Attachment_04_-_CDRL_Submission_Instructions_-_150319.docx

Contract No: M67854-15-R-0001 Exhibit A - Instructions

Attachment 04 Contract Data Requirement list (CDRL) Submission Instructions 19 Mar 2015

DISTRIBUTION STATEMENT A: Approved for public release.

1. GENERAL INSTRUCTIONS for Exhibit “A” CDRL Items (DD Form 1423s)

1.1 All CDRLs marked “Reserved” have been deleted from the CDRL requirements.

1.2 Detailed Block Information (Blocks 1 through 16):

Block 1, “Data Item Number” – CDRL number referenced in the SOW.

Block 2, “Title of Data Item” – The title listed on an authorized Data Item Description (DID).

Block 3, “Subtitle” – Amplification of DID title, if it requires further identification.

Block 4, “Authority” – Reflects the exact DID identification number as it appears on the DID or in the Acquisition Management System and Data Requirements Control List (AMSDL) (DoD 5010.12-L). The final alpha character indicates a revision. If a modification is required to either limit the scope or clarify the usage of the DID, a “/T” will follow the number to indicate tailoring. The details will be explained in Block 16. If no DID listed in the AMSDL will meet the requirements of the system, a One-Time DID will be included with the CDRL.

Block 5, “Contract Reference” – This is the Statement of Work paragraph that generates the data item.

Block 6, “Requiring Office” – This is the office responsible for advising as to the adequacy of the data unless the responsibility is delegated elsewhere in the contract.

Block 7, “DD 250 Requirement” – The activity to perform the inspection and/or acceptance is the office in Block 6. Block 7 codes are as follows:

Required

Block 8, “Approval Code” – An “A” in Block 8 requires the Government to approve/disapprove data submittals in writing not later than thirty (30) calendar days after receipt of the data unless otherwise specified in Block 16 of the individual data item. The absence of a code in Block 8 in no way precludes the Government from exercising approval/disapproval authority for any data submission. Regardless of whether a data item requires approval, the Government reserves the right to refuse to accept data that does not comply with the requirements specified in the relevant DD Form 1423 and the SOW.

Block 9, “Distribution Statement Required” – This block indicates the specific distribution statement.

For all data asserted by the Contractor to be Limited Rights technical data, Distribution Statement “B” will be specified. When “B” is specified, the following distribution statement applies:

DISTRIBUTION STATEMENT B: Distribution authorized to U.S. Government Agencies only; Administrative/Operational Use, 19 April 2012. Other requests shall be referred to Program Executive Officer – Land Systems (PM AAA), 2200 Lester Street, Quantico, VA 22134-6050.

When “D” is specified, the following distribution statement applies:

DISTRIBUTION STATEMENT D: Distribution authorized to the Department of Defense and U.S. DoD contractors only; Administrative/Operational Use, 19 April 2012. Other requests shall be referred to Program Executive Officer – Land Systems (PM AAA), 2200 Lester Street, Quantico, VA 22134-6050.

When “E” is specified, the following distribution statement applies:

DISTRIBUTION STATEMENT E: Distribution authorized to DoD Components only (fill in reason) (date of Determination). Other requests shall be referred to (insert controlling DoD office).

Block 10, “Frequency” – The following are the codes used in this block:

Note: * When AS REQ is used in Items Blocks 10, 11, 12 or 13, an explanation of the requirement must be entered in Block 16.

Note: ** - A number must be inserted in place of the “X.”

Block 11, “As of Date” – If the data is to be submitted only once, the "As of Date" (cut-off date) is as follows: year/month/day (e.g., "92Mar10"). This is the date for cutting off collection of the data. If the data is to be submitted multiple times, a number to indicate the number of calendar days before 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 Date" for the data at 15 days before the end of the month, quarter, or year depending on the frequency established in Block 10 (e.g., report for May should reflect information collected through 16 May). An "O" would place the "As of" date at the end of each month, quarter, or year, etc. Block 16 may be used for further explanation. If an "As of Date" is not applicable, Block 11 will have “N/A”.

Block 12, “Date of First Submission” – The date of submission is entered as follows: year/month/day (e.g., "92Mar10"). If submittal is constrained by a specific event or milestone, the constraint is entered. If the contract start date is not known, the number of calendar days after contract (DAC) start is entered (e.g., "90 DAC"). If this date is not known or requires further clarification, Block 16 is used.

Block 13, “Date of Subsequent Submission” – If the data is submitted more than once, the date(s) of subsequent submission(s) are entered. If submittal is constrained by a specific event or milestone, this constraint is entered in Block 16. Classified dates are not entered.

Block 14, “Distribution and Addresses” – Entered here or in the distribution matrix are the addresses and the number of copies (regular/reproducible) to be received by each. Office symbols and command initials are used. The distribution matrix may be used where there is insufficient space in Block 14, and when many data items require extra space.

Block 15, “Total” – The total number of draft and final (regular and reproducible) copies required by Block 14. For digital media, the total number of copies required by Block 14.

Block 16, “Remarks” – This block is used to explain tailored features of the DID, Items 1 through 15, and any resubmitted schedule or special conditions involved in updating the data.

2. OTHER GENERAL INSTRUCTIONS for Exhibit “A” CDRL Items (DD Form 1423s)

2.1 Correspondence

All correspondence/CDRL deliverables shall include a title page containing, as applicable: document number; version/revision indicator; security markings, or restrictions on the handling of the document; date; document title; name, abbreviation, and any other identifier for the system, subsystem, or item to which the document applies; contract number; CDRL number; organization for which the document has been prepared; name and address of the preparing organization; and distribution statement.

All other correspondence, including electronic communications and all DD Form 250s relating to the CDRL items shall be clearly identified with the contract number, Data Item Description (DID) number, title, and subtitle of the DID, CDRL sequence number(s), distribution list showing the office symbols and the number of copies distributed, the document number and version notation, periods covered, and any other pertinent references/information. For presentation submittals, a cover sheet/title page shall also be included.

All correspondence/CDRL deliverables shall be delivered independently. The Contractor shall not embed multiple files within deliverables. Files with embedded data will not be accepted and will be returned to the Contractor.

2.2 Duplication

The Contractor shall take care not to unnecessarily duplicate data previously procured by the Government, except to provide required copies to newly established recipients under the contract. Instances of apparent unnecessary duplication should be identified to the PM AAA office. The Contractor is encouraged to recommend deletions, additions, substitutions, consolidations, and use of existing Contractor or subcontractor formats of data when such actions will aid the procuring agency in obtaining minimum essential data, in a timely and cost effective manner. The contractor may point to another deliverable where duplicate information exists.

2.3 Format

Unless otherwise specified, all documents shall be MS Office 2010 compatible for Windows. All electronic format submittals shall be word searchable (i.e. not scanned). For MS Word documents, all comments and changes shall be captured using the “Track Changes” feature. For MS Excel documents, all formulas must be enclosed. All technical data must be submitted digitally, and shall be delivered virus-free. No “.pdf” files will be accepted as a deliverable, unless specified in the CDRL or approved by the COR(s).

2.4 Electronic File Naming Convention

All electronic files shall comply with the following naming convention: CDRL # (e.g. A001), abbreviated Title (e.g., SEMP), and date (YYYYMMDD - e.g., 20100122).

Sample: CDRL_A001_SEMP_20130822

2.5 Electronic File Size

All electronic files shall be no greater than 100 mb.

2.6 Data Delivery Dates

If the data delivery date specified on the DD Form 1423-1 is a Saturday, Sunday, or federal holiday, the data shall be due on the next regular working day. It is imperative that CDRL deliveries be on-time. Early CDRL submissions will not affect the start of Government review times. The Government review will begin on the date specified in each CDRL.

2.7 CDRL Submission

All CDRLs shall be submitted as specified in the Block 14 Distribution of the DD Form 1423-1. Additional submission instructions are specified below.

2.7.1 UNCLASSIFIED CDRL Submissions

All UNCLASSIFIED CDRL submissions shall be submitted electronically, unless otherwise specified in Block 16 of the DD Form 1423-1. In addition to the Block 14 distribution list, an electronic letter of transmittal shall be submitted to the COR for tracking purposes. The COR shall be responsible for tracking each CDRL submittal within the PM AAA Program Office, via an electronic database, and ensure the review/approval of each is processed in the timeframe specified in Block 8 of the DD Form 1423-1. All electronically delivered files and/or media shall be screened for viruses and delivered virus free.

2.7.2 CLASSIFIED CDRL Submissions

All CLASSIFIED CDRL submissions shall be submitted in either one of the following forms provided below. NO CLASSIFIED CDRLs shall be submitted to the COR. Once the CDRL is received by the PM AAA Security Specialist via one of the forms stated below, the COR will then be notified of the submission.

1. By mail in accordance with the following guidance.

Outer Envelope shall be addressed to:

Commander

ATTN: CMCC

MARCORSYSCOM

2200 Lester Street Quantico, VA 22134-6050

Inner Envelope shall be addressed to:

Commander

ATTN: CMCC/PM AAA

MARCORSYSCOM

2200 Lester Street Quantico, VA 22134-6050

If sending a CDRL by FEDEX, this phone number (703) 432-4131 is required on the package.

1.7.3 Multiple Submissions

Some CDRLs require multiple submissions. Subsequent to the initial submission, the following submissions shall be updates to the initial submission.