High-Level Contract Data Requirement List (CDRL) Planning ......Step 1, SMEs will review the...
Transcript of High-Level Contract Data Requirement List (CDRL) Planning ......Step 1, SMEs will review the...
October 2016
High-Level Contract Data Requirement List (CDRL) Planning Tool
High-level CDRL planning tool to enable critical thinking to develop the necessary & proper data
requirements and the delivery of the data.
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SMEs use the
Work Breakdown
Structure (WBS)
tool for the Data
requirements over
the life-cycle of
that system
Conduct
Integrated
Product Team
(IPT) Data
Call
meeting(s)
based on the
Program
Strategies and
SOW/PWS
Conduct Data
Requirement
Review Board
meeting(s),
revise tailored
CDRLs as
directed
IPT selects the
DIDs and then
tailors the
DIDs via the
CDRLs for the
data and
delivery
IPT develops
the Statement
of Work
including
listing all the
CDRLs in
Exhibit
A
IPT reviews
the Data
Markings on
all data
delivered by
contractor(s)
to ensure
markings are
conforming
& justified
Contract
Award
Test &
Evaluation
Master Plan
System
Engineering
Plan
Acquisition
Strategy
Life Cycle
Sustainment
Plan
Intellectual
Property
Strategy
Subject
Matter
Experts
(SME)
Requirement
Documents
Source
Documents
1Feb 2021
Step 1, SMEs will review the requirement
documents (ICD, CDD, SRD, etc.) and the
acquisition documentation to determine what
data is necessary, for what purpose, for how
long the data is needed, and to promote
competition throughout the life-cycle of the
weapon system.
SMEs use the
Work Breakdown
Structure (WBS)
tool for the Data
requirements over
the life-cycle of
that system
Conduct
Integrated
Product Team
(IPT) Data
Call
meeting(s)
based on the
Program
Strategies and
SOW/PWS
Conduct Data
Requirement
Review Board
meeting(s),
revise tailored
CDRLs as
directed
IPT selects the
DIDs and then
tailors the
DIDs via the
CDRLs for the
data and
delivery
IPT develops
the Statement
of Work
Proposal
including
listing all the
CDRLs in
Exhibit
A
IPT reviews
the Data
Markings on
all data
delivered by
contractor(s)
to ensure
markings are
conforming
& justified
Contract
Award
Test &
Evaluation
Master Plan
System
Engineering
Plan
Acquisition
Strategy
Life Cycle
Sustainment
Plan
Intellectual
Property
Strategy
Subject
Matter
Experts
(SME)
Requirement
Documents
2
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Documents
Step 2, the government engineering team will
develop the WBS elements of the weapon system
to the Level 3. The number and “depth” of
elements defined in the WBS will increase as the
design progresses through research and
development.
SMEs use the
Work Breakdown
Structure (WBS)
tool for the Data
requirements over
the life-cycle of
that system
Conduct
Integrated
Product Team
(IPT) Data
Call
meeting(s)
based on the
Program
Strategies and
SOW/PWS
Conduct Data
Requirement
Review Board
meeting(s),
revise tailored
CDRLs as
directed
IPT selects the
DIDs and then
tailors the
DIDs via the
CDRLs for the
data and
delivery
IPT develops
the Statement
of Work
including
listing all the
CDRLs in
Exhibit
A
IPT reviews
the Data
Markings on
all data
delivered by
contractor(s)
to ensure
markings are
conforming
& justified
Contract
Award
Test &
Evaluation
Master Plan
System
Engineering
Plan
Acquisition
Strategy
Life Cycle
Sustainment
Plan
Intellectual
Property
Strategy
Subject
Matter
Experts
(SME)
Requirement
Documents
3
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Documents
Step 3, an acquisition data call is a request by the Data Manager for all functional government organizations involved in the program and the
specific acquisition. A data call should be issued for each specific acquisition program, and should be one of the first steps in developing the
RFP, solicitation, or contract documentation.
The acquisition data call should reach all functional areas that support the material (e.g., engineering, software engineering, integrated logistics
support activities, configuration management, test and evaluation, product assurance, safety, human engineering, and training). The responses to
the acquisition data call are critical and provide the basis for the user's data requirements becoming contractual requirements. Those
requirements will be consolidated and reviewed at several management levels, any one of which may challenge the need for the data.
Each data call participant should identify the data requirements based on the life-cycle phase of the program, purposes of the contract, and life-
cycle program strategies. Data requirements can be specified using a Data Item Description (DID) and the CDRL. Data call participants should
refer to the Statement Of Work (SOW) or Performance Work Statement (PWS) or other requirement documents to determine whether a valid
contract requirement supports the proposed data requirement.
Click here for
definition
of a Data Manger4
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A Data Manager is a person who works in or supports the PMO that is
responsible for all data management including data call, ordering the data, part
of the Data Requirement Review Board, reviewer of all CDRLs, ensuring all
Distribution Statement are correct, reviewing the cost of the data, inspections
and acceptance of data and final the storage of the data.
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Step 4, CDRL authors develop the draft CDRLs with the
appropriate DIDs to the specific work task in the draft RFP. CDRL
authors should tailor the DID avoid expense related to unnecessary
information gathering or formatting. Tailoring instructions can be
specified in Block 16 of the CDRL. DoD 5010.12-M is an excellent
reference for step-by-step instructions to complete a CDRL form.
Click here for a step-by step procedure
to complete a CDRL6
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Step 5, conduct a Data Requirement Review Board (DRRB) meeting(s). This is another important step to authenticate and
validate Request For Proposal (RFP), solicitation, and contract data requirements, including the data and corresponding
SOW tasking requirements. This step almost always reduces the amount of CDRLs and further tailors each CDRL, which
results in a large cost avoidance to the government.
Basically, a DRRB is when each CDRL author presents his/her CDRL(s) to an independent member chairperson vested with
decision authority for all DRRB actions. At this meeting each CDRL is reviewed with the DID and SOW/PWS in minute
detail to ensure the data is necessary, meets the minimum needs, and is in accordance with the life-cycle needs as established
by the Acquisition Strategy, Life Cycle Support Plan, System Engineering Plan, Test & Evaluation Master Plan and
Intellectual Property Strategy documents. The results of the DRRB should include an agreed upon list of defined data
requirements that will go into the RFP.
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Go to the next page to continue Step 5
October 2016
Review the data to be delivered and ensure:
Intended users agree with data requirements of proposed procurement.
Data requirements are clearly stated in the SOW/PWS and traceable to the contract reference in Block 5
of the DD Form 1423.
Only essential, minimum data is acquired (NOT unnecessary data).
All DIDs referenced are current in ASSIST, or are a One-Time DID.
Each Data Line Item has an assigned exhibit.
Approval requirements, delivery dates, and deferred delivery of data are reasonable, consistent with program schedule, and properly specified on DD Form 1423s.
Adequate quality and/or warranty provisions are in the contract to ensure data produced / delivered will meet its intended use.
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Go to the next page to continue Step 5
October 2016
The DRRB lead should:
Determine the appropriate members of the DRRB,
Establish standing procedures (SOP) for the DRRB,
Identify who will chair the DRRB,
Outline each members responsibilities (be specific),
Include an Organization Chart with POCs (names and titles of each member),
Ensure minutes are recorded and action items tracked and
Document approval or reasons for disapproval of each data item submitted for review, and action items assigned.
Distribute minutes, action items (and closure) to members.
Provide minutes to all planning “data call” respondents.
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October 2016
ACAT IB program- $9,800,000 cost for the data the contractor will deliver
PMO conducted a DRRB to ensure each CDRL was necessary
Some DRRB Recommended Activities:
Only order minimum quantities,
Ensure duplicate data are not ordered,
Consider the use of the contractor’s format,
Use of preliminary or informal data to meet initial needs,
Use of data updates by means other than total resubmission,
Can red-line updates suffice,
Conduct an Industry Day regarding data management & data rights,
Tailor the DIDs via the CDRL Block 16, and
Balance among competing program objectives. To balance performance, life-cycle cost considerations, and at the same time, be properly tailored to ensure that essential operational and sustainment requirements are maintained. This is the hard part and involves the necessary critical thinking with everyone involved in data acquisition.
DRRB- Should Cost Activity
“Does anyone in the government read these CDRLs,” quote
from a Program Manager for a large commercial company10
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Step 6, is the key step in this process. From the WBS, and going through a
data call and a DRRB, the IPT will than finalize all the tailored DIDs/CDRLs.
Therefore, at the end of Step 6 the Program Office has identified the exact data
that is required for the entire life-cycle of the program in terms of sustainment,
competition, and the delivery of the data.
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Go to the next page to continue Step 6
Section J is the attachment to the Statement of
Work. One of the important attachments from a
data deliverable perspective is the CDRLs, DD
Form 1423 as an Exhibit.
Step 6 cont.
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Click here for the
DFARS clause and provision
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215.470 Estimated data prices.
(a) DoD requires estimates of the prices of data in order to evaluate the cost to the Government of data items in terms of their management, product, or engineering value.
(b) When data are required to be delivered under a contract, include DD Form 1423, Contract Data Requirements List, in the solicitation. See PGI 215.470(b) for guidance on
the use of DD Form 1423.
(c) The contracting officer shall ensure that the contract does not include a requirement for data that the contractor has delivered or is obligated to deliver to the Government
under another contract or subcontract, and that the successful offeror identifies any such data required by the solicitation. However, where duplicate data are desired, the contract
price shall include the costs of duplication, but not of preparation, of such data.
PGI 215.470 Estimated data prices.
(b)(i) The form and the provision included in the solicitation request the offeror to state what portion of the total price is estimated to be attributable to the production or
development of the listed data for the Government (not to the sale of rights in the data). However, offerors' estimated prices may not reflect all such costs; and different offerors
may reflect these costs in a different manner, for the following reasons—
(A) Differences in business practices in competitive situations;
(B) Differences in accounting systems among offerors;
(C) Use of factors or rates on some portions of the data;
(D) Application of common effort to two or more data items; and
(E) Differences in data preparation methods among offerors.
(ii) Data price estimates should not be used for contract pricing purposes without further analysis.
Step 7, is where the PMO/IPT members reviews all the data markings for each data
delivered by the CDRL. This includes both digital and printed media. Note, for computer
software source code, every software line of code should be scanned to ensure the
markings are proper (justified and conforming).
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Data Rights Marking Process for Noncommercial Technical Data (click here)
Data Rights Marking Process for Noncommercial Computer Software (click here)
Manual Reviewers
Product Drawings/Models and
Associated Lists
Limited Rights
Marking
CDRL A007 with DID
Reviewers Marking Verification
Determination
Computer Scan
Reviewer
Memo to Contracting Officer/Attorney with findings
Manual
Review
Marking
Verification
Document
Marking
Verification
Document
CDRL
Number
CDRL Description PMO’s Position on IP Rights for
Technical Data/Computer
Software Documentation
Contractor’s Position on IP Rights for
Technical Data/Computer Software
Documentation
Comments by the PMO’s
Review Team
A007
Radiation Detector,
drawing Limited Rights, but need to
validate funding status
Limited Rights
Should request “proof” from
contractor that this drawing
was developed exclusively at
private expense
Fictitious Example
of an Assertion List Table
Technical Data to be
Furnished With Restrictions
Basis for
Assertion
Asserted
Right Category
Name of Person
Asserting
Restrictions
Radiation detector, 3D
design as recorded in
Drawing No. 123-4433,
dated 4 Sept 2018
Developed
exclusively at
private
expense
Limited
Rights
HI Robotics Inc.
(32827)
Data Rights Marking Process for Noncommercial Technical Data
Click to go Back to Step 7
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Software Product Specification
CDRL
A028 with
DI-IPSC-
81441A
Reviewers Marking Verification Determination
Computer Scan
Reviewers
Memo to Contracting Officer/Attorney with findings
Computer Software to
be Furnished With
Restrictions
Basis for
Assertion
Asserted
Rights
Category
Name of Person
Asserting Restrictions
Noncommercial
computer software,
“Articulated Flippers”,
Version No. 1.5, dated
27 Sept 2018
Developed
with mixed
funding
Government
Purpose Rights
HI Robotics, Inc.
(32827)
….. …. …. …
Restricted Rights
Marking/Legend
Fictitious Example of an Assertion List Table
Marking
Verification
SOP
Document
CDRL
Number
CDRL Description PMO’s Position on IP Rights for
Computer Software
Contractor’s Position on IP Rights
for Computer Software
Comments by the PMO’s
Review Team
A028 Computer
software source
code
Government Purpose Rights (GPR)
due to mixed funding as listed on
the Assertion Table
Restricted Rights
markings/legends within the
source code
Unjustified marking. All
markings/legends on the
computer software source
code should be GPR
Data Rights Marking Process for Noncommercial Computer Software
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Source Documents:
1. DAU CLM 072 (Data Management Strategy), DAU CLM 075 (Data Acquisition) and DAU CLM 076 (Data Markings)
2. DoD manual 5010.12-M, Procedures for the Acquisition and Management of Technical Data, latest edition
3. MIL-STD-963, Data Item Descriptions, latest edition
4. DoDI 5230.24, Distribution Statements, latest edition
5. MIL-HDBK-245D, Handbook for Preparation of Statement of Work, latest edition (Guidance only)
6. MIL-STD-31000B, Technical Data Packages, latest edition
7. Integrating Software Topics into the Request for Proposal, Aerospace Report No. TOR-2011 (8506)-117
8. Recommended Software-Related Contract Deliverables for National Security Space System Programs,
Aerospace Report No. TOR-2006(8506)-5738
9. Intellectual Property Marking Trust But Verify, Defense A&S magazine, May-June 2019
10. Defense Federal Acquisition Regulation Supplement (https://www.acquisition.gov/dfars)
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How to Complete a CDRL
The term data is very broad, and comprises a number of sub-types.
The figure below depicts a hierarchy of the types of data that are
relevant to stakeholders who manage data at an enterprise or
project level.
1
2
3
4
1What Is Data
October 2016
Technical Data Definition
For the purposes of DoD acquisition programs and the
acquisition and management of data, technical data is the scope
of interest. The term technical data is defined as:
Recorded information (regardless of the form or method of the
recording) of a scientific or technical nature (including computer
software documentation) relating to supplies procured by an
agency. Such term does not include computer software or
financial, administrative, cost or pricing, or management
data or other information incidental to contract
administration.
2What Is Technical Data?
October 2016
What is a Technical Data Package (TDP)?
A Technical Data Package is a technical description of an item adequate for
supporting an acquisition strategy, production, and engineering & logistics
support. (MIL-STD-31000)
The description defines the required design configuration or performance
requirements, and procedures required to ensure adequacy of item
performance.
It consists of applicable technical data such as drawings, models, associated
lists, interface control documents, specifications, standards, performance
requirements, quality assurance provisions, software documentation, and
packaging details.
What is Technical Data Package?
A TDP is a collection or assembly of technical data.
3
October 2016
Computer Software definition
i. Computer programs that comprise a series of instructions,
rules, routines, or statements, regardless of the media in which
recorded, that allow or cause a computer to perform a specific
operation or series of operations; and
ii. Recorded information comprising source code listings, design
details, algorithms, processes, flow charts, formulas, and
related material that would enable the computer program to be
produced, created or compiled.
Firmware is
considered
software.
Computer = anything that
runs software (e.g., part of
radio, part of missile, etc.)
4What Is Computer Software?
October 2016
Do not procure all the data just to have all the data Court of Federal Claim, Case No. 17-2018C, contractor stated, “The Government Purpose Rights data
comprise more than 1,600 terabytes of information- an amount so vast that X contractor had to ship them to the Navy on large Network-Attached Storage Unites. (For perspective, if these data were in the form of single-spaced MS Word documents in 12-point font-which they were not- a single terabyte of data would comprise approximately 86 million papers of these MS Word documents.) These data describe the flight performance of the X-47B during each of the test flights, and the Navy may reveal them to anyone it pleases. These enormous quantities of data are not in dispute in this suit.”
Only procure the data that is necessary and proper for the life-cycle of the system based on the Program Strategies (Acquisition Strategy and Life Cycle Sustainment Plan). PBL?
Contractor Support?
All DoD Government Support?
50-50 statute for depot overhauls?
Storage and Protection of Data?
Configuration Management of the Data?
Acquire the technical baseline
Data Grab? Think Twice About It
October 2016
Do I need more than just the data? Yes, Yes and Yes. What about special tooling and jigs?
Special ovens to preheat?
Trained mechanics to perform the work?
Hardware-In-The-Loop facilities for software testing?
Special test equipment?
New computer software (Matlab for example) and hardware (3D printing)?
Special metal materials?
New facilities- lab for example?
Necessary data right? This is another complex topic
Data Grab? Think Twice About It
10 USC 2320 states the US government is only to order data which
meets a minimum and identifiable need. Over-ordering data is not an
appropriate insurance policy, it is against DFARS policy.
October 2016
How does the DoD receive the data that it needs?
The completed CDRL form (DD 1423) requires the contractor to formally
deliver the data (contractual obligation) to the Government
Data is ordered using single or multiple DD Form 1423(s). CDRLs are
located in the contract (Section J, Exhibits)
CDRLs can be tied to events (e.g., PDR) or calendar driven (e.g., monthly
reports)
Data can be in the form of test data, computer software, algorithms, design
details, progress reports, technical data, financial or management reports,
or any information required by contract to be delivered
Contract Data Requirements List (CDRL)
DD Form 1423
CDRL = Data Delivery
October 2016
• The contract is the agreement between
the Government and the contractor
• The SOW describes the required tasks.
A PWS describes expected outcomes.
• The CDRL is the “data delivery” vehicle
providing the what, when, who, and
how of the delivery.
• The Data Item Description (DID)
describes data content, format, media,
and intended use of a single data
product.
Interrelationships
SOW/PWS
DID(s)
CDRL
Exhibit
Sec. J
October 2016
DIDs
MIL-STD-963C
Department of Defense
Standard Practice-Data
Item Descriptions (DIDs)
October 2016
The DID is a DOD document specifically defining data content, format,
and intended use. DIDs facilitate standardization across the Department
Each DID is uniquely numbered to identify the data deliverables in terms
of purpose, description, requirements, and preparation instructions
DIDs are prepared by the Services, DOD Agencies, or other Federal
Agencies (e.g., NSA). They are approved by the DOD Standardization
Program Office or appropriate delegated authority
Each CDRL may only reference a single DID
DID – The Basis of the CDRL
October 2016
Use the Acquisition Streamlining and Standardization Information System
(ASSIST) database. ASSIST is “The Official Source of DOD Standards and
Specifications”. ASSIST must be used to research and select the
appropriate DID.
There are numerous ways to search for the appropriate DID on ASSIST
(DID number, area, or key term search). To maximize search capability
obtain an ASSIST account.
http://quicksearch.dla.mil/qsSearch.aspx
Finding the DID- ASSIST Database
October 2016
CDRL
October 2016
Per DFARS 204.7101:
-Attachments are documents, appended to contracts that don't establish
any requirements for deliverables.
-Exhibits are documents, referred to in a contract, and attached which
do establish requirements for deliverables.
Why CDRLs Are Always In Exhibits
CDRL DID Title-Subtitle Contract
Reference
CLIN
A001 DI_MISC-80711A Scientific and Technical
Reports- Static Failure
Analysis
SOW 4.1.4 003
A002
A003
Exhibit A CDRL Index (dated xxx 2018)
DFARS PGI 204.7105 contains the instructions on using Exhibits versus Attachments and proper numbering instructions
October 2016
Form DD 1423-1
• The DD 1423-1 provides for one
deliverable and one DID. This is the
most commonly used CDRL form.
• Detailed instructions for filling out
the 1423-1 are contained in DoD
Manual 5010.12-M. This manual is
a very good reference! Has been
updated, but not sure when it will be
released.
October 2016
Form DD 1423 Basic
The DD 1423 Basic
allows four DIDs on
one form. Not much
room in the Remarks
Block #16
1
2
3
4
October 2016
Form DD 1423-2
The DD 1423-2
provides for two DIDs
on one form
1
2
Contract Info
October 2016
Blocks A, B, C, D, E and F
The “Category” or type of deliverable.
Place an "X" next to the category of
data being procured. If a TDP or TM
does not apply, then enter “X” in the
"OTHER" block followed by the 4-letter
standardization category in the DID title
(there are 27 standardization
categories). These categories are
described in the DOD SD-1
Standardization Directory.
The system, item, project designator or name of service that the data will support.
The DD 1423 is always referred to as an “Exhibit” (Exhibit A, Exhibit B, etc. but letters “I” and “O” shall not be used.) Contract Exhibit letter must match Data Item Number identifier (Block 1)
List the “Contract Line
Item Number(s)”
(CLIN) calling for the
submission in Section
B of the Request for
Proposal
Contract, Purchase Request, or RFP number.
WHO will provide the data (when known).
0004 B X-SESS
Radar Training Device HQXXXX-15-C-XXXX XYZ Company
October 2016
Blocks 1, 2 and 3
Enter the Exhibit Line Item Number. This number is developed by the PMO. The first position consists of the exhibit identifier and must match Block B. The remaining positions are assigned sequentially (for example, A001, B095). A001 is the 1st CDRL in Exhibit A
WHAT is the data item. The title should be identical to the title of the DID cited in Block 4 (use the title in the ASSIST database).
This is where the PMO can put its unique deliverable title/subtitle name. This is an optional block to fill in.
B009Product Drawings/Models and Associated Lists
RTD Product Drawings
October 2016
Blocks 4, 5 and 6
The DID that provides the format and content requirements of the data item. Include the revision letter. If the DID has been tailored, enter “/T” after the DID number. Note- Technical Manuals are procured using the Technical Manual Contract Requirement (TMCR) vice a DID. Refer to next slide.
The specific paragraph number(s) of the SOW/PWS requiring the generation of a data deliverable. A specification, standard or other applicable document containing the task may be used but it must be referenced in the contract.
The technical office responsible for ensuring the adequacy of the data, usually the PMO or the functional owner for the CDRLs. This answers WHO is getting the data.
DI-SESS-81000E/T (See Block 16) PWS 3.7.1.5, 3.14.2 PEO C4I Contracts
Tailor the DIDIn Block 16!
October 2016
Blocks 4 Technical Manual (TM) Only
A technical manual contract requirements
(TMCR) is a document that provides the complete
content and format requirements for the
preparation of one or more TMs, and list the
associated deliverable data products and DID
numbers. The TMCR consolidates the
requirements from various specifications and
standards and tailors these requirements to
produce a manual that satisfies specified user
needs.
Technical manuals are also separately priced
items and must be listed as a separate exhibit to
the contract.
Example TMCR
A
1
October 2016
Block 7
Page 37 of DoD Manual 5010.12-M has a thorough explanation of Block 7 codes (for example, “SS”, “DD”, “XX”). Use of a DD Form 250 is usually required for final data products intended to be baselines for government applications, such as engineering drawings, specifications, and TMs. The LT (Letter of Transmittal) code is used when a record of delivery is desired, but formal DD Form 250 inspection and acceptance is not required and the contracting office does not want to have a DD Form 250. However, “LT” and “NO” (no inspection or acceptance required) are not to be used when an inspection of the data is required (e.g., high cost data such as drawings, specifications, TDPs, or technical manuals).
LT
October 2016
Block 8
Critical data that requires written approval before distribution of the final data are identified with an “A”.For Technical Manuals and TDPs always enter an “A”.
The Reviewing Activity is normally the Requiring Office cited in Block 6. If not, ID who is responsible in Block 16.
Use N/A if approval is not required.
When drafts are required, Block 16 should state how long the Contractor has to resubmit after approval, conditional approval or disapproval by the Government.If specifying how long the Government will take for review, cite a reasonable amount of time and say the Government "will..." not "shall...".
(Sample Block 16 Language- edit to fit circumstances):Block 8: Submit draft for approval within 90 days of contract award. Submit revisions within 60 days of receipt of Government comments. Distribute within 15 days of authorization to issue final. Any further revisions required on resubmissions shall be submitted within 30 days of receipt of Government comments.
A
October 2016
Block 9
The only acceptable codes for this block are “A”, “B”, “C”, “D”, “E”, and “F” (refer to the corresponding codes listed in DoDD 5230.24, “Distribution Statements on Technical Documents”).
Block 9 has nothing to do with data rights.
A See Blk 16
Enter the Distribution Statement Code that the Contractor must mark
on the technical data item and "See Blk 16".
The Government determines the Distribution Statement! It indicates
the extent the item is available for secondary distribution, release,
and disclosure without further authorization from the "controlling
DoD office".
If the appropriate statement is not known or may vary among
specified submissions of data, Block 16 may say something like:
"A distribution statement is required and shall be requested from the
Government by the Contractor at least X days prior to when the
Contractor needs it in order to deliver the data on time."
(Sample Block 16 Language- edit to fit circumstances):Block 9: Distribution Statement A: Approved for public release; distribution is unlimited.
October 2016
Blocks 10, 11, 12 and 13
Blocks 10-13 are focused on final delivery from the contractor - the “WHEN” for CDRL frequency, data collection
dates, and submittal. If Block 8 indicates that a draft is required for approval, review/turn-around should be
described in block 16, with block 12 being reserved for the approved copy.
Draft delivery dates specified in block 16 must allow review and turn-around time to meet the block 12
requirement. CDRL preparers should use the codes discussed on pages 38-40 of the DOD 5010.12-M to the
maximum extent possible for clarity. Only use Block 16 in order to amplify information in Blocks 10-13, if
necessary, to avoid ambiguity.
October 2016
Block 10
- This block explains the frequency of the submittal- A list of 15 typical codes used to specify frequency of
submittals is located on page 39 of DOD 5010.12-M. For example:
- “ANNLY” (Annually)- “MTHLY” (Monthly)
- Any codes used that are not on this list should be defined in Block 16.
ANNLY
Annually
As generated
As required
Every 2 months
Every 2 weeks
Daily
Deferred Delivery
Monthly
One Preliminary
One time with revision
ANNLY:
ASGEN:
ASREQ:
Bl-MON:
Bl-WE:
DAILY:
DFDEL:
MTHLY:
ONE/P:
ONE/R:
QRTLY:
R/ASR:
SEMIA:
WEKLY:
XTIME:
Quarterly
Revision as required
Every 6 months
Weekly
Number of times to be submitted (1 TIME, 2
TIMES, 9 TIMES, etc.). A number must be
inserted in place of the X where you see one
Submission Frequency (Block 10)
October 2016
Block 11
• Block 11, “As of Date” , is used to define the “cut-off date” for data collection. That is, when does the Government want the contractor to close out data collection so that the report/deliverable can be prepared?
• This may apply to both one-time or recurring deliveries.• For a one-time delivery, enter the “As of Date” (the date data collection is cut off)
by using the actual calendar date in YYMMMDD format. • In recurring reports, a number is used to indicate the number of calendar days
prior to the end of the reporting period (indicated in Block 10) when data collection is “cut-off”. For example, a “15” indicates the “As of Date” would be 15 days prior to the end of the month. A “0” would indicate the “As of Date” is the last day of the month.
• Use “N/A” if not applicable.• If further explanation is required, enter “See Block 16” with an appropriate
explanation in Block 16.
October 2016
Block 12
• This block indicates the initial submission date or the event which constrains deliverable submission in terms of a specific event or milestone (e.g., contract award, test completion).
• There are three methods to complete this block: • Enter initial submission date in YYMMMDD format. • Use one of the following standard codes (page 40 of
DOD 5010.12 Manual): ASGEN, ASREQ, XXDAC, DFDEL, EOC, EOM, EOQ, XDACM, XDARP, XDARC, XDATC, XDPTT, XDADO (with “X” representing the number of days).
• Write “See Block 16” with a corresponding explanation on why/how the submittal is dependent on a specific date or milestone (Due 30 days prior to CDR).
• This block is used for final delivery when used with Block 8.
October 2016
Block 13
• Complete this block if data is to be submitted more than once.• There are three methods to complete this block:
• Enter subsequent submission date in YYMMMDD format. • Use one of the following standard codes (page 40 of DOD 5010.12
Manual): ASGEN, ASREQ, XXDAC, DFDEL, EOC, EOM, EOQ, XDACM, XDARP, XDARC, XDATC, XDPTT, XDADO (with “X” representing the number of days).
• Write “See Block 16” with a corresponding explanation on why/how the submittal is dependent on a specific date or milestone.
October 2016
Blocks 14 and 15
List WHO receives a copy of the data deliverable. The first addressee listed should ALWAYS be the Block 6 Requiring Office, in most cases the PMO or Functional Office. Block 16 should state the HOW (method) of delivery (e.g. electronic data warehouse, e-mail, CD-ROM, etc.).
When Block 8 is “A”, draft copies must be delivered, reviewed, and eventually approved before publication of the final document.
Enter draft quantities in block 14b and , if necessary, an explanation in block 16 (“Submit draft for approval 90 DAC award. Submit final copies 30 days after Government approval of the draft.”)
Note: Procedures for distribution to classified locations should be coordinated among the user, acquisition agent, and applicable data managers. In other words, don’t advertise it on the DD 1423!
October 2016
Block 16
This block is used to provide additional or clarifying information for blocks 1 - 15.
Block 16 is used to clarify information for Blocks 1-15 but the information must be consistent.
October 2016
Block 16 Entries
If a DID is tailored, describe which DID requirements are not required.
Media and format requirements. If able accept the contractor format but
ensure the format is readable by the Government.
Block 16 should contain the exact verbiage of the applicable distribution
statement annotated in Block 9, export control warnings, or other markings.
These type markings are determined by the controlling DOD office. See DoDI
5230.24 for more information.
If Block 8 is marked “A”, describe Govt review/contractor turnaround times
and how the deliverable will be evaluated.
If the inspecting and accepting authority is not the first addressee in block 14,
a qualifying remark should be inserted in block 16.
October 2016
Block 16 Entries (cont’d) Tailoring the DID
Tailoring the DID often causes confusion
Tailoring is the process of reducing the scope (“tailoring down”) of a DID and
obtaining only minimum essential technical data & computer software. This will
reduce cost. Tailoring is indicated in Block 4 of the DD Form 1423 with a “/T”
and described in Block 16
The scope of the DID shall not be increased (tailored “up”). If necessary, use
another DID
Sometimes, DIDs with very little content information may be tailored in order to
give the contractor specific instructions/clarification. This is not necessarily
adding scope
The key points are:
The contractor shall not be required to submit data outside the scope of the DID.
The contractor must understand what to deliver.
October 2016
Example of Reducing DID Scope
October 2016
Example of Reducing DID Scope
October 2016
Example of Reducing DID Scope (cont’d)
Examples of reducing scope through Block 16. This is allowed.
October 2016
Example of Clarifying DID Scope
DID-MISC-80711A, Scientific and Technical Reports
The DID is very general.
It is acceptable to expand these instructions in Block 16 of the 1423 in order to
clarify the contents of this CDRL.
October 2016
Blocks G and H
This is the name and “signature” of the preparer AND their activity. Should be the name of the CDRL author.Can only be signed by Govt personnel
XX Sept 18
October 2016
Blocks I and J
This the Agency CDRL Approver.
XX Sept 18
October 2016
Blocks 17 and 18
To be completed by the offeror. Enter the appropriate price group from the reverse side of the DD 1423.
To be completed by offeror. Enter the total estimatedprice equal to that portion of the total price attributable to the design, development, and production/reproduction for the Government of the particular item of data. "N/C" for "no charge" is acceptable. See DOD 5010.12-M for details.
October 2016
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