A02 Attachment 4 MIL-PRF-32216B.pdf

MIL-PRF-32216B

03 December 2021

SUPERSEDING

MIL-PRF-32216A

12 August 2011

PERFORMANCE SPECIFICATION

EVALUATION OF

COMMERCIAL OFF-THE-SHELF

(COTS) MANUALS AND

PREPARATION OF SUPPLEMENTAL

DATA

This specification is approved for use by the Departments and Agencies of the Department of Defense.

AMSC 10282 AREA TMSS

DISTRIBUTION STATEMENT A. Approved for public release; distribution is unlimited.

NOT MEASUREMENT

SENSITIVE

Comments, suggestions, or questions should be addressed to USAMC Logistics Data Analysis Center, ATTN: AMLD-LST, Redstone Arsenal, AL 35898 or emailed to usarmy.redstone.ldac.mbx.tmss@mail.mil. Since contact information can change, you may want to verify the currency of this address information using the ASSIST Online database at https://assist.dla.mil/.

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1. SCOPE.

1.1 Scope.

This specification provides criteria for evaluating Commercial Off-the-Shelf (COTS) manuals for acceptance. It also provides requirements for preparing supplemental data to COTS manuals. In this specification, the term "manual" means the same as "COTS" or "COTS manual."

1.2 Application.

This specification applies to manuals that support: 1) equipment designed and manufactured for commercial use, and

2) commercial equipment used in a commercial or military environment.

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2. APPLICABLE DOCUMENTS.

2.1 General.

The documents listed in this section are specified in sections 3., 4., and 5. of this specification. This section does not include documents cited in other sections of this specification or recommended for additional information or as examples. While every effort has been made to ensure the completeness to this list, document users are cautioned that they must meet all specified requirements of documents cited in sections 3., 4., and 5. of this specification, whether or not they are listed.

2.2 Government documents.

2.2.1 Specifications, standards, and handbooks.

The following standards form a part of this document to the extent specified herein. Unless otherwise specified, the issues of the documents below will be those cited in the solicitation or contract.

STANDARDS

MIL-STD-3031 - DoD Standard Practice Army Business Rules for S1000D: International Specification for Technical Publications Utilizing a Common Source Data Base

MIL-STD-40051-1 - DoD Standard Practice, Preparation of Digital Technical Information for Interactive Electronic Technical Manuals (IETMS)

MIL-STD-40051-2 - DoD Standard Practice, Preparation of Digital Technical Information for Page-Based Technical Manuals.

(Copies of these documents are available online at https://quicksearch.dla.mil.)

2.2.2 Other government documents and publications.

The following other Government documents and publications form a part of this document to the extent specified herein. Unless specified otherwise, the issues are those cited in the solicitation or contract. (Application for copies should be addressed to Commander, U. S. Army Publishing Directorate, Media Distribution Division, ATTN:

JDHQSV-PAS, 1655 Woodson Road, St. Louis, MO 63114-6128 or online at https://www.apd.army.mil/.)

AR 25-30 - Army Publishing Program

DA Pam 25-40 - Army Publishing Program Procedures

2.3 Non-Government publication.

The following document forms a part of this document to the extent specified herein. Unless otherwise specified, the issue of this document is that cited in the solicitation or contract.

AEROSPACE AND DEFENSE INDUSTRIES ASSOCIATION OF EUROPE (ASD)

S1000D - International Specification for Technical Publications Utilizing a Common Source Data Base

(Copies of this document are available online at: www.s1000d.org)

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2.4 Order of precedence.

Unless otherwise noted herein or in the contract, in the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

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3. REQUIREMENTS.

3.1 Evaluation criteria.

An acceptable commercial manual shall contain the data listed in the following paragraphs in an arrangement that provides continuity. If a manual covers different models, series, or configurations of the equipment, the differences shall be clarified by use of data sheets or shall be included in the text or table(s) in the manual. The manual shall precisely reflect the hardware configuration of the equipment/system. The amount of data required shall be determined by the complexity of the equipment and the maintenance concept and plan. The manual shall consist of all data required for operation and maintenance of the equipment/system as determined by the acquiring activity.

3.1.1 Sample qualification.

Sample manuals shall be evaluated using Appendix A, Manuals Evaluation, or other applicable documents determined by the acqiuring activity. Pre-established checklists may not contain all criteria since manual content criteria depends on the item(s) covered by the manual.

3.1.2 Accountability Certification.

A COTS manual shall be certified as acceptable using the Acceptability Certification Sheet provided in Appendix B.

A COTS manual shall be evaluated in its entirety. If only a portion of a COTS manual is acceptable and can be used, the COTS manual shall not be considered acceptable and a military manual shall be prepared. COTS manuals intended for Army use shall be approved for use by TRADOC/User representative as well as publications activity representative.

3.1.3 Style and format.

3.1.3.1 Comprehensibility/readability/legibility.

The manual shall be written for the target audience in a language free of vague and ambiguous terms, using the simplest words and phrases that will convey the intended meaning. The type shall be an easy-to-read size (i.e., no smaller than 6 points for pocket-size manuals and no smaller than 8 points for all other size manuals).

3.1.3.2 Arrangement.

The overall arrangement of content, even though vendor unique, shall be organized in a fashion that is easy for the user to follow.

3.1.3.3 Size.

Manual size shall range from no smaller than 4 by 5 1/2 inches to no larger than 17 by 11 inches as directed by the acquiring activity.

3.1.3.4 Safety.

The manual shall include safety information that is consistent with the Occupational Safety and Health Act (OSHA) standards.

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3.1.3.5 Warnings, cautions, and notes.

The manual shall contain appropriate warnings, cautions, and notes. Warnings shall be used when there is danger of injury or death to personnel. Cautions shall be used only when there is danger of damage to equipment. Refer to applicable service specifications or standards such as MIL-STD-40051-1/-2 or MIL-STD-3031 for additional guidance.

3.1.3.6 Federal environmental protection standards.

Information on using, transporting, handling, storing or disposing of fuel, toxic or hazardous substances, chemicals, ordnance, and munitions shall be consistent with Federal Environmental Standards and be clearly stated.

3.1.3.7 Illustrations.

The manual shall contain illustrations to support the text. The illustrations shall be integrated with the text or placed in a specific location and referenced in the text.

3.1.3.8 Maintenance.

The manual shall accurately reflect the maintenance philosophy of the hardware. The manual shall contain information concerning the level at which maintenance will be performed.

3.1.4 Content requirements.

Unless otherwise specified by the acquiring 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).

g. Reprogramming.

h. Preparation for shipment.

i. Storage.

j. Parts list.

k. Operational and maintenance illustrations.

l. Overhaul instructions (as applicable).

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3.1.4.1 Front matter.

3.1.4.1.1 Cover.

The manual shall have a cover page, title page, first page or opening screen/identification information screen 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.

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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 (if applicable).

c. Start-up procedures (if applicable).

d. Normal operation.

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

f. Shutdown procedures (if applicable).

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 as required. 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 covering those actions.

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 (as required): (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.

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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.

l. Purging.

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3.1.4.10 Parts list.

The manual shall include a list as required 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 In-dex No. Part No. Part Name (Nomenclature or Description)

2-4 Commercial 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 (pre-screened) 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.

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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 disassembling, removing, replacing, diagnosing, installing, repairing, assembling, 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, standards, and regulations such as AR 25–30, 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 acquiring activity, an Identifying Technical Publication Sheet shall be prepared. Examples are shown in FIGURE 1 and FIGURE 2. The Identifying Technical Publication Sheet shall be tailored to reflect only

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information applicable to the acquisition. Applicable service specifications and standards such as 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-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 specification and standards such as MIL-STD- 40051 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 FIGURE 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 Items (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 acquiring 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 manual’s 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.

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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 acquiring 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- 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 module shall be prepared with applicable service standards such as 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 acquiring 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 acquiring 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, Illustration 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

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further guidance). The copyright shall apply to both the manual and any supplemental data and shall be as specified in the copyright release letter.

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4. VERIFICATION.

4.1 Verification.

Verification shall be as specified by the acquiring activity in the contract or solicitation (see 6.2). Army Regulation (AR) 25-30 defines verification as the process by which an equipment publication is evaluated for completeness, accuracy, adequacy of content, and usability by Government personnel (not contractors) against the production configurations of the related system or equipment. The proponent’s technical publications element will be responsible for ensuring all technical and equipment publications are fully verified; no publications will be submitted for authentication until they have been fully verified and proved (under Army or other DoD component jurisdiction) to be adequate (comprehensive and usable) for the operation and maintenance of equipment acquired for operational units.

Equipment proponents must verify all new or revised publications for accuracy and usability prior to full materiel release, including supplements to COTS manuals acquired to support COTS items. COTS manuals are considered to have been validated by public acceptance and use with the manufacturer's equipment but must be 100 percent verified either by hands-on performance by target audience personnel (preferred) or desktop review. There is no assumption that simple tasks can be performed. Each task must be proven to be accurate and useable through the verification process.

COTS verification requires the proponent command publications representatives to coordinate closely with the PMO, appropriate TRADOC schools, depot, or other offices responsible for logistics acquisition. The decision on acceptability of these COTS manuals shall be fully coordinated between the U.S. Army Materiel Command (AMC) proponent and the using agency (e.g., the U.S. Army Training and Doctrine Command (TRADOC)).

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5. PACKAGING.

5.1 Packaging.

For acquisition purposes, the packaging requirements shall be as specified in the contract or order (see 6.2). When packaging of materiel is to be performed by DoD personnel or in-house contractor personnel, these personnel need to contact the responsible packaging activity to ascertain packaging requirements. Packaging requirements are maintained by the Inventory Control Point’s packaging activities within the Military Service or Defense Agency, or within the military service’s system commands. Packaging data retrieval is available from the managing Military Department’s or Defense Agency’s automated packaging files, CD-ROM products, or by contacting the responsible packaging activity.

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6. NOTES.

(This section contains information of a general or explanatory nature that may be helpful but is not mandatory.)

6.1 Intended use.

This specification serves as a tool to evaluate COTS Manuals for acceptability. It provides evaluation criteria and worksheets to use in the evaluation process. It also provides a selection sheet for use in selecting supplemental data.

6.2 Acquisition requirements.

Acquisition documents should specify the following:

a. Title, number, and date of this specification.

b. Copyright/data rights information.

c. Completed Evaluation Checklist (APPENDIX A)

d. Tailoring of supplemental data using APPENDIX C, Content/format selection summary.

e. Verification requirements (see 4.1).

f. Packaging requirements (see 5.1).

6.3 Associated Data Item Descriptions (DIDs).

This specification has been assigned an Acquisition Management Systems Control (AMSC) number authorizing it as the source document for the following DID. When it is necessary to obtain the data, the applicable DID must be listed on the Contract Data Requirements List (DD Form 1423).

DID Number DID Title

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

The above DID was current as of the date of this specification. The ASSIST database should be researched at https:// quicksearch.dla.mil to ensure that only current and approved DIDs are cited on the DD Form 1423.

6.4 Technical manuals.

The requirement for technical manuals should be considered when this specification is applied on a contract. If technical manuals are required, specifications and standards that have been authorized and assigned an Acquisition Management Systems Control (AMSC) number must be listed on a separate Contract Data Requirements List (DD Form 1423), which is included as an exhibit to the contract. The technical manuals must be acquired under separate contract line item in the contract.

6.5 Definitions.

The definitions of terms below apply as they are used in this specification.

6.5.1 Caution.

Highlights an essential operating or maintenance procedure, practice, condition, statement, etc., that, if not strictly observed, could result in damage to, or destruction of, equipment or loss of mission effectiveness.

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6.5.2 Commercial Off-the-Shelf (COTS) manuals.

Manuals available off-the-shelf from a commercial source that include operation, maintenance, and other instructions for commercial equipment. Commercial manuals are prepared to support the equipment in the commercial market.

6.5.3 Comprehensibility.

A measurement of the completeness with which a user representative understands the text or text-graphics combination.

6.5.4 Acquiring activity.

An element of an agency designated by the agency head and delegated broad authority regarding acquisition functions.

6.5.5 Note.

Highlights an essential operating or maintenance procedure, condition, or statement.

6.5.6 Supplemental data.

Any data that augment or complement a commercial off-the-shelf manual whether by change, correction, or addition to make the manual acceptable for use by the Department of Defense.

6.5.7 Warning.

Highlight an essential operating or maintenance procedure, practice, condition, statement, etc., that, if not strictly observed, could result in long-term injury or death to personnel.

6.5.8 Weapon systems.

Items that can be used directly by the Armed Forces to carry out combat missions.

6.6 Subject term (key word) listing.

Acceptability Certification

Identifying Technical Publication Sheet

Manuals Evaluation Checklist

Approval and procurement record page

Copyright release

6.7 Changes from previous issue.

The margins of this specification are marked with vertical lines to indicate where changes from the previous issue were made. This was done as a convenience only and the Government assumes no liability whatsoever for any inaccuracies in these notations. Bidders and contractors are cautioned to evaluate the requirements of this document based on the entire content irrespective of the marginal notations and relationship to the previous issue.

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FIGURE 1. Example - identifying technical publication sheet for commercial manual.

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FIGURE 2. Example - identifying technical publication sheet for commercial manual/supplemental data.

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FIGURE 3. Example - approval and procurement record page.

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APPENDIX A

COTS MANUALS EVALUATION

A.1 SCOPE.

A.1.1 Scope.

This appendix is a mandatory part of this specification. The information contained herein is intended for guidance.

This appendix may be used by contracting activities to evaluate COTS manuals to determine their acceptability for use by Department of Defense activities. An example of a filled-out checklist is provided in FIGURE A-1.

A.1.2 Application.

This appendix is intended to be copied or reproduced and completed in order to determine whether COTS manuals subject to review are acceptable or unacceptable. Checklist content (filled-in information) should not be changed.

APPENDIX A, COTS Manuals Evaluation Checklist and APPENDIX B, COTS Acceptability Certification are intrinsically linked, in that decisions memorialized on a completed certification reflect evaluations accomplished on a completed checklist.

A.1.3 Limitations.

The appendix is limited in that it provides evaluation results and recommended action(s) to be taken concerning the use and acquisition of COTS manuals only. In itself, it is not to be construed as an acquisition document but may be helpful in selecting applicable supplemental data.

A.1.4 Explanation of columns – Manuals Evaluations Checklist.

a. CRITERIA – (PARAGRAPH) column. The CRITERIA (PARAGRAPH) column contains the name of the criteria followed by the number of the paragraph where the information is specified.

b. MANUAL CONTAINS column. If the manual contains the adjacent criteria completely, mark an "x" or a "✓" in this column.

c. MANUAL PARTIALLY CONTAINS column. If the manual contains some but not all of the adjacent criteria, mark an “x" or a "✓" in this column.

d. MANUAL DOES NOT CONTAIN column. If the manual doesn’t contain any of the adjacent criteria, mark an "x" or a "✓" in this column.

e. N/A COLUMN. If the adjacent criteria is not applicable to the manual, mark an "x" or a "✓" in this column.

A.1.5 Comments/Notes.

Make any necessary comments/notes on extra sheets of paper. Key the additional comments to the numbered criteria.

A.2 APPLICABLE DOCUMENTS.

This section is not applicable to this appendix.

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APPENDIX A

APPENDIX A

FIGURE A-1. Example of a filled-in COTS Manual Evaluation Checklist (Sheet 1 of 2).

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APPENDIX A

FIGURE A-1. Example of a filled-in COTS Manual Evaluation Checklist (Sheet 2 of 2).

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APPENDIX A

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APPENDIX A

APPENDIX B

ACCEPTABILITY CERTIFICATION

(COTS MANUAL)

B.1 SCOPE.

B.1.1 Scope.

This appendix is a mandatory part of this specification for Army users, but it is not a mandatory part of this specification for other services. The information contained herein is intended for guidance for other services and for compliance for Army. This appendix can be used by other services and shall be used by Army to certify the acceptability or non-acceptability of COTS manuals. An example of a filled-out acceptability certification sheet is shown in FIGURE B-1.

B.1.2 Application.

This appendix is intended to be copied or reproduced and completed when the COTS manuals are evaluated by use of APPENDIX A. The contents already filled in should not be changed. It will reflect the evaluations shown on the Manuals Evaluation Checklist, APPENDIX A. If the COTS manual is determined to be acceptable the ACCEPTABLE block will be marked with an "X," and one of the sub-boxes must be marked to indicate any further action required. When the COTS manuals are not acceptable, the NOTACCEPTABLE block will be marked.

B.2 APPLICABLE DOCUMENTS.

This section is not applicable to this appendix.

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APPENDIX B

FIGURE B-1. Example of a filled-out Acceptability Certification Sheet.

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APPENDIX B

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APPENDIX B

APPENDIX C

CONTENT/FORMAT SELECTION SUMMARY

C.1 SCOPE.

C.1.1 Scope.

This appendix is not a mandatory part of this specification. The Content/Format Selection Summary Sheet may be used for acquisition of supplemental data for COTS manuals. Information contained herein is for guidance or compliance as determined by the acquiring activity.

C.1.1.1 Content/Format selection summary sheet(s).

The summary sheet(s) (the following pages) may be reproduced or adapted for specific application; however, the content and format shall remain unchanged.

C.1.2 Completion of summary sheets.

The acquiring activity is responsible for filling in the pertinent information (contract number, manufacturer, model number, acquiring/acquiring activity, etc.) at the top of the sheet and for indicating data required. All supplemental data required for a specific acquisition shall be indicated by a "X" in the SELECTED CONTENT column. An example of a completed Content/Format Selection Summary Sheet is shown in FIGURE C-1.

C.1.3 Explanation of columns - content-format selection summary.

a. Column (1), (Item No.) - identifies the item.

b. Column (2), (Criteria) - identifies the criteria.

c. Column (3), (Applicable Paragraph Number) - identifies the paragraph where the criteria in column (2) is stated.

d. Column (4), subcolumn (a), (Requirement Selected (yes)) - is marked with an "X" if the criteria in column (2) is needed.

e. Column (4), subcolumn (b), (Criteria Selected (no)) - is marked with an "X" if the criteria in column (2) is not needed.

f. Column (4), subcolumn (c), (Explanation/Remarks) is used when a yes or no alone is not adequate to completely identify the requirement. If necessary, additional explanation/information may be provided on a separate sheet(s) of paper and attached to this summary list when completed. This additional information should be keyed to the item number.

C.2 APPLICABLE DOCUMENTS.

This section is not applicable to this appendix.

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APPENDIX C

APPENDIX C

APPENDIX C

FIGURE C-1. Example of a completed Content/Format Selection Summary (Sheet 1 of 3).

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APPENDIX C

FIGURE C-1. Example of a completed Content/Format Selection Summary (Sheet 2 of 3).

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APPENDIX C

FIGURE C-1. Example of a completed Content/Format Selection Summary (Sheet 3 of 3).

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APPENDIX C

CONCLUDING MATERIAL

Custodians: Preparing Activity:

Army - TM Army - TM

Navy - OS

Air Force - 16 Project TMSS 2020 017

Defense Logistics Agency - CC

Review Activities:

Army - AR, AT, AV, CR, EA, MI, MD

Navy - AS, CG, EC, MC, OM, SA, SH

Air Force - 01, 10, 11, 13, 19, 70, 84, 99

Defense Logistics Agency - GS, CT

NOTE: The activities listed above were interested in this document as of the date of this document. Since organizations and responsibilities can change, you should verify the currency of the information above using the ASSIST Online data base at https://assist.dla.mil.

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