Attachment 12 - CDRL_General_Instructions.pdf

CDRL General Instructions 19 March 2019

1. The instructions for preparation of each data item in the CDRL (DD Form 1423-1) are given on individual Data Item Descriptions (DIDs), DD Forms 1664. DIDs may be found on the Defense Standardization Program Web site at http://www.dsp.dla.mil. The DID revision current at time of contract award shall be used, unless otherwise noted. In some cases, the CDRL contains additional instructions for preparation of data items. Where these additional instructions are extensive, backup sheets are utilized. All the instructions contained in the CDRL forms or on the backup sheets are directive to the contractor. CDRL Revisions will be issued on a page-by-page basis.

2. The contractor shall collect, prepare and distribute the data in accordance with the CDRL or as called for by FAR and FAR Supplement clauses of the contract. This will be done by the most economical method, within the requirements of the contract.

3. The data items in the CDRL are cross-referenced to the associated work statement tasks under which the basic information is generated. “Contract Reference” will be Statement of Work paragraph numbers unless annotated otherwise. When new delivery orders are placed utilizing existing CDRLs, the “contract references” block does not need to be updated.

4. Transmittal letter must clearly identify the document(s) delivered and must also be sequentially numbered within CDRL Sequence Number(s), i.e., the third delivery of CDRL Sequence Number A001 shall be identified as A001-003. Transmittal letters shall also specify the delivery order requiring the delivery. Each item delivered under the same CDRL number shall be separately sequenced. However, each delivered item under each separately sequenced submittal number shall be a complete submittal for that data item. In such an event that only a partial submittal of the data item is made, the transmittal letter shall clearly state this fact and shall provide a detailed explanation as to the status of the portions not included. Final delivery of each data item shall also be annotated on the transmittal letter.

a. Transmittal letter for classified deliverables shall note at least the following (as applicable):

i. Date deliverable(s) provided via SIPRNet

ii. Location of deliverable(s) provided via SIPRNet

iii. Email recipients if provided by SIPRNet email

iv. Date classified media were shipped

v. Addressee for classified media

vi. Tracking number(s) for classified media

vii. Date classified media provided by courier

5. For all data items requiring Government approval, the contractor shall deliver a final version within 30 days after receipt of Government comments (DARGC) unless otherwise noted on the individual DD Form 1423. Each submittal of a data item, including drafts, shall be complete and fully conforming to the requirements of the data item. The Government’s response may take the form of approval, approval with comments, or rejection. The following definitions apply:

Approval: The data submission is acceptable as submitted.

Approval with comments:

The data submission is acceptable; however Government comments must be satisfactorily incorporated in the next occurrence of the submission.

Rejection: The data submission is deficient in scope, format, technical content and/or intelligibility and requires rework. The data submission will not be considered for further action by the Government until the comments are adequately incorporated.

http://www.dsp.dla.mil/

6. The contractor shall use distribution and control markings as written in the following paragraphs a. through e. Please contact the Contracting Officer’s Representative (COR) or Alternate Contracting Officer’s Representative (ACOR) for any questions related to these marking requirements.

a. The following Distribution Statement shall be used on all data deliverables except as noted on the individual DD Form 1423 or as required by b. below:

DISTRIBUTION STATEMENT 3: Distribution authorized to the Ministries of Defense (MOD) of France, Germany, Italy and Spain, the US DoD, and their contractors only in order to control critical technology (Date of Determination). Other requests shall be referred to the MIDS International Program Office (MIDS IPO), 33050 Nixie Way, San Diego, CA 92147-5416.

b. The following Distribution Statement shall be used on all data deliverables that are determined to be releasable within the United States only:

DISTRIBUTION STATEMENT D: Distribution authorized to the Department of Defense and US DoD contractors only in order to control critical technology (Date of Determination).

Other requests shall be referred to the MIDS Program Office (PMA/PMW-101), 33050 Nixie Way, San Diego, CA 92147-5416.

c. The following Warning shall be used on all data deliverables that are determined to contain export-controlled technical data. When technically infeasible to use the entire statement an abbreviated marking may be used, and a copy of the full statement added to the “Notice to Accompany Release of Export-Controlled Data.”

WARNING – This document contains technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C., Sec 2751, et seq.) or the Export Administration Act of 1979 (Title 50, U.S.C., App. 2401 et seq.), as amended. Violations of these export laws are subject to severe criminal penalties. Disseminate in accordance with the provisions of DoD Directive 5230.25.

d. Controlled Unclassified Information (CUI) technical data produced for the MIDS IPO using Distribution Statement 3 defined by paragraph 6.a. shall be marked according to the following example, as applicable, unless otherwise directed by the assigned COR or ACOR. Include the CUI marking on the bottom of all pages including the front and back covers (if applicable). If space allows, also include it on the top of the pages.

UNCLASSIFIED//FOR OFFICIAL USE ONLY/REL TO USA, DEU, ESP, FRA, ITA

NOTE: The example statement may be modified as applicable.

e. CUI technical data produced for the United States only using Distribution Statement D defined by paragraph 6.b. shall be marked according to the following example, as applicable, unless otherwise directed by the assigned COR or ACOR. Include the CUI marking on the bottom of all pages including the front and back covers (if applicable). If space allows, also include it on the top of the pages.

UNCLASSIFIED//FOR OFFICIAL USE ONLY

NOTE: The example statement may be modified as applicable.

7. The contractor may deliver CDRL items early except for CDRL items with an as-of date as established by the DD Form 1423, Block 11. Delivery dates stipulated are for receipt at the destination.

8. All CDRL items identified on the DD Form 1423 as Joint CDRL items require formal concurrence by each participating contractor. Only one of the participating contractors is required to submit the data item; however, the contractor that is not submitting the data item shall indicate concurrence via a transmittal letter referencing the submittal by the contractor providing the data item or by a signature on a Joint document page or form. Joint Engineering Change Proposals (ECPs) CDRL items require signature by each participating contractor prior to submittal to the Government.

9. Data shall be delivered in digital format (see paragraph 11). The method for delivery of unclassified data shall be via the Program Office’s unclassified data and document management system (MIDSvue) and, for classified data, via SIPRNet, InteLink IntelDocs or IntelShare. No data delivered via MIDSvue should be password-protected unless password protection is required per the DD Form 1423. Data submitted via MIDSvue that is password protected when not directed may be rejected by the Government. Data shall not be submitted via MIDSvue as a WinZip (.zip) file unless otherwise necessary due to the file composition (software, technical data package, etc.).

In the event that MIDSvue, SIPRNet, InteLink IntelDocs or IntelShare are not available and urgency necessitates delivery via alternate means, data items may be delivered in digital format on portable digital media, (e.g. CD-ROM or DVD-ROM) or if necessary in hard copy format and shall be delivered to the following addresses:

Unclassified Mailing Address:

MIDS Program Office Attn: Security Officer (412) 33050 Nixie Way San Diego, CA 92147-5416

Classified Mailing Address*:

Commanding Officer, Naval Information Warfare Center (NIWC) Pacific Attn: Document Control 53560 Hull St.

San Diego, CA 92152-5001

(619) 553-6910/12

* The unclassified mailing address shall be put on the inside wrapping of the classified mailing.

10. Classified CDRLs or associated data which require the NSA's review shall be provided by approved classified electronic means (i.e., SIPRNet, InteLink IntelDocs or IntelShare). In the event that classified electronic means are not available and urgency necessitates delivery to NSA via alternate means, classified documents and data may be provided to the NSA on portable digital media (e.g. CD-ROM or DVD-ROM) and shipped to the following address:

Department of Defense 9800 Savage Road Suite 6755 Fort Meade, MD 20755-6755 POC: Prithwish Saha

11. Digitally formatted data deliveries shall be provided in PDF or XPS format. For two dimensional drawings, illustrations, and schematics, the digital formats shall be “Vector (CGM, SVG)” for new products and “Raster (TIFF, BMP, JPEG, PNG)” for existing data products. Native format files will be supplied to the Government upon request or if specified in the DD Form 1423. With the exception of specific types of technical drawings and databases, the preferred native file format for most deliveries is in the latest commonly available version of MS Office (MS Word for text and tables, MS Excel for spreadsheets, and MS PowerPoint for presentations). A scanned electronic image of the signed, formal delivery letter and all signature pages for all deliveries shall be included in the data delivery. Only the pages that contain signatures shall be scanned; all other pages shall be delivered in either their native format or PDF as converted from the native format, not scanned as an image.

12. With the exception of specific types of technical drawings, the contractor shall use the preferred US Letter (8.5” x 11”) size paper for formatting of all data items. If deemed necessary for feasibility or technical purposes, it is permissible for MIDS European contractors to use the A4 size paper where the US Letter size is not practical. However, the contractor shall maintain the US standard sizes for configuration baseline documentation.