4 Basic Elements of a Contract

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					    AMC Pamphlet 25-32




    Information Management:



    Guide for Preparation of
    Equipment Publications
    Contract Packages




    U.S. Army Materiel Command
    9301 Chapek Road
    Fort Belvoir, VA 22060-5527
    04 July 2008

UNCLASSIFIED
*AMC-P 25-32



               SUMMARY of CHANGE
AMC-P 25-32
Guide for Preparation of Equipment Publications Contract Packages

This pamphlet --

      Supersedes AMC Pamphlet No. 25-32, Guide for Preparation of Equipment
      Publications Contract Packages, 2 February 2006
      Changes/clarifies Document Summary List Guidance to remove
      Content/Format Selection Summary
      Changes/clarifies guidance for contract exhibits
      Changes/corrects references to documents and websites
      Provides new guidance for data rights
      Provides new guidance for use of the IETM Checklist and/or PDF/Paper
      Checklist
      Removes appendix containing guidance on Areas to be Considered during
      Reviews and Final Acceptance
                                                                                                                           *AMC-P 25-32

                              DEPARTMENT OF THE ARMY
                HEADQUARTERS, UNITED STATES ARMY MATERIEL COMMAND
                     9301 CHAPEK ROAD, FORT BELVOIR, VA 22060-5527

AMC PAMPHLET                                                                                                                   04 July 2008
NO.     25-32

                                                      Information Management

                     GUIDE FOR PREPARATION OF EQUIPMENT PUBLICATIONS
                                   CONTRACT PACKAGES

                                                                                                                 Paragraph                 Page

Purpose and Scope ...............................................................................................1..........................1
References ............................................................................................................2..........................2
Explanation of Abbreviations and Terms ............................................................3..........................2
Basic elements of a Technical Manual (TM) Contract Package..........................4..........................2
Preparation of the DD Form 1423 (CDRL) used as an Exhibit ...........................5..........................5
DD Form 1423 used to Acquire Administrative/Management Data via DD
 Form 1664 (Data Item Description (DID)) .......................................................6..........................7

APPENDIX
A. Areas to be Considered when Contracting for CD-ROM/DVD Applications ...........................8
B. Guidance for Writing Statements of Work (SOW) for Technical Manuals .............................10
C. Sample Document Summary List (DSL) .................................................................................17
D. Sample Contract Data Requirements Lists (CDRLs) ..............................................................19
E. Data Rights Guidance/Information...........................................................................................23

GLOSSARY..................................................................................................................................25

1. Purpose and Scope. This pamphlet-

   a. Provides guidance and procedures for the contractual application of requirements for the
acquisition of page-based paper Technical Manuals (TMs)/Electronic Technical Manuals
(ETMs), and frame-based Interactive ETMs (IETMs) by U.S. Army Materiel Command (AMC)
personnel assigned responsibility for preparing TM contract packages, in whole or in part, for
procurement purposes. The term Technical Manual (TM), as used herein, is used generically to
cover all equipment publications as defined in AR 25-30.

   b. Serves as a handbook of information for project managers, contracting officers, or TM
specialists who advise on, review, approve, or disapprove TM contract packages.



__________________________________________________
*This pamphlet supersedes AMC-P 25-32, 2 February 2006.
*AMC-P 25-32


   c. Provides sample contract language used for the acquisition of paper TMs, ETMs, IETMs,
and CD-ROM/DVD.

   d. Provides guidance to assist requiring activity personnel in contracting for exactly what is
required to support their systems, no more and no less.

2. References.

   a. Required publications/information:

     (1) AR 700-70 (Application of Specifications, Standards, and Related Documents in the
Acquisition Process). Cited in paragraph 4c.

     (2) ASSIST (Acquisition Streamlining and Standardization Information System)
Database. Cited in paragraphs 4d(2) and 5c(3).

      (3) DFARS (Department of Defense Federal Acquisition Regulation Supplement). Cited
in paragraphs 4d, 4f, and 5c(7).

      (4) FAR (Federal Acquisition Regulation). Cited in paragraph 4f.

      (5) DOD 4120.24-M (Defense Standardization Program (DSP) Policies and Procedures).
Cited in appendix B, paragraph 3b.

      (6) DOD 5010.12-M (Procedures for the Acquisition and Management of Technical
Data). Cited in paragraph 5d.

      (7) DODD 5230.24 (Distribution Statements on Technical Documents). Cited in
paragraph 5c(6).

      (8) AR 25-30 (The Army Publishing Program). Cited in appendix A, paragraph 4.

   b. Related publications. Reference AMC Equipment Publications Procurement Document
Control List (https://www.logsa.army.mil/pubs.htm), in addition to the following: International
Organization for Standardization (ISO) 9660 (Information Processing - Volume and File
Structure of Compact Disc-Read Only Memory (CD-ROM) for Information Interchange).

   c. International Organization for Standardization (ISO) 9001:2000 (Quality Management
Systems - Requirements).

3. Explanation of Abbreviations and Terms. Abbreviations and special terms used in this
pamphlet are explained in the glossary.

4. Basic elements of a Technical Manual (TM) Contract Package.

   a. Contract line item number (CLIN) for TMs. (See Figure 1 for sample.)



                                                 2
                                                                                                                            *AMC-P 25-32


                                                             REFERENCE NO. OF DOCUMENT BEING CONTINUED               PAGE
              CONTINUATION SHEET
      NAME OF OFFEROR OR CONTRACTOR


        ITEM NO.                          SUPPLIES/SERVICES                          QUANTITY      UNIT        UNIT PRICE     AMOUNT


      CLIN X X X X   EQ U IP MEN T P U BLICATIO N S
                     N ew, revised, and changed D A TMs, D MW RS, N MW RS,
                     Commercial Manuals/Supplements, RP STLS, and D Ms for
                     X Y Z System IAW the Equipment P ublications SO W and
                     Exhibit ---consisting of the following sub line items (SLIN s
                     X X X X - X X X X ).
                     SLIN
                     XXXX       O perator/O rganizational Maintenance Manual

                     XXXX       D S/G S Technical Manual

                     XXXX       Demilitarization Technical Manual

                     XXXX       D epot Maintenance W ork Requirement

                     XXXX       N ational Maintenance W ork Requirement

                     XXXX       D epot Manuals

                     XXXX       Repair P arts and Special Tools Lists

                     XXXX       Commercial Manuals/Supplements

                     XXXX       O P /O RG /D S/G S TM Changes

                     XXXX       Changes to Commercial Manuals/Supplements

                     XXXX       D MW R/N MW R Changes

                     XXXX       DM Changes

                     XXXX       RP STL Illustration Changes




                     O fferors shall enter a sep rate price for each SLIN .




                                                                                         OPTIONAL FORM 336 (4-86)              USAP PC V 1.10
                                                                                         Spon sor ed by GSA
                                                                                         FAR (48 CFR) 53.110




                                      SAMPLE ONLY
         This is a sample and may not reflect all equipment publications requirements.
       The SLIN sequence may be arranged at the discretion of the publications manager.

Figure 1. Sample - contract line item number (CLIN entry).



                                                                        3
*AMC-P 25-32


    b. Statement of Work (SOW). The SOW describes the work the contractor is required
to perform, and any Government responsibilities (such as providing source material and
Government-furnished equipment). Documents cited in the SOW should not show the
version/revision. They should be the base document. The version/revision number is given
in the document summary list (DSL). Appendix A contains information on developing a CD-
ROM/DVD application. Appendix B contains guidance for writing a technical manual statement
of work.

   c. Document summary list. The DSL is where you list all the tailored and untailored
specifications, standards, handbooks, commercial standards, Data Item Descriptions (DIDs), etc.,
directly cited in the solicitation, contract, or contract modification. Also, you assign the
application category (mandatory or guidance), indicate the version/revision number, and provide
the tailoring for the particular acquisition. Tailoring will not be the same for every acquisition.
Be sure you tailor your requirements to fit exactly what is needed and no more. Tailoring of
requirements shall be in accordance with AR 700-70 and shall be accomplished only through
exclusion (deletion) of requirements that are not identified as mandatory. The DSL may also
contain instructions and/or definitions pertaining to the CDRL. See appendix C for a sample
DSL.

    d. Contract exhibit. (Reference DFARS, para 204.7101). "Exhibit" means a document,
referred to in a contract, which is attached and establishes requirements for deliverables. The
term is not to be used to refer to any other kind of attachment to a contract. The DD Form 1423,
CDRL, is always an exhibit, rather than an attachment. The CDRL will fully describe SOW
criteria, applicable approved specifications and standards, and delivery instructions. All
documents and amendments, changes, or revisions to those documents, which are to be cited in
the CDRL, shall have the following:

      (1) Acquisition Management System Control (AMSC) approval numbers (as applicable).

     (2) A citation in the Acquisition Streamlining and Standardization Information System
(ASSIST) database.

     (3) The procurement instrument identification number, exhibit identifier, and applicable
CLIN cited on each page of the exhibit.

     (4) A Sub Line Item Number (SLIN) established for each separate TM or for each
equipment publication type to be acquired.

       (5) A list of SLINs established within the TM CLIN in the procurement instrument
schedule for separate unit pricing of each TM deliverable identified in the exhibit (the CLIN line
item entry in the schedule, itself, since it references an exhibit, shall not contain unit prices or
total amounts in those columns at the CLIN entry).

      (6) DD Form 1423 (CDRL) used as the TM CLIN exhibit media. This form may be
generated electronically (see appendix D for sample).




                                                 4
                                                                                     *AMC-P 25-32


   e. Attachments to contract exhibits. An attachment is any documentation, appended to a
contract or incorporated by reference, which does not establish a requirement for deliverables.
As applicable, attachments for TM contract packages will be as follows:

       (1) List of publications. List all publications to be acquired by the contract. If
publications requirements have not been determined by the time of contract negotiations, the
contract will require delivery of a Government-approved Technical Manual Plan (TMP), which
shall specify publications deliverables.

      (2) List (matrix) of applicable specifications. List publication types across the top and
specifications in the left column, with applicable columns marked with an "X."

      (3) Delivery schedule. List the products to be acquired (i.e., editable digital master file),
the quantity (reproduction/proof copies), and shipping schedule.

      (4) Content/Format/ Functionality Selection Summaries/Matrixes. The Content/Format/
Functionality Selection Summaries/Matrixes apply to the CDRL as follows:

       (a) If the specifications/standards contains content/format/functionality selection
summaries/matrixes for tailoring optional requirements, those summaries/matrixes shall be
completed and included as attachments to the CDRL. For example, MIL-STD-40051 contains
content selection matrixes for the different types of documents covered by the standard. To
tailor MIL-STD-40051, you must select the appropriate matrix and fill it out. If contracting for
more than one type of document covered by MIL-STD-40051, you must fill out a matrix for each
publication on contract.

       (b) If the specifications/standards do not have content/format/functionality selection
summaries/matrixes, tailoring will be accomplished by appropriate exclusion of requirements as
cited in the DSL.

   f. Contract clauses. A clause is a term or condition used in a contract. (Reference the FAR
and DFARS for applicable clauses.) All contracts for TMs must include the applicable clause
stating that when the contractor no longer supports the contract, the codes (software), intellectual
property rights, and technical data rights used to generate the TMs revert to the Government.

5. Preparation of the DD Form 1423 (CDRL) used as an Exhibit.

   a. Instructions for filling out the CDRL are printed on the back of the form. The following
are additional requirements specific to technical manuals acquisition. Samples of completed
CDRL items are at appendix D.

  b. In addition to information previously stipulated as required, blocks 1-16 must be
completed by the office having primary TM responsibility.

  c. Each equipment publication deliverable to be acquired should be identified as a separate
SLIN entry on the DD Form 1423.



                                                 5
*AMC-P 25-32


    d. The following blocks on the DD Form 1423 should deviate from form instructions as
follows: NOTE: If the data for any of the following blocks is extensive, use an attachment. In
the applicable blocks, insert the words "see block 16". Then in block 16, insert the words "see
attachment (Insert attachment number/letter)". For examples of how to do this, see appendix D
of this pamphlet.

      (1) Block 2. (Title of Data Item) - Enter the basic title of the applicable TM (e.g.,
operator's manual, unit maintenance manual, etc.).

      (2) Block 3. (Subtitle) - Enter TM number.

      (3) Block 4. (Authority) - Cite the applicable specifications/standards number covering
the TM being acquired. (Use an asterisk to indicate qualification to be specified in block 16,
Remarks.) NOTE: Obtain the latest edition/amendment of the specification/standard from the
current ASSIST or AMC Equipment Publications Procurement Document Control List (PDCL).

       (4) Block 5. (Contract Reference) - Enter the specific paragraph number in the SOW that
will assist in identifying the TM product associated with the specifications/standards prescribed
by block 4 above.

       (5) Block 7. (DD 250 Requirement) - Normally, your prime data final deliveries (your
publications/publications data) are delivered via DD Form 250 (Material Inspection and
Receiving Report), by entering DD code in block 7. All other deliveries, such as drafts, cost, and
status reports may be delivered via Letter of Transmittal, by entering LT code in block 7.

       (6) Block 9. (Distribution Statement Required) - Make sure you pay particular attention
to the entry you make in block 9. Every Department of Defense element that generates technical
data has the responsibility to ensure that all such data bears a distribution restriction statement in
accordance with DODD 5230.24. This includes your DID deliveries such as status and cost
reports. It is recommended that Distribution Code B (U.S. Government Agencies) be used for
cost reports to eliminate the possibility of other competing vendors obtaining other contractor
cost information.

      (7) Block 14. (Distribution and Addressees) - The addresses in this block may be
abbreviated using office symbols, contractor initials, or Command acronyms. Prepare an
attachment that provides complete addresses for these abbreviations and then reference the
attachment in block 16. If reproducible copies are required, explain in BLOCK 16. For deferred
delivery, see DFARS 227.7103-8.

       (8) Block 16. (Remarks) - Specify basic detailed requirements paragraph and
qualifications applicable to tailoring of the specifications/standards cited in block 4 (see also
para 5c above), and reference applicable attachment number that details the tailoring.

   e. DOD 5010.12-M, Procedures for the Acquisition and Management of Technical Data,
requires that a separate CLIN be established in the contract for TMs (Equipment Publications).
The DOD 5010.12-M applies to all Military Departments and its use is mandatory! By using a



                                                  6
                                                                               *AMC-P 25-32


separate CLIN for TMs, we can more accurately determine and monitor contractor cost related to
TM preparation; TM cost is not "hidden" within the hardware CLIN.

6. DD Form 1423 used to Acquire Administrative/Management Data via DD Form 1664
(Data Item Description (DID)). TM program administrative/management data, such as status
reports, schedules, etc., should be acquired by a DID and listed on a separate DD Form 1423.
The approval requirements cited in 4d(l) and 4d(2) also apply to DIDs.


 The proponent of this pamphlet is the United States Army Materiel Command. Users are
 invited to send comments and suggested improvements on DA Form 2028
 (Recommended Changes to Publications and Blank Forms) to Commander, U.S. Army
 Materiel Command Logistics Support Activity (LOGSA), ATTN: AMXLS-AP,
 Redstone Arsenal, AL 35898-5000 or e-mail to tmss@logsa.redstone.army.mil.


FOR THE COMMANDER:



                                               //Signed//
                                               JOSEPH B. COLEMAN
                                               Colonel, GS
                                               Chief of Staff

DISTRIBUTION:
B
H




                                              7
*AMC-P 25-32


                                    APPENDIX A
        Areas to be Considered when Contracting for CD-ROM/DVD Applications

1. Software selection. Each software application offers different features. Software selection
will dictate the specific preparation required.

2. Preparation. Data preparation constitutes, by far, the largest percentage of effort. Many
products allow you to index information for fast retrieval. However, these products do not
perform quality assurance testing of your data. Basic steps to CD-ROM/DVD production:

   a. Design & layout considerations.*

   b. Data conversion.*

   c. Quality assurance/spell checking.*

   d. Data tagging (software dependant).*

   e. Data indexing.

   f. Preliminary test on magnetic disk.

   g. Logical formatting.

   h. Premastering (error detection and logical formatting of disc).

   i. Mastering (creating the master disc).

   j. Reproduction (creating the plastic distribution discs).

* Separate, manpower intensive steps.

3. Design. Considerable forethought should be given concerning the end result of your
application. Plans must include whether you will need many layers of a table of contents,
automatic display of illustrations, retrieval by document or by paragraph, and positioning of
images for fast retrieval. Considerations for choosing CD-ROM/DVD as an appropriate media
should include the following:

   a. What information needs to be distributed: software, data, or both?

   b. Platforms (i.e., operating systems, availability of media reader/drive, etc.).

  c. Data preparation is the most difficult, most time-and labor-intensive part of a CD-
ROM/DVD project. Remember the following points:




                                                  8
                                                                                    *AMC-P 25-32


      (1) Structure the data in a standard way, so later changes/enhancements can be handled
using automated versus manual methods.

       (2) Remember, with 99.95 percent accuracy in the capture process, there can be 300k in
data inaccuracies in a 600 Mb data base.

       (3) Plan to test and retest the application before premastering begins. Once it is on the
plastic disc, it is too late to change.

   d. Determine image resolution requirements. While 300 dots per inch (DPI) is generally
sufficient to print images, 75 DPI is more practical for screen images and takes less space. Plan
resolution requirements with storage requirements in mind.

4. Licensing. Software licenses govern either the number of titles or the distribution quantity.
The former is a less cumbersome business arrangement in that royalties do not have to be paid
based on the number distributed. AR 25-30 requires that only Government-owned or free run-
time software be used for IETMs. A waiver is required for proprietary software if it must be
used.

5. Premastering. Premastering of information for CD-ROM/DVD may be acquired by the local
command separately from disc replication.

6. Mastering. A CD-ROM/DVD is replicated using a three dimensional press of the disc.




                                                 9
*AMC-P 25-32


                                     APPENDIX B
          Guidance for Writing Statements of Work (SOW) for Technical Manuals

1. Preparation. Writing a good Statement of Work (SOW) starts with questions, not answers.
There are two checks lists available at https://www.logsa.army.mil/mil40051/tmsspecs.cfm.
They are good tools to use when writing your requirements to make sure you get what you need
to support your system. Some of the items on the checklist will need to be reflected in your
requirements in order to comply with policy in AR 25-30 and AMC-R 25-76.

2. Question Everything.

    a. What is the maintenance concept? The maintenance concept drives the entire logistics
train. Build your manuals around the maintenance concept. However, if it doesn't make sense to
you, challenge why that is the concept. If it isn't right, it will cause large problems later.
Remember, your maintenance engineers will provide you with the maintenance concept. You
can't start writing a good SOW until you know what types of publications are needed; i.e.,
operator and maintenance TMs, Repair Parts and Special Tools List (RPSTL) TMs, Depot
Maintenance Work Requirements (DMWR), National Maintenance Work Requirements
(NMWRs), etc. All these answers come from the maintenance concept.

   b. Are commercial manuals available? This must be determined first, and if available, a two-
step acquisition must be employed. During step one; the commercial manuals are evaluated in
accordance with MIL-PRF-32216. During this step, the determination is made if these
commercial manuals are acceptable, acceptable with supplementation, or not acceptable. If
commercial manuals are acceptable or acceptable with supplementation, make sure the
intellectual property and technical data rights, as well as unlimited copyrights, are included in the
offer. See appendix E for further guidance on data rights. Then in step two, you acquire the
necessary supplementation (in accordance with (IAW) applicable specifications, standards,
handbooks, and DIDs) or prepare new manuals to applicable MIL-PRF and/or MIL-STD
requirements.

       (1) Remember, the Army's intent is to make maximum use of commercial manuals when
they satisfy MIL-PRF-32216 criteria. Make every effort to accept or supplement the commercial
manual instead of preparing a new manual. But, if you must change or supplement more than 50
percent of the commercial manual, it's best to prepare a new manual to applicable MIL-PRF or
MIL-STD requirements. Also, don't overemphasize reading grade level. Your energy can be
better spent verifying the commercial manual against the hardware, during the competitive
"shoot" off, than spent counting syllables in words, words in sentences, sentences in paragraphs,
etc.

      (2) Finally, make sure you obtain a copyright release from the vendor to use and
reproduce the commercial manuals. Your legal counsel can help you with the exact language to
include in your SOW. You'll need to get this copyright release as soon as possible in case you
have to make extra copies of the manuals for In-Process Reviews (IPR), verification, etc.
Without such a release, you cannot legally make copies of the vendor's copyrighted manuals.




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                                                                                    *AMC-P 25-32


Read the copyright release carefully; you're looking for language which gives you unlimited
rights to use and reproduce (as many copies as you need) the vendor's manual for Government
purposes. See figure B-1 for sample copyright release letter.

    c. Who will operate and maintain this equipment and in what environment(s)? This
determines your target audience and the media that will best support the Soldier in operating and
maintaining this equipment. Determine if the entire spectrum can best be supported with
electronic media or if paper is required to support the mission. Also, determine if your electronic
presentation should be page-oriented, e.g., Portable Document Format (PDF), or a frame-based
IETM? Remember, PDF will support most cases where hard copy (paper) documentation is
needed for support based on mission and operating environment. Keep in mind, unless you're
acquiring an IETM, your SOW and/or CDRL must require the vendor to deliver the TMs in PDF
in addition to the editable format. The Capability Development Document (CDD) (formerly
Operational Requirements Document (ORD)) often is invaluable in answering many questions
about what types of publications will be required and whether electronic or paper publications
will best meet the needs of the Soldier. Contact your Program Manager or maintenance engineer
to get a copy of the CDD.

  d. What part of the system life cycle is this SOW to support? For example, in the System
Development and Demonstration Phase you wouldn't buy DMWRs, but in Production and
Deployment you would.

3. Writing Your Requirements.

   a. Clarity and accuracy of requirements. Explicitly state your requirements in the SOW. Be
sure that what you put in your SOW is what you want. If there is a conflict between the
Government’s intent and the requirements written in the SOW, the written word takes
precedence. For example, if you fail to include specific language in the SOW that you will
verify the TMs by performing 100 percent of the operation and maintenance procedures, and
insert faults to confirm the troubleshooting, and that vendor participation is required, the vendor
may assume verification may be accomplished in some other way such as table-top review.
Your SOWs must clearly state how you intend to verify. Without this clarity, you might not get
the necessary verification and you would likely lose any legal dispute.

    b. Whenever feasible, cite commercial standards. The PDCL (AMC Equipment Publications
Procurement Document Control List) provides information on commercial standards that may be
applicable to TM acquisition. However, there are always military-unique requirements. If you
do not have a PDCL, you can access the list via the LOGSA homepage (see Table B-1 below).
Your Publications Control Officer (PCO) should also have copies. If all else fails, you can
obtain copies from LOGSA, AMXLS-AP. By the way, TM Specifications and Standards can be
cited category 1 (mandatory), without a waiver, in contract packages. This policy is contained in
DOD 4120.24-M. Table B-1 below contains web addresses where documents/information can
be obtained for use in contracting for TMs:




                                                11
*AMC-P 25-32


Table B-1. Links to Useful Documents and Information.

DOCUMENT                                WEB LINK
DOD 4120.24-M                           http://www.dsp.dla.mil/ (Note: Click on "Library"
                                        on the left and then click on "Standardization
                                        Policy")
AMC Equipment Publications Procurement https://www.logsa.army.mil/mil40051/tmsspecs.cfm.
Document Control List                   Scroll down to bottom of first list on the page
MIL-STD-40051 and MIL-HDBK-1222         https://www.logsa.army.mil/mil40051/menu.cfm
(All versions)
TM Specifications and Standards (except https://www.logsa.army.mil/mil40051/tmsspecs.cfm
for MIL-STD-40051 and MIL-HDBK-
1222
All Specifications/Standards/Handbooks/ http://assist.daps.dla.mil/quicksearch
DIDs
Extensible Markup Language Information  http://www.w3.org/XML/
Acquisition, Technology, & Logistics    https://akss.dau.mil/default.aspx
Knowledge Sharing System (Acquisition
Policy/Regulations, FAR, DFARS, etc)
FAR/DFARS/Acquisition Policy            http://www.acq.osd.mil/dpap/
DOD Directives, Instructions, Manuals   http://www.dtic.mil/whs/directives/

    c. Source material. Be sure you get everything the Government has paid for. Include a
statement in the SOW that states that all material developed under the SOW can be used by the
Government. Make sure you obtain sufficient data rights to include use of data for future
updates. See appendix E for further guidance. A sample statement follows: The contractor
shall package and deliver all source material, defined as operating plans, standard procedures,
computer programs, and residual material to include computer disks, computer tapes, and all
other media containing digital files developed to fulfill the requirements of this SOW. The
contractor shall grant the Government unlimited rights to any and all data/products produced
under this SOW including unlimited intellectual property rights and technical data rights.

    d. Quality provisions. The quality portions of all specifications have been removed. Add the
following to your Request for Proposal: The offeror shall describe its quality processes and
procedures and its plans for ensuring the quality of the products and data. The Government will
use the ISO 9001 series to evaluate the offeror's proposed quality processes and procedures.
The offeror shall provide documentation and certification of quality systems.

    e. You can also require the contractor to validate the material, you just can't tell him how,
but he must validate nevertheless under the provisions of the ISO. Don't forget that you are
ultimately responsible for the technical accuracy and therefore it is up to you to perform
verification. For IETMs, usability (i.e., navigation, data access, etc.) is as important as technical
accuracy so make sure you include this as part of your verification. The AMC Pamphlet 25-31
contains information on how you can prepare your verification plan. The following language
may be used as guidance in preparing your quality requirements:



                                                 12
                                                                                 *AMC-P 25-32


     (1) Quality Assurance. The contractor shall develop and implement a quality assurance plan
IAW ISO 9001:2000 to ensure the accuracy and adequacy of the data and data products (IETM). The
Government reserves the right to review and comment on the contractor's plan and processes.

     (2) The contractor shall validate the technical accuracy and adequacy of all operating and
maintenance procedures.

      (3) The Government reserves the right to witness the validation. However, Government
observation of the validation will not necessarily constitute a verification of the material.

       (4) The contractor shall maintain records showing dates of validation reviews, material
reviewed by task or action, findings with applicable remarks, and action taken IAW ISO
9001:2000. The Technical Manager or designated representative reserves the right to examine
these records at the contractor's facility.

      (5) Unless otherwise advised in writing through the Contracting Officer, verification by
the Government will be performed at the contractor's facility. The verification timeframe will be
mutually agreed upon by the Government and the contractor. The contractor shall provide all
necessary resources to support the Government verification as outlined in paragraph f.(7).

       (6) The contractor shall correct all errors found in SGML (Standard Generalized Markup
Language) or XML (Extensible Markup Language) instance and graphics during verification, at
no additional cost to the Government. After Government acceptance of the product, the
Government reserves the right to require the contractor to correct all errors found in the
manuscript at no additional cost to the Government within the number of days specified in the
final acceptance portion of this SOW.

     (7) The contractor shall support the verification by the Government and shall provide at a
minimum the following:

      (a) Provide equipment for displaying IETMs during the verification process.

      (b) Record and maintain records during the verification process.

      (c) Provide assistance to the Technical Manager or their designated representative during
the verification, and provide the Government with a copy of the discrepancies revealed. The
following types of assistance shall be provided.

      (d) Make necessary corrections to discrepancies revealed during the verification process.

      (e) Provide the Technical Publications Representative or their designated representative
with a report of the corrective actions taken.

      (f) Provide administrative support for completion of the verification.




                                               13
*AMC-P 25-32


   f. Cost and status reports. If under a weapon system SOW, check that the necessary reports will
be in the overall requirements, and if not, add them. Check the ASSIST database for current DIDs.
Recommended DIDs include DI-FNCL-80912, and DI-MGMT-80368. Remember, no cost report
DID is required with fixed-price contracts; the cost is cited in the contract. You do need a cost
DID, however, with cost-plus type contracts. These cost DIDs let you know how much money the
vendor is spending and at what rate. They're a good management tool.

    g. Delivery schedules. Write your schedule tied to life cycle events. For example, you
would have your start of work meeting within 30 days after contract award. All other TM events
would be so many days prior to or after equipment events, e.g., draft deliveries 45 days prior to
Initial Operational Test and Evaluation (IOT&E).

       (1) Delivery schedules may be attachments referenced from block 16 of the DD Form
1423. Remember to coordinate with your Program Manager and make sure you identify all
events involving publications; e.g., Logistics Demonstration, User Test, etc. Once you've
identified all events, make sure your SOW includes deliveries to support each one. Now,
combine these deliveries with your "pure" publications events such as in-process reviews,
verification, and final acceptance review, and you will have a complete list of delivery events.

       (2) When you build your delivery schedule, keep in mind that you must specify how long
the Government has to provide comments, review, accept, etc. For example, "Government will
provide comments within 30 days after completion of verification." These time lines must be
clearly stated.

4. Final Acceptance. Make sure your SOW includes language that states inspection and
acceptance of the publications will be made at destination. Without this, another Government
Representative at the contractor's facility can accept your publications, via DD Form 250,
Material Inspection and Receiving Report. If this happens, you are stuck with what they accept.
The following is an example of final Acceptance Review language:

   a. C.3.3.2 Final Material Review. A review of final material by the technical representative will
be made at (Insert location), or other official Government Activity to ensure that the material meets
the requirements of the SOW and related standard. The contractor will be notified of the location of
the final copy review. The final acceptance of material shipped under this SOW will be made by the
Contracting Officer by returning a signed copy of the DD Form 250 (Material Inspection and
Receiving Report) to the contractor. This review will be completed within 10 working days after
receipt of final material by the technical representative, unless any material is rejected.

   b. C.3.3.2.1 In the event that the material is rejected as a result of final copy review by the
technical representative, the rejection will be made by official letter, including specific rejection
comments, from the contracting officer to the contractor. The contractor shall correct all
deficiencies and furnish the corrected material within 10 working days after notification of
corrections required.

   c. C.3.3.2.2 In the event that the rejected material cannot be reworked within the required
period, the contractor shall notify the Contracting Officer, with an information copy to the



                                                 14
                                                                            *AMC-P 25-32


technical representative, within 5 working days after receipt of the returned material.
Submission of the reworked material shall be made by DD Form 250 with a note of the DD Form
250 stating that the shipment involves reworked material.




                                            15
*AMC-P 25-32



Date of Letter

                              U.S. Army (Insert command/activity name)
                              Equipment Publications Control Officer
                              DSN 879-0686/COM 520-538-0686 (fax -6036)
                              Attention: Insert name
                              E-mail: Insert e-mail address


Subject: Right to Reproduce ABC Operator Manual Version 2.0 and Subsequent Versions


Company name hereby grants permission to the U.S. Army to use, reproduce, and/or copy the
commercially available, copyrighted, ABC Operator Manual version 2.0 and all subsequent
versions of the manual. In addition, Company Name grants permission to use, reproduce, and/or
copy parts of the ABC Manual. All copyright notices, logotypes, trademarks, and service marks
must be maintained in their original format when used in the Army documents whether our data
is used in whole or in part. This release does not extend to third parties. The permission to use,
copy, and/or reproduce extends to all communications media (e.g., print, voice, and electronic
media). The use of the reproduced and/or copied items is limited to "U.S. Government Use
Only".

THIS RELEASE IS HEREBY GRANTED ROYALTY FREE IN PERPETUITY.
MYKOTRONX ASSUMES NO RESPONSBILITY FOR ANY ERRORS OR OMISSIONS IN
THE COPIED OR REPRODUCED ITEM. NOR DOES THE VENDOR'S NAME, BY
GRANTING THIS PERMISSION, ATTEST TO THE REVISION LEVEL OF THE ITEMS
COPIED AND/OR REPRODUCED OR ASSUME ANY RESPONSIBILITY FOR
MAINTAINING THE COPIED DATA CURRENT.

The material covered by this release will not be placed on sale by the U.S. Government Printing
Office.

Regards,
Lucy Callaway
Director of Contracts




Figure B-1. Sample of copyright release letter.




                                                  16
                                                                                  *AMC-P 25-32



                                      APPENDIX C
                           Sample Document Summary List (DSL)

DOCUMENT SUMMARY LIST (DSL). CONTRACTORS ARE ENCOURAGED TO OFFER
SUGGESTIONS, COMMENTS, OR ALTERNATIVES TO THE DOCUMENTS CITED
HEREIN. TAILORING, CATEGORY OF APPLICATION, REVISION LEVELS, AND THE
DOCUMENTS CITED ARE ALL CANDIDATES. Definition of Document Categories used in
DSL:

1. Category 0 (Cat 0). The requirements contained in the directly cited document are
nonmandatory and are for reference and information only.

2. Category 1 (Cat 1). The requirements contained in the directly cited document are
contractually applicable to the extent specified. All requirements contained in reference and
subsequently referenced documents are contractually for guidance and information only, unless
otherwise specified in the solicitation, contract, or contract modifications. DD Form 1423
(Contract Data Requirement List (CDRL)) Definitions:

   a. Blocks 10, 11, 12, and 13: "Submit" means to deliver to the Government as specified in
the shipping instructions for data, which are located in section F of the contract.

   b. Block 14: Regular/Repro Copies.

   c. Regular Copy - Blueline, Blackline, Xeroxgraphic (Originals of reports, plans, or routine
data also fall into this definition).

   d. Repro Copy - Multilith, Vellum, photographic negatives, digital copies, CD-ROM/DVD,
floppy disks, etc. (Originals of drawings, Engineering Change Proposals (ECP), Engineering
Release Records (ERR), technical publications).

   e. Contractual Requirements of Data Item Description (DID) DD Form 1664.

   f. Block 10 - Preparation Instructions. This block contains the only portion of the DID that
represents a contractual requirement imposed on the contractor. All other blocks are for
Government use and for reference and information only.

ALL REFERENCES TO SOURCE DOCUMENTS IN BLOCK 10 OF DATA ITEM
DESCRIPTION ARE USED FOR REFERENCE AND INFORMATION ONLY. DOCUMENT
SUMMARY LIST FOR XYZ SYSTEM

1. ISO 9001:2000      Quality Management Systems--Requirements                1 Apr 01

Paragraph No. 3.2.1   Category 1                                              All provisions apply.




                                               17
*AMC-P 25-32


2. ISO 9660           Information Processing--Volume and File               4 Apr
                      Structure of CD-ROM for Information Interchange

Paragraph No. 3.2.2   Category 1                                            All provisions apply.

3. DI-FNCL-80912 Performance and Cost Report                                6 Oct 89

Sequence No. A002 Category 1                                                All provisions apply.

4. DI-MGMT-80368 Status Report                                              08 Jun 87

Sequence No. A004 Category 1                         In para 10.1.2, delete (metric A4) in line one.
                                                     Delete para 10.2.2.1.b in its entirety.
                                                     Delete para 10.2.2.1.e in its entirety.

5. MIL-STD-40051-1DOD Standard Practice, Preparation Technical              15 Oct 04
                  Information for IETMs

Sequence No. A001     Category 1                    See attachment A of CDRL
                                                    for tailoring and applicability matrix.

6. MIL-STD-40051-2 DOD Standard Practice, Preparation Technical      15 Oct 04
                   Information for Page-Based Technical Manuals (ETMs)

Sequence No. A001      Category 1                   See attachment A of the CDRL
                                                    for tailoring and applicability matrix.

7. MIL-STD-2361C Department of Defense Interface Standard,                  15 Mar 04
      (AC)       Digital Publications Development

Paragraph No. 3.2.2    Category 1                   All provisions apply.

8. MIL-PRF-63029F Manuals, Technical: Requirements for Operator's           28 Feb 05
      (AV)        Manuals and Checklists for Aircraft.

Sequence No. A003      Category 1

9. MIL-HDBK-1222C DOD Handbook, Guide to the General Style and    15 Oct 04
                  Format of U.S. Army Work Package Technical Manuals

Paragraph No. 3.2.2    Category 0                  All provisions apply for guidance only.

10. MIL-STD-38784      DOD Standard Practice for Manuals, Technical:        2 Jul 95
                       General Style and Format Requirements

Paragraph No. 3.2.2    Category 1



                                             18
                                                                                                                                                                                                            *AMC-P 25-32


                                                             APPENDIX D
                                            Sample Contract Data Requirements Lists (CDRL)

                   CONTRACT DATA REQUIREMENTS LIST                                                                                                         Form Approved
                                                      (2 Data Items)                                                                                       OMB No. 0704-0188

Public re port ing burd en f or t his coll ecti on o f in formatio n is est imat ed t o av erag e 22 0 ho urs per resp onse , in clud ing the time for rev iewi ng i nstr ucti ons, sea rchi ng e xist ing data
sources, gathering and mai nta ini ng the da ta nee ded , a nd comple tin g a nd rev iew ing th e c oll ect ion of in for mat ion . Sen d c omment s r ega rdi ng thi s b urd en est ima te or any ot her
aspect of th is co llect ion o f inf ormat ion, inclu ding sugge stion s for redu cing this burde n, to Depa rtmen t of Defen se, W ashin gton Headq uarte rs Se rvice s, Di recto rate for I nformation
Operations and Reports, 1215 Jeffe rson Davis High way, Suite 1204 , Arl ingto n, VA 222 02-43 02, a nd to the Offic e of Manag ement and Budge t, Pa perwo rk Re ducti on Pr oject
(0704-0188), W ashingt on, DC 20503. Pleas e DO NO T RETUR N your form to either of the se addr esses. Send c omplete d form to the Government Iss uing Co ntracti ng Offi cer for
the Cont ract/ PR No . lis ted i n Blo ck E.

A. C ON TR AC T LIN E ITEM N O.                        B. EXH IBIT                               C . C ATEGOR Y:
                                                                                                       TDP                  TM                 OTHER

D . SYSTEM /ITEM                                                       E. C ONTR AC T/PR N O.                                  F. C ON TR AC TOR


1. DATA ITEM NO.         2. TIT LE OF DATA I TEM        SEE 16                                                                3. SUB TITL E                                                                       17. PRIC E GROUP



       A001
4. AUTH ORITY (Data Acqu isition Docume nt No.)                       5. CONTRACT REFERENCE                                                   6. REQUIRI NG OFFICE                                                18. EST IMATED
MIL-STD-40051                                                         SOW PARA 3.2.2                                                          AMXXX-P                                                                  TOTAL PRICE

7. DD 250 REQ            9. DIST S TATEMENT            10. FRE QUENCY                            12. DAT E OF FI RST SUB MISSION              14.                     DISTRIBUTION
        DD                  REQUIRED                                                                           SEE 16                                                                      b. CO PIES
8. APP CODE                                            11. AS OF DATE                            13. DATE OF SUB SEQUENT                             a. ADD RESSEE                                  Final
                                SEE 16                                                                SUBMISSION                                                                   Draft
          A                                                         SEE 16                                     SEE 16                                                                         Reg       Repro

16. RE MARKS                                                                                                                                  SEE 16
See Attachment A (Supplemental section)




                                                                                                                                              15. T OTAL

1. DATA ITEM NO.         2. TIT LE OF DATA I TEM                                                                              3. SUB TITL E                                                                       17. PRIC E GROUP

                         Performance and Cost Report
A002
4. AUTHORITY (Data Acqu isition Docume nt No.)                        5. CONTRACT REFERENCE                                                   6. REQUIRI NG OFFICE                                                18. EST IMATED
DI-FNCL-80912                                                         SOW PARA 3.2.3                                                          AMXXX-P                                                                  TOTAL PRICE

7. DD 250 REQ            9. DIST S TATEMENT            10. FRE QUENCY                            12. DAT E OF FI RST SUB MISSION              14.                     DISTRIBUTION
         LT                 REQUIRED                                                                           SEE 16                                                                      b. CO PIES
8. APP CODE                                            11. AS OF DATE                            13. DATE OF SUB SEQUENT                             a. ADD RESSEE                                  Final
                                      B                                                               SUBMISSION                                                                   Draft
        N/A                                                            N/A                                     SEE 16                                                                         Reg       Repro

16. RE MARKS                                                                                                                                  AMXX-P
Items 10, 12, 13, and 14. Reports shall be submitted NLT 10 calendar days after
the first of each month for the previous months activity. Reports shall be
submitted each month of the contract period




                                                                                                                                              15. T OTAL

G. PREP ARED BY                                                            H. DATE                        I. APP ROVE D BY                                                       J. DATE


Signed/Sam O. W aterman                                                           9 Jun 04                Signed/Kristy Lynn Budd                                                          9 Jun 04
DD Form 1423-2, JUN 90                                                  PR EVIOU S ED ITION S AR E OBSOLETE.                                  Page               of             Pages         USAP PC V 2.00




                                                                                                                 19
*AMC-P 25-32



                      CONTRACT DATA REQUIREMENTS LIST                                                                                                         Form Approved
                                                         (2 Data Items)                                                                                       OMB No. 0704-0188

   Public re port ing burd en f or t his coll ecti on o f in formatio n is est imat ed t o av erag e 22 0 ho urs per resp onse , in clud ing the time for rev iewi ng i nstr ucti ons, sea rchi ng e xist ing data
   sources, gathering and mai nta ini ng the da ta nee ded , a nd comple tin g a nd rev iew ing th e c oll ect ion of in for mat ion . Sen d c omment s r ega rdi ng thi s b urd en est ima te or any ot her
   aspect of th is co llect ion o f inf ormat ion, inclu ding sugge stion s for redu cing this burde n, to Depa rtmen t of Defen se, W ashin gton Headq uarte rs Se rvice s, Di recto rate for I nformation
   Operations and Reports, 1215 Jeffe rson Davis High way, Suite 1204 , Arl ingto n, VA 222 02-43 02, a nd to the Offic e of Manag ement and Budge t, Pa perwo rk Re ducti on Pr oject
   (0704-0188), W ashingt on, DC 20503. Pleas e DO NO T RETUR N your form to either of the se addr esses. Send c omplete d form to the Government Iss uing Co ntracti ng Offi cer for
   the Cont ract/ PR No . lis ted i n Blo ck E.

   A. CONTRACT LINE ITEM NO.                              B. EXHIBIT                                C. CATEGORY:
                                                                                                          TDP                  TM                 OTHER

   D. SYSTEM /ITEM                                                        E. CONTRACT/PR NO.                                      F. CONTRACTOR


   1. DATA ITEM NO.         2. TIT LE OF DATA I TEM        SEE 16                                                                3. SUB TITL E                                                                       17. PRIC E GROUP



          A003
   4. AUTH ORITY (Data Acqu isition Docume nt No.)                       5. CONTRACT REFERENCE                                                   6. REQUIRI NG OFFICE                                                18. EST IMATED
   MIL-PRF-63029E                                                        SOW PARA 3.2.2                                                          AMXXX-P                                                                  TOTAL PRICE

   7. DD 250 REQ            9. DIST S TATEMENT            10. FRE QUENCY                            12. DAT E OF FI RST SUB MISSION              14.                     DISTRIBUTION
           DD                  REQUIRED                                                                           SEE 16
                                                                   SEE 16                                                                                                                     b. CO PIES
   8. APP CODE                                            11. AS OF DATE                            13. DATE OF SUB SEQUENT                             a. ADD RESSEE                                  Final
                                   SEE 16                                                                SUBMISSION                                                                   Draft
             A                                                         SEE 16                                     SEE 16                                                                         Reg       Repro

   16. RE MARKS                                                                                                                                  SEE 16
   See Attachment A (Supplemental section)




                                                                                                                                                 15. T OTAL

   1. DATA ITEM NO.         2. TIT LE OF DATA I TEM                                                                              3. SUB TITL E                                                                       17. PRIC E GROUP

                            Status Report
   A004
   4. AUTHORITY (Data Acqu isition Docume nt No.)                        5. CONTRACT REFERENCE                                                   6. REQUIRI NG OFFICE                                                18. EST IMATED
   DI-MGMT-80368                                                         SOW PARA 3.2.3                                                          AMXXX-P                                                                  TOTAL PRICE

   7. DD 250 REQ            9. DIST S TATEMENT            10. FRE QUENCY                            12. DAT E OF FI RST SUB MISSION              14.                     DISTRIBUTION
            LT                 REQUIRED                            SEE 16                                         SEE 16                                                                      b. CO PIES
   8. APP CODE                                            11. AS OF DATE                            13. DATE OF SUB SEQUENT                             a. ADD RESSEE                                  Final
                                         B                                                               SUBMISSION                                                                   Draft
           N/A                                                            N/A                                     SEE 16                                                                         Reg       Repro

   16. RE MARKS                                                                                                                                  AMXX-P
   Items 10, 12, 13, and 14. Reports shall be submitted NLT 10 calendar days after
   the first of each month for the previous months activity. Reports shall be
   submitted each month of the contract period




                                                                                                                                                 15. T OTAL

   G. PREP ARED BY                                                            H. DATE                        I. APP ROVE D BY                                                       J. DATE


   Signed/Sam O. W aterman                                                           9 Jun 04                Signed/Kristy Lynn Budd                                                          9 Jun 04
   DD Form 1423-2, JUN 90                                                  PREVIOUS EDITIONS ARE OBSOLETE.                                       Page               of             Pages         USAP PC V 2.00




                                                                                                                    20
                                                                                                                                                                 *AMC-P 25-32



                                                        IN STRU CTION S FOR COM PLETIN G D D FORM 1 4 2 3
                                                                    (See DoD 50 1 0 .1 2 -M f or detailed inst ruct ions. )




                       FOR GOV ERNM ENT PERSONNEL                                                                        FOR THE CONTRACTOR

         Item A.      Self -explanatory.                                                          Item 1 7 . Specif y appropriat e price group f rom one of t he f ollow ing
                                                                                                  groups of ef f ort in developing est imat ed prices f or each dat a it em
         Item B.      Self -explanatory.
                                                                                                  list ed on t he DD Form 1 4 2 3 .
         Item C. M ark (X) appropriat e cat egory: TDP - Technical Dat a
         Package; TM - Technical M anual; Ot her - ot her cat egory of
         dat a, such as " Provisioning, "" Conf igurat ion Management , " et c.                         a. Group I. Def init ion - Dat a w hich is not ot herw ise essent ial
                                                                                                  t o t he cont ract or' s performance of t he primary cont ract ed ef f ort
         Item D. Ent er name of system/ it em being acquired that dat a                           (product ion, development , t est ing, and administ rat ion) but w hich is
         w ill support .                                                                          required by DD Form 14 2 3 .
         Item E.      Self -explanat ory (t o be f illed in aft er contract aw ard).

         Item F.      Self -explanat ory (t o be f illed in aft er contract aw ard).                       Est imat ed Price - Cost s t o be included under Group I are
                                                                                                  t hose applicable t o preparing and assembling the dat a it em in
         Item G.      Signature of preparer of CDRL.                                              conf ormance       wit h   Government      requirement s,  and    t he
                                                                                                  administ rat ion and ot her expenses relat ed t o reproducing and
         Item H.      Date CDRL was prepared.                                                     delivering such dat a it ems t o the Government .
         Item I.      Signat ure of CDRL approval aut horit y.
                                                                                                        b. Group II.      Definit ion - Dat a w hich is essential to t he
         Item J.      Date CDRL was approved.
                                                                                                  perf ormance of t he primary cont ract ed ef f ort but t he cont ract or is
                                                                                                  required to perf orm addit ional w ork t o conf orm t o Government
         Item 1 . See DoD FA R Supplement Subpart 4 . 7 1 f or proper                             requirements w it h regard t o dept h of cont ent, f ormat , frequency of
         numbering.                                                                               submit t al, preparat ion, cont rol, or qualit y of t he dat a it em.

         Item 2 . Ent er t it le as it appears on dat a acquisit ion document
         cit ed in Item 4 .                                                                                Est imat ed Price - Cost s to be included under Group II are
                                                                                                  t hose incurred over and above t he cost of t he essent ial dat a it em
         Item 3 . Ent er subtit le of dat a it em f or f urt her def init ion of dat a
         it em (opt ional ent ry).                                                                w it hout conf orming t o Government requirement s, and t he
                                                                                                  administ rat ive and ot her expenses relat ed t o reproducing and
         Item 4 . Ent er Dat a It em Descript ion (DID) number, milit ary                         delivering such dat a it em t o t he Government .
         specif icat ion number, or milit ary st andard number list ed in DoD
         5 0 1 0 . 1 2-L (A MSDL), or one-t ime DID number, t hat def ines
         dat a cont ent and f ormat requirement s.                                                      c. Group III. Def init ion - Dat a w hich t he cont ract or must
                                                                                                  develop f or his int ernal use in perf ormance of t he primary
         Item 5 . Ent er reference t o tasking in cont ract t hat generat es                      cont ract ed ef f ort and does not require any subst ant ial change t o
         requirement f or t he dat a item (e. g. , St at ement of W ork                           conf orm t o Government requirement s w it h regard t o dept h of
         paragraph number).
                                                                                                  cont ent , f ormat , f requency of submit t al, preparat ion, cont rol, and
         Item 6 .   Ent er t echnical         of f ice responsible f or         ensuring          qualit y of t he dat a it em.
         adequacy of t he dat a it em.

         Item 7 . Specif y requirement f or inspect ion/ accept ance of t he                               Est imat ed Pric e - Cost s t o be includ ed under Group III are
         dat a item by the Government .                                                           t he administ rat ive and ot her expenses related t o reproducing and
                                                                                                  delivering such dat a it em t o t he Government .
         Item 8 . Specif y requirement f or approval of a draft bef ore
         preparat ion of t he final dat a it em.

         Item 9 . For t echnical dat a, specif y requirement f or cont ract or                          d. Group IV . Definit ion - Dat a w hich is developed by t he
         t o mark t he appropriat e distribut ion st at ement on t he dat a (ref .                cont ract or as part of his normal operat ing procedures and his ef f ort
         DoDD 5 2 30 . 24 ).                                                                      in supplying t hese dat a to t he Government is minimal.

         Item 1 0 . Specif y number of t imes dat a it ems are t o be
         delivered.                                                                                         st
                                                                                                           E imat ed Price - Group IV items should normally be show n
                                                                                                  on t he DD Form 14 2 3 at no cost .
         Item 1 1 .    Specif y as-of dat e of dat a item, when applicable.

         Item 1 2 .    Specify w hen f irst submit tal is required.

         Item 1 3 . Specif y w hen subsequent submit t als are required,                          Item 1 8 . For each dat a it em, ent er an amount equal t o t hat port ion
         w hen applicable.                                                                        of t he t ot al price w hich is est imated t o be at t ribut able t o t he
                                                                                                  product ion or development f or t he Government of t hat it em of
                                             SEE draf
         Item 1 4 . Ent er addressees and number of16 t / f inal copies t o                       dat a. These est imat ed dat a prices shall be developed only f rom
         be delivered t o each addressee. Explain reproducible copies in                          t hose costs w hich w ill be incurred as a direct result of t he
         It em 1 6 .                                                                              requirement t o supply t he dat a, over and above t hose cost s w hich
         Item 1 5 . Ent er      t ot al   number   of    draf t / f inal   copies t o be          w ould ot herw ise be incurred in perf ormance of t he cont ract if no
         delivered.                                                                               dat a w ere required. The est imated dat a prices shall not include
                                                                                                  any amount f or right s in dat a. The Government ' s right t o use t he
         Item 1 6 . Use f or addit ional/ clarif ying inf ormat ion f or It ems 1                 dat a shall be governed by t he pert inent provisions of the cont ract .
         t hrough 1 5. Examples are: Tailoring of document s cit ed in
         It em 4 ; Clarif icat ion of submit t al dat es in It ems 1 2 and 1 3 ;
         Explanat ion of reproducible copies in It em 1 4 .; Desired medium
         f or delivery of t he dat a it em.




    D D FORM 1 4 2 3 -2 (BA C K), A U G 9 6



Attachment A, Supplemental Section. This is used to delineate the requirements for the support
of your system. This should contain the specification matrix and the delivery schedules tied to
milestone events. Since it is a part of the DD Form 1423, Contract Data Requirements List
(CDRL), it becomes a binding part of the contract. An example follows:

                                                                    SPECIFICATION MATRIX

Publication                                                                           Specification(s)
TM 1-2345-678-10                                                                    MIL-PRF-63029F, MIL-STD-38784


                                                                                               21
*AMC-P 25-32


TM 1-2345-678-CL                            MIL-PRF-63029F, MIL-STD-38784

TM 1-2345-678-23&P                          MIL-STD-40051-1, MIL-STD-2361C, MIL-HDBK-
                                            1222C

TM 1-2345-678-BD                            MIL-PRF-87158B, MIL-STD-38784

DMWR 1-2345-678-(1 THROUGH 37) MIL-STD-40051-2, MIL-STD-2361C,
                               MIL-HDBK-1222C

                                     DELIVERY SCHEDULE

Item                                    Date
Preliminary Technical Manuals (PTMs) 60 days prior to User Testing

Updated PTMs                                160 days prior to First Unit Equipped (FUE) (to
                                            support verification and time for corrections)

Final Reproducible Copies (FRCs)           100 days prior to FUE (for final review and
                                           acceptance and to allow authentication cycle time)

Initial draft DMWRs                         120 days after FUE

Draft DMWRs                                 180 days after FUE (to support verification and time
                                            for corrections)

Final DMWRs                                 245 days after FUE

BLOCK 9: The distribution statement on the manual shall be as determined by the system
security classification guide, export control laws, and applicable Army regulations.

BLOCKS 10, 12, 13, 14, 15, and 16:

1. Delivery schedules. See schedule above.

2. Final Copies. One set of files (PDF and associated files and/or all IETM related files with
the DTD) for each manual prepared under this contract shall be delivered via ISO 9660
compliant CD-ROM by DD Form 250. Government acceptance will be within 30 working days
after receipt unless any material is rejected. In the event final material is rejected, the rejection
will be made by official letter, including specific comments, from the contracting officer to the
contractor. The contractor shall correct all deficiencies and furnish the corrected material within
10 working days after notification that correction is required. Resubmission of reworded
material shall be made by DD Form 250 with the comment that the material is reworked.




                                                 22
                                                                                   *AMC-P 25-32


                                       APPENDIX E
                              Data Rights Guidance/Information

1. Scope. This appendix provides guidance for applying data rights in the acquisition of
technical publications.

2. Definitions. The following are definitions that pertain to data rights:

   a. Data rights. Data rights are the authority to modify, reproduce, perform, display, release,
or disclose technical data. In FAR contracts, the Government takes certain rights by statute
regardless of actual delivery of the data and other rights by implementing regulations.

   b. Government purpose. Government purpose means any activity in which the United States
Government is a party, including cooperative agreements with international or multi-national
defense organizations, or sales or transfers by the United States Government to foreign
governments or international organizations. Government purposes include competitive
procurement but do not include the rights to modify, reproduce, perform, display, release, or
disclose technical data for commercial purposes or authorizes others to do so.

   c. Government purpose rights. Government purpose rights means the right to modify,
reproduce, perform, display, release, or disclose technical data within the Government without
restrictions and to release or disclose technical data outside the Government and authorizes
persons to whom release or disclosure has been made to modify, reproduce, perform, display,
release, or disclose that data for United States Government purposes.

   d. Limited rights. Limited rights means the rights to modify, reproduce, perform, display, release,
or disclose technical data in whole or in part within the Government. The Government may not,
without written permission of the owner asserting the limited rights, release or disclose the technical
data outside the Government, use the technical data for manufacture or authorize the technical data to
be used by another party except that the Government may reproduce, release, or disclose such data or
authorize the use or reproduction of the data by persons outside the Government if the data is
necessary for emergency repair, is needed for information purposes only, is subject to further
restrictions on release and reproduction, and the owner asserting the rights is notified.

   e. Technical data (from DFARS). Technical data means recorded information, regardless of
the form or method of the recording, of a scientific or technical nature (including computer
software documentation.) The term does not include computer software or data incidental to
contract administration, such as financial and/or management information. Technical
publications, regardless of media, are technical data.

   f. Unlimited rights. Unlimited rights means to have the rights to modify, reproduce, perform,
display, release, or disclose technical data in whole or in part, in any manner, and for any
purpose whatsoever, and to have or authorize others to do so.

3. Rights taken by Government. Certain types of data always have unlimited data rights
regardless of funding:



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*AMC-P 25-32


   a. Form fit and function data.

   b. Operation, installation, training, and maintenance data (except DRMO). Technical
publications fall into this area.

   c. Noncommercial computer software documentation.

   d. And more (see (b)(1)&(2) of -7013 clauses in FARS/DFARS).

   e. Government should require formal delivery to enable the full exercise of these rights.
Formal delivery is not required to have these rights. However, the rights can be difficult to
exercise without formal delivery.

4. Copyright Notices on technical publications. A copyright notice placed on a deliverable,
by itself, presents no impediment to Government rights. However, it must be limited to the
Owners name, year, and simple copyright symbol. Be aware that contractors sometimes try to
sneak in limitations in this notice

5. Markings. The following are markings you may encounter and how to handle them:

   a. FOUO - This is an authorized marking. It means it is for Government use only.

   b. Proprietary - This is not an authorized marking and should be challenged as a
nonconforming marking.

   c. Trade Secret/Business Confidential - This is not an authorized marking and should be
challenged as a nonconforming marking.

   d. Dual use legends - This is not an authorized marking and should be challenged as a
nonconforming marking.

   e. Trademarks and Service marks - These marks are for information only and should not
appear in technical publications.

   f. Patent Notices/Copyright Notices - These notices present no issues with regard to data rights.

6. Decision about data rights. The Government and contractor are not on equal footing in a
negotiation for data rights. You should:

   a. First, decide what rights the Government already has.

   b. Second, decide what rights the Government will require.

    c. Third, only negotiate for/buy the difference between what the Government needs and what
it already has.




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                                                                            *AMC-P 25-32


                                       GLOSSARY

Section I. Abbreviations

       AAL           additional authorization list
       AMC           U.S. Army Materiel Command
       AMSC          acquisition management system control
       ASSIST        Acquisition Streamlining and Standardization Information System
       BII           basic issue item
       CALS          Continuous Acquisition and Life-Cycle Support
       CDD           Capability Development Document (formerly ORD)
       CDRL          contract data requirements list
       CD-ROM        compact disc-read only memory
       CLIN          contract line item number
       COEI          component of end item
       DFARS         Defense Federal Acquisition Regulation Supplement
       DID           data item description
       DMWR          depot maintenance work requirement
       DOD           Department of Defense
       DODD          Department of Defense Directive
       DPI           dots-per-inch
       DSL           document summary list
       DSP           Defense Standardization Program
       DTD           document type definition
       DVD           digital versatile disc
       ECP           engineering change proposal
       ERR           engineering release records
       ETM           electronic technical manual
       FAR           Federal Acquisition Regulation
       FRC           final reproducible copy
       FUE           first unit equipped
       IAW           in accordance with
       IETM          interactive electronic technical manual
       IGES          initial graphics exchange specification
       IOT&E         Initial Operational Test and Evaluation
       IPR           in-process review
       ISO           International Standards Organization
       LAN           local area network
       LOGSA         Logistics Support Activity
       MAC           maintenance allocation chart
       NMWR          national maintenance work requirement
       OMB           Office of Management and Budget
       ORD           operational requirements document
       PCO           publications control officer
       PDCL          AMC Equipment Publications Procurement Document Control List
       PDEP          preliminary draft equipment publication



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*AMC-P 25-32


       PDF             portable document format
       PMCS            preventive maintenance checks and services
       PTM             preliminary technical manual
       RPSTL           repair parts and special tools list
       SGML            Standard Generalized Markup Language
       SLIN            sub line item number
       SOW             statement of work
       TM              technical manual
       TMSS            Technical Manual Specifications and Standards
       XML             eXtensible Markup Language

Section II. Terms

CALS. A DOD and industry strategy to enable and to accelerate the integration of digital
technical information for weapon system acquisition, design, manufacture, and support.
CALS provides for an effective transition from the current paper-intensive weapon system life
cycle process to efficient use of digital information technology.

CD-ROM. A 12 cm (40) polycarbonate disc used for Government library data storage and
retrieval. It drastically reduces the physical storage space typically required of large databases,
provides cost savings for mailing, unrestricted access to large data bases, and anticipated shelf
life between 10 to 50 years.

ETM. An ETM is a page-oriented file usually based on a paper original that may or may not be
prepared from a digital database. An ETM may have hyperlinks added. ETMs can be
distributed as digital media or printed on paper.

IETM. A technical manual designed for electronic window display and possessing the following
three characteristics:

   a. Format and style are optimized for window presentation; that is, the presentation format is
frame oriented, not page oriented.

   b. The elements of technical data constituting the IETM are so interrelated that a user’s
access is facilitated and is achievable by a variety of paths.

   c. The IETM can function interactively (as a result of user requests and information input).

IGES. A three-dimensional, international standard for technical illustrations/engineering
drawings.

ISO 9660. The volume and structure standard written specifically for CD-ROM. Allows the
CD-ROM player to be read/addressed like any other write-protected DOS device. Allows for
portability among devices/hardware that conforms to the ISO standard.




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                                                                                   *AMC-P 25-32


Raster image. An image created by modulating equally spaced horizontal lines. In a digital
raster image, the horizontal lines are broken into many regularly spaced dots or pixels that are
represented as light or dark. With raster images, a vast amount of digital data is required for
each graphic.

Tailoring. The process by which individual requirements (sections, paragraphs, sentences,
words) of the selected specifications, standards, and related documents are evaluated to
determine the extent to which they are applicable for a specific acquisition and modification of
these requirements to ensure that each achieves an optimal balance between essential
performance, operational support, and cost requirements.

Vector graphics. Graphic objects recorded by mathematical notation by points, lines and shapes.
A drawing will consist of a collection of objects instead of recording every dot, or absence of a
dot, that it would take to describe that object. Vector drawings can be enlarged, or reduced to
any extent without altering the resolution or granularity of the image. It also produces smaller
file sizes and is far more manipulative than raster images.




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DOCUMENT INFO
Description: 4 Basic Elements of a Contract document sample