Attachment_07_Warranty_Tracking_Instructions_18Nov15.pdf

Attachment 7

INSTRUCTIONS FOR ELECTRONIC SUBMISSION OF WARRANTY TRACKING AND

ADMINISTRATION INFORMATION FOR SERIALIZED ITEMS

This Attachment contains format and content preparation instructions for the electronic submission of warranty tracking and administrative information specified in the Defense Acquisition Regulation Supplement (DFARS) provision at 252.246-7005, Notice of Warranty Tracking of Serialized Items, and the DFARS clause at 252.246-7006, Warranty Tracking of Serialized Items.

This information shall be submitted electronically as a Contract Data Requirements List (CDRL) Attachment exhibit line item number (ELIN) on the Wide Area WorkFlow (WAWF) Materiel Inspection and Receiving Report (or WAWF Reparables Receiving Report, if appropriate). The WAWF CDRL ELIN shall be addressed to the Naval Sea Logistics Center (NSLC) Detachment Portsmouth NH as the administrator for the Product Data Reporting and Evaluation Program (PDREP), as specified in the CDRL (See Table 3 for submission instructions).

Requirements:

1. Reference documents.

a. DFARS 252.246-7005, Notice of Warranty Tracking of Serialized Items

b. DFARS 252.246-7006, Warranty Tracking of Serialized Items

c. DFARS 246-710-70 Warranty attachment

2. Format. The format for electronic submission of warranty tracking and administration information for serialized items is based on either of the following events:

2.1 The Government is specifying a requirement for a warranty on a CLIN, SLIN or ELIN in a solicitation; or

2.2 The contractor is offering a warranty on a CLIN, SLIN or ELIN in a proposal.

3. Content. Data elements, fields, field size and formats shall be as indicated in the General Instructions and Tables 1 and 2 below.

4. General Instructions:

a. The Tables 1 and 2 describe the Warranty Attachment. Table 1 defines the content and format of the attachment when the Government specifies a warranty on an item. Table 2 defines content and format of the attachment when an item is to be returned to the contractor for repair. A description of each column is:

(1) Field Name: Contains the name of the data element.

(2) Format: The format of the element:

• A - Alphabetic characters only (a-z, A-Z)

• AN - Alphanumeric characters (a-z, A-Z, 0-9)

• DT - Date in the format CCYY-MM-DD (i.e. 2005-07-15).

25 June 2014

18 Nov 15

• N - Numerical only.

(3) Min/Max: Denotes minimum and maximum size of the element. For example, a min/max of 3/6 means that the data value must be at least three characters long and cannot exceed six characters. The entry "AR" means there is no limitation on the length of the field.

(4) Req: Specifies whether an element is required or not:

• C - Conditional; requirement depends on value or appearance of other elements.

• M - Mandatory; must always be provided.

(5) Description: Provides a brief description of the data element and where applicable, a list of valid values and element dependencies.

b. Portable Document Format (PDF). The information for Table 1 may be submitted in the fillable PDF format entitled "Warranty Information for Distribution" available for download at http://www.acq.osd.mil/dpap/pdi/index.html. The information for Table 2 may be submitted in the fillable PDF format entitled "Source of Repair Instructions for Distribution" available for download at http://www.acq.osd.mil/dpap/pdi/index.html.

b. eXtensible Markup Language (XML) Format. The information may be submitted in xml.

An xml schema for the Warranty Attachment data elements can be downloaded at http://www.acq.osd.mil/dpap/pdi/eb/docs/Warranty_Attachment_draft_1.xsd

c. Table 3 contains the routing information to direct the WAWF CDRL ELIN to the appropriate Government system, as specified on the CDRL.

http://www.acq.osd.mil/dpap/pdi/index.html� http://www.acq.osd.mil/dpap/pdi/index.html� http://www.acq.osd.mil/dpap/pdi/eb/docs/Warranty_Attachment_draft_1.xsd�

Warranty Information Attachment Table 1. Warranty Tracking Information:

Used to provide a listing of warranty information by line item when the Government specifies a warranty for an item.

Field Name Format Min/ Max Req Description

Attachment Number

N AR M The numerical sequence number of the attachment in accordance with PGI 204.7105(b)(5).

I. Contract Number DoD Enterprise Identifier

AN 6/6 M A generic code that identifies the entity that issued the procurement instrument. Use the DoD Activity Address Code (DoDAAC) assigned to the issuing office.

Year N 2/2 M Code that identifies the year.

Procurement Instrument Type Code

A 1/1 M One digit code that identifies the type of procurement instrument in accordance with the categories in DFARS 204.7003(a)(3).

Values: A through Z, except do not use I and O.

Serialized Identifier

AN 4/4 M Value that separates this procurement instrument from all other procurement instruments with the same Enterprise Identifier, Year, and Procurement Instrument Type Code.

Order Number N 4/4 C The release, delivery, or task order number in accordance with DFARS 204.7003(d)(1).

Non-DoD Number

AN AR C The contract number of an Agency other than the DoD.

II. Line Item Line Item Type A 4/4 M The type of line item.

Values: CLIN or SLIN Line Item Base N 4/4 M The first four numbers of the line item. (Range 0001 to

9999) SLIN Extension A 2/2 C Two character extension denoting a sub line item.

(Range AA-ZZ, except letters I or O).

III. Exhibit Line Item

Exhibit Line Item

(ELIN)

AN 4/4 M Required for the delivery of warranty information using the WAWF CDRL ELIN. Numbered in accordance with DFARS 204.7105(b) and (c)

IV. Warranty Information A. Warranty Unique Item Identifier (UII)

Warranty UII AN 6/50 M The Unique Item Identifier (UII) that ensures uniqueness of the warranted item.

B. Warranty Terms Starting Event A AR M The event or action that initiates the warranty. Values are:

Acceptance, First Use, Installation, Other Usage Terms Used for warranties for serialized items where effectivity is normally in terms of operating time or cycles. The quantity and associated unit of measure that specifies the amount of a characteristic subject to the contractor's obligation to provide for remedy or corrective action for a serialized item, such as a number of miles, hours, or cycles.

Quantity N AR M The quantity value.

Unit of Measure A AR M The unit of measure that describes the quantity attribute of serialized item under warranty. Values: The value will normally be "Each" for a serialized item, or other appropriate measures, such as Assembly, Part, Unit, or Vehicle.

Duration Terms Used for warranties which expire after a set period of time. This period may be a stated period of time, amount of usage, or the occurrence of a specified event, after formal acceptance of delivery, for the Government to assert a contractual right for the correction of defects.

Quantity N AR M The quantity value.

Unit of Measure A AR M The duration unit of measure. Values: Cycles, Days, Fuel

Usage (Gallons), Hours, Kilometers, Kilowatt Hours, Miles, Months, Nautical miles, Running or Operating hours, Seconds, Ton Miles, Transactions, Treatments, Wattage Hours, Weeks, Years

Fixed Expiration Date

DT 10/10 M The date the warranty expires and the Contractor's obligation to provide for a remedy or corrective action ends.

C. Warranty Item Details Warranty Administrator Enterprise Identifier Code Type

AN AR M The code of the organization specified for warranty administration. Values are:

ATIS-03322000 MIC,

CAGE,

DoDAAC, DUNS, EDIFICE CIN, EHIBCC LIC, GS1 Company Prefix, or

HIBCC HIN.

Warranty Administrator Enterprise Identifier

AN AR M As defined by the Warranty Administrator Enterprise Identifier Code Type, the value of the code that identifies the organization specified for warranty administration. Values are:

(a) The Coded Representation of the North American Telecommunications Industry Manufacturers, Suppliers, and Related Service Companies (ATIS–0322000) Manufacturer Identification Code (MIC),

(b) Allied Committee 135 Commercial and Government Entity (CAGE) Code,

(c) DoD Activity Address Code (DoDAAC),

(d) Dun & Bradstreet’s Data Universal Numbering System (DUNS) Number,

(e) EDIFICE Company Identification Number (CIN),

(f) European Health Industry Business Communication Council (EHIBCC) Labeler Identification Code (LIC),

(g) GS1 Company Prefix, or

(h) Health Industry Business Communication Council (HIBCC) Health Industry Number (HIN).

Warranty Grantor Enterprise Identifier Code Type

AN AR M Designator to indicate which code was used in the Enterprise Identifier that defines the organization that provides the warranty under the terms and conditions of a contract. Select from the same values as enumerated for the Warranty Administrator Enterprise Identifier Code Type.

Warranty Grantor Enterprise Identifier

AN AR M As defined by the Warranty Grantor Enterprise Identifier Code Type, the value of the code that identifies the organization that provides the warranty under the terms and conditions of a contract. Select from the same values as enumerated for the Warranty Administrator Enterprise Identifier.

Item Type A 1/1 M The description of the item being warranted such as a component, subassembly, etc.

Values are:

C - Component Procured Separately From End Item E - Embedded in Component, Subassembly or End Item Parent P - Parent End Item S- Subassembly Procured Separately From End Item or Assembly

Warranty Information Attachment Table 2. Warranty Repair Source Instructions:

Used to provide a listing of organizations specified by a warranty guarantor for receiving and managing returned warranty items.

Field Name Format Min/ Max Req Description

Attachment Number

N AR M The numerical sequence number of the attachment in accordance with PGI 204.7105(b)(5).

I. Contract Number DoD Enterprise Identifier

AN 6/6 M A generic code that identifies the entity that issued the procurement instrument. Use the DoD Activity Address Code (DoDAAC) assigned to the issuing office.

Year N 2/2 M Code that identifies the year.

Procurement Instrument Type Code

A 1/1 M One digit code that identifies the type of procurement instrument in accordance with the categories in DFARS 204.7003(a)(3).

Values: A through Z, except do not use I and O.

Serialized Identifier

AN 4/4 M Value that separates this procurement instrument from all other procurement instruments with the same Enterprise Identifier, Year, and Procurement Instrument Type Code.

Order Number N 4/4 C The release, delivery, or task order number in accordance with DFARS 204.7003(d)(1).

Non-DoD Number

AN 4/4 C Value that identifies the modification number of the order in accordance with DFARS 204.7003(d)(2).

II. Line Item

Line Item Type A 4/4 M The type of line item.

Values: CLIN or SLIN

Line Item Base N 4/4 M The first four numbers of the line item. (Range 0001 to 9999)

SLIN Extension A 2/2 C Two character extension denoting a sub line item.

(Range AA-ZZ, except letters I or O).

III. Exhibit Line Item Exhibit Line Item

(ELIN)

AN 4/4 M Required for the delivery of warranty information using the WAWF CDRL ELIN. Numbered in accordance with DFARS 204.7105(b) and (c)

IV. Shipping Address for Warranty Returns A. Warranty Repair Source Identification

Warranty Repair Source Code

AN AR M The code of the organization specified by a warranty guarantor for receiving and managing warranty items that are returned by a customer. Values are:

ATIS-03322000 MIC,

CAGE,

DoDAAC, DUNS, EDIFICE CIN, EHIBCC LIC, GS1 Company Prefix, or

HIBCC HIN.

Warranty Repair Source Identifier

AN AR M As defined by the Warranty Repair Source Code, the value of the code that identifies the organization specified by a warranty guarantor for receiving and managing warranty items that are returned by a customer. Values are:

(a) The Coded Representation of the North American Telecommunications Industry Manufacturers, Suppliers, and Related Service Companies (ATIS–0322000) Manufacturer Identification Code (MIC),

(b) Allied Committee 135 Commercial and Government Entity (CAGE) Code,

(c) DoD Activity Address Code (DoDAAC),

(d) Dun & Bradstreet’s Data Universal Numbering System (DUNS) Number,

(e) EDIFICE Company Identification Number (CIN),

(f) European Health Industry Business Communication Council (EHIBCC) Labeler Identification Code (LIC),

(g) GS1 Company Prefix, or

(h) Health Industry Business Communication Council (HIBCC) Health Industry Number (HIN).

B. Warranty Repair Source Shipping Address Name AN AR M The name of the organization.

Address Line 1 AN AR M The first line of the warranty repair organization's address.

Address Line 2 AN AR C The second line of the warranty repair organization's address, if needed.

City/County Name

A AR M The designator that distinguishes one City or County from another.

State or Province

A AR M The symbol used to represent the State, Province, or territory within a country.

Postal Code AN AR M The designator that distinguishes one Postal Zone from another.

Country A 2/3 M The textual name of the country. See ISO 3166 from the International Organization for Standardization for the correct values.

Instructions AN AR C Additional instructions such as a web site where prepaid shipping labels may be obtained.

Warranty Information Attachment Table 3. Government System Designation:

Used to provide a system unique identifier (SYSUID) which will be used by WAWF for transmission of the warranty data to the appropriate Government system, as specified on the CDRL.

Field Name Format Min/ Max Req Description

When the WAWF CDRL ELIN is used to transmit the warranty data to the Government, the CDRL will specify the Product Data Reporting and Evaluation Program (PDREP), which is administered by the Naval Sea Logistics Center (NSLC) Detachment Portsmouth NH, as the destination for the transaction. The WAWF transaction will have to include the System Unique Identifier (SYSUID) of the PDREP. The SYSUID is formed by concatenating the DoD Information Technology Portfolio Repository (DITPR) Identification Number for PDREP, which is 1547, with the DoDAAC of the Naval Sea Logistics Center (NSLC) Detachment Portsmouth NH, which is N45112. The resulting SYSUID for PDREP is 1547N45112.

The PDREP point of contact is Programs Director, Code 644

Naval Sea Logistics Center Portsmouth P.O. Box 2058 Portsmouth, NH 03804-2058 Commercial Phone: (207) 438-6440

INFORMATION VENDOR WILL NEED TO ENTER THE WAWF CDRL ELIN

1. ELIN (One Alpha and three numeric)

2. Quantity Shipped defaults to One

3. Unit of Measure defaults to EA (each)

4. Vendor must select NSP (Not Separately Priced) or enter a UNIT PRICE

5. Vendor has the option to include AAI (Accounting Activity Identifier), DN (Standard Document Number) and ACRN (Accounting Classification Reference Number)

6. Vendor MUST select appropriate SYSUID 1-instructions must provide SYSUID Name added to WAWF for PDREP, which is 1547N45112.

7. Vendor selects "Add Attachment"-ONLY ONE ATTACHMENT ALLOWED PER ELIN

8. Vendor must have the CDRL Attachment saved and accessible on Computer being used (instructions must advise Vendor that file name including ".pdf" must be 22 characters or less and size cannot exceed 5

MB.

9. Once Attachment has been added, Vendor will select "UPLOAD" button

10. Vendor has the option to add a "Description"-up to 2000 characters

11. Vendor selects "Save CDRL ELIN" button

12. Vendor can Add additional ELINs as required