Attachment0031.docx

Progam: Afghan National Maintenance Strategy Solicitation: W56HZV-15-R-0139 Attachment #: 0031

Preparation Guide for Contract Data Requirements List (DD Form 1423)

Content

Blocks A-F at the top of the CDRL will be prepared by the Acquisition Center.

TDP for Technical data Package Elements - MIL-DTL-31000 defines the types of data that comprise a TDP, makes reference to the applicable Government and Industry standards, and provides application worksheets:

· Specifications,

· Engineering Drawings and Associated Lists,

· Process Descriptions,

· Acceptance test Procedures

· Other data that describes the performance characteristics, physical geometry, material composition, , manufacture, and assembly

· TM for Technical Manuals.

· Types of DoD manuals included under the TM category are defined as: Installation, Operation, Maintenance, Training, and Support.

· Other

· Types of data in the "Other" category may be further sub categorized into functional area assignments such as ADMN, CMAN, EDRS, etc. per the AMSDL (DoD 5010.12-L)

Note: The specific method of CDRL package approval is the responsibility of each DoD Component. For paper CDRLs, it is sound management practice to paginate, sign, and date each approved page of the CDRL package to ensure that unauthorized pages have not been added or previously approved pages changed.

Blocks 1-16 are repeated for each individual data item listed on the CDRL

Note: When using Technical Manual Contract Requirements (TMCRs), or the CDRL to acquire TMs, enter the specific type of TM

e.g., Title: Conference Agenda; Subtitle: Program Reviews

Notes:

(1) Except for a one-time DID, the DIDs cited in block 4 must be cleared for listing in the AMSDL (5010.12-L) by the DoD AMSDL Clearance Office

(2) When using the CDRL to acquire TMs, enter the specific number of the applicable military specification or standard that provides the data preparation verification and validation instructions.

(3) When using a TMCR, enter "See TMCR_" and attach the TMCR to the CDRL. (The TMCR lists the applicable military specifications or standards for TM preparation, verification, and validation.)

(4) When procuring commercial off-the-shelf (COTS) manuals, only DID DI-TMSS-80527 is authorized for use.

7. DD 250 Requirement[footnoteRef:1] [1: Use of the DD-250 should be limited to data items requiring formal inspection and acceptance and for which line item pricing and payment is appropriate. In the on-line access environment, data CLINS should be structured to avoid the necessity for DD-250's relating to individual data items.]

Enter one of the following DD FORM 250 codes to designate the requirement for inspection and acceptance of the data item:

As specified in Block 16

NO[footnoteRef:3] [3: Use of the symbol NO is not authorized for data comprising TDPs or TMs.]

8. Approval Code[footnoteRef:4] [4: Data approval requirements should be minimized, especially If the government will be participating in contractor IPTs.]

Enter "N/A" (not applicable) If the Government does not require approval of the data item Enter "A" if written approval is required before distribution of the final data item Indicate (in Block 16) the extent of approval required, e.g., technical content and/or format If it is other than the Requiring Office listed in block 6, enter the responsible reviewing activity in block 16 When a draft is to be submitted for Government review prior to the final document, show (in Block 16) the allotment of time for Government review, and for contractor re-submittal after reviewing activity approval or disapproval.

(Note: These times become contractual commitments. Both the Government and the contractor are obligated to provide notice of a revised length of time required, if they cannot meet the allotted times.)

Note: If the acquisition activity does not know the appropriate statement to apply, or if it may vary among specific submissions of the data item, enter "See Block 16." Indicate in block 16 that the Government requires a distribution statement and will provide it before delivery of the data.

* Explain these codes further in block 16 as necessary **A number is inserted in place of the "X."

· If the data is to be submitted only once - enter the "As of Date" (cut-off date) as follows: year/month/day (e.g., "1998Mar10").

· If the data is to be submitted multiple times - enter the number of calendar days before the end of the reporting period established in block 10. For example:

· "15" indicates 15 days before the end of the frequency period established in Block 10

· "May report for shall reflect information collected through 16 May"

· An "O" indicates currency as of the end of the frequency period.

· Block 16 may be used for further explanation.

· Year/month/day (e.g., "1998Mar10"). Do not insert classified dates

· Specific event or milestone that constrains submittal (e.g., "30 DP-PDR")

· If the contract start date is not known, indicate the number of calendar days after contract (DAC) start that the data is due (e.g., "90 DAC").

Ensure that deliverables with a fixed date are compatible with program milestones; adjust the deliverable date if milestones change.

Typical abbreviations in block 12 are:

CODE

ASGEN

ASREQ

XXDAC

DEFINITION

As generated* As required* Days after contract start**

CODE

DFDEL

EOC

EOM

DEFINITION

Deferred delivery* End of contract End of month

EOQ

XDACM

XDADO

XDARC

DEFINITION

End of quarter Days after contract modification** Days after delivery order** Days after receipt of comments**

CODE

XDARP

XDATC

XDPTT

DEFINITION

Days after reporting period** Days after test completion** Days before test**

*Provide specific instructions for these requirements in block 16. **Insert a number in place of the "X."

· The first addressee is

· Normally the requiring office code shown in block 6.

· The acceptance activity for the data item, If it is different from the requiring office and it will accept the data item by DD Form 250 at the destination.

· Do not insert classified locations.

· Block 14 will provide for the following particulars:

(a) Block 14a. Addressee. The DoD component designator and office symbols and/or codes, or unit identification codes (UICs) may be used. Explain these symbols and codes in a supplemental section of the CDRL package, or in block 16.

Note: When a DD-250 is required by Block 7, the first addressee is the acceptance office for the data item

(b) Block 14b. Copies. Insert the specific number and type of copies (Draft, Final / Regular or Reproducible) to be delivered to each addressee. For on Line Access see Block 15..

(c) When the data item requires written approval (indicated by an "A" in block 8), enter draft quantities in block 14b and an explanation in block 16 (e.g., "Submit draft for approval 90 DAC award. Government will approve/disapprove within 30 days after receipt. Submit final copies 30 days after receipt of Government approval of the draft.")

(d) Unless otherwise indicated on the DD Form 1423, all addressees listed in block 14 will receive both draft and final documents.

(e) Include (in block 16 with a reference to block 14) digital media details and constraints (when appropriate), such as source document requirements of tape density per inch, Tape size, Record and header formats, File headers, Files constructs, and Target system environment (such as DEC VAX -6000 series environment).

(f) Include (in block 16 with a reference to block 14) non-digital media details and constraints, such as source document requirements (e.g., MIL-D-5840 or MIL-M-38761/1) type and class of microfilm, paper, vellum, etc., as necessary to fully describe media constraints.[footnoteRef:5] [5: Do not confuse "reproducible" with the term "reproduced." Reproducible copies are master/first generation documents capable of making successive generations of high-resolution copies. Reproduced copies are subsequent generation copies of lower resolution made from the first generation masters.]

(g) If the contractor is not to actually deliver data to the Government or associated contractors, or if the Government requires deferred delivery, so indicate by entering "DFDEL" in this block. Provide disposition instructions in block 16.

· The user, acquisition agent, and applicable data managers shall coordinate procedures for distribution to classified locations.

For on-line access, enter a reference to Block 16, and in Block 16 provide the access capabilities that are required for the data item. [Reference: MIL-STD-974 Contractor Integrated technical Information Services (CITIS)]

Where data is to be provided by e-mail, or e-mail notification of data access availability is to be provided, include the e-mail addresses in Block 16 or in an attachment referenced in Block 16.

The bidder or offeror completes bocks Blocks 17 and 18 to provide data pricing information for each data item.

Reference: DFARS 215.873 Estimated data prices.

· Group I. Data that is not otherwise essential to the contractor's performance of the primary contracted effort (production, development, testing, and administration) but which is required by the CDRL (DD1423)

· Group II. Data that 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.

· Group III. Data that 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 or quality of the data item.

· Group IV. Data that is developed by the contractor as part of his normal operating procedures and his effort in supplying these data to the Government is minimal

· Group I. Costs to be included 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. Costs to be included are those incurred over and above what the essential data would cost without conforming to Government requirements, and the administration and other expenses related to reproducing and delivering such data items to the Government.

· Group III. Costs to be included are the administration and other expenses related to reproducing and delivering such data items to the Government.

· Group IV. Should normally be shown on the DD 1423 at no cost.

Where all, or a portion of the data price involves charges for on-line access, enter a reference to the location in the Proposal/Contract where the pricing for the access services are included.

Notes:

(1) The entry "N/C" for "no charge" is acceptable.

(2) DFARS Subpart 204.7105(a)(6) provides specific guidance for entering the negotiated price for separately priced or "Not Separately Priced (NSP)" data on the DD Form 1423 or in the contract.

(3) Also provided is guidance on when to detach, or leave attached, DD Form 1423 blocks 17 and 18.

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