of the data item to supplement the title, if required (optional entry).

Block 4. AUTHORITY (DATA ACQUISITION DOCUMENT NO.)

The DID identification number, One-Time DID number or Technical Manual Contract Requirements (TMCR) number of the document which defines data content and format requirements. If a TMCR is used, this block will state "See TMCR " and the TMCR will be attached to the CDRL. The TMCR will list the applicable military specifications and/or standards which provide the data preparation instructions. With the exception of a

One-Time DID, the document(s) cited in this block (or listed in the TMCR, when used) will have been cleared for listing in DoD 5010.12-L, Acquisition Management Systems and Data Requirements Control List

(AMSDL).

Block 5. CONTRACT REFERENCE

The specific paragraph number of the applicable contractual document which contains the tasking that generates a requirement for the data item. Normally, this will be a Statement of Work (SOW) paragraph.

Block 6. REQUIRING OFFICE

The technical office having responsibility for ensuring the technical adequacy of the data.

Block 7. DD 250 REQ

The applicable code, extracted from Table 1, designating the requirements for inspection and acceptance of the data. The DD Form 250 shall be delivered to the first addressee in Block 14, unless otherwise indicated in

Block 16.

Block 8. APP CODE

Identification, by entry of an "A", of a requirement for advance written approval prior to final distribution of an item of critical data (i.e., test plans, test procedures, program plans, or any other documentation that requires

Government approval prior to the contractor taking an action). An "A" in this block indicates that a preliminary draft is required. Block 16 of the ELIN will show length of time required for Government approval/disapproval and subsequent turn-around time for the contractor to resubmit the data after Government approval/disapproval has been issued. Block 16 will provide all information regarding submittal of this draft; entries in Blocks 10, 12, and 13 refer only to submittal of the final data deliverable. Block 16 will also indicate the extent of the approval requirement, e.g., approval of technical content and/or format.

For those items requiring approval, approval will be based on technical content and compliance with the SOW requirements. The Navy will respond to the Contractor within 30 days from receipt of deliverable data.

Disapproved documents shall be modified by the Contractor in accordance with the comments provided by the

Navy and resubmitted for Navy reconsideration within 15 days. Documents that are approved with comment may be considered acceptable if the Contractor acknowledges acceptance of the Navy’s comment. All comments provided by the Navy will include a categorization from the list below:

Red Comment: Issue on its own, without preponderance of any other comments, is a critical execution risk to the project and results in the disapproval of the deliverable. A red comment is a critical issue that requires the

Contractor to completely address before presenting the deliverable for approval consideration. Red comment(s) are generally associated with a failure to meet contract terms or conditions. The Navy will disapprove deliverables that have one or more red comments. Disapproved documents shall be modified by the Contractor in accordance with the comments provided by the Navy and resubmitted for Navy reconsideration within 15 calendar days of receipt.

Yellow Comment: Issue presents a risk to performance and execution and if not addressed will become a significant issue. If the Contractor provides a response stating conformance with the yellow comment provided by the Navy, document may be approved. In addition, future revisions of document must incorporate changes as a result from yellow comments. The Navy may "approve with comment" or disapprove (should there be a significant quantity of comments) deliverables that have yellow comments and no red comments.

Green Comment: Issue presents minor risk to performance and execution if not addressed. Document may be approved with green comments and no response from Contractor is required. In future revisions of deliverable, Contractor is required to address green comments. The Navy will not address typographical errors that do not impact the content, such as spelling, capitalization, and syntax.

TABLE 1. DATA INSPECTION AND ACCEPTANCE CODES

CODE DEFINITION

DD 250 CODE INSPECTION ACCEPTANCE

SS Source* Source*

DD Destination Destination

SD Source* Destination

DS Destination Source*

LT** Letter of transmittal only.

NO** No inspection, acceptance or letter of transmittal required.

XX Inspection and acceptance requirements specified elsewhere in the contract.

*Source indicates contractor facility

** These codes are not authorized for data comprising final delivery of Technical Data Packages or for final delivery of Technical Manuals. (LT may, however, be used for delivery of preliminary TDPs or TMs.)

LT is not authorized for use when inspection is required. LT is used when the contracting agency does not desire to have a DD Form 250 for each and every piece of data developed by the contractor. The only other authorized use of LT is the special case where the contracting agency does not desire to have separate DD

Forms 250, but desires to have a Government Quality Assurance (QA) representative perform inspection. The

Government QA representative shall be listed on the distribution in Block 14 and requested, via the QA letter of instruction, to provide comments.

Block 9. DIST STATEMENT REQUIRED

The code letter (e.g., A, B, C, D, E, F, or X) corresponding to the distribution statement to be marked on the data item by the contractor, in accordance with DoDD 5230.24. Block 16 of the ELIN will reflect the appropriate statement and will include the reason, date of determination, and controlling DoD office. If the appropriate statement is not known, or if it may vary among specific submissions under this item, "See Block

16" will be entered in this block and explanatory information will be provided in Block 16. If the data item is not technical in nature and does not require a distribution statement, an "N/A" for "Not Applicable" will be entered in this block.

Block 10. FREQUENCY

The frequency of data submittal. Entries in this block are explained in Table 2. If the data is of a recurring type, it is to be submitted at the end of the reporting period established in this block unless otherwise indicated in

Block 16.

TABLE 2. DATA SUBMITTAL FREQUENCY CODES

CODE FREQUENCY

ANNLY Annually

ASGEN* As generated

ASREQ* As required

BI-MO Every two months

BI-WE Every two weeks

CP/RQ* Change pages as required

DAILY Daily

DFDEL Deferred delivery (See DFARS 252.227-7026)

MTHLY Monthly

ONE/R One time with revisions

OTIME One time (Does not include draft submissions)

QRTLY Quarterly

R/ASR* Revisions as required

SEMIA Every six months

WEKLY Weekly

XTIME Multiple separate submittals (2TIME, 3TIME, etc.) (Does not include draft submissions)

See Block 16* Requirement is fully described in Block 16. Used in lieu of other codes where such are inadequate to define requirement, or used in addition to other codes requiring amplification in Block 16.

NOTE: The codes are limited to five (5) digits for automation purposes.

* The ELINs citing these codes will have an additional explanation in Block 16 to provide the contractor with guidance necessary to accurately price the deliverable data item.

Block 11. AS OF DATE

Date for cutting off collection of the data. If the data is to be submitted multiple times, a numeral will be entered in this block to indicate the number of calendar days prior to the end of the reporting period, established in

Block 10, that data collection will be cut off. For example, "15" would place the "as of" data for the data at 15 days before the end of the month, quarter, or year, depending on the frequency established in Block 10; a "0" would place the "as of" date at the end of each month, quarter, etc. If the data is submitted only once, the "as of" date will be as follows: year/month/day, e.g., 1998MAR15. In instances where an "as of" entry is appropriate, but cannot be numerically expressed because it is contingent upon a specific event, "See Block 16" will be entered in this block and explanatory information will be provided in Block 16. If an "as of" date is not applicable, an entry of "N/A" will be made in this block.

NOTE: No classified dates are cited in the CDRL.

Block 12. DATE OF FIRST SUBMISSION

The due date for initial data submission. This is normally the postage date or date the data is delivered to the

ACO, entered as year/month/day (e.g.,1998MAR15) or keyed to a specific event or milestone, using a code from Table 3.

TABLE 3. DATA SUBMISSION CODES

CODE DEFINITION

ASGEN* As generated

ASREQ* As required

DFDEL* Deferred delivery

XDAC** Days after contract award

XDACM** Days after contract modification

XDARC** Days after receipt of comments

XDARP** Days after reporting period

XDATC** Days after test completion

XDPTT** Days prior to testing

EOC End of contract

EOM End of month

EOQ End of quarter

NLT No later than

See Block 16* Used to indicate requirement is fully described in Block 16. Used in lieu of other codes where such are inadequate to define requirement, or used in addition to other codes requiring amplification in Block 16.

* The ELINs citing these codes will have in Block 16 additional specific instructions relative to data submissions.

** The "X" is assigned a value indicating the number of days, e.g., 30DAC.

Block 13. DATE OF SUBSEQUENT SUBMISSION

The due date(s) for subsequent data submission(s), if data is to be submitted more than once. If submittal is constrained by a specific event or milestone, the constraint will be given using a code from Table 3.

Block 14. DISTRIBUTION

The addressees and the number of draft copies and final copies (regular and reproducible) to be provided to each. DoD component designators and office symbols/codes or Unit Identification Codes (UICs) may be used;

however, an explanation of these will be provided in the Addresses List. The first addresses will be the acceptance activity for the data if acceptance by DD 250 is to be accomplished at destination (see Block 7).

When reproducible copies (e.g., magnetic tape, vellum, negative, etc.) are required, an explanation will be provided in Block 16. If the data is not to be delivered to the Government or associated contractors, an explanation will be given in Block 16. If deferred delivery is required, "DFDEL" will be entered in this block and amplification will be given in Block 16.

The electronic mail addresses for the addressees cited are as follows:

PMS 320 (Zachary Snyder) zachary.c.snyder@navy.mil

PMS 320 (Mary Dumas) mary.m.dumas@navy.mil

PMS 320 (Joseph Tannenbaum) joseph.tannenbaum@navy.mil

PMS 320 (Maria McLaughlin) maria.mclaughlin1@navy.mil

PMS 320 (James J. McGlothin) james.mcglothin@navy.mil

NSWCPD (Donald Longo) donald.longo@navy.mil

NSWCPD (Mark Uva) mark.uva@navy.mil

DCMA TBD

NOTE: No classified locations are cited in the CDRL.

Block 15. TOTAL

The total number of draft and final (regular/reproducible) copies required by Block 14.

Block 16. REMARKS

Contains all pertinent data information not specified elsewhere on this DD Form 1423 and any amplification of other blocks on this form (e.g., DID tailoring, use of contractor format, approval criteria and authority, inspection and acceptance clarification, distribution statements, specific submission instructions, explanation of reproducible copy and delivery requirements, desired medium for delivery of the data item, etc.)

C. The following instructions apply to completion of Blocks 17 and 18 by contractor personnel:

Block 17. PRICE GROUP Specify the appropriate price group from one of the following groups of effort in developing estimated prices for each data item listed on the DD Form 1423.

a. Group I. Definition - Data which is not otherwise essential to the contractor's performance of the primary contracted effort (production, development, testing, and administration) but which is required by DD Form 1423.

Estimated Price - Costs to be included under Group I are those applicable to preparing and assembling the data item in conformance with Government requirements, and the administrative and other expenses related to reproducing and delivering such data items to the Government.

b. Group II. Definition - Data which is essential to the performance of the primary contracted effort but the contractor is required to perform additional work to conform to Government requirements with regard to depth of content, format, frequency of submittal, preparation, control, or quality of the data item.

Estimated Price - Costs to be included under Group II are those incurred over and above the cost of the essential data item without conforming to Government requirements, and the administrative and other expenses related to reproducing and delivering such data item to the Government.

c. Group III. Definition - Data which the contractor must develop for his internal use in performance of the primary contracted effort and which does not require any substantial change to conform to

Government requirements with regard to depth of content, format, frequency of submittal, preparation, control, and quality of the data item.

Estimated Price - Costs to be included under Group III are the administrative and other expenses related to reproducing and delivering such data item to the Government.

d. Group IV. Definition - Data which is developed by the contractor as part of his normal operating procedures and his effort in supplying this data to the Government is minimal.

Estimated Price - Group IV items should normally be shown on the DD Form 1423 at no cost.

Block 18. ESTIMATED TOTAL PRICE

For each data item, enter an amount equal to that portion of the total price which is estimated to be attributable to the production or development for the Government of that item of data. These estimated data prices shall be developed only from those costs which will be incurred as a direct result of the requirement to supply the data, over and above those costs which would otherwise be incurred in performance of the contract if no data were required. The entry "N/C" for "no charge" will be acceptable. The estimated price shall not include any amount for rights in data. The Government's right to use the data shall be governed by the pertinent provisions of the contract.