Exhibits_Attachment_1_-_CDRL_Glossary_and_Distr._List.doc

07/25/2016

ATTACHMENT 1 TO CONTRACT DATA REQUIREMENTS LIST

EXHIBITS A, B, C, D, and E

GENERAL DD FORM 1423 GLOSSARY

(Addressee Listing begins on page 10)

The following instructions apply to completion of Blocks A through J and Blocks 1 through 16 by Government personnel.

Block A.

CONTRACT LINE ITEM NO.

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

Block B.

EXHIBIT

Enter the exhibit letter assigned to the CDRL.

(Note: DFARS 204.7101 prohibits use of a DD Form 1423 as an attachment for technical data.) Use alpha characters to identify exhibits. The alpha characters shall be either single or double capital letters. Do not use the letters O or I. Additional guidance for exhibit identification is outlined in DFARS 204.7105(b).

Block C.

CATEGORY

Check the appropriate block for the single category of data to be listed on the DD form 1423. 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 9, Section B, of DoDI 5000.2. Types of data in the "Other" category may be further categorized on a DD Form 1423 into single functional area assignments such as Administrative Data (ADMN), Configuration Management (CMAN), DoD Engineering Data Reproduction Systems (EDRS), etc. per the Acquisition Management Systems and Data Requirements Control List (AMSDL).

Block D.

SYSTEM/ITEM

Enter the system/item/project designator or name.

Block E.

CONTRACT/PR NO.

Enter the contract or the Purchase Request (PR) number when known; if unknown, enter the Request for Proposal (RFP) number or other appropriate designator.

Block F.

CONTRACTOR

Enter the contractor's name when known. Following the name, a slash ("/") and the appropriate Commercial and Government Entity (CAGE) code may be inserted.

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

Block G.

PREPARED BY

Enter the name and signature of the CDRL preparer or the name of the activity responsible for preparation of the CDRL.

Block H.

DATE

Enter the date the CDRL was prepared.

Block I.

APPROVED BY

Enter the name and signature of the individual responsible for approving the CDRL.

Block J.

DATE

Enter the date the CDRL was approved.

NOTE: It is sound management practice to paginate, sign, and date each approved page of the CDRL package to ensure that no unauthorized pages have been added or previously approved pages have been changed. The specific method of CDRL package approval is the responsibility of each procuring activity. Blocks G through J should be signed and dated, as a minimum, on the first page of the CDRL package when the preparing and approval authority is the same throughout the entire package. Subsequent pages of the CDRL package should contain the typed names and addresses as shown in Blocks G through J on the first page of the CDRL package. Signature on the last page of the package to preserve CDRL package integrity as approved should also be considered.

Block 1.

DATA ITEM NO.

Enter the Exhibit Line Item Number (ELIN) per DFARS 204.7105(c).

Block 2.

TITLE OF DATA ITEM

The title shall be identical to the title of the Data Item Description (DID) when cited in Block 4. When Technical Manual Contract Requirements (TMCRs) are used to prescribe technical manual preparation requirements, or the DD Form 1423 is used to acquire weapon system technical manuals, the title of the specific type of technical manual being acquired shall be entered in Block 2. If a "One-Time" DID is used, enter the exact title as it appears on the DD Form 1664 (Block 1) of the One-Time DID.

NOTE: Do not paraphrase titles.

Block 3.

SUBTITLE

If the title in Block 2 requires further identification, enter a subtitle. If necessary, use Block 16 for further identification of the data item.

NOTE: This block is optional.

Block 4.

AUTHORITY (DATA ACQUISITION DOCUMENT NO.)

Enter the Data Item Description (DID) number that provides the format and content requirements for the data item listed in Block 2.

Block 5.

CONTRACT REFERENCE

Contractor shall enter the specific paragraph number of the Contractor Statement of Work (CSOW), specification, standard, or other applicable document which contains the tasking that generates a requirement for the data item.

Block 6.

REQUIRING OFFICE

Enter the technical office responsible for ensuring the adequacy of the data. When data requires approval, this office is responsible for determining if the data submitted should be approved as submitted or revised to meet contract requirements.

Block 7.

DD 250 REQ

Enter the applicable code, designating the requirements for inspection and acceptance of the data, as shown in the following list.

DD FORM 250 CODE INSPECTION ACCEPTANCE

SS (1)

(2)

DD (3) (4)

SD

(1) (4)

DS

(3) (5)

LT*

(6) (7)

NO**

(8) (8)

XX

(9) (9)

(1) Inspection at source.

(2) Acceptance at source.

(3) No inspection performed at source. Final inspection performed at destination.

(4) Acceptance at designation.

(5) Acceptance at source. Acceptance based on written approval from the Contracting Officer.

(6) Letter of transmittal only. LT should not be used when inspection is required. The data is sent by the contractor directly to the personnel listed in Block 14 of the DD Form 1423. LT is used when the contracting agency requires a record of delivery but 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 representative perform inspection. The Government QA representative shall be listed on the distribution in Block 14 and requested to provide comments via the QA letter of instruction. Also, when the local Contract Administration Office (CAO) is required to perform inspection of a letter of transmittal, Block 16 will indicate this requirement. In all cases where LT is used, a copy of the letter of transmittal should be provided to the CAO for information and appropriate use in administration of the contract.

(7) As specified in Block 16 of the DD Form 1423.

(8) No inspection or acceptance required. No DD Form 250 or letter of transmittal required.

(9) Inspection and acceptance requirements specified elsewhere in the contract.

* Use of the symbol LT is not authorized for data comprising final delivery of Technical Data Packages or for Technical Manuals. (LT may, however, be used for delivery of preliminary TDP's or TM's.)

** Use of the symbol NO is not authorized for data comprising Technical Data Packages or for Technical Manuals.

Block 8.

APP CODE

Items of critical data requiring specific advanced written approval prior to distribution of the final data item should be identified by placing an "A" in this field. Data items that are elements of TDP's and TM's shall always require an "A" in this field. The responsible reviewing activity will normally be the Requiring Office in block 6. If this is not the case, the reviewing activity will be identified as such in Block 6. When the data item requires submission of a draft document prior to publication of a final document, Block 16 of the DD Form 1423 will show the 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. These response times are contractual commitments and if the Government or contractor cannot meet these commitments, each is obligated to notify the other of the revised length of time required to respond. Block 16 will also indicate the extent of the approval requirements, e.g., approval of technical content and/or format. If approval of the data item is not required, insert N/A (not applicable) in Block 8.

Block 9.

DIST STATEMENT REQUIRED

Enter the code letter (A, B, C, D, E, F, or X) corresponding to the distribution statement to be marked on the technical data item by the contractor, in accordance with DoD Directive 5230.24, "Distribution Statements on Technical Documents". If the appropriate statement is not known, or if it may vary among specific submissions of the data item, enter "See Block 16" and indicate in Block 16 that a distribution statement will be required and provided by the Government prior to delivery of the data.

Block 10.

FREQUENCY

The following is a list of typical codes used to specify frequency of submittals.

ANNLY

Annually

ASGEN

As generated *

ASREQ

As required *

BI-MO

Every two months

BI-WE

Every two weeks

DAILY

Daily

DFDEL

Deferred delivery

MTHLY

Monthly

ONE/P

One Preliminary

ONE/R

One time with revisions

QRTLY

Quarterly

R/ASR

Revision as required *

SEMIA

Every six months

WEKLY

Weekly

XTIME

Number of times to be submitted

(1time, 2time...9time) (A number must always be inserted in place

"X").

* Use of these codes requires further explanation in Block 16 to provide the contractor with guidance necessary to accurately price the deliverable data item.

Block 11.

AS OF DATE

If the data is to be submitted only once, the "As of Date" will be as follows: year/month/day (e.g., "90MAR10"). If an "as of" date is not applicable, an entry of "N/A" will be made in this block.

Block 12.

DATE OF FIRST SUBMISSION

Enter the initial submission date as follows: Year/Month/Day (e.g., "93MAR10"). If submittal is constrained by a specific event or milestone, enter this constraint. If the contract start date is not known, indicate the number of days after contract (DAC) start that the data is due (for example, "90 DAC"). Typical abbreviations in Block 12 are:

ASGEN*

As generated

ASREQ*

As required

DFDEL*

Deferred delivery

XDAC*

Days after contract start

XDACM**

Days after contract modification

XDARP**

Days after reporting period

XDARC**

Days after receipt of comments

XDATC**

Days after test completion

XDPTT**

Days prior to test

EOC

End of contract

EOM

End of month

EOQ End of quarter

*Provide specific instructions for these requirements in Block 16

**A number must be inserted in place of the "X".

NOTE: DO NOT INSERT CLASSIFIED DATES

Block 13.

DATE OF SUBSEQUENT SUBMISSION

If the data is submitted more than once, enter the date(s) of subsequent submission(s). If submittal is constrained by a specific event or milestone, explain this constraint in Block 16.

NOTE: DO NOT INSERT CLASSIFIED DATES.

Block 14.

DISTRIBUTION

Enter the addressees and the number of draft copies and the number of final copies (regular and reproducible) to be provided to each. For distribution of data on digital media, enter the addressees and the specific type and number of media copies to be delivered to each addressee. Unusual media requirements should be explained in Block 16. DoD component designators and office symbols/codes or Unit Identification Codes (UIC's) may be used; however, an explanation of these codes should be provided in the supplemental section of the CDRL package as discussed on page D-3 of this appendix. The first addressee should be the acceptance activity for the data if different from the requiring activity for the data if different from the requiring office and acceptance by DD Form 250 is to be accomplished at destination (see Block 7). When reproducible copies (e.g., vellum, negative, etc.) are required, identify either in Block 16 or within a referenced document the specific type, kind, quality, etc., of reproducible copies or media to be delivered. When the data item requires advanced written approval, (an "A" in Block 8), draft copies are required for approval prior to publication of the final documents. Explain in Block 16 (example: submit draft for approval 90 days after contract award. Submit final copies 30 days after approval of the draft). (It should be noted that unless otherwise indicated on the DD Form 1423, all codes listed in Block 14 will receive both draft and approved final documents.) If the data is not actually to be delivered to the Government or associated contractors or if deferred delivery is required, indicate by placing "DFDEL" in this block and provide disposition instructions in Block 16. Procedures for distribution to classified locations should be worked out between the user, acquisition agency, and applicable data managers.

NOTE: DO NOT INSERT CLASSIFIED LOCATIONS.

Block 15.

TOTAL

Enter the total number of draft and final (regular and reproducible) copies required by Block 14. For digital media, enter the total number of copies required by Block 14.

Block 16.

REMARKS

This block shall be used to provide additional or clarifying information for Blocks 1 through 15. For example, data items requiring a distribution statement as indicated in Block 9 may require the addition of one of the following statements in Block 16: "Distribution Statement ---- in its entirety shall be applied to this data item per DoDD 5230.24," or "the Distribution Statement for this data item is to be provided by the Government prior to delivery of the data." This block shall also be used to tailor the document listed in Block 4 when tailoring of data requirements have not been delineated in another portion of the solicitation or contract. Tailoring may be accomplished by stating the deletions (e.g., "Delete 10.3") or by stating which requirements apply (e.g., "Only 10.4 and 10.5 apply"), whichever is most efficient. Block 16 may also be used to specify "Contractor format is acceptable," to indicate the desired mediums for delivery of the data, or to provide specific cost saving instructions such as delivery of data printed double-sided, use of minimum essential paper quality, and use of low cost document binding/fastener techniques.

Blocks 17 and 18 are to be completed by the bidder or offeror, as required by the following:

Block 17.

PRICE GROUP

Enter the appropriate price group based on the following groups:

Group I. Definition: Data which is not otherwise essential to the contractor's performance of the primary contracted effort (i.e., 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 administration and other expenses related to reproducing and delivering such data items to the Government.

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.

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(s) to the Government.

Group III. Definition: Data which the contractor must develop for his internal use in performance of the primary contracted effort and 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.

III are the administrative and other expenses related to reproducing and delivering such data item to the

Government.

Group IV. Definition: Data which is developed by the contractor as part of his normal operating procedures and his effort in supplying these 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

Enter the total estimated price equal to that portion of the total price which is estimated to be attributable to the design, development, production, or reproduction for the Government of that item of data. The entry "N/C" for "No Charge" is acceptable.

NOTE: DFARS subpart 204.7105(a) provides specific guidance for entering the negotiated price for separately priced or "Not Separately Priced" (NSP) data on the DD Form 1423 or within the contract. Also provided is guidance on when to detach, or leave attached, Blocks 17 and 18 of the DD Form 1423.

ADDRESSEE LIST

DD Form 1423 (CDRL)

Block 14 Entry Distribution Addressees and Electronic Mailing addresses are provided below.

EXHIBITS A, B, C, D and E DISTRIBUTION LIST

Attachment 1 to

Exhibit A