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					ASDEFCON (Support)                               SOW Tailoring Guide




    ASDEFCON (SUPPORT) STATEMENT OF WORK (SOW)

                             TAILORING GUIDE

                  GUIDANCE ON DRAFT CLAUSES IN THE
                      ASDEFCON (SUPPORT) SOW




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                                                         TABLE OF CONTENTS



             USING THE STATEMENT OF WORK TEMPLATE AND SOW TAILORING GUIDE



USING THE SOW AND SOW TAILORING GUIDE ............................................................................. VII 
      Purpose and Scope........................................................................................................................ vii 
      Referenced Documents.................................................................................................................. vii 
      Acronyms and Abbreviations .......................................................................................................... ix 
      Application of ASDEFCON (Support)............................................................................................ xiii 
      Advice to Tenderers ...................................................................................................................... xiii 
      About the SOW ............................................................................................................................. xiii 
      Detailed Service Descriptions ........................................................................................................ xv 
      Data Item Descriptions ................................................................................................................. xvii 
      Performance Measurement..........................................................................................................xviii 
      Acquisition Linkages Module......................................................................................................... xix 
      Offer Definition Activities ............................................................................................................... xix 
      Operative Date ............................................................................................................................... xx 
      Tailoring the Draft Statement of Work............................................................................................ xx 
      Recommended Approach.............................................................................................................. xxi 
      Template and SOW Tailoring Guide User Tips........................................................................... xxvi 
      Word Processing Tips .................................................................................................................xxvii 

ASDEFCON (SUPPORT) STATEMENT OF WORK TAILORING GUIDE ......................................... 1-1 

1.    SCOPE ......................................................................................................................................... 1-1 
      1.1        Purpose............................................................................................................................ 1-1 
      1.2        Background ...................................................................................................................... 1-1 

2.    GENERAL REQUIREMENTS...................................................................................................... 2-1 
      2.1        Scope of Work.................................................................................................................. 2-1 
      2.2        Rate of Effort .................................................................................................................... 2-2 
      2.3        Data Management System .............................................................................................. 2-4 
      2.4        Deliverable Data Items..................................................................................................... 2-8 
      2.5        Draft Data Items Included as Contract Annexes............................................................ 2-11 
      2.6        Ozone Depleting Substances and Hazardous Substances........................................... 2-12 
      2.7        Phase In ......................................................................................................................... 2-14 
      2.8        Phase Out ...................................................................................................................... 2-19 

3.    SUPPORT SERVICES MANAGEMENT ..................................................................................... 3-1 
      3.1        Support Services Program Objectives............................................................................. 3-2 
      3.2        Support Services Planning............................................................................................... 3-2 
      3.3        Quoting for S&Q Services.............................................................................................. 3-10 


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      3.4       Support Services Communication Strategy ................................................................... 3-13 
      3.5       Subcontractor Management........................................................................................... 3-17 
      3.6       Co-ordination and Co-operation..................................................................................... 3-18 
      3.7       Risk and Issue Management ......................................................................................... 3-18 
      3.8       Maintenance of Contractual Documents........................................................................ 3-20 
      3.9       Independent Verification and Validation ........................................................................ 3-20 
      3.10      Life Cycle Cost (LCC) .................................................................................................... 3-21 
      3.11      Government Furnished Material Management .............................................................. 3-23 
      3.12      Australian Industry Capability (AIC) Management......................................................... 3-25 
      3.13      Intellectual Property Management ................................................................................. 3-26 
      3.14      Defence Security Compliance........................................................................................ 3-29 
      3.15      Maintenance of Support Agreements ............................................................................ 3-30 
      3.16      Resident Personnel........................................................................................................ 3-31 
      3.17      Environmental Management .......................................................................................... 3-32 
      3.18      Occupational Health and Safety .................................................................................... 3-37 
      3.19      Training in Defence Information Systems...................................................................... 3-39 
      3.20      Access to Foreign Military Sales.................................................................................... 3-40 
      3.21      Business Resource Planning ......................................................................................... 3-40 
      3.22      Stocktaking of Contractor Managed Commonwealth Assets ........................................ 3-40 

4.    OPERATING SUPPORT.............................................................................................................. 4-1 
      4.1       Operating Support Management Planning ...................................................................... 4-2 
      4.2       Operating Support Reporting ........................................................................................... 4-3 
      4.3       Operating Support Reviews ............................................................................................. 4-3 
      4.4       Operating Support Services............................................................................................. 4-4 

5.    ENGINEERING SUPPORT.......................................................................................................... 5-1 
      5.1       Engineering Support Management Planning ................................................................... 5-2 
      5.2       Engineering Support Reporting........................................................................................ 5-3 
      5.3       Engineering Support Reviews.......................................................................................... 5-4 
      5.4       Technical Regulation of Engineering Support ................................................................. 5-5 
      5.5       Engineering Services ....................................................................................................... 5-8 

6.    MAINTENANCE SUPPORT ........................................................................................................ 6-1 
      6.1       Maintenance Support Management Planning.................................................................. 6-2 
      6.2       Maintenance Support Reporting ...................................................................................... 6-2 
      6.3       Maintenance Support Reviews ........................................................................................ 6-4 
      6.4       Technical Regulation of Maintenance Support ................................................................ 6-6 
      6.5       Maintenance Services...................................................................................................... 6-9 

7.    SUPPLY SUPPORT..................................................................................................................... 7-1 
      7.1       Supply Support Management Planning ........................................................................... 7-2 




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      7.2       Supply Support Reporting................................................................................................ 7-3 
      7.3       Supply Support Reviews.................................................................................................. 7-3 
      7.4       Supply Services ............................................................................................................... 7-4 

8.    TRAINING SUPPORT.................................................................................................................. 8-1 
      8.1       Training Support Management Planning ......................................................................... 8-2 
      8.2       Training Support Reporting.............................................................................................. 8-3 
      8.3       Training Support Reviews................................................................................................ 8-3 
      8.4       Training Services ............................................................................................................. 8-4 

9.    SUPPORT RESOURCES ............................................................................................................ 9-1 
      9.1       Personnel ......................................................................................................................... 9-2 
      9.2       Technical Data ................................................................................................................. 9-3 
      9.3       Support and Test Equipment ......................................................................................... 9-10 
      9.4       Training Equipment........................................................................................................ 9-11 
      9.5       Packaging ...................................................................................................................... 9-13 
      9.6       Facilities ......................................................................................................................... 9-13 
      9.7       Computer Support.......................................................................................................... 9-15 

10.  VERIFICATION AND VALIDATION .......................................................................................... 10-1 
      10.1      Verification and Validation Objectives ........................................................................... 10-3 
      10.2      Verification and Validation Planning .............................................................................. 10-3 
      10.3      Support Services Verification Matrix.............................................................................. 10-4 

11.  QUALITY MANAGEMENT ........................................................................................................ 11-1 
      11.1      Contractor Quality Responsibilities ................................................................................ 11-1 
      11.2      Quality Management Planning....................................................................................... 11-1 
      11.3      Quality Systems, Process and Product Non-Conformances ......................................... 11-2 
      11.4      Commonwealth Representative Approval of Non-Conforming Supplies ....................... 11-2 


Annexes:
A.           Support Concepts and Contract Requirements

B.           Use of ASDEFCON (Support) either Standalone or in Conjunction with a Contract
             (Acquisition)




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                  USING THE SOW AND SOW TAILORING GUIDE
Purpose and Scope
The Australian Defence Contracting (ASDEFCON) template for the support of Defence materiel
(ASDEFCON (Support)) is a very flexible template, which allows a broad scope of application. This
flexibility and broad application means that drafters must adapt the various template documents to
each application. Accordingly, the purpose of this SOW Tailoring Guide is to provide drafters with
guidance when selecting optional components and amending clauses within the ASDEFCON
(Support) Statement of Work (SOW) to suit each individual program need.
The scope of the SOW Tailoring Guide covers the main body of the SOW, with reference to other
elements of the template (e.g. the modular parts of the SOW, known as Detailed Service Descriptions
(DSDs)) where necessary. A number of these other elements have additional guidance embedded
within them, and drafters should refer to this additional guidance when using those other elements.
The ASDEFCON (Support) SOW and the SOW Tailoring Guide should be read and used together.
Capitalised terms, acronyms, abbreviations and referenced documents used throughout the SOW
Tailoring Guide take on the meanings specified in Attachment M to the ASDEFCON (Support)
contracting template. References, acronyms and abbreviations that are referenced from the SOW
Tailoring Guide are listed below.
Referenced Documents
The following table lists the documents referenced in this SOW Tailoring Guide:

Reference                     Description

                               ASDEFCON (Support) template Conditions Of Contract (COC)
                               Attachment M, Glossary.
                               ASDEFCON Asset Library (hosted on the Defence intranet)
                               ASDEFCON Handbook – Supplementary Information – Philosophy
                               behind the ASDEFCON Templates (herein referred to as the
                               ‘ASDEFCON Handbook Philosophy Volume’).
                               Australian Government Information Security Manual
AAP 5030.001                   RAAF Publication System – Technical and Non-technical Manuals
AAP 7001.048                   ADF Airworthiness Manual
AAP 7001.053                   Technical Airworthiness Management Manual (TAMM)
AAP 7001.055                   Support and Test Equipment Logistics Management Manual
AAP 7001.059                   ADF Aviation Maintenance Management Manual
AAP 8000.010                   ADF Operational Airworthiness Manual
ABR 6492                       Navy Technical Regulations Manual
ADFP 101                       Glossary
ADFP 7.0.2                     The Defence Training Model
AS/NZS ISO 9000:2006           Quality Management Systems – Fundamentals and Vocabulary
AS/NZS ISO 9001:2000           Quality Management Systems – Requirements
AS/NZS ISO 14001:2004          Environmental Management Systems – Requirements with Guidance
                               for Use




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Reference                    Description

AS/NZS ISO 14031:2000        Environmental Management – Environment Performance Evaluation –
                             Guidelines
                             Contract Safety Management – A framework for safety in the Defence
                             contract process
DEF(AUST) 1000C              ADF Packaging
DEF(AUST) 5085B              Engineering Drawings
DEF(AUST) 5664A              Work Breakdown Structures for Defence Materiel Projects
DEIs                         Departmental Environment Instructions
DI(A) LOG 12-1               Regulation of the Technical Integrity of Land Materiel
DI(G) ADMIN 35-1             Procedures for the Use of Defence Estate Assets by Non Defence
                             Organisations or Individuals including Commercial Contractors
DI(G) ADMIN 40-2             Environment and Heritage Management In Defence
DI(G) LOG 4–1–003            Assignment of Australian Defence Force Logistics Managers and Their
                             Associated High Level Roles and Responsibilities
DI(G) LOG 4–1–007            Australian Standard Materiel Issue and Movement Priority System
                             Version Two
DI(G) LOG 4–3–003            Australian Defence Force Requirements Determination and
                             Management of Reserve Stocks
DI(G) LOG 4–3–004            Defence Stock Location Policy
DI(G) LOG 4–3–005            Defence Procurement Routing Rules
DI(G) LOG 4-3-007            Provision of Material to Contractors
DI(G) LOG 4-3-008            Disposal of Defence Assets
DI(G) LOG 4-3-014            Stocktaking of Defence Assets held by Contractors
DI(G) LOG 4-3-017            Supply Aspects of Contractor Owned Spares
DI(G) LOG 4-3-018            Defence Policy on Obsolescence Management
DI(G) LOG 4-3-019            Item Identification and Recording of Defence Assets
DI(G) LOG 4-3-020            Defence Materiel Entitlements
DI(G) LOG 4-5-001            Defence Policy on Quality Assurance
DI(G) LOG 4-5-003            Defence Policy on Acquisition and Management of Technical Data
DI(G) LOG 4-5-004            Defence Policy on Life Cycle Costing Analysis
DI(G) LOG 4-5-005            Defence Policy on Integrated Logistic Support
DI(G) LOG 4-5-009            Maintenance Policy
DI(G) LOG 4-5-010            Contingency Maintenance
DI(G) OPS 02-2               Australian Defence Force Airworthiness Management
DI(G) OPS 05-3               Civilians in Support of Australian Defence Force Operations
DI(G) OPS 16-2               The Management of Electromagnetic Environmental Effects



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Reference                     Description

DI(G) OPS 16-4                 Management of Electromagnetic Environmental Effects in Airborne
                               Systems
DI(G) PERS 05-34               Policy Framework for Defence Training Support to Contractors
DI(N) ADMIN 37-15              Assuring the Safety, Fitness for Service and Environmental
                               Compliance of Naval Capability
DI(N) ADMIN 37-16              Navy Regulatory System
DI(N) LOG 47-3                 Technical Regulation of Navy Materiel
DPPI 9/2002                    Providing Purchasing Authority and Financial Delegations to
                               Contractors
DPPI 3/2008                    Occupational Health and Safety and Hazardous Substances In
                               Defence Procurement
                               Defence Environment Policy
                               Defence Intellectual Property Policy 2008
DPPM                           Defence Procurement Policy Manual
                               Defence Security Manual
DSCM                           Defence Supply Chain Manual
                               Environment Protection and Biodiversity Conservation Act 1999
                               (EPBC Act)
                               Hazardous Wastes Act
MIL-STD-974                    Contractor Integrated Technical Information Service (CITIS)
NOHSC:1008 (2004)              Approved Criteria for Classifying Hazardous Substances
                               Ozone Protection Act 1989
SAFETYMAN                      Defence Safety Manual
TRAMM-L                        Technical Regulation of ADF Materiel Manual – Land


Acronyms and Abbreviations
The following table lists the acronyms and abbreviations used in this SOW Tailoring Guide:

 Abbreviation                  Description

 ADO                           Australian Defence Organisation
 AEO                           Accredited Engineering Organisation (Land TRF) or Authorised
                               Engineering Organisation (Aerospace and Maritime TRFs)
 AIC                           Australian Industry Capability
 AMO                           Authorised Maintenance Organisation (Aerospace TRF) or Accredited
                               Engineering Organisation (Land TRF)
 ASD                           Aerospace Systems Division
 ASDEFCON                      Australian Defence Contracting



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 Abbreviation                Description

 CCP                         Contract Change Proposal
 CDG                         Capability Development Group
 CDRL                        Contract Data Requirements List
 CEMP                        Contractor Engineering Management Plan
 CFE                         Contractor Furnished Equipment
 CITIS                       Contractor Integrated Technical Information Service
 CM                          Configuration Management
 CMP                         Configuration Management Plan
 CMS                         Contract Master Schedule
 COC                         Conditions Of Contract
 COT                         Conditions Of Tender
 CPGs                        Commonwealth Procurement Guidelines
 CSMS                        Contractor Supply Management System
 CSR                         Contract Status Report
 CSRL                        Contract Services Requirements List
 CSSR                        Combined Services Summary Report
 CSWBS                       Contract Summary Work Breakdown Structure
 CTXP                        Contractor Transition Plan
 CWBS                        Contract Work Breakdown Structure
 DCDM                        Defence Capability Development Manual
 DID                         Data Item Description
 DMO                         Defence Materiel Organisation
 DMS                         Data Management System
 DPPI                        Defence Procurement Policy Instruction
 DPPM                        Defence Procurement Policy Manual
 DSCM                        Defence Supply Chain Manual
 DSD                         Detailed Service Description
 DSG                         Defence Support Group
 EA                          Evolutionary Acquisition
 ECP                         Engineering Change Proposal
 ED                          Effective Date
 FEG                         Force Element Group
 FMECA                       Failure Mode, Effects and Criticality Analysis
 FMS                         Foreign Military Sales



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 Abbreviation                Description

 FPS                         Function and Performance Specification
 GFD                         Government Furnished Data
 GFE                         Government Furnished Equipment
 GFF                         Government Furnished Facilities
 GFI                         Government Furnished Information
 GFM                         Government Furnished Material
 GFS                         Government Furnished Services
 ILS                         Integrated Logistics Support
 IOC                         Initial Operational Capability
 IP                          Intellectual Property
 IPB                         Illustrated Parts Breakdown
 ISP                         Integrated Support Plan
 IV&V                        Independent Verification and Validation
 KPI                         Key Performance Indicator
 LCC                         Life Cycle Cost
 LCCA                        Life Cycle Costing Analysis
 LOT                         Life Of Type
 LSA                         Logistic Support Analysis
 LSC                         Logistic Support Concept
 M&A                         Measurement and Analysis
 MILIS                       Military Integrated Logistics Information System
 MMP                         Maintenance Management Plan
 MSA                         Materiel Sustainment Agreement
 OCD                         Operational Concept Document
 OD                          Operative Date
 ODA                         Offer Definition Activities
 OHS                         Occupational Health and Safety
 OSP                         Operating Support Plan
 OSSR                        Operating Support Summary Report
 PHIP                        Phase In Plan
 PHOP                        Phase Out Plan
 PWD                         Planned Withdrawal Date
 QEMS                        Quality and Environmental Management System
 RCM                         Reliability Centred Maintenance



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 Abbreviation                Description

 RFT                         Request For Tender
 RMP                         Risk Management Plan
 ROE                         Rate Of Effort
 S&Q                         Survey and Quote
 S&TE                        Support and Test Equipment
 SE                          Systems Engineering
 SEMP                        Systems Engineering Management Plan
 SMP                         Software Management Plan
 SOE                         Standard Operating Environment
 SOW                         Statement Of Work
 SSCC                        Support System Constituent Capability
 SSMP                        Support Services Management Plan
 SSMS                        Support Services Master Schedule
 SSP                         Supply Support Plan
 SSSPEC                      Support System Specification
 SSVM                        Support System Verification Matrix
 SWSP                        Software Support Plan
 TDL                         Technical Data List
 TDP                         Technical Data Plan
 TDR                         Tender Data Requirement
 TRA                         Technical Regulatory Authority
 TRF                         Technical Regulatory Framework
 TSP                         Training Support Plan
 V&V                         Verification and Validation
 V&VP                        Verification and Validation Plan
 WBS                         Work Breakdown Structure




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Application of ASDEFCON (Support)
The ASDEFCON (Support) SOW is designed to help drafters produce a draft SOW for inclusion in a
Request For Tender (RFT) or a final SOW for inclusion in a Contract (Support) to obtain Services for
the support of Defence materiel.
A support contract can arise under a number of different circumstances, including if:
a.         the acquisition and support RFTs are issued to the same tenderer(s) (i.e. the successful
           tenderer would become both the acquisition and support contractor), which would include if
           the acquisition contract utilised an ASDEFCON (Strategic Materiel) or an ASDEFCON
           (Complex Materiel) Volume 2 template;
b.         the support requirement is sole sourced to the contractor from whom the Commonwealth
           procured the capability (i.e. the acquisition contractor would become the support contractor);
c.         the Commonwealth decides to seek tenders for a new support contract following a support
           contract period, or where Defence was conducting support in-house and subsequently
           decided to test the market for provision of support; and
d.         the Commonwealth decides to seek tenders for a new support contract, having acquired
           equipment through a separate contract or other arrangement that did not include support.
As an extension to sub-paragraph a above, ASDEFCON (Support) may also be used in conjunction
with an Evolutionary Acquisition (EA) contracting framework. This specific application, which requires
the coordination of acquisition phases and the staged increase in Contractor (Support) capability, goes
beyond the general advice provided in the SOW Tailoring Guide and specialist advice should be
sought.
Further information on the application of the template under each of these applications is provided at
Annex B.
Advice to Tenderers
Drafters should provide information that will assist tenderers to lodge viable and competitive bids.
Insufficient information will most likely result in misunderstandings as to the nature and scope of the
work to be undertaken, increased risk, and likely changes to the defined scope of the Contract
(Support) and associated cost increases after contract award.
Drafters should include relevant information on the objectives of the proposed Contract (Support), the
status of the Mission System and/or other Products to be supported, and other information that will
give tenderers a comprehensive understanding of the support required. Drafters should also describe
the elements of the existing Support System. This information is of prime importance to tenderers
who will not be able to gather this information themselves.
The support philosophy should be based on higher level documents such as the Operational Concept
Document (OCD), Logistic Support Concept (LSC) (if not included in the OCD), Use Study Report
(also if not included in the OCD), Function and Performance Specification (FPS), Support System
Specification (SSSPEC), and/or in-service planning documents. If these documents do not exist or
are not suitable, drafters should consider developing a Use Study Report. Guidance on this activity
can be found in the Australian Defence Organisation (ADO) Logistic Support Analysis (LSA) Manual.
Information may be included in both notes to tenderers or background documents made available to
the tenderers. Importantly, drafters should be aware that all notes to tenderers are deleted from the
Contract (Support) when preparing the final version for signature; thus, any notes that give context to
the required Services will be lost.
About the SOW
In Defence contracts, the SOW is the part of a contract that defines the scope of work that a contractor
is required to undertake, and may include one or more specifications that the products-to-be-delivered
are required to meet. In ASDEFCON (Support), the SOW has been modularised to provide the
degree of flexibility in tailoring that is necessary to suit the different needs of the various support
contracting requirements. The SOW has been divided into a main body (clauses 1 – 11, for which the
guidance is provided in this SOW Tailoring Guide) and a number of standard SOW modules, which
are known as Detailed Service Descriptions (DSDs). These DSDs are referenced from the main body




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of the SOW and form a part of the SOW. Accordingly, under ASDEFCON (Support), work may be
defined through:
a.            clauses in the main body of the SOW;
b.            DSDs; and
c.            Approved 1 plans, which are required by the SOW.
When drafting ASDEFCON (Support) contracts, drafters must consider the most appropriate
document for defining work requirements. Additionally, if a Service function appears to be ‘missing’
from the main body of the SOW, the drafter needs to check if the requirement has actually been
captured through a DSD or plan that is required by the SOW.
Any of the three options above may also refer to recognised standards, technical manuals, or quality
management systems to define process and procedural level instructions.
ASDEFCON (Support) SOW clauses task the Contractor (Support) to do something and/or to do
something in a particular way (e.g. 'The Contractor shall develop, deliver and update a Support
Services Management Plan (SSMP) in accordance with CDRL Line Number MGT-100’). Details of the
main Services required (e.g. engineering and Maintenance) are contained in the DSDs, which are
discussed in detail in the next section. Approved plans are developed in accordance with their
respective Data Item Descriptions (DIDs), which specify the content and, if applicable, the format of
the required data items, and do not specify work per se. In approved plans, for example, the
Contractor (Support) details the processes to be followed and the high-level strategy and associated
work in particular work areas (e.g. risk management is described in the Approved Risk Management
Plan (RMP)).
If possible, the SOW and DSD clauses should define the Service outcomes required and allow the
Contractor (Support) to achieve those outcomes with as much flexibility as possible using its own
established processes and standards. This approach accords with ASDEFCON guiding principles 5
      2
and 6 , and allows the Contractor (Support) to tailor its processes and adopt standards best suited to
the Contract (Support). In some circumstances, however, it may be necessary for the SOW/DSD
clauses to task the Contractor (Support) to do something in a particular way (e.g. as defined by a
particular Technical Regulatory Authority (TRA)). Drafters should ensure that these processes are
mandatory before including them in the SOW/DSDs.
There could be significant interaction between the Contractor (Support), the support agency, and the
Force Element Group (FEG) or end-user, and the SOW needs to recognise and accommodate this
interaction. However, the contractual relationship between the Contractor and the Commonwealth
Representative (or Authorised Persons), who is usually from the support agency, must be preserved.
In accordance with ASDEFCON guiding principles 3, all work to be performed by those in the
Contractor's organisation directly involved in providing the Services should be defined in the SOW;
however, some of the work the Contractor is required to do will be in pursuit of compliance with the
COC. Activities that are more in the nature of overhead functions are defined by the COC. For
example, the Contractor might be required to take out insurance and provide evidence of this to the
Commonwealth. This type of activity would not normally be included in the SOW.
In accordance with good contracting practice, each separate requirement in the SOW should be
specified in its own clause or subclause for clarity and ease of costing. The draft SOW is used at the
tendering stage to define the work to be undertaken by the Contractor (Support) in the resultant
Contract (Support), and used by the tenderers as a basis for developing their tender responses.
Following successful negotiation, the agreed SOW becomes part of the Contract.




1
    The term ‘Approved’ is defined in the Glossary at Attachment M.

2
 Refer to Principles 5 and 6 in section 1.5 of the ASDEFCON Handbook Philosophy Volume. Principle 5 is ‘Focus on
Outcomes (not Process)’, while Principle 6 is ‘Work in Contractor Process Domain where Suitable’.

3
 Refer to Principle 3 in section 1.5 of the ASDEFCON Handbook Philosophy Volume, which is ‘Essential Supply Terms should
be Certain and Reflect the Entire Scope of the Agreement’.




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The drafter should appreciate how the SOW fits into the RFT as a whole, and understand the full
scope of requirements. The drafter should discuss the Contract requirements with relevant personnel,
such as the following, at the outset:
a.         Integrated Logistic Support (ILS) Manager or acquisition logistics manager (and should
           preferably attend a number of ILS team meetings);
b.         contracting advisers (e.g. from Procurement and Contracting Branch);
c.         personnel from the identified support agencies, such as the Contracts Manager, Engineering
           Manager and Finance Officer; and
d.         FEG Coordinator and/or Capability Development Group (CDG) officer.
Drafters should check on who the most relevant personnel would be.
Drafters may wish to use the following questions as a guide to the completion of the draft SOW/DSD
clauses:
a.         what has already been done (may be acquisition or in-service action);
b.         what remains to be done;
c.         why does it have to be done (either the reason or to comply with an instruction, such as a
           Defence policy);
d.         where are the details specified (e.g. DIDs, DSDs, payment schedules, references);
e.         where does it have to be done;
f.         when does it have to be done;
g.         who will do it (include an organisational chart if appropriate);
h.         how will it be done (e.g. in accordance with technical manuals, etc); and
i.         who will fund it?
Detailed Service Descriptions
DSDs and Services
DSDs appear as separate documents in the ASDEFCON (Support) templates but they are integral
components of the SOW. They describe selected Services, required from the Contractor (Support), by
grouping together clauses related to the provision of particular Services. DSDs have been developed
primarily to simplify the tailoring of the draft SOW, enabling clauses for whole sections of work to be
added or removed, based on a small number of conditions.
Some DSDs will be Core to sets of Services covered by a number of DSDs. These DSDs are said to
be ‘head’ DSDs as they head up a group of Services. For example, DSD-ENG-SERV establishes
general requirements for Engineering Support (e.g. management systems), which provide a
framework for more specific work to be conducted, such as software support in DSD-ENG-SW. DSD-
ENG-SW can be tailored out of an Engineering Support SOW if not required; however, if any
Engineering Support is required, then the head DSD, DSD-ENG-SERV, must be included. Similarly,
DSD-MNT-MGT is a head DSD that defines the management requirements for the Maintenance of
military and non-commercial IT type systems. Other DSDs, such as DSD-MNT-SERV, or new DSDs
created by the drafter for more specific requirements, may be added or deleted from the SOW as
required, but all must work within the framework set by DSD-MNT-MGT (except for commercial-grade
IT systems). This concept is illustrated in the SOW structure diagrams in later parts of this SOW
Tailoring Guide.
DSDs required by the SOW are listed in the Contract Services Requirements List (CSRL), which
appears as a table similar to the Contract Data Requirements List (CDRL). If a Service needs to be
defined in detail, the draft SOW clause should state the requirement for the Service in broad terms
and that the Service is to be provided in accordance with a particular line item in the CSRL (e.g. ‘The
Contractor shall provide routine Operating Support Services in accordance with CSRL Line Number
OPS-100’). The CSRL line item should then refer to the relevant DSD.




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Use of DSDs also assists in tender evaluation by making it easier to divide up the responses in
accordance with the DSDs, and to allocate evaluation to members of the respective Tender Evaluation
Working Groups.
A DSD should be used when the amount of detail to define a particular Service requirement would be
excessive, such that its inclusion in the main body of the draft SOW would result in the main body
becoming unbalanced. In general, the main body of the SOW contains contract-management work
(e.g. planning and reviews), while the DSDs describe the technical work effort. Further details for
individual tasks, which are too detailed even for the DSDs, will be listed in the referenced documents
contained in either SOW Annex A, ‘List of Products to be Supported’ or SOW Annex D, ‘List of
Referenced Manuals’.
Not all Services require a separate DSD. For example, if the Contractor is required to deliver a plan
for the performance of work, and there are no associated performance measures 4, then it may be
sufficient to rely on the applicable clause in the body of the draft SOW that requires the Contractor to
perform the work in accordance with the Approved plan.
The DSD should refer to other documents, as applicable. For example, the Contractor might be
required to perform a Maintenance servicing in accordance with service manuals and other
documents. The DSD might also refer to a plan or report, if the provision of the Service requires the
production of such a data item. Like the body of the SOW, DSDs may refer to plans to further define
the Services to be provided. In this instance, the clauses are ‘paired’, with the first clause requiring
delivery of the plan and the second clause requiring the Approved plan to be implemented (refer to the
SOW or existing draft DSDs). Drafters should continue to use this pattern of paired clauses if
developing new DSDs or adding plans to the example DSDs. All data items requested via DSDs must
also be entered in the CDRL.
Drafters should tailor existing draft DSDs as part of the development of the draft SOW. Some aspects
of the development of a DSD (e.g. specialised areas, such as Obsolescence management) should be
developed in conjunction with specialist agencies.
DSD Structure
If drafters find it necessary to create a new DSD, the following structure applies:
                         DSD Number (DSD-XXX-XXX)
                         DSD Title
                         Description and Intended Use - a brief summary of the purpose and content of the
                         DSD.
                         Interrelationships - a list of other DSDs that are related to the subject DSD. The
                         DSDs called up in a particular contract may be developed as a hierarchy of DSDs,
                         with a head DSD having one or more subordinate DSDs. Subordinate DSDs are
                         dependent to some extent on the head DSD (i.e. the subordinate DSD relies on
                         Services that are specified in the head DSD). Drafters should take care that
                         subordinate DSDs are not called up without the head DSD.
                         Applicable Documents - a list of documents (other than those generated under the
                         Contract) that should be referred to in performing the specified Services.
                         Service Description - a description covering all the Services required under the
                         high-level Service specified in the body of the SOW. The description of each
                         individual Service should specify the standard of service required, such as when
                         the Service is required, rate of delivery, and applicable standards and technical
                         specifications. It may also include, if relevant, the location where the Service is to
                         be provided. The Service description will also refer to any plans used to manage
                         the Services or possibly describe additional Services, as discussed above. The
                         Service descriptions constitute the basic measures of performance for each
                         Service. Sample DSDs contain clauses that are not applicable to all support



4
    See section on Performance Measures later in this document.




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                      contracts. Drafters should omit clauses not required and add new ones as
                      necessary.
Data Item Descriptions
Role and Scope
DIDs are the means by which the Commonwealth specifies requirements for the data items to be
delivered under the Contract. Data items include management plans, reports, schedules, lists of
Technical Data, Configuration Management (CM) data, and any other items of required data. The
CDRL is a consolidated list of all required data items 5, and also identifies the DID, the delivery
requirements for the data items, Commonwealth actions (such as Review and Approval), timeframes
for Commonwealth actions, and the maintenance requirements for data items. The meaning of
columns in the CDRL table is explained in the introductory clauses of the CDRL, SOW Annex C.
Drafters need to be conscious that the set of data items (and, therefore, DIDs) required for the SOW is
dependent on the scope of work under the Contract and that the data items need to be selected (and,
where required, tailored) as such. All data items applicable to the Contract are specifically invoked by
the relevant SOW/DSD clauses, and drafters must ensure that the CDRL and SOW/DSD clauses
invoking data items match identically (i.e. there should be no data items called up that are not invoked
by the CDRL and SOW/DSD clauses). DIDs should not duplicate information contained in the CDRL
or SOW and, similarly, SOW clauses should not call up information that is in the CDRL or DIDs.
Scheduling
An important consideration in the CDRL is the ’Delivery Schedule’ for a data item. This is often
expressed with respect to a Contract Milestone, such as Effective Date + (x) days. There are certain
data items, however, that may need to be provided as a requirement for commencing deliverable
Services under the Contract (Support), such as the Maintenance Management Plan. In these
instances, the delivery requirement should be stated with reference to the Operative Date (OD) of the
Contract (e.g. OD – (x) days). If such constraints are placed on the Contract becoming operational,
they must be enunciated in COC clause 1.4 (Operative Date).
Standard Assets
DIDs called up under the SOW are treated as ‘standard assets’ for ASDEFCON (Support), and are
located in the ASDEFCON Asset Library. If an ASDEFCON (Support) DID is common across more
than one contracting template (e.g. used by both ASDEFCON (Strategic Materiel) and ASDEFCON
(Support)), then the standard asset for that template is invoked rather than the DID being duplicated
under the ‘Asset Library’ for ASDEFCON (Support).
All DIDs, whether modified or not, must be provided as part of the RFT package. Some standard
assets for ASDEFCON (Support) include tailoring guidance in the initial section of the DID, and this
guidance should be deleted before the RFT package is issued.
Management Plans
For DIDs that define the requirements for management plans, drafters are given the option of either
calling up those specific plans individually or electing to roll up certain plans into higher-level plans
within the hierarchy of plans. This might occur if the scale of the Contract, and the work to be
managed by the lower-level plan, is limited in scope and, therefore, a stand-alone plan to describe
these lower-level management arrangements is not required. For example, all subordinate
engineering plans could be rolled-up into the Contractor Engineering Management Plan (CEMP), while
in a simpler contract, most plans could be rolled-up into the SSMP.
This approach provides flexibility to the drafter in deciding how management plans are to be
packaged, thereby reducing the need for individual plans to be developed by the Contractor while
preserving adequate visibility of the Contractor’s processes. There is little point in rolling up plans,
however, unless the lower-level plans are expected to be small and would not stand on their own;
otherwise, the result is a large, unmanageable document, containing a number of full sized plans.



5
 Refer to principle 9 in section 1.5 of the ASDEFCON Handbook Philosophy Volume, which is ‘Contract Data Requirements List
(CDRL) includes all Data Deliverables’.




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Where plans are rolled-up, the DIDs for the higher-level management plans may need to be amended
to define the requirements for the rolled-up plan.
Certain plans (and their DIDs), such as the Phase In Plan and Phase Out Plan, should not be rolled up
into a higher-level plan because they are distinct activities that only have a limited life. Similarly, data
items that will change regularly over the life of the Contract (e.g. schedules, issues and risk registers,
and lists of technical data) should be requested as separate data items to reduce the need to update
and re-Approve much larger plans that would otherwise have infrequent changes. For example, it
may be beneficial to keep the Support Services Master Schedule (SSMS) separate from the SSMP if
the schedule is expected to require frequent updates.
Reports
Some DIDs define reports, such as the Contract Status Report (CSR), Combined Services Summary
Report (CSSR), and the Operating Support Summary Report (OSSR). Like plans, some reports can
be rolled-up into higher-level reports. The CSSR was created for this purpose, allowing reports for the
management of activities under each of clauses 4 to 8 of the main body of the SOW (e.g. the OSSR)
to be rolled up into one report.
Reports will most probably be specified to be delivered a number of times during the period of the
Contract, based on either a milestone, or a calendar period. Reports will often be scheduled for
delivery in preparation for a related review (e.g. the CSR is delivered in preparation for the Contract
Performance Review (CPR)). Where reviews for different Services are combined (e.g. for clauses 4 to
8), the reports could be combined or retained separately; in this case, there is no predetermined rule.
Developing new DIDs
                                                                                                                             6
If drafters need to develop new DIDs for additional data items, the ASDEFCON guiding principles
should be referred to for direction, as well as staff with appropriate specialist expertise.
New DIDs should be considered for addition to the pool of ‘standard assets’.
Performance Measurement
Performance measurement under ASDEFCON (Support) seeks to determine the suitability of the
Services provided under the Contract. Ideally, performance measures will be as high level as possible
to demonstrate the overall effectiveness of the Contractor’s performance and support to the customer.
Such measures may include the number of serviceable systems or equipment in a fleet provided to
Defence on a daily basis, or the on-line availability of an IT or communications system. Where the
Contract (Support) is based more on component repair and/or supply, Maintenance turn-around times
or demand satisfaction rates may be more appropriate.
In many programs, both higher-level performance measures and lower-level measures may be used.
For example, higher-level performance measures or Key Performance Indicators (KPIs) may be linked
to incentive payments (refer Contract Attachment B, Annex G), while lower-level performance
measures may be used as health indicators to provide early indications of system / equipment
deterioration (e.g. increasing failure rates) or a minor reduction in Contractor performance that does
not yet have an adverse impact on the primary outcomes required.
Importantly, the drafter should not attempt to define a performance measure for every possible Service
or system health issue, only those that provide the most benefit in forming an assessment of the
Services overall. For example, Maintenance system reporting may be a good basis for monitoring
system health without creating an additional Contract measurement and reporting burden. Also, work
requirements, such as technical regulation and quality, will play a role in ensuring that appropriately
qualified people and suitable processes are in place for those situations where the quality of the
products (including services) is typically defined by the quality of the processes employed to produce
                        7
the products / services .



6
  Refer to principles, particularly 8 and 10, in section 1.5 of the ASDEFCON Handbook Philosophy Volume. Principle 8 is
‘Products and Processes Linked but Distinct’, while Principle 10 is ‘Process Definition Documents’.

7
 Refer to principle 8 in section 1.5 of the ASDEFCON Handbook Philosophy Volume, which is ‘Products and Processes Linked
but Distinct’.




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The distinctly different nature of the Services provided by each of the Support System Constituent
Capabilities (SSCCs) (e.g. Operating Support and Engineering Support) through the respective DSDs
will call for different performance measures (where measurement is required). Accordingly, drafters
need to consider the types of Services required in defining the specific performance measure(s) to be
used.
When developing performance measures, drafters will need to consult with logistics and contracting
personnel, especially if there are payments that are dependent on performance measures. Drafters
should carefully consider the cost associated with the collection and use of performance measurement
data to ensure that these costs do not outweigh the benefits. Performance measures must provide
meaningful information about the performance of outcomes that are important to the Commonwealth.
Drafters should be aware that there are a number of other linked areas within the template that
address performance measurement, including:
a.         COC clause 7.10, Incentive Payments (Optional);
b.         COC clause 10.12, Measurement and Reporting (Core);
c.         Contract Attachment B (which may include performance measures in a number of the
           respective Price and Payment Schedules, including Annex C, Prices for Task-Priced
           Services and Annex G, Incentive Payments);
d.         additional domain-specific contract modules 8;
e.         SOW clause 10, Verification and Validation (Optional); and
f.         various DIDs for plans and reports, which require performance measurement to be
           addressed.
For further advice on performance measures, refer to section 3.2 of the ASDEFCON Handbook
Philosophy Volume. This reference provides guidance on the types of performance measures for
different Services, the qualities of a good performance measures, and the use of ASDEFCON
(Support) in a Performance-Based Logistics (PBL) context.
Acquisition Linkages Module
In many acquisition projects, there can be a requirement to have a combined RFT that involves both a
draft Contract (Acquisition) and an accompanying draft Contract (Support). In these situations, the
two contracts must be linked to ensure that the contracts work together effectively (e.g. to ensure that
the provision of support Services only begins when there are Products that needs to be supported).
A draft ‘Acquisition Linkages Module’ to link together a Contract (Acquisition) with a Contract (Support)
has been developed, but is not for general distribution. Further information on linking together these
two contracts is provided at Annex B. Use of the Acquisition Linkages Module, which provides related
clauses and further explanation, requires guidance from DMO Procurement and Contracting Branch
and this guidance must be sought by the individual drafter.
Offer Definition Activities
Under a number of the acquisition templates (e.g. ASDEFCON (Strategic Materiel)), an Offer
Definition Activities (ODA) phase was introduced to provide a risk-mitigation phase in the period from
conclusion of evaluation of tenders to the commencement of Contract negotiations. Further
information on the use of an ODA phase is provided in Part 2 of the ASDEFCON Handbook
Philosophy Volume.
The ASDEFCON (Support) SOW and SOW Tailoring Guide have been developed on the basis that
there would not be an ODA phase for support contracts. However, for large, complex support
contracts, and in cases where support services are to be outsourced from Defence, drafters might see
advantages in including an ODA phase in the tendering process. One of the primary advantages of an
ODA phase in this situation would be the use of workshops to obtain as much clarity as possible into
the tenderers’ proposed support system solution in the context of Defence’s requirements defined in
the draft Contract (Support).

8
 In Aerospace Systems Division (ASD), for example, a performance-based contracting framework includes a separate
Attachment S, Performance Management.




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If a tender for Services is sought in parallel to a Strategic Materiel or large Complex Materiel
acquisition, then the ODA phase for the acquisition should also address the draft Contract (Support)
during that competitive tendering stage. Typically, the primary objectives of this ODA phase in relation
to the draft Contract (Support) would be:
a.         to ensure that as much clarity as possible is provided to the Contract (Support) DSDs and
           plans (as in all cases);
b.         to address issues associated with coordinating the schedule for the Contract (Acquisition)
           with the Phase In and ramp up of the Contract (Support) Services; and
c.         to plan and refine the implementation of performance measures, particularly where
           performance measures must be phased-in or are dependent upon Contract (Acquisition)
           data outputs or initial in-service experience.
Operative Date
The OD is the date by which the Contractor must be able to demonstrate their achievement of a level
of capability sufficient to provide the Services required under the Contract. Having an OD
acknowledges that, for a more complex Contract (Support), the capability to provide Services cannot
be simply switched-on at the ED. Accordingly, there must be a list of accomplishments that indicate
that the required capability has been reached, including for example:
a.         attaining the requisite TRA        authorisation   (e.g.   Authorised/Accredited   Engineering
           Organisation (AEO) status);
b.         having acquired and installed all critical Contractor-furnished elements;
c.         having received, accepted and installed critical Government Furnished Material (GFM);
d.         having undertaken sufficient staff training; and
e.         having required subcontracts signed, particularly with Approved Subcontractors.
Although the OD requirements are contained in the COC (at clause 1.4), the list of requirements refers
to work activities in the SOW; hence, drafting of the two parts of the Contract (Support) must be
coordinated. The tailoring effort for the SOW relates primarily to Phase In activities (which are mainly
defined in SOW clause 2.7), the Phase In Plan (PHIP), and the schedule of data item deliveries in the
CDRL.
Importantly, the OD clause places work obligations on both the Contractor and Commonwealth. The
Commonwealth will need to provide GFM (e.g. data, equipment, and facilities) and provide training in
Defence information systems, as identified in the SOW and annexes.
Tailoring the Draft Statement of Work
A ’tailoring up’ approach has been adopted in the ASDEFCON (Support) SOW and DSDs, which
involves beginning with a broad selection of clauses and then adding DSDs and optional clauses in
order to expand the scope of the Contract (Support) being drafted. This has been done to:
a.         discourage drafters from leaving unnecessary clauses in the final SOW;
b.         make the SOW easy to use for drafters who have relatively simple support services
           requirements; and
c.         make the SOW easy to digest without having to read unnecessary clauses.
To achieve this, clauses have been classified as:
a.         ‘Core’; or
b.         ‘Optional’.
Core clauses are those that must be included in all draft SOWs. Many core clauses contain internal
options (‘Core Options’). If a core clause contains alphabetised internal options (e.g. ‘Option A’ and
‘Option B’), only one of the options must be chosen. For example, clause 6.1 requires a Maintenance
Management Plan (MMP), but that plan could be either stand-alone (Option A) or rolled-up into the
SSMP (Option B). If a core clause contains options that are not alphabetised, drafters may choose as
many of the options as required, provided at least one option is chosen. For example, clause 5.5
requires one or more DSDs for engineering Services to be included in the SOW. Each of the options



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within a core clause is accompanied by a note to drafters, and further advice in this SOW Tailoring
Guide, to assist drafters in choosing an appropriate option.
Optional clauses, by contrast, are those that may or may not be used, depending on the requirements
of a particular Contract (Support). Some optional clauses must be used in certain circumstances,
such as to meet technical regulatory requirements, and advice is again provided through notes to
drafters and in this SOW Tailoring Guide.
The system of Core and Optional clauses is hierarchical. A Core clause may be a sub-clause to a
higher-level Optional clause. This means that inclusion of the Core clause is mandatory if the higher
level Optional clause has been included. If the higher level Optional clause is not included, then none
of the subclauses are required. For example, the inclusion of SOW clause 5, Engineering Support, is
Optional because engineering Services may not always be required. However, if engineering
Services are required, then having an appropriate plan, either stand-alone or rolled-up into the SSMP,
is Core and must be included.
Within the different documents that comprise the ASDEFCON (Support) SOW template, Core clauses
may be located in the ASDEFCON (Support) SOW, SOW Annexes and the body of DSDs and DIDs.
Optional clauses also appear in these documents, plus in this SOW Tailoring Guide and the guidance
sections of the DSDs and DIDs.
Drafters are required to select clauses for inclusion in, or omission from, the draft SOW and
associated DIDs and DSDs.
Clauses may also be tailorable or non-tailorable. For guidance on whether a clause is tailorable or
non-tailorable, see the SOW Tailoring Guide, the relevant DID or DSD.
The wording of tailorable clauses may be changed by the drafter to suit the requirements of the
Contract, whereas the wording of non-tailorable clauses cannot. A clause may be non-tailorable
because the wording has been established by an authority external to the drafter's organisation. For
example, clause 2.5 dealing with deliverable data items has been agreed by the Contracting
Consultative Forum and authorised by the Director General Contracting Policy and Operations and,
therefore, cannot be changed. The classification of a clause as non-tailorable does not preclude
minor changes such as references to clause numbers or annexes, providing the meaning of the clause
is preserved.
The flowchart at Figure 1 shows the procedure a drafter should follow in deciding:
a.          whether a clause should be included or omitted;
b.          when a new clause is required; and
c.          whether a clause may be tailored or not.
Core and Optional clauses are annotated as such in the text of the SOW, the SOW Tailoring Guide,
the DIDs, and DSDs, if necessary. Drafters should remove any annotations (e.g. ‘Option A’, Core etc)
before the documents are released to tenderers.
Recommended Approach
Tailoring the ASDEFCON (Support) templates requires broader consideration of the requirements for
support Services, not only the clauses themselves. The following table outlines a recommended
approach, identifying each of the major steps in the process.

     Step                 Activity                                               Notes
 1          Define Support Concept and Support   When tendered with an acquisition contract, the Support Concept is
            Procurement Strategy                 included in the Operational Concept Document (or Description of
                                                 Requirement). The Support Procurement Strategy should be outlined
                                                 in the Acquisition Strategy.
 2          Select major optional SOW clauses    Primarily the clauses for the major Services from the SSCCs (clauses
                                                 4 to 8).
 3          Select DSDs and identify any new     These will be as groups of services supporting the major clauses
            DSDs needed                          selected in Step 2. These are tailored and/or developed in Step 5.




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  Step                  Activity                                                    Notes
 4        Define ‘Products to be Supported’       These are included in SOW Annex A. This may need to be revisited if
                                                  there is limited detail available (e.g. if waiting on outcomes of
                                                  acquisition contract).
 5        Tailor existing DSDs and develop        Identify recurring services versus other types of Services required.
          new DSDs
                                                  Confirm suitability and tailor existing DSDs and develop new DSDs, as
                                                  needed.
                                                  Confirm suitability of existing DIDs and develop new DIDs as needed.
                                                  Not that conducting “X” services in accordance with an Approved plan
                                                  is a common way for acquiring management type services for the
                                                  contract.
                                                  Develop initial CDRL and CSRL.
 6        Develop management regime for           Includes roll-up of plans, reports, and review activities for clauses 4 to
          each SSCC                               8.
 7        Tailor other clauses to ‘Wrap Around’   Clause 9 for resources (revisit SOW Annex A, Products to be
          SSCCs                                   Supported).
                                                  Clause 10, Verification and Validation (V&V), if applicable.
                                                  Descriptions within Scope and General Requirements, clauses 1 and
                                                  2.
                                                  Tailoring within Support Services Management and Quality
                                                  Management, clauses 3 and 11.
 8        Develop performance-management          Includes applicable entries in V&V clause (Support Services
          regime                                  Verification Matrix, if applicable), Contract Attachments, and/or
                                                  performance measurement plan (drafter to develop, if required).
 9        Finalise SOW and SOW annexes and        Update Products to be Supported, CSRL, CDRL, etc.
          review for consistency
 10       Tailor COC and Contract                 In relation to SOW requirements, focus on Operative Date clause,
          Attachments to align with SOW           Price and Payment Schedule (Attachment B, through COT Annex D),
          requirements and Contract risk          Government Furnished Materiel, intended draft data items, glossary,
          assessment                              etc.
 11       Tailor COT and COT Annexes to           In relation to SOW requirements, develop the ‘technical areas’ of
          align with SOW and COC                  Annexes E, F, and G. Also, coordinate with drafting the payment
          requirements                            structure for types of Services in Annex D.




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                                            SOW TEMPLATE FLOW CHART FOR SELECTION OF CLAUSES, DIDS AND DSDS

           Before starting preparation of the draft SOW, the drafter should have a set of requirements for the support of the Products to be supported (e.g. Mission System(s), parts of the
           Mission System(s), and the parts of the Support System) under the contract. The drafter will be alerted to some requirements, such as the need to meet Technical Regulatory
           Authority requirements, by clauses in the SOW and the SOW Tailoring Guide. The flowchart below is designed to assist the drafter in deciding which clauses should be
           included in the draft SOW and which clauses in the SOW Template can be omitted from the draft SOW


                                                                                                                        Core clauses are those that must be included in all SOWs.
                                                                               Start                                    Core Option clauses are those that are among a range of
                                                                                                                        optional clauses, one of which must be used. Clauses that are
                                                                                                                        not Core or Core Option clauses are Optional clauses.
                                                                                                                        Optional clauses can contain Core and Core Option sub-
                                                                                                                        clauses. Core/Core Option clauses/ sub-clauses, e.g., dealing
                                                                                                                        with airworthiness, must be included if a particular Optional
                                                                          Is the clause a
                                                                           Core or Core
                                                                          Option clause?
                                                                                                                                              Some clauses in the SOW Template
                                                                                                                                              will not be applicable to the particular
                                                                                                          N                                   support requirements, and therefore
                                                                                                                                              should not be used

                                                                                                                   Is the Optional
                                                                                                                    clause to be
                                                                                                                      included?
                                                                                                                                                        N
                                                                                                                                                                     Omit Optional
                                                                                                                                                                       clause
                                                                           Y

                                                                                                                                               Include if applicable to particular
                                                                                                                                               work/concerns and timing

                                                                                                                Does it contain Core/

                                                                                                                Core option clauses/                    N




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                                                                                         Are the clause and
                                                                                                                N
                                                                                           its sub-clauses
                                                                                              tailorable?


                                                                       N
                                   Is the clause
                                    tailorable?                                                      Y




                                              Y                                                                 N
                                                                                         Does the clause need
                                                                                               tailoring?

                                                                   N
                                 Does the clause
                                 need tailoring?


                                                                                                     Y
                                              Y
                                                                                            Omit Optional
                             Tailor clauses as permitted                                      clause




                                                           Include clause in draft SOW




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                             Does the clause/ sub-       N                                               Does the clause/ sub-        N
                             clauses call up CDRL                                                        clause call up CSRL
                                line item/ DID?                                                             line item/ DSD?
   May exist in ASDEFCON
   (SM) if not in Support                                                                                                                   No further
                                           Y                     No further action required                           Y                   action required



                                  Does the DID               N                                              Does the DSD             N
                                     exist?                                                                    exist?


                                          Y
                                                                       Draft new DID                                  Y                    Draft new DSD



                               Does the DID need
                                                             N                                                                       N
                                                                                                            Does the DSD
                                   tailoring?                                                               need tailoring?


                                          Y
                                                                                                                     Y

                                   Tailor DID
                                                                                                              Tailor DSD

  DIDs will be listed in
  the Contract Data
  Requirements List
  (CDRL) and included        Include as part of draft                                                   Include as part of draft   DSDs will be listed in
  in an Annex.                        SOW                                                                        SOW               the CSRL and included
                                                                                                                                   in an Annex.


                                                                           Finish


                                        Figure 1 - Flowchart for Inclusion of Clauses in Draft SOW, DIDs and DSDs




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Template and SOW Tailoring Guide User Tips
The guidance, 'Notes to drafters' and 'Notes to tenderers' in the ASDEFCON (Support) template, SOW
Tailoring Guide, DIDs, and DSDs are intended to guide the drafter (and in some cases the tenderer)
on which clauses should be used in various circumstances. They may also advise the drafter on
whom to consult for further information, and relevant reference documents. This SOW Tailoring Guide
does not contain detailed explanations or background information behind the development of clauses
(such as in the ASDEFCON Handbook Philosophy Volume).
Drafters should read the draft SOW and SOW Tailoring Guide well before the date the SOW is
required, because some of the reference documents and necessary advice may take some time to
obtain. In some cases, documents containing information required by tenderers will need to be
included in the RFT.
If possible, the SOW Tailoring Guide identifies sponsors for each of the clauses to heading level 3.
Drafters should refer to the nominated sponsor for expert guidance if required.
When drafting the SOW, drafters should have both the SOW and SOW Tailoring Guide open together.
The following steps are suggested when addressing a relevant section or clause within the SOW:
a.         determine what Services are required and the items to be supported;
b.         read the relevant clause, then refer to the SOW Tailoring Guide for any additional
           information;
c.         understand what the clause requires of the Contractor and determine its relevance;
d.         refer to any inter-related DIDs and/or DSDs to ascertain any flow-on effects of the relevant
           clause;
e.         select the relevant cause that best describes what is required of the Contractor; and
f.         cross-reference any inter-related DIDs and/or DSDs that the newly selected clause may
           require the drafter to insert into the DID/DSD.
The drafter will be confronted with the problem of whether a particular clause in the ASDEFCON
(Support) SOW or SOW Tailoring Guide is applicable to their particular support requirements. The
guidance cannot provide hard-and-fast rules because of the wide range of variables in different
support contracts. However, some of the factors that influence the decision, and should be
considered, are:
a.         size of the proposed contract, for example, whether the contract is for the support of a
           complete platform such as a ship or a fleet of aircraft, a medium-sized mission sub-system
           (e.g. the combat system for a class of ship), or for a smaller system such as a fleet of radios
           or generator sets;
b.         expected dollar value of the contract;
c.         life of the contract (many years or relatively short-term);
d.         range and complexity of Services required;
e.         range of technologies involved in performing the work;
f.         whether the technologies are new and pose a higher risk or relatively mature and lower risk;
g.         geographical locations;
h.         reliance on subcontractors;
i.         critical nature of the Services;
j.         experience and track record of the contractor; and
k.         whether the contractor is new or has provided support before.
This list is not exhaustive and drafters should take into account other factors relevant to their particular
contract requirements.
Although development of the draft SOW will be an iterative process, generally, drafters should attempt
to define the Services required before they specify requirements for other items such as plans, reports




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and meetings. The nature and extent of the Services will drive requirements for plans, reports, and
meetings. Drafters should address:
a.         the specific Services required;
b.         the need for management of those Services (e.g. will a Supply Support Plan be needed for
           Supply Services); and finally
c.         the management requirements for the whole SOW (as defined under clause 3).
The DIDs and DSDs that form part of the ASDEFCON (Support) documents may be tailored to meet
particular contract requirements. Drafters should review these documents and omit or amend clauses
so that the DID or DSD accurately states the requirements, and does not ask tenderers or the
contractor to perform unnecessary work.
Word Processing Tips
All the ASDEFCON SOW draft documents are based on a common document template. Addition of
new clauses, notes, etc., must be done with care to avoid corrupting the template and to ensure that
automatic numbering performs correctly. Following are some tips to assist drafters in working with the
documents:
a.         Do not delete clauses at the heading level 3 or higher in the ASDEFCON (Support) SOW
           Template. If the clause is not required, leave the heading and mark it as 'Not Used'. Any
           additional clauses at heading level 3 should be added after the clauses already included in
           the draft ASDEFCON (Support) SOW. This preserves the clause numbering and the
           correlation with clauses in the SOW Tailoring Guide.
b.         Do not use the 'Format Painter' tool to apply formatting to numbered clauses at heading
           levels 3 or 4. This is likely to corrupt the numbering system. Apply styles to clauses by
           selecting the ‘Styles and Formatting’ task pane (Format>Styles and Formatting…), showing
           ‘available styles’, highlighting the applicable clause, and selecting the required style from the
           ‘Pick formatting to apply’ list.
c.         When pasting text into the draft SOW, use the 'Paste Special' option and paste as
           'Unformatted text' (Edit>Paste Special>Unformatted Text). This will ensure that unwanted
           styles are not introduced into the document. Apply the required style manually (as described
           at subparagraph b.).
d.         Page numbering is by document section and shows the level-1 clause number, as well as
           the sequential page number for that clause. The level-1 clause number is selected using
           Insert>Page Numbers>Format, check the ‘Include with chapter number’ check box, and
           select Chapter starts with style Heading 1.
e.         If the clause numbering associated with a style in the document appears corrupted or lost,
           there are a few options to try. Firstly, try to reapply the style as described at
           subparagraph b. above, which should correct any formatting inadvertently applied to the
           style. The next option is to use the templates and add-ins ‘organizer’ (Tools>Templates and
           Add-ins…>Organizer) close the default template (right-hand list), open an uncorrupted
           ASDEFCON document, and then copy styles from the clean document to the current
           document. Alternatively, it may be easier to open an uncorrupted version of an ASDEFCON
           (Support) template, save it using a new filename, delete the default text, and copy the entire
           text of the corrupted document into the new document (do not use 'insert file'). This may
           require replacement of clause numbers, which will need to be applied clause by clause using
           'Reapply the formatting of the style to the selection'.




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                 ASDEFCON (SUPPORT) STATEMENT OF WORK
                            TAILORING GUIDE

1.            SCOPE

1.1           Purpose
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To state the prime purpose of the Contract.
Policy:               Nil
Guidance:             This clause should be a concise statement of the purpose or aim of the Contract by
                      the addition of the name(s) of the Mission System(s) or the subsystems /
                      equipments that will be supported. Drafters need to ensure that the Glossary
                      (Contract Attachment M) definition for the Mission System(s) and this clause are
                      consistent. The Mission System(s) and other Products to be supported are
                      detailed in SOW Annex A; hence the names of the Mission System(s) in clause 1.1
                      must also be consistent with Annex A.
                      If there is no Mission System associated with the Contract (Support), then drafters
                      should insert a brief summary description of the Products to be supported, as listed
                      in SOW Annex A (e.g. electronic Support and Test Equipment (S&TE)).
                      Drafters must review the generic words in SOW Template clause 1.1.1 to check
                      that they are applicable to the Contract. If they are not, the clause must be
                      amended as necessary.
Related Clauses: SOW Annex A, List of Products to be Supported.
                      Contract Attachment M, Glossary.
Optional Clauses: Nil
1.2           Background
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To provide the Contractor with relevant background information to enable it to
                      propose and sustain an optimal Support System, and to optimise provision of the
                      required Services.
Policy:               Nil
Guidance:             This section of the SOW provides a brief overview of the background to the
                      Contract, including its genesis and broad objectives. For example, precursor
                      support contracts could be summarised, as well as related support contracts, other
                      support arrangements, and/or acquisition contracts with which this Contract
                      (Support) must integrate.
                      As this section is not intended to be contractual in nature, ‘shall’ statements should
                      not be used. Care must also be taken to ensure that statements made in this
                      section do not conflict with other elements of the Contract.
                      As a guide, this section should be reasonably short, with sufficient information to
                      establish the background and ‘set the scene’ for the Contract, but should not
                      provide excessive information that could compromise other parts of the Contract.
                      Where this background information can be included in a separate support concept
                      document or report, it can be referenced from clause 1.2.
                      Drafters should develop clauses tailored to the particular needs of the required
                      Services. Subjects that might be addressed include:



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                      a.     description of the Mission System(s) and its/their function(s);
                      b.     related projects/phases or systems in-service if interfaces are required;
                      c.     the applicable support concept;
                      d.     intentions for future support and/or the Planned Withdrawal Date (PWD);
                      e.     relationship to industry sector studies and capability maturity (if this is not
                             addressed elsewhere in the SOW);
                      f.     description of existing or related Support System(s);
                      g.     existing support arrangements; and
                      h.     roles and functions of the main authorities and organisations involved with
                             the Contract.
Related Clauses: Nil
Optional Clauses: Nil




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2.            GENERAL REQUIREMENTS

2.1           Scope of Work
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the scope of the work that the Contractor is required to perform for the
                      provision of Services.
Policy:               Nil
Guidance:             This clause should define the overall scope of work to be performed by the
                      Contractor under the Contract, including the major Services. The scope of work
                      would normally include support of all or part of the Mission System(s), plus
                      components of the Support System, as described in SOW Annex A, ‘List of
                      Products to be Supported’.
                      In addition to the principal items (Mission System(s) or equipment) to be supported,
                      SOW Annex A may also include Government Furnished Equipment (GFE), such as
                      S&TE. Contractor-furnished items would not normally be included in SOW Annex
                      A, as these items are captured in the scope of support of Support Resources in
                      clause 9. In the case of Contractor-owned spares, however, some of these
                      Contractor-furnished items may be included in SOW Annex A because these items
                      are physically delivered to Defence.
                      Clause 2.1.1 should be tailored to indicate the Services to be provided under the
                      Contract. The default template clause lists the major services as they relate to the
                      level-1 clauses of the template and level-2 clauses for Support Resources.
                      Accordingly, the drafter should have already determined the scope of the Contract
                      and this may be one of the last clauses to be edited.
                      Within the scope listed in the default clause, the two elements ‘Management of
                      Services’ and ‘Quality Management’ (which refer to Core clauses 3 and 11,
                      respectively) should be retained in all cases. The Services to be provided under
                      the five SSCCs (specified in clauses 4-8 of the SOW) should be tailored to align
                      with the required Services to be obtained through the Contract (Support):
                      a.     Operating Support, clause 4 providing Operating Support Services;
                      b.     Engineering Support, clause 5 providing Engineering Services;
                      c.     Maintenance Support, clause 6 providing Maintenance Services;
                      d.     Supply Support, clause 7 providing Supply Services; and
                      e.     Training Support, clause 8 providing Training Services.
                      The scope includes a sub-list of Services for Support Resources (specified in
                      clause 9 of the SOW). Support Resources can include both GFM and Contractor-
                      furnished items; hence, for example, support of S&TE may still be ‘in scope’, even
                      if the Contractor is not required to support Government-owed S&TE.
                      The retention of V&V within clause 2.1.1 is dependent upon clause 10 being
                      included in the draft SOW (as opposed to being ‘Not Used’).
                      Default clause 2.1.2 includes the DSDs, as listed in the CSRL, within the scope of
                      the Contract. Accordingly, drafters do not need to expand or explain the meaning
                      of the listed Services (e.g. different types of ‘Supply’ activities) in order to capture
                      the full scope of work.
                      Drafters may insert additional clauses that cover the complete range of Services
                      required. For example, drafters should indicate the location(s) where Services are
                      to be provided and where equipment to be supported is located, if these are not
                      specified elsewhere in the SOW. There must be a clear statement in general
                      terms of all the work the Contractor is required to perform. Care should be taken in




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                        generating these scope clauses; however, to avoid creating conflicts with other
                        clauses in the draft Contract (Support).
                        If the Services are required to meet Technical Regulatory Framework (TRF)
                        requirements, this should be indicated in the description of the scope of work to be
                        performed, including the applicable TRF requirements documents, namely:
                        a.      ABR 6492 - Navy Technical Regulations Manual (NTRM);
                        b.      Technical Regulation of ADF Materiel Manual – Land (TRAMM-L); and
                        c.      AAP 7001.053 – Technical Airworthiness Management Manual (TAMM).
                        Do not include the production of data items in this clause because these
                        requirements are spelt out elsewhere.
                        Clause 2.1.3 explicitly states that all Services are Recurring Services, unless
                        indicated otherwise in the SOW (including DSDs). This clause links to the Price
                        and Payment schedules in Contract Attachment B to ensure that all Services are
                        priced in a consistent way by all tenderers. Drafters need to ensure that, in
                        developing the draft SOW, they have a good understanding of the commercial
                        arrangements that are appropriate for the different types of Services required. As
                        such, drafters should consider developing a Support Procurement Strategy 9, in
                        advance of developing the draft Contract (Support), to assist in this regard.
Related Clauses: All other clauses in the SOW and SOW Annexes.
                        For clause 2.1.3, Contract Attachment B, Price and Payments.
Optional Clauses: Nil
2.2             Rate of Effort
Sponsor:                DMO Standardisation Office.
Status:                 Core
Purpose:                To:
                        a.      describe the baseline ROE, including routine variations in the ROE, for the
                                key Products to be supported (e.g. Mission System(s)); and
                        b.      provide the tenderers/Contractor with information to assist in planning the
                                work effort and any subsequent changes to the work effort.
Policy:                 Nil
Guidance:               This clause should describe the baseline ROE, and possible changes in the ROE,
                        that are likely to have an impact on the rate of work required to provide the
                        necessary Services under the Contract. The aim is to set parameters for the
                        Services that form a basis for both the tenderers’ plans and, subsequently, for the
                        Contractor (Support)’s plans. The arising rate and associated effort for many
                        support tasks can be calculated from the ROE; hence, this information assists the
                        tenderers and the eventual Contractor to estimate resource requirements, develop
                        plans and schedules, scale proposed activities, and forecast costs for the required
                        Services.
                        Drafters should refer to the applicable Materiel Sustainment Agreement (MSA)
                        schedule for the required ROE and system availability for the Mission Systems
                        and / or other major Products to be supported. In a performance-based
                        agreements framework, the contracted Services should be based on MSA
                        requirements (the high-level agreement) and the level of responsibility and control
                        delegated to the Contractor (Support). If the ROE in the MSA is unclear, the ROE


9
 There is no defined format or content for a Support Procurement Strategy, but it has many similar attributes to an Acquisition
Strategy (AS) and the associated guidance for the development of an AS may prove useful when developing a Support
Procurement Strategy.




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                      may be available from measures established for a previous contract or support
                      period. If the Contract (Support) is being released with a Contract (Acquisition),
                      and an MSA schedule has not yet been drafted, then documents such as the Force
                      Element Group’s Preparedness Directive, the OCD, or a Use Study Report may be
                      used to determine the baseline ROE and the variations in ROE that are applicable
                      to the Contract (Support).
                      In a number of support contracts and for a number of Services, the Mission System
                      ROE may not be relevant, including (for example):
                      a.     Maintenance Support contracts, if the majority of Maintenance is calendar
                             based;
                      b.     Training Support contracts, when student throughput is not affected by short-
                             term changes to the Mission System ROE; and
                      c.     Engineering Support contracts, where the majority of work is for OEM advice
                             that is primarily of an ad hoc nature.
                      In these instances, an arising rate for the event (e.g. calendar-based scheduled
                      Maintenance, training courses, or estimated enquiries per year) may be more
                      appropriate than the ROE of the Mission System(s). Arising rates may be defined
                      in the Price and Payment Schedules (Contract Attachment B), and reference to
                      these schedules could be appropriate for contracts not based on Mission System
                      ROE. Any description of arising rate occurring in both the ROE clause and the
                      Price and Payment Schedule must be consistent.
                      Drafters need to determine how ROE (and likely changes to the ROE) will be
                      expressed in a way that is meaningful to the contracted Services.     The
                      specification of a meaningful ROE can be quite complex. Some example ROE
                      measures are:
                      a.     actual system use (e.g. aircraft flying hours and number of sorties, ‘at sea’
                             days and ‘steaming hours’ for ships, vehicle distance travelled, and
                             operating hours for electronic equipment such as a radar);
                      b.     user demand (e.g. an IT or communications system, with X number of users
                             during core work hours and Y number of users out of core hours);
                      c.     set number of events over a given time period (e.g. perform quantity X
                             routine Maintenance servicings every month, or Y number of training
                             courses per year for Z trainees);
                      d.     type of usage (e.g. the power-time spectrum for an engine or engine fatigue
                             life per period); and
                      e.     predicted occurrences (e.g. the likely number of vehicle accidents or
                             lightning strikes on communication systems antennae, or over a period of
                             time).
                      For some systems, it will be necessary to identify both an ROE and an availability
                      requirement for when the system is not in use but available to the user and not
                      available to undertake support activities. These types of constraints can change
                      the Contractor (Support)’s work effort from a steady low volume to short periods of
                      high activity. In addition, ROE may be influenced by other factors such as, for
                      ships, the Fleet Availability Schedule and the Usage Upkeep Cycle.
                      The specification of ROE should not include detailed arising rates for component
                      failures that result in Maintenance activities, unless the Contract (Support) is based
                      around that component (e.g. a Maintenance contract for electrical generators may
                      have an ROE that is based on the failure rate of the generators and the fleet size).
                      For Mission System support contracts, the tenderers should determine the lower-
                      level work effort requirements from a Mission System ROE and historical data (e.g.
                      from failure rates that may be available as GFI or from manufacturer’s reliability
                      data).




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                      ROE and Surge are interrelated (refer also to the guidance for SOW clause 3.2.5).
                      ROE is considered to apply over the term of the Contract, although often stipulated
                      on a shorter basis (e.g. annually). Surge, on the other hand, is considered to apply
                      for short or unknown periods during that term. Following effort to meet a Surge
                      requirement, the ROE would be expected to return to the previous, or baseline,
                      ROE.
                      Surge has two components, Exigency and Contingency, which are defined in the
                      Glossary for each Contract (Support), when applicable. As Exigency is a forecast
                      ‘rate of urgency’ (such as a military exercise or a period of increased operational
                      effort), this type of Surge may be expressed relative to the baseline ROE (e.g. a
                      40% increase in Mission System ROE for up to six weeks). Accordingly, the ROE
                      clause and Glossary definitions need to be consistent.
                      If the specification of the ROE is relatively lengthy, drafters should consider
                      including it in a standalone document that is referenced from this clause.
                      Alternatively, if applicable to performance measurement, the ROE could be defined
                      by a performance-measurement plan drafted by the Commonwealth and included
                      as an annex to the SOW or an attachment to the COC. If the ROE is classified,
                      drafters should prepare a separate document that defines the ROE, with the
                      appropriate security grading, and include a reference to this document in the draft
                      SOW.
                      Changes to the ROE during the period of the Contract (Support) may occur
                      because the Capability Manager desires a change (and this change would be
                      documented in a revised MSA schedule). These changes are likely to result in
                      changes to the Services provided by the Contractor (Support), including the cost of
                      the Services, and may lead to changes in the Support System itself. Changes to
                      the ROE are incorporated into the Contract through the CCP process. The
                      template includes clauses to scope the Contractor (Support)’s submission of a
                      CCP for a change in ROE; however, this clause may need to be tailored based on
                      the Products being supported.
                      If the ROE is expected to vary either through an increase or decrease for the
                      longer term (i.e. a year or more, not a temporary Surge requirement), the
                      Commonwealth and Contractor should review the related arising rates for Services
                      and their impact on Price and Payment Schedules.
Related Clauses: SOW clause 3.2.5, Surge, also addresses the management of variations from the
                 baseline ROE due to the Surge requirements of the Contract (Support).
                      ROE can be linked to performance measures such as availability, with consequent
                      implications for V&V, performance-measurement clauses, and payments.
Optional Clauses:
                      The Contractor shall provide Services that are capable of supporting the Mission
                      System(s) operating at the maximum ROE for […INSERT PERIOD OF TIME OR
                      OTHER WORKLOAD METRIC…].
2.3           Data Management System
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To provide an efficient means, on larger Contracts (Support), to exchange data and
                      share information between the Contractor and Commonwealth.
Policy:               DI(G) LOG 4-5-003, Defence Policy on Acquisition and Management of Technical
                      Data
Guidance:             DI(G) LOG 4-5-003 establishes the policy framework for the acquisition and
                      management of Technical Data, with the central thrust of the policy being the
                      increased utilisation of data in approved electronic formats.




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                      A Data Management System (DMS) is used to provide electronic access to, and
                      delivery of, Contract-related data, which is managed by the Contractor. The DMS
                      clauses also define support and ancillary functions and training necessary to
                      efficiently utilise a DMS.
                      Due to the cost of establishing and maintaining a DMS, it is unlikely to be cost-
                      effective for smaller Contracts (Support). However, a DMS should create
                      efficiencies on larger contracts by reducing the delays and cost associated with the
                      transfer of hard copy documents and individual soft copies, and the duplicated
                      effort of managing data and maintaining data configuration by both parties.
                      The inclusion of exclusion of this clause 2.3 also results in the requirement for
                      changes to the CDRL at SOW Annex C, including:
                      a.     CDRL clause 3.4, which defines the meaning of ‘delivery’ when using a
                             DMS;
                      b.     CDRL clauses 4.1f, g, & h, which clarify particular aspects of the CDRL
                             when using a DMS;
                      c.     the CDRL table must be modified in the ‘quantity’ column if a DMS is not
                             being employed, as explained in the Note to drafters above the CDRL table;
                             and
                      d.     the CDRL entry for the DMS Concept of Operation Document must be
                             amended, as required.
                      In some cases, a data item may only be partially submitted via DMS (e.g.
                      performance data may be available, but planning for the next reporting period may
                      not be). In this case, the normal delivery would apply, but the applicable DMS data
                      for the delivery date would be considered part of the delivered data item. Where
                      the drafter wishes to specify what portions can be delivered via the DMS and which
                      can’t, the drafter should annotate the individual CDRL line item accordingly and
                      ensure that this issue is discussed with, and understood and agreed by, the
                      preferred tenderer during contract negotiations, when their DMS capability is fully
                      understood by the Commonwealth team.
                      MIL-STD-974, ‘Contractor Integrated Technical Information Service (CITIS)’, may
                      provide additional background information on the scope and requirements for
                      implementing a DMS.
Related Clauses: Relationships with the following clauses are dependent on the approach taken:
                      SOW Annex C, CDRL, requires modification depending upon whether or not a
                      DMS is to be included in the draft Contract (Support).
                      SOW clause 2.4, Deliverable Data Items.
                      Contract Attachment L, Resident Personnel, requires inclusion of DMS access
                      requirements.
                      Contract Attachment O, Members Required in Uniform, may include DMS access
                      requirements if not adequately covered by SOW clause 2.3.
Optional Clauses: Nil
2.3.1         DMS Objectives
Sponsor:              DMO Standardisation Office
Status:               Core (if a DMS is used)
Purpose:              To establish the objectives for implementing a DMS.
Policy:               DI(G) LOG 4-5-003, Defence Policy on Acquisition and Management of Technical
                      Data
Guidance:             The DMS has the objectives identified in SOW clause 2.3.1, which establishes the
                      purpose of the DMS, against which ‘fitness for purpose’ can be judged. Drafters
                      should not modify these clauses.



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Related Clauses: All other sub-clauses within clause 2.3.
Optional Clauses: Nil
2.3.2         DMS General Requirements
Sponsor:              DMO Standardisation Office
Status:               Core (if a DMS is used)
Purpose:              To establish the requirements for the Contractor’s DMS.
Policy:               DI(G) LOG 4-5-003, Defence Policy on Acquisition and Management of Technical
                      Data
Guidance:             Clause 2.3.2 establishes the requirements for the DMS and, essentially, provides a
                      specification for the DMS to be implemented by the Contractor
                      The DMS may be used for both management information and Technical Data,
                      depending on the scope defined in SOW clause 2.3.2.1 for DMS Contract Data.
                      Drafters must tailor this clause to identify the scope of DMS Contract Data.
                      For management of services, the DMS may be able to provide access to:
                      a.     quality management systems, thereby providing access to current versions
                             of procedures and practices that are referenced through the Contractor
                             (Support)’s management plans;
                      b.     performance-measurement data;
                      c.     report data, reducing the need for frequent report submissions and reducing
                             the size and detail of submitted reports;
                      d.     a current copy of the contract and all Approved CCPs; and
                      e.     up-to-date versions of the risk register and issues log.
                      From a more technical or functional level, the DMS may be able to provide access
                      to:
                      a.     Engineering Change Proposal (ECP) documents, decision records, and
                             design data;
                      b.     Configuration Management (CM) records;
                      c.     engineering and Maintenance investigation reports;
                      d.     Maintenance Management System data;
                      e.     the Contractor Supply Management System data;
                      f.     training system data; and
                      g.     data for Supportability Analysis / Logistic Support Analysis (LSA), Life Cycle
                             Costing Analysis (LCCA), Failure Mode Effects and Criticality Analysis
                             (FMECA), Reliability Centred Maintenance (RCM), spares optimisation, and
                             any other required analyses required by the SOW (including DSDs).
                      Drafters must also tailor the clauses to identify the Commonwealth Authorised
                      Users of the DMS, which will need to take into consideration the proposed support
                      arrangements and locations of support staff. If Resident Personnel are applicable
                      to the Contract and are expected to have access to the DMS, then the applicable
                      DMS requirements need to be included in the terms of reference for the Resident
                      Personnel at Contract Attachment L. Additional access requirements may be
                      needed if the DMS is to interface with, or be available as a stand-alone system to,
                      other Defence units (e.g. a Defence operational, Maintenance and/or Supply unit
                      that requires to view or exchange data with the Contractor (Support) regarding
                      Deliverables and Services).
                      Establishing a DMS will often involve trade-offs between what is easily available
                      and the cost of establishing additional interfaces versus the benefits to be gained
                      over the period of the Contract (Support). Accordingly, while the drafter may add



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                      many of the functions listed above when tailoring clause 2.3, the final DMS scope
                      may not be determined until contract negotiations. In which case, the drafter may
                      include a note to tenderers that the final scope of DMS Contract Data will be
                      determined on a cost-benefit basis.
Related Clauses: All other sub-clauses within clause 2.3.
Optional Clauses: Nil
2.3.3         DMS Implementation, Operation and Management
Sponsor:              DMO Standardisation Office
Status:               Core (if a DMS is used)
Purpose:              To set out the requirements for the implementation, operation and management by
                      the Contractor of the DMS.
Policy:               DI(G) LOG 4-5-003, Defence Policy on Acquisition and Management of Technical
                      Data
Guidance:             While clause 2.3.2 provides the specification for the DMS, clause 2.3.3 provides
                      the necessary provisions associated with its implementation and operation.
                      In clause 2.3.3, drafters only need to modify clause 2.3.3.2 to identify the delivery
                      locations to be used during the interim period between the Effective Date and when
                      the DMS is fully available for operational use by the Commonwealth Authorised
                      Users.
                      Attention is drawn to the provisions of clause 2.3.3.5, which states that the
                      Contractor (Support) is not required to provide any computing hardware to the
                      Commonwealth Authorised Users (except where otherwise specified (e.g. for
                      Resident Personnel)) or any cryptographic equipment to enable the exchange of
                      classified data. If a DMS is being proposed, the Commonwealth team will need to
                      ensure that:
                      a.     appropriate Commonwealth computing hardware is available when the DMS
                             is required to become operational (e.g. the Commonwealth side of the DMS
                             may not be able to be operated on the Standard Operating Environment
                             (SOE) and standalone arrangements may need to be implemented); and
                      b.     if exchange of classified data is required, appropriate cryptographic
                             equipment, security processes and security approvals are in place before
                             the DMS is required to exchange classified data (noting that the
                             Commonwealth may have to provide certain equipment and approvals to the
                             Contractor (Support)).
                      If the Contract (Support) is to be tendered and commenced in parallel with a
                      Contract (Acquisition), the implementation date for the DMS in the SOW template
                      will need to be amended to refer to the OD (e.g. OD-60). The CDRL should also
                      be amended for the DMS Concept of Operations Document, defined by DID-PM-
                      DEF-DCOD, to be delivered prior to the OD (‘schedule’ field).
2.3.4         DMS Training
Sponsor:              DMO Standardisation Office
Status:               Core (if a DMS is used)
Purpose:              To set out the requirements for the Contractor to provide training to
                      Commonwealth personnel in the use of the DMS.
Policy:               DI(G) LOG 4-5-003, Defence Policy on Acquisition and Management of Technical
                      Data
Guidance:             Clause 2.3.4 identifies the Commonwealth training requirements for the DMS,
                      including the scope of the training, the numbers of personnel to be trained, and the
                      training locations. Drafters must tailor the numbers of personnel identified in




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                      clause 2.3.4.2 and the locations in clause 2.3.4.4, as identified by the Notes to
                      drafters for those clauses. No other tailoring is required.
Related Clauses: All other sub-clauses within clause 2.3.
Optional Clauses: Nil
2.4           Deliverable Data Items
2.4.1         Development and Submission of Data Items
Sponsor:              DMO Standardisation Office
Status:               Core, non-tailorable
Purpose:              To impose a contractual obligation on the Contractor to produce, deliver and
                      update all data items in accordance with the CDRL.
Policy:               Nil
Guidance:             The explanation of the CDRL columns is provided in the covering clauses to the
                      CDRL table at Annex C to the SOW. Guidance on the CDRL is also provided in
                      the guidance material in the front of Annex C to the SOW, which explains the use
                      of the CDRL and the data fields contained within the CDRL.
                      Clause 2.4.1 is to be included in the RFT without amendment, except for the
                      inclusion of the optional reference to clause 2.3, depending upon whether or not a
                      DMS requirement has been included in the draft SOW.
Related Clauses: SOW Annex C, CDRL.
                      SOW clause 2.3, Data Management System.
Optional Clauses: Nil
2.4.2         Review, Approval or Non-Approval, and Acceptance of Data Items
Sponsor:              DMO Standardisation Office
Status:               Core, non-tailorable.
Purpose:              To advise the Contractor of the Commonwealth’s actions with respect to data
                      items.
Policy:               Nil
Guidance:             Drafters should be aware that the terms Review, Approve, Accept and CCP
                      approval have specific meanings defined in the Contract Attachment M, Glossary.
                      This clause informs the Contractor of the range of possible actions that will be
                      taken appropriate to each data item, as defined in the CDRL.
                      Clause 2.4.2 is to be included in the RFT without amendment.
Related Clauses: SOW Annex C, CDRL.
                      SOW clause 2.4.3, Data Item Review.
                      SOW clause 2.4.4, Data Item Approval.
                      SOW clause 2.4.5, Data Item Acceptance.
                      SOW clause 2.4.6, Data Items Delivered Under Contract Change Proposals.
Optional Clauses: Nil
2.4.3         Data Item Review
Sponsor:              DMO Standardisation Office
Status:               Core, non-tailorable
Purpose:              To advise the Contractor of the meaning of data item Review, and to impose an
                      obligation on the Contractor to respond to any review comments provided by the




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                      Commonwealth Representative (without transferring           any   responsibility   or
                      obligations for correctness to the Commonwealth).
Policy:               Nil
Guidance:             Drafters should consider which the actual period required to review each data item
                      before inserting periods in the CDRL.
                      Clause 2.4.3 is to be included in the RFT without amendment.
Related Clauses: SOW Annex C, CDRL.
                      SOW clause 2.4.4, Data Item Approval.
                      SOW clause 2.4.5, Data Item Acceptance.
                      SOW clause 2.4.6, Data Items Delivered Under Contract Change Proposals.
Optional Clauses: Nil
2.4.4         Data Item Approval
Sponsor:              DMO Standardisation Office
Status:               Core, non-tailorable
Purpose:              To advise the Contractor of:
                      a.     the meaning of data item Approval;
                      b.     the Commonwealth’s obligations with respect to data items that are subject
                             to Approval by the Commonwealth;
                      c.     the scope of the Commonwealth’s rights with respect to non Approval of
                             data items.
                      To impose an obligation on the Contractor to respond to any notification of non
                      Approval of a data item.
Policy:               Nil
Guidance:             Drafters should consider the actual period required to review each data item for
                      Approval before inserting periods in the CDRL. Factors to be considered include:
                      a.     the size and complexity of the document;
                      b.     whether a preliminary or draft version would already have been reviewed;
                      c.     how frequently updates or new versions of the data item will need to be
                             reviewed;
                      d.     the need to involve external agencies or Approval authorities; and
                      e.     conflicting requirements (e.g. the need to review more than one data item
                             concurrently).
                      Clause 2.4.4 is to be included in the RFT without amendment.
Related Clauses: SOW Annex C, CDRL.
                      SOW clause 2.4.3, Data Item Review.
                      SOW clause 2.4.5, Data Item Acceptance.
                      SOW clause 2.4.6, Data Items Delivered Under Contract Change Proposals.
Optional Clauses: Nil
2.4.5         Data Item Acceptance
Sponsor:              DMO Standardisation Office
Status:               Core, non-tailorable
Purpose:              To place a contractual obligation on the Contractor to process data items, which
                      are subject to Acceptance, in accordance with the provisions of this clause.



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Policy:               Nil
Guidance:             Clause 2.4.5 is to be included in the RFT without amendment.
Related Clauses: SOW Annex C, CDRL.
                      SOW clause 2.4.3, Data Item Review.
                      SOW clause 2.4.4, Data Item Approval.
                      SOW clause 2.4.6, Data Items Delivered Under Contract Change Proposals.
                      COC clause 6.6, Acceptance.
Optional Clauses: Nil
2.4.6         Data Items Delivered Under Contract Change Proposals
Sponsor:              DMO Standardisation Office
Status:               Core, non-tailorable
Purpose:              To ensure that the Contractor complies with the CCP procedure, contained in
                      clause 10.1 of the COC, when required to do so under the CDRL.
Policy:               Nil
Guidance:             Data items will only be recorded in the CDRL with ‘CCP approval’ as the required
                      action when the data item will form part of the contract as a Contract Attachment
                      (e.g. the IP Plan and the AIC Plan).
                      Clause 2.4.6 is to be included in the RFT without amendment.
Related Clauses: SOW Annex C, CDRL.
                      COC clause 10.1, Change to the Contract.
Optional Clauses: Nil
2.4.7         Data Item Updates
Sponsor:              DMO Standardisation Office
Status:               Core, non-tailorable
Purpose:              To impose a contractual obligation on the Contractor to maintain the accuracy,
                      completeness and currency of all data items delivered under the Contract in
                      accordance with the CDRL.
Policy:               Nil
Guidance:             The Contractor is responsible for maintaining data items. Maintenance of a data
                      item involves amending and updating the item to incorporate current information
                      and data so that the data item is suitable for its intended purpose. Some updates
                      will need to be Approved to authorise the Contractor to undertake activities that are
                      different to those currently authorised. For example, the Contractor might identify
                      the need to change the Training Support Plan to enable changes to training.
                      Drafters should consider the timeframe in which the Commonwealth can respond
                      to proposals for changes to data items, and insert the appropriate time in the
                      ‘Delivery Schedule’ column in the CDRL at Annex C to the SOW.
                      Drafters should consider the need for the Commonwealth to keep the Contractor
                      informed of changes that will affect the Contractor’s maintenance of data items
                      (e.g. for the development of training courses), and make appropriate arrangements
                      to ensure that the Contractor receives relevant information in the required
                      timeframe.
                      Clause 2.4.7 is to be included in the RFT without amendment.
Related Clauses: SOW Annex C, CDRL.
Optional Clauses: Nil




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2.4.8         Actioning of Data Items
Sponsor:              Procurement and Contracting Branch and DMO Standardisation Office
Status:               Core, non-tailorable
Purpose:              To advise the Contractor that any delay in actioning a data item caused by a delay
                      of the Contractor is not a cause for a postponement claim.
Policy:               Nil
Guidance:             The Commonwealth determines its resourcing requirements based upon its
                      obligations under the Contract. If a Milestone or Service involves the Review,
                      Approval or Acceptance of a large package of data items, the Commonwealth will
                      increase its personnel and resources to deal with the additional work requirement.
                      In the past, contractors have been late in delivering data items and then on time for
                      delivering subsequent data items. If the Commonwealth had not planned for this
                      eventuality, it would have been consequently late in actioning the data items by the
                      time required of it under the CDRL. Contractors would often claim, in these
                      circumstances, that they were absolved from further compliance with their
                      obligations under the Contract, which were contingent on the Commonwealth’s
                      actions, until the Commonwealth had performed its obligation, or that they were
                      entitled to postponement and postponement costs.
                      Clause 2.4.8 indicates that, where the Contractor is responsible for a delay in the
                      schedule effecting or delaying the data item process, the Commonwealth may not
                      be able to action the data items. The Commonwealth’s only responsibility, in
                      circumstances due to delay caused by the Contractor, would be to use reasonable
                      endeavours to action the data items under the original timeframes, or where that
                      fails, to action the data items when sufficient resources become available to do so.
                      Clause 2.4.8.3 specifically precludes the Contractor from claiming that the
                      Commonwealth’s inability to action the data item constitutes circumstances beyond
                      its reasonable control for the purposes of COC clause 6.2.4b.
                      Users should note that this clause is not applicable if the Commonwealth has
                      accepted a change to the delivery baseline through the Acceptance of a CCP that
                      affects the schedule. In these circumstances, despite the Contractor being in delay
                      based upon the original requirement to deliver a data item, the Contractor may still
                      be compliant with the new requirement for delivery. The Commonwealth should
                      consider carefully how CCPs affecting schedule will impact on its capacity to action
                      data items within the timeframes required of it by the CDRL and, where the
                      Commonwealth is unable to do so, the consequences for postponement claims,
                      postponement cost claims and schedule recovery.
Related Clauses: SOW Annex C, CDRL.
                      SOW clause 2.4.3, Data Item Review.
                      SOW clause 2.4.4, Data Item Approval.
                      SOW clause 2.4.5, Data Item Acceptance.
                      SOW clause 2.4.6, Data Items Delivered Under Contract Change Proposals.
                      COC clause 6.2, Postponement.
Optional Clauses: Nil
2.5           Draft Data Items Included as Contract Annexes
Sponsor:              Procurement and Contracting Branch and DMO Standardisation Office
Status:               Optional. To be included if the Commonwealth requires certain draft data items to
                      be included in the Contract and warranted by the Contractor.
Purpose:              To identify the specific draft data items that are warranted by the Contractor under
                      clause 1.4.2 of the COC, and to identify the actions that will occur on Approval of
                      any subsequent deliveries of these draft data items under the Contract.



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Policy:               Nil
Guidance:             Each tenderer will deliver a number of draft data items as part of its tender
                      response (e.g. draft plans that define the strategies, systems and processes to be
                      followed under the Contract). COC clause 1.5, Entire Agreement, provides
                      authority to the contract as the full extent of the agreement between parties; thus
                      any communication between parties that is not captured in the Contract by ED,
                      including draft data items, is excluded from scope. Attaching these draft data items
                      provides a mechanism for capturing the tenderer’s offer in the resultant Contract.
                      As such, drafters should only attach those draft data items for which there is
                      benefit to the Commonwealth in having them attached to the Contract.
                      If, during contract negotiations (or during an ODA phase), certain draft data items
                      are updated by the tenderer and Approval of these data items is provided by the
                      Commonwealth, then these Approved data items should not be attached to the
                      resultant Contract (refer to the Note to drafters in this clause). Only data items that
                      are not Approved should be attached to the Contract through this clause.
                      Following Approval of any of the data items that have been attached to the
                      Contract, clause 2.5.3 specifies that the relevant data item shall be considered
                      superseded and shall be withdrawn from Contract Attachment K through an
                      amendment to the Contract. This approach is required to avoid confusion as to
                      which version of a data item applies to the Contract. Until the further versions of
                      the data items are Approved by the Commonwealth Representative, the draft data
                      items at Contract Attachment K have applicability under the Contract, in
                      accordance with the specific warranty provided by the Contractor under clause
                      1.4.2 of the COC. Drafters should note that data items for which prior Approval
                      has been obtained do not require a warranty because a Contract-ready version of
                      the data item has already been obtained.
                      Clause 1.4.2 of the COC provides additional guidance on the issues associated
                      with clause 2.5, and the two sets of guidance should be read together.
                      Drafters are to amend clause 2.5.1 to identify the specific data items that are
                      subject to the Contractor’s warranty. Drafters also need to attach the draft data
                      items in an annex (or multiple annexes) to Contract Attachment K. Drafters should
                      take particular notice of the Note to drafters in this clause.
                      Drafters are to update the CDRL to ensure that those data items for which
                      Approval was provided prior to the Effective Date are correctly annotated as such,
                      in accordance with the Note to drafters.
Related Clauses: COC clause 1.4.2 addresses the warranty requirements for draft data items that
                 are attached to the Contract.
                      COC clause 1.5, Entire Agreement, specifies that the Contract represents the
                      “parties’ entire agreement in relation to the subject matter”.
                      Contract Attachment K provides the repository for draft data items included as
                      Contract annexes.
Optional Clauses: Nil
2.6           Ozone Depleting Substances and Hazardous Substances
Sponsor:              Procurement and Contracting Branch and Defence Safety Management Agency
Status:               Core Option
Purpose:              To detail the Ozone Depleting Substances and Hazardous Substances that may be
                      included in deliverable items.
Policy:               DPPM, Section 3, Chapter 3.16
                      DPPI 3/2008, Occupational Health and Safety and Hazardous Substances In
                      Defence Procurement
                      Chapter 1, Part 5 of the Defence Safety Manual, Volume 1



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                      Defence Occupational Health, Safety and Compensation website at
                      http://www.defence.gov.au/dpe/ohsc/
                      Ozone Protection Act 1989
                      National Occupational Health and Safety Commission website at
                      http://www.nohsc.gov.au
Guidance:             The Commonwealth has a legislative obligation as an employer to take all
                      reasonably practicable steps to protect the health and safety of its employees,
                      Contractors and their staff, and other persons at or near Defence workplaces.
                      Commonwealth policy also requires Defence to protect the environment wherever
                      possible. Therefore, Defence policy states that Services (including the delivery of
                      hardware items) should be free from Ozone Depleting Substances and Hazardous
                      Substances to the maximum extent possible.
                      The intent of the clause, as drafted, is that the Contractor will not supply
                      Deliverables to the Commonwealth that contains Ozone Depleting Substances or
                      Hazardous Substances, unless authorised to do so by the Commonwealth.
                      Authorised substances must be listed in SOW Annex E, Register of Approved
                      Ozone Depleting Substances, Dangerous Goods and Hazardous Substances, and
                      all protective measures, as detailed in Material Safety Data Sheet, must be
                      followed.
                      Ozone Depleting Substances.          Substances classed as Ozone Depleting
                      Substances are listed in Schedules 1 and 3 of the Ozone Protection Act 1989. It
                      should be noted that quotas are imposed on individual companies and Government
                      organisations in relation to the importation and manufacture of Ozone Depleting
                      Substances. Drafters should ensure that tenderers and, subsequently, the
                      Contractor have access to these lists.
                      Hazardous Substances. The criteria for determining whether a substance is
                      hazardous are detailed in National Occupational Health and Safety Commission
                      (NOHSC):1008 (2004) ‘Approved Criteria for Classifying Hazardous Substances’.
                      Drafters should consult the Sponsor on the development of the list attached at
                      SOW Annex E. Note that, although details are required with tender responses, if a
                      Contract (Support) is tendered with a Contract (Acquisition) for a Materiel System
                      still to be developed, then the Commonwealth may not become aware for the full
                      extent of the use of Ozone Depleting Substances and Hazardous Substances until
                      well into the period of the Contract (Acquisition).
                      Drafters should note that Defence policy on Ozone Depleting Substances and
                      Hazardous Substances does not extend to requiring that Contractors must not use
                      these substances. However, Contractors are required to comply with local
                      government regulations, and state and federal legislation that govern the use of
                      Ozone Depleting Substances and Hazardous Substances. In addition, the
                      Contractor may be governed in the use of these substances by Defence
                      Environmental Management requirements.
Related Clauses: Paragraph 7 of Annex E to Attachment A of the Conditions of Tender requests
                 tenderers to provide details of any Hazardous Substances or Ozone Depleting
                 Substances that are proposed for inclusion in the Services.
                      'Ozone Depleting Substances' and 'Hazardous Substances' are defined in the
                      Glossary at Contract Attachment M.
                      COC clause 11.2 places a general obligation on the Contractor to comply with
                      applicable laws, which includes (as applicable) laws relating to the environment,
                      hazardous substances and occupational health and safety.
                      COC clause 11.4 places an obligation on the Contractor to provide Services that
                      do not render the Commonwealth in breach of its Occupational Health and Safety
                      obligations.




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                      COC clause 11.5 places an obligation on the Contractor to perform the Contract in
                      such a way that the Commonwealth is not placed in breach of the Environment
                      Protection and Biodiversity Conservation Act 1999.
                      SOW clause 3.17 (optional) sets out the work requirements associated with
                      Occupational Health and Safety (OHS).
                      SOW clause 3.18 (optional) sets out the work requirements associated with
                      environmental management.
Optional Clauses: Nil
2.7           Phase In
2.7.1         Phase In Plan
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To:
                      a.     define the plans, methodologies, processes and activities that will be
                             performed by the Contractor to ensure a coordinated Phase In of the
                             required Services, including, where applicable, a smooth transition from the
                             Commonwealth or the outgoing contractor; and
                      b.     where applicable, establish the ground rules for the Phase In of
                             management responsibilities from the outgoing support organisations (i.e.
                             Commonwealth, contractor and subcontractors) to the Contractor.
Policy:               Nil
Guidance:             With the exception of small-scale Contracts (Support), where establishing a
                      support capability should be a straight-forward task, the incoming Contractor will
                      generally not be able to provide a full support capability for the Products to be
                      supported at the time of contract award. This occurs because the incoming
                      Contractor (Support) must set up its elements of the Support System and adapt
                      other elements of the existing Support System to meet its requirements
                      (particularly in relation to interactions with the Commonwealth). This could involve
                      activities such as:
                      a.     acquiring additional personnel with the required expertise;
                      b.     training personnel;
                      c.     setting up its own Engineering Support capabilities for those Products for
                             which it has engineering authority;
                      d.     acquiring spares, S&TE, etc;
                      e.     building new facilities and/or adaptation of existing facilities
                      f.     completing the negotiations and establishment of new subcontracts;
                      g.     setting up administration and management systems, including computer
                             support; and
                      h.     transferring Technical Data (e.g. from the Contractor (Acquisition) or the
                             outgoing support agency).
                      A Phase In Plan (PHIP) is used to define how the new Contractor (Support) will
                      establish the capability to provide the required Services in the period leading up to
                      the OD. A PHIP may be used where the incoming Contractor (Support) will take
                      over from:
                      a.     an outgoing Contractor (Support),
                      b.     a Contractor (Acquisition) that has provided initial support services,
                      c.     a Contractor (Acquisition) as the Materiel System is delivered (i.e. initial
                             support services were not provided under the Contract (Acquisition)), or


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                      d.     from a Commonwealth / Defence organisation supporting a system already
                             in service.
                      A draft PHIP may be requested in the RFT (refer to clause 2 of Annex G to COT
                      Attachment A). If the outgoing Contractor (Support) is also the preferred tenderer,
                      then a final PHIP would not be required, unless there has been a significant
                      change in the scope from one Contract (Support) to the next.
                      Tenderers will need to obtain or be provided with information on how the
                      Commonwealth or the outgoing contractor will wind down the provision of Services
                      under the existing arrangement/contract. This information should be contained in
                      the outgoing contractor’s Phase Out Plan (PHOP),a Commonwealth Transition
                      Plan for transition from Commonwealth-provided support, or the Contractor
                      (Acquisition)’s Contractor Transition Plan (CTXP). The type of information
                      contained in a PHOP is defined in DID-SSM-PHOP, while the requirements for a
                      CTXP are contained in DID-PM-TRANS-CTXP.
                      If one were to be available, the Support Services Master Schedule (SSMS) for the
                      current Contract (Support) would also be useful for tenderers when planning
                      Phase In activities, as may a Contract Master Schedule (CMS) if the Contract
                      (Support) were to follow a Contract (Acquisition). These schedules may contain
                      useful information for planning the handover of Services.
                      Drafters should seek a draft PHOP from the outgoing contractor and / or the
                      applicable transition plans to meet the timing of the RFT for the new Contract
                      (Support). Timing for the delivery of the draft and final PHOPs should be included
                      in the existing contract CDRL. Where the Contract (Support) and Contract
                      (Acquisition) are tendered together, it would be expected that the draft / outline
                      CTXP and PHIP provided in the tender responses (if both were requested) would
                      be consistent with each other, even if two different contractors responded in a joint
                      bid (i.e. one acquisition and one support contractor).
                      If a PHOP from the outgoing contractor is not available, the Commonwealth should
                      provide tenderers with information on what parts of the existing Support System
                      will be made available to the incoming Contractor (Support), and how the outgoing
                      contractor proposes to phase out their support activities.
                      Drafters should also consider the inclusion of lists of GFM, GFF and GFS that will
                      be provided to the incoming Contractor because the availability of this information
                      will affect the PHIP. Lists of GFM, GFF and GFS are at Annexes A, B and C,
                      respectively, to Contract Attachment E. GFF may ultimately be included in the
                      Contract in the facilities licence. Contracting advice should be sought before
                      starting the development of these lists.
                      Note that, for a new Contractor (Support), which is taking over support
                      responsibilities from an outgoing support agency (e.g. Commonwealth), Phase In
                      can be seen as a type of due diligence process to be performed by the incoming
                      Contractor prior to the Operative Date.
                      For a Contract (Support) linked to a Contract (Acquisition), there will typically be a
                      period where the Contractor (Acquisition) is providing increasing quantities of
                      Products requiring support (e.g. a new Mission System being delivered each
                      month), as illustrated in the following diagram. This period, which requires the
                      Contractor (Support) to increase its capacity (and, in all likelihood, capability), is
                      known as ‘ramp up’ and typically occurs after OD.




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   Scope of                                            Support
   Services                                            Services
   Provided                                            Provided
   (Capability
   and Capacity)
                                    Phase-In
                                    Services
                                    Provided                                         Mature
                                                            Ramp Up                  Period
                                                            (increasing             (full scope
                                                           numbers of               of support
                                                        elements requiring            services
                                                         support services)           provided)
                                            Phase In

              Eff Date                            Op Date                                     Time

 Required capability to provide support services has
 been established and, if applicable, warranty period
      for the first Mission System has expired.

                             Relationship between ED, OD, Phase In, Ramp Up

                      Drafters should refer to the diagram on the following page to gain a better
                      appreciation of how Transition, Phase In, Phase Out and ramp up are related.
                      Note that the period of ramp up may be lengthy for contracts with a staggered
                      production program, but could equally be very short, or even non existent, for
                      smaller contracts, especially those which only include one or two of the SSCCs.
                      The following diagram also refers to the example situation where Phase In
                      concludes at the OD, but this is not always the case.




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                                     Perio d prio r to O pera tive Date of                           Period su bseq uent to O perative D ate o f Co ntract (Sup port)
                                             Co ntract (Sup port)

  C ontract (Acq uisitio n)   S ervice s pro vided by ou tgoing C ontra ctor     Services d im inis h reg arding that pa rticular        Se rvices ceas e rega rding a ll acqu isition
                              (Acqu isition) working to a Contractor Tra nsition acqu isition P roduc t now transitio ned * to th e                             *
                                                                                                                                         Products tran sitioned to the C ontractor
                              P lan                                              Contracto r (Sup port)                                  (S upport)

                              called T ransition * period                          Services rema in for Prod ucts still being            No Services provided by C ontra ctor
                                                                                   acqu ired a nd for selec ted acquisitio n Prod ucts   (A cquisition)
                                                                                                         *
                                                                                   alrea dy transitioned , working to a Co ntrato r
                                                                                   Transition Plan

                                                       OR

  O utg oing Con tract        S ervice s pro vided by ou tgoing C ontra ctor       Services d im inis h reg arding those Produ cts       Se rvices ceas e rega rding a ll Produ cts
                              (Suppo rt) working to a Ph ase-o ut Plan                                *                                                *
  (Supp ort)#                                                                      now transitio ned to th e incom ing Contractor        tra nsition ed to the incom ing C ontra ctor
                                                                                   (Sup port)                                            (S upport)

                              called P hase-out pe riod                            Services rema in for selec ted Products, working No Services provided by o utgoing Contractor
                                                                                   to a P hase -out Pla n                           (S upport)




                                                      AND

  Incom ing C ontract         N o Services (other than those d efine d in the      Service pro vision a cros s all ele men ts of the     Fu ll servic es p rovided by in com ing C ontractor
  (Supp ort)                  O pera tive Da te clau se) p rovided by incom ing    Contract (Suppo rt) by incomin g Con tracto r         (S upport) work ing to the SS MP
                              C ontra ctor (Suppo rt) bu t a Pha se-in Plan        (Sup port) com me nces and ramp s up a s
                              w ritten a nd im plem ented                                                                          *
                                                                                   Prod ucts and/ or Services are tran sitioned ,
                                                                                   working to the SS MP
                              called P hase-in perio d                             called Ram p-u p perio d                              ca lled Fu ll Servic e perio d



                                                                                                                         Expiration D ate (o f Con tract
                                                                   Op erative Date (of inc om in g
                                                                                                                      (Ac quisitio n) or outgoin g Contract
                                                                       Contract (Suppo rt))
                                                                                                                                    (Sup port))
  * in this context, "transitio n" in cludes the a cts of delivery a nd Acceptan ce
  # use this se lection for S ervice s being hande d over from the Com m onwealth, in which cas e a T ransition Pla n would be use d


                                                               Transition, Phase In, Phase Out and Ramp-up


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Related Clauses: COC clause 13.1, Phase In.
                      COC clause 13.2, Phase Out.
                      SOW clauses 2.7.2, Phase In Activities and 2.7.3, Phase In Progress Reports.
                      SOW clause 2.8, Phase Out.
                      CDRL Line Number MGT-600 (PHIP).
Optional Clauses: Nil
2.7.2         Phase In Activities
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To obligate the Contractor (Support) and the Commonwealth to act on the
                      Approved PHIP, in the context of the applicable COC clauses.
Policy:               Nil
Guidance:             If clause 2.7.1 for the PHIP is included, then this clause should also be included in
                      order to implement the Approved PHIP, under the applicable and specific clause(s)
                      of the COC.
                      The Phase In period is generally established to conclude with the OD, when all the
                      essential elements of the Contract (Support)’s support capability have been met,
                      as defined for the OD milestone in COC clause 1.4. Alternatively, the Phase In
                      period can extend beyond the OD milestone, as the Contractor (Support) continues
                      to build its support capability. If Phase In activities are to be conducted up until the
                      OD, then clause 2.7.2 should be amended to refer only to COC clause 1.4,
                      Operative Date. If the Phase In activities are to extend beyond the OD, then
                      clause 2.7.2 should refer to both COC clauses 1.4 and 13.1. Logically, OD
                      conditions terminate at OD; hence if Phase In extends beyond OD, then the
                      optional COC clause 13.1 is required to apply contractual conditions to post-OD
                      Phase In activities.
                      The fundamental characteristic of the OD is that it is the milestone by which the
                      Contractor (Support) must achieve the items listed clause 1.4 of the COC, which
                      would normally include the Contractor (Support) having to prove that is has an
                      adequate support capability or the Commonwealth may, in accordance with the
                      provisions of clause 1.4, terminate the Contract (Support) and claim liquidated
                      damages. The drafter’s determination of the OD requirements in clause 1.4 of the
                      COC, therefore, is critical.
                      Phase In may extend beyond OD in a number of instances, as follows:
                      a.     The Contract (Support) may need Services to be provided at several similar
                             locations; however, the OD is only based on successful support at the first
                             location, with the assumption that the Phase In of Services to the
                             subsequent sites will be equally successful. In this first instance, the PHIP
                             will also be guiding ramp-up activities post-OD.
                      b.     The Contractor (Support) may establish an initial capability to provide
                             operational and/or intermediate levels of Maintenance, but because the first
                             depot Maintenance activity, after the delivery from the Contract (Acquisition),
                             doesn’t occur for some years, the Phase In activities continue until a depot
                             capability is established.
                      c.     The Contractor (Support) may be supporting elements of the Materiel
                             System delivered into service from an EA project, with the OD clause only
                             being relevant to the first set of delivered elements, and subsequent stages
                             of Phase In would support subsequent deliveries of additional capability
                             (alternatively, this could be thought of as a different form of ramp-up). The
                             EA case can be quite complex because there may be multiple ODs and
                             Phase In stages, although emphasis on the capability of the Contractor
                             (Support) would be based on the first OD.


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Related Clauses: COC clause 13.1, Phase In.
                      COC clause 13.2, Phase Out.
                      COC clause 1.4, Operative Date.
                      SOW clauses 2.7.1, Phase In Plan and 2.7.3, Phase In Progress Reports.
                      SOW clause 2.8, Phase Out.
Optional Clauses: Nil
2.7.3         Phase In Register
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the implementation of and procedures for using the Phase In Register to
                      capture the dynamic elements of the Phase In process, and to obligate the
                      Contractor (Support) to implement and use this register.
Policy:               Nil
Guidance:             The Phase In Register is intended to provide dynamic insight to the
                      Commonwealth during this challenging phase. As such, while the clause is
                      optional, it would be expected to be included in the majority of support contracts
                      (except, perhaps, the smaller contracts).
                      The requirements for the Phase In Register are provided in the Phase In Plan.
                      No tailoring of this clause is required.
Related Clauses: COC clause 13.1, Phase In.
                      SOW clause 2.7.1, Phase In Plan.
Optional Clauses: Nil
2.7.4         Phase In Progress Reports
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To obligate the Contractor to submit Phase In Progress Reports to the
                      Commonwealth.
Policy:               Nil
Guidance:             The submission of Phase In Progress Reports (PIPRs) allows the Commonwealth
                      insight into the performance of the requirements in the Approved PHIP. This
                      assures the Commonwealth that, should the Phase In activities not progress in
                      accordance with the schedule, the Contractor is obligated to inform the
                      Commonwealth of how the Contractor will recover the schedule slippage and will
                      proceed with the remaining Phase In activities on time.
Related Clauses: SOW clauses 2.7.1, Phase In Plan and 2.7.2, Phase In Activities.
                      CDRL Line Number MGT-610 (PIPRs).
Optional Clauses: Nil
2.8           Phase Out
2.8.1         Phase Out Plan
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the plans, methodologies, processes and activities that will be performed
                      by the Contractor to ensure a coordinated phase out of the required Services, and
                      a smooth transition to an incoming contractor or withdrawal from service of the
                      Materiel System.


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Policy:               Nil
Guidance:             The Phase Out Plan (PHOP) is the principal document used to define the
                      Contractor’s methodologies, processes and activities for meeting the phase-out
                      requirements of the Contract. It is used by the Commonwealth to develop its
                      Transition Program to ensure a coordinated and smooth transition from the current
                      Contractor (Support) to the new (incoming) contractor or for the withdrawal from
                      Service of the Materiel System. The PHOP may also be used by tenderers for the
                      new support contract to provide guidance on how the Contractor (Support) will
                      phase-out of the existing Contract (Support) and to assist them to develop their
                      proposed PHIPs.
                      Drafters should give careful consideration to the timing of preparation and receipt
                      of the PHOP to ensure that the PHOP, or the information it contains, can be
                      provided to tenderers for a follow-on support contract as part of the RFT for that
                      contract.
                      Drafters should include clause 2.8 in the draft SOW, with appropriate timing for
                      delivery of draft and final PHOP entered in the CDRL.
Related Clauses: COC clause 13.2, Phase Out.
                      SOW clause 2.7, Phase In.
                      SOW clause 2.8.2, Phase Out Activities.
                      CDRL Line Number MGT-1300 (PHOP).
Optional Clauses: Nil
2.8.2         Phase Out Activities
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To obligate the Contractor (Support) to act on the Approved PHOP, in the context
                      of the applicable COC clauses.
Policy:               Nil
Guidance:             If clause 2.8.1 for the PHOP is included, then this clause should also be included in
                      order to implement the Approved PHOP under the specific conditions of COC
                      clause 13.2.
                      Drafters may include additional sub-clauses within this clause to specify any
                      unique Phase Out requirements for the Products to be supported.
Related Clauses: COC clause 13.2, Phase Out.
                      SOW clause 2.8.1, Phase Out Plan.
Optional Clauses: Nil
2.8.3         Phase Out Register
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the implementation of and procedures for using the Phase Out Register
                      to capture the dynamic elements of the Phase Out process, and to obligate the
                      Contractor (Support) to implement and use this register.
Policy:               Nil
Guidance:             There are no specific requirements for reporting during the Phase Out period,
                      except as covered by reports elsewhere in the Contract (eg, Contract Status
                      Reports). The Phase Out Register is intended to provide dynamic insight to the
                      Commonwealth during this challenging phase. As such, while the clause is
                      optional, it would be expected to be included in the majority of support contracts
                      (except, perhaps, the smaller contracts).



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                      The requirements for the Phase Out Register are provided in the Phase Out Plan.
                      No tailoring of this clause is required.
Related Clauses: COC clause 13.2, Phase Out.
                      SOW clause 2.8.1, Phase Out Plan.
Optional Clauses: Nil




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3.             SUPPORT SERVICES MANAGEMENT

Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the management requirements for the Contract (Support).
Policy:               Nil
Guidance:             The Support Services Management clause is required in every Contract (Support).
                      Drafters should tailor the other SOW clauses to establish the particular Service
                      requirement and then assess the appropriate level of management required
                      through clause 3.
Related Clauses: All other clauses within the SOW and SOW Annexes.
Optional Clauses: Nil
                      The following diagram shows the data items defined under SOW clause 3 and the
                      associated DIDs. Note that the AIC Plan and the IP Plan form part of the planning
                      suite, but must remain separate from the SSMP because these two plans become
                      attached to the Contract at Attachments F and G, respectively.



                                                  SOW Clause 3
                                          Support Services Management




            Support Services                           Support Services             Meeting Agenda
            Management Plan                            Master Schedule         DID- PM- MEET- AGENDA *
             DID- SSM- SSMP                             DID- SSM- SSMS

              Risk Management Plan                      Contract WBS                Meeting Minutes
                  DID- SSM- RMP                        DID- SSM- CWBS           DID- PM- MEET- MINUTES*

           Australian Industry Capability
             (AIC) Plan DID- SSM- AICP              Contract Status Report
                                                       DID- SSM- CSR
             Intellectual Property (IP)
                Plan DID- SSM- IPP                    Combined Services
                                                       Sum mary Report
             Surge Management Plan                      DID- SSM- CSSR
                 DID- SSM- SMP

           Environm ental Management
              Plan DID- SSM- ENVMP

           Health & Safety Management
              Plan DID- SSM- H&SMP

                Measurement Plan                    Notes:
              DID- PM- MEAS- MEASP*                    * ASDEFCON (Strategic Materiel) DIDs
                                                         Set at ED, compliance required
                   Quality Plan                     The Quality Plan is requested from clause 11, but sits in
                   DID- SSM- QP                     the SSM hierarchy.


                              Support Services Management SOW Structure




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3.1           Support Services Program Objectives
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To set out the overall objectives of the Contract (Support) to establish a reference
                      point underpinning the activities conducted under the Contract (Support).
Policy:               Nil
Guidance:             The Support Services Program Objectives listed in the draft SOW are generic and
                      are expected to apply to a wide range of contracts. Drafters should add objectives
                      that are applicable to the specific Contract (Support). The aim is to give readers,
                      especially the tenderers and Contractor (Support), a clear statement of what
                      outcomes the Contract (Support) is trying to achieve.
                      Drafters should be aware of the global objectives for the Contract (Support) that
                      are specified in clause 1.2.2 of the COC. Drafters should ensure that the
                      objectives identified under this clause 3.1 are consistent with the global objectives
                      identified in the COC.
                      Drafters need to consult with relevant stakeholders to ensure that all relevant
                      objectives are reflected in the statement of objectives so that ‘fitness for purpose’ is
                      clear without being overly detailed.
Related Clauses: COC clause 1.2.2 sets out the objectives of the parties in entering into the Contract
                 (Support).
Optional Clauses: Nil
3.2           Support Services Planning
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To obtain the over-arching planning documents from the Contractor that describes
                      how the Contractor intends to manage the provision of Services and other work
                      under the Contract.
Policy:               Nil
Guidance:             This clause defines the over-arching plans and other documents that are required
                      to demonstrate that the Contractor has the management processes and
                      capabilities necessary to manage the Contract successfully.
                      Support contracts cover a wide range of work and contract values, which
                      complicates the specification of an optimal set of plans for the management of the
                      required Services because the same set of plans will not suit all contracts. The
                      Services that may be provided under a support contract could cover:
                      a.     a range of environments (maritime, land, aerospace and electronic);
                      b.     the different levels of support (e.g. for Navy, Operational, Intermediate and
                             Depot), or combinations of these;
                      c.     different types of Services, including management, Operating Support,
                             Engineering, Maintenance, Supply and Training;
                      d.     a wide range of technical complexities, from software support, support of
                             combat systems, and complete platforms, such as aircraft, to warehousing
                             Services, and relatively simple routine Maintenance; and
                      e.     a range of regulatory requirements.
                      In addition to these, support contracts can vary widely in other aspects such as
                      size, the use of subcontractors, and in the locations where work is performed. All
                      of these have an impact on the arrangements for planning and management of the
                      work.



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                      For each Contract, the Commonwealth will be willing to accept a particular level of
                      risk, and will have specific corporate governance requirements. These are
                      reflected in the requirement for a particular level of visibility into the Contractor’s
                      management processes.
                      The level of visibility required is achieved by having the Contractor describe in
                      various plans specified in the RFT and subsequent Contract, how it proposes to
                      manage the various aspects of the work. Drafts of key plans are provided to the
                      Commonwealth with the tender responses. Plans are then further developed by
                      the Contractor during the early stages of the Contract and submitted for Approval.
                      Following Approval, the Contractor is then required to work in accordance with the
                      Approved Plans. This is the approach used in all of the ASDEFCON materiel
                      acquisition and support templates, including ASDEFCON (Support).
                      Consistent with the ASDEFCON objectives (as laid out in the ASDEFCON
                      Handbook Philosophy Volume), drafters should not ask for plans that will not be
                      used during the Contract period (i.e. ‘shelfware’) and should only ask for plans that
                      are necessary to achieve the required level of visibility of the Contractor’s
                      processes. This will depend on factors such as the complexity and critical nature
                      of the work, the level of acceptable risk, and on corporate governance
                      requirements.
                      At the tendering stage, tenderers might be asked to provide only a limited number
                      of draft plans. These should be detailed enough to enable the tendered plans to
                      be evaluated and competing tenders compared. Following source selection, these
                      plans may need to be further developed by the preferred tenderer (e.g. under an
                      ODA phase or during contract negotiations), with the Support Services
                      Management Plan (SSMP) and the other plans deemed as most important being
                      finalised for Approval at the ED.
                      If, however, the RFT is a combined RFT for both acquisition and support, the
                      number of support plans obtained as part of the tender response will be
                      significantly reduced and the finalisation of the plans will not occur until OD (refer
                      Annex B for further information on the implications associated with a combined
                      RFT).
                      High-level plans may refer to sub-plans, which, in effect, form part of the higher-
                      level plans. The plans required for a ‘typical’ Contract could be as shown in the
                      following diagram, which illustrates a hierarchy of plans:




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                                                        Support Services
                                                        Management Plan




         Risk Management            Operating Support              Maintenance               Training Support
               Plan                       Plan                   Management Plan                   Plan


           Environment                          Contractor Engineering          Supply Support Plan
         Management Plan                          Management Plan



          Health & Safety            SW Support Plan                Configuration
         Management Plan                                           Management Plan
                                                                                                           Verification &
                                                                                                          Validation Plan
        Surge Management             Systems Safety                Process Imp Plan
               Plan                 Management Plan
                                                                 Systems Engineering
                                                                  Management Plan
        Intellectual Property
                 Plan
                                                                SW Management Plan

                                                                                                 Note:
              AII Plan
                                                                                                 Drafter to Develop




                                    Support Services Planning Documents

                         Lower-level plans may be ‘rolled-up’ or incorporated into higher-level plans where a
                         stand-alone plan is not warranted. This might occur because, for example, the
                         work required in the area covered by the lower-level plan is limited in scope or is a
                         relatively small amount and therefore does not require a stand-alone plan to
                         describe the relevant management arrangements.
                         The approach in ASDEFCON (Support) is to allow drafters to roll-up plans into the
                         next higher-level plan wherever this will enable the number of plans to be reduced
                         while preserving adequate visibility of the Contractor’s processes. As a minimum,
                         tenderers would be required to propose a SSMP.               This is the top-level
                         management plan for the contract. All other plans are subordinate to the SSMP.
                         In some cases, plans must remain as stand-alone documents. For example, some
                         of the key plans that govern particular Services (e.g. Engineering and
                         Maintenance) may be required by the TRAs to be stand-alone plans. Therefore,
                         such plans cannot be rolled-up. Drafters will need to determine and specify which
                         plans must remain stand-alone, including those that are mandatory.
                         The Phase In Plan and the Phase Out Plan, for example, should always be
                         retained as stand-alone plans because they only apply for a relatively small period
                         of the Contract (Support). The Quality Plan may preferably be provided stand-
                         alone to simplify accreditation. The AIC Plan and IP Plan, also submitted with the
                         tender responses and finalised by ED, are stand-alone from the SSMP and
                         attached to the COC.
                         Drafters have some flexibility, within the context of the use of Asset Library, to
                         decide what is to be covered in the plans. To ensure that tenderers address issues
                         important to Defence, drafters should specify in the RFT those issues that the
                         tenderer and, subsequently, the Contractor must address. This should be done in
                         the draft SOW and in relevant DIDs called up by the CDRL. Drafters may need to
                         tailor the draft SOW clauses and the clauses in the DIDs to cover the particular
                         Contract requirements.
                         Drafters need to:




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                      a.     determine what plans are required, and what plans must be stand-alone
                             documents;
                      b.     determine what draft plans are required at the tender stage, and the extent
                             and timeframe for their further development following selection of the
                             preferred tenderer;
                      c.     consider how the proposed plans submitted as part of the tenders will be
                             evaluated; and
                      d.     tailor relevant DIDs and SOW clauses to reflect these requirements.
Related Clauses: Nil
Optional Clauses: Nil
3.2.1         Support Services Management Plan
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the Commonwealth requirements for management of the Services by the
                      Contractor and to produce a plan for efficient management of the required Services
                      at an acceptable level of risk.
Policy:               Nil
Guidance:             The SSMP is the top-level plan that describes the individual plans and processes
                      and how they fit together to form a totally integrated management system for all
                      aspects of the Services. Tenderers must prepare and deliver a draft SSMP as part
                      of their tenders. The draft SSMP would then be negotiated with the preferred
                      tenderer. Plans may be developed to the stage that they would be Approved
                      immediately following Contract award (and these plans are identified in the CDRL
                      as requiring Approval of the final version at ED).
                      Drafters may wish to include a requirement for the Contractor to flow down the
                      requirements of the Approved SSMP to Approved Subcontractors. This would
                      depend on factors such as the likely size or proportion of work that will be
                      performed by Approved Subcontractors, how critical this work would be to the
                      provision of Services, and the complexity of the work.
                      DID-SSM-SSMP may need to be tailored for the subordinate plans that can be
                      rolled up into the SSMP. The description of requirements for subordinate plans will
                      often be reduced from the template DIDs describing these plans, and there is little
                      point to rolling up full-sized plans to create one large unmanageable plan. Further
                      guidance on tailoring the SSMP requirements is contained in DID-SSM-SSMP.
Related Clauses: All clauses referring to the SSMP, including those clauses relating to management
                 plans that can be potentially rolled-up into the SSMP.
                      CDRL Line Number MGT-100 (for SSMP).
                      CDRL Line Numbers for plans rolled-up into the SSMP, which must be deleted.
                      TDR G-1 of the COT, Support Services Management.
Optional Clauses: Nil
3.2.2         Support Services Master Schedule
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To:
                      a.     describe the Contractor’s planned sequence of activities, milestones and
                             decision points to enable the objectives of the Contract to be met; and
                      b.     define the status of scheduled Service events, comparing the current
                             delivery plan for these events with the contracted schedule.



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Policy:               Nil
Guidance:             An SSMS is likely to be required for most Contracts, even if the SSMS will be a
                      fairly simple schedule. The SSMS can provide assistance with resource allocation
                      and availability, scheduling of activities, and financial planning. The SSMS may be
                      referred to in various DIDs for management plans (e.g. if a Contractor Engineering
                      Management Plan (CEMP) requires a schedule, it must be consistent with the
                      SSMS).
                      The SSMS should be a stand-alone document because it is likely to change with
                      schedule updates over time.
                      The Contract may require sub-schedules for separate parts of the work. These
                      may be stand-alone schedules (which must be consistent with the SSMS). The
                      SSMS should show Milestones and major activities that are scheduled in more
                      detail in sub-schedules. Requirements for sub-schedules dealing with specific
                      Services should be specified as part of the SOW clauses dealing with that
                      requirement. In general, this would be included in a DSD.
                      The SSMS is a dynamic document, which must be updated by the Contractor at
                      regular intervals to show the current status of scheduled events. The frequency of
                      updates will depend on factors such as whether the work is performed on a regular
                      basis or relatively intermittent and whether or not the provision of the Services is
                      time-critical.
                      The SSMS and other sub-schedules may be developed easily and effectively using
                      proprietary software tools such as Open Plan Professional or Microsoft Project.
                      Defence does not have a preference for a particular software package. If drafters
                      express preference for a particular software package, drafters should take care
                      that this does not unfairly discriminate against some tenderers.
                      If the preferred tenderer proposes a scheduling software package in its tender
                      response that is not used by the Commonwealth, the DMO support agency should
                      assess this alternative and discuss the issue with the preferred tenderer during
                      Contract negotiations. Depending upon the outcomes of those discussions, clause
                      3.2.2.4 may need to be amended to accord with the agreed outcomes. The
                      tendered price may also need to be amended accordingly.
Related Clauses: Individual management plan DIDs may refer to an SSMS.
                      CDRL Line Number MGT-110 (for the SSMS).
                      DID-SSM-SSMS.
                      TDR E-3 of the COT, Draft Support Services Master Schedule.
Optional Clauses: Nil
3.2.3         Contract Work Breakdown Structure
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To obtain a breakdown of the activities that the Contractor proposes to perform,
                      including work defined by the SOW, to meet the requirements of the Contract.
Policy:               Nil for use of a CWBS for support.
Guidance:             The CWBS provides the mechanism for decomposing the scope of work that the
                      Contractor is required to perform under the Contract. The CWBS assists with
                      understanding the methodology being employed by the Contractor to meet the
                      requirements of the Contract because it shows the planned decomposition of the
                      work, resource allocations, responsible entities, etc. Where a CWBS is used, the
                      Price and Payment Schedule should be derived from this
                      Drafters should be familiar with DEF (AUST) 5664A, Work Breakdown Structures
                      for Defence Materiel Projects. DEF (AUST) 5664A provides useful guidance for




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                      the development and use of WBSs for Defence Materiel projects; however, the
                      standard is not well suited for defining the requirements of a CWBS for support.
                      There is no equivalent to DEF (AUST) 5664A for use in a support context or a
                      standard CWBS DID for use under a support contract. Instead, the DID for the
                      CWBS links to the breakdown of the Recurring Services identified in the Price and
                      Payment Schedules in Attachment B to the Contract.
                      The standard approach used in the ASDEFCON suite is based on Defence
                      producing a draft Contract Summary Work Breakdown Structure (CSWBS) that
                      forms part of the RFT. TDR E-2 of the COT provides a default CSWBS, which is
                      based around the structure of the draft SOW; however, it does not provide the
                      associated dictionary definitions for the individual WBS elements. In developing
                      their own CSWBS, drafters must ensure that the draft CSWBS and the draft SOW
                      are consistent, and must also provide the applicable dictionary definitions for each
                      of the WBS elements.
                      Drafters may choose to not include a separate CWBS in the draft SOW and to
                      simply include their CSWBS directly into the Price and Payments Schedules in
                      Annex D to the COT to provide the framework for each tenderer to provide its price
                      breakdown. This has the advantage of eliminating the need for a separate
                      document; however, it removes one of the key insight documents that can be used
                      by the Commonwealth over the life of the Contract to assist with assessing price
                      changes (e.g. in response to changes of scope). As such, it is recommended that
                      a CWBS be included in all but the smallest support contracts.
Related Clauses: CDRL Line Number MGT-120.
                      DID-SSM-CWBS.
                      TDR E-2 of the COT, Draft Contract Work Breakdown Structure and Contract Work
                      Breakdown Structure Dictionary.
Optional Clauses: Nil
3.2.4         Measurement and Analysis
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To impose a contractual obligation on the Contractor to submit a Measurement
                      Plan and to conduct a measurement program in accordance with that plan.
Policy:               Nil
Guidance:             Measurement and Analysis (M&A) is a methodology that provides managers with
                      objective information to manage specific issues that are important to the success of
                      development programs where progress would otherwise be difficult to measure.
                      M&A integrates existing risk management and financial management disciplines.
                      The methodology is designed to provide information essential for informed
                      decision-making and the active management of important issues. It is particularly
                      relevant to contracts involving complex software support and development, but is
                      also applicable to hardware development programs undertaken in-service.
                      The use of M&A in-service is primarily associated with in-service development
                      activities of a SE program. Use of this clause, therefore, should be linked to the
                      use of SE DSDs for ECPs under the Engineering Support clause. If SE and
                      developmental type activities are not required under the Contract, then this M&A
                      clause should be marked as ‘Not Used’ (default for template).
                      A requirement for a Measurement Plan and its implementation should only be
                      included in contracts where perceived risk is relatively high and the Commonwealth
                      requires visibility and insight into the Contractor’s developmental activities.
                      Drafters should be aware of the additional cost of implementing M&A and weigh
                      this against the expected benefits.




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                      Drafters should consider requiring the preferred tenderer to participate in a
                      Measurement Workshop prior to Contract award. The preferred tenderer would be
                      required to prepare a Measurement Plan, which documents the measurement
                      program agreed at the workshop, in accordance with DID-PM-MEAS-MEASP (from
                      the Standard Assets for ASDEFCON (Strategic Materiel); however, the DID has
                      been developed to be equally applicable to ASDEFCON (Support)).
                      Further information on M&A and its application is contained in the ASDEFCON
                      (Strategic Materiel) Handbook. Drafters should review the information in the
                      ASDEFCON (Strategic Materiel) Handbook to determine whether M&A is
                      applicable. If it would be beneficial, include the optional clauses and associated
                      DID.
                      The Measurement Plan may be stand-alone, incorporated into the SSMP, or
                      omitted if not required. Drafters should select optional clauses, as applicable, from
                      the optional SOW clauses below. The selected plan, Measurement Plan or SSMP,
                      should be inserted into the sub-clauses following the options. If omitted, the clause
                      should be marked ‘Not Used’.
Related Clauses: Nil
Optional Clauses:
                       Option A: For when a stand-alone Measurement Plan is required.
                       The Contractor shall develop, deliver and update a Measurement Plan in
                       accordance with CDRL Line Number MGT-200.


                       Option B: For when the Measurement Plan is to be incorporated into the
                       SSMP.
                       The Contractor shall describe its proposed Measurement procedures and
                       activities in the SSMP.


                      The Contractor shall conduct the measurement program in accordance with the
                      Approved […SELECT MEASUREMENT PLAN/ SSMP…].
                      The Contractor shall deliver measurement data in accordance with the […SELECT
                      MEASUREMENT PLAN/ SSMP…] and CDRL line number MGT-210.
                      The Contractor shall flow down the measurement requirements of clause
                      […INSERT CROSS-REFERENCE TO THIS LEVEL 3 CLAUSE…] to Approved
                      Subcontractors.
3.2.5         Surge
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To impose a contractual obligation on the Contractor to provide a plan for
                      managing the Surge requirements of the Contract and to manage the Surge
                      requirements in accordance with that plan.
Policy:               Nil
Guidance:             Surge is defined as a short to medium-term change to the ROE, and is categorised
                      into two types: Exigency and Contingency. Exigency is the urgent demands of a
                      particular occasion. An Exigency, under ASDEFCON (Support), is considered to
                      have a definable increase in ROE for a forecast duration, such as a significantly
                      increased ROE for a military exercise. A Contingency is a chance event that is
                      conditional on something uncertain. A Contingency, under ASDEFCON (Support),
                      is considered to have a significant but poorly definable increase in ROE and an
                      unknown duration, such as a conflict, peacekeeping operation, or civil emergency.




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                      Drafters should refer to Contract Attachment M for the definitions of Surge,
                      Exigency and Contingency, which may need to be adjusted to suit the
                      requirements of the particular Contract. Drafters should be aware that, in adjusting
                      these definitions, Defence is providing the baseline against which the Contractor
                      determines the type, size and cost of the Surge capacity required.
                      The definition for Exigency should be consistent with the ROE description. For
                      example, if the ROE includes a defined minor exercise every year, then the defined
                      exercise should not be repeated in the definition of Exigency (the required capacity
                      is already paid for within the baseline ROE). Exigency requirements might also be
                      expressed as increased availability of the Mission System (e.g. for Patrol Boats,
                      the Exigency requirement may be an additional 50 ‘at sea’ days/month for the
                      fleet).
                      If possible and useful, natural limits within the system should also be used to
                      identify limits to Contingency. For example, there is no need to pay a Contractor to
                      have spare systems available if Defence would run out of trained operators before
                      that spare capacity could be used.
                      Drafters should consider Surge as both an increase in normal workload (both
                      routine and ad hoc) to support an increase in operations and a broadening of
                      skills/work performed to cover unforeseen (ad hoc) work, such as battle damage or
                      accidental damage repairs. Possible solutions to meet Surge requirements might
                      be for the Contractor to:
                      a.     have reserve capacity;
                      b.     be able to switch capacity from other activities such as civil work or other
                             Defence work;
                      c.     call on Subcontractors;
                      d.     implement alternative DSDs or procedures (e.g. for Contingency
                             Maintenance);
                      e.     expand facilities or relocate; and/or
                      f.     expand operations through recruitment.
                      Where the Surge requirements are significant enough or critical to the operational
                      need, the Contractor should be required to provide a Surge Management Plan to
                      describe how the Surge requirements will be met.
                      In tendering for the Contract Services, Exigency requirements will often need to be
                      included in the tendered pricing to ensure that military exercises and other
                      predictable increases in ROE can be met. Note that, against the current definition
                      of Exigency, the Contractor will be required to maintain ‘spare capacity’, which
                      would be included in the Contract price.
                      Contingency requirements, being related to an unknown ROE, are less easy to
                      evaluate, and will be more or less an assessment of the Contractor’s capability to
                      increase its work capacity.
                      For Contracts that are not directly affected by a Surge, this clause may not be
                      required and the sub-clauses can be replaced by a single clause of ‘Not Used’
                      (default for template).
                      Drafters should ensure that both foreseeable Surge events (i.e. Exigency) and
                      unforeseeable Surge events (i.e. Contingency) are covered, where appropriate, in
                      specifying the Surge requirements. The parameters of Contractor-provided
                      support during a Contingency are reasonably unknowable in advance (but
                      essential when a Contingency occurs); hence, broad provisions need to be
                      included in this area to provide a basis for tenderers and, subsequently, the
                      Contractor to develop their responses.
                      If the drafter is to decide on the type of Surge Management Plan, either stand-
                      alone or embedded in the SSMP, the drafter should transfer the relevant optional



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                      clause to the draft SOW. The drafter should then transfer the clauses that follow for
                      applying the selected plan (inserting the name of the selected plan as appropriate).
Related Clauses: Contract Attachment M, Glossary, contains definitions of Surge, Exigency and
                 Contingency.
                      SOW clause 2.2, Rate of Effort.
                      DID-SSM-SMP.
                      CDRL Line Number MGT-1600.
                      TDR G-3 of the COT, Surge.
Optional Clauses:
                       Option A: For when a stand-alone Surge Management Plan is required:
                       The Contractor shall develop, deliver and update a Surge Management Plan in
                       accordance with CDRL Line Number MGT-1600.


                       Option B: For when the Surge Management Plan may be incorporated into
                       the SSMP:
                       The Contractor shall describe its proposed Surge Management procedures and
                       activities in the SSMP.


                      The Contractor shall provide the increase in capacity to meet the Commonwealth’s
                      Surge requirements in accordance with the Approved […SELECT SURGE
                      MANAGEMENT PLAN/ SSMP…] when requested to do so by the Commonwealth
                      Representative.
                      Additional work performed by the Contractor to meet Surge requirements shall be
                      undertaken as S&Q Services.
3.3           Quoting for S&Q Services
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To:
                      a.     coordinate the management of the S&Q Services required for multiple SOW
                             and DSD clauses;
                      b.     require the Contractor to deliver a justified account of the proposed work,
                             costs and the impact of undertaking S&Q Services, for evaluation by the
                             Commonwealth Representative; and
                      c.     isolate the management costs of preparing quotes, prior to approval, from
                             the actual performance of the S&Q Services.
Policy:               Nil
Guidance:             SOW clause 2.1.3 states that, “Unless otherwise expressly stated in this SOW
                      (including Detailed Service Descriptions), all Services are Recurring Services and
                      are included within the firm-priced portion of the Contract Price. Services to be
                      provided as either S&Q Services or Task-Priced Services are indicated as such
                      within each clause.”
                      This clause 3,3 is required if any work activities under the SOW will require the use
                      of S&Q Services, in accordance with COC clauses 3.13 and 3.15, and the rates
                      defined in Annex D of the Price and Payment Schedule at Attachment B to the
                      Contract. Most contracts will require these provisions, unless the required work
                      can be fully defined prior to contract signature. The clause (and other S&Q




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                       provisions) may also be included for risk mitigation, just in case an unexpected
                       need for S&Q Services arises later in the Contract.
                       Clause 3.3 operates in conjunction with the COC clauses to define specific work
                       requirements associated with the provision of quotations for S&Q Services. If
                       these Services are not required, then the heading should be retained, but the
                       words ‘Not Used’ should be inserted in brackets at the end (e.g. “Quoting for S&Q
                       Services (Not Used)”). All of the lower-level clauses of clause 3.3 should then be
                       deleted.
                       ASDEFCON guiding principles 10 recognise that a firm-priced contract requires a
                       firm (or bounded) scope to enable the Contractor to calculate expected work effort
                       with minimal risk (which would be passed back to the Commonwealth as increased
                       cost). However, the ASDEFCON (Support) templates recognise that in many
                       cases it is not possible to scope all activities that will be required in advance of
                       signing the contract, thus provisions for S&Q Services, within the defined terms of
                       the Contract, will almost always be required.
Related Clauses: SOW clause 2.1.3.
                       COC clause 3.13, Ad Hoc Services.
                       COC clause 3.15, Survey and Quote Services.
                       COC clause 3.16, Pre-Authorised Ad Hoc Services.
                       Annex D to Contract Attachment B, Price and Payments Schedule.
                       TDR D-1 of the COT, Price and Delivery Schedule, Tables D1-4 and D1-5.
Optional Clauses: Nil
3.3.1           Survey and Quote Process
Sponsor:               DMO Standardisation Office
Status:                Core (if clause 3.3 is included)
Purpose:               To:
identify the Commonwealth Representative as the authority for seeking and approving S&Q Services,
and

set out the process for the Contractor to follow when seeking to initiate S&Q Services.

Policy:                Nil
Guidance:              Drafters must include the first subclause if clause 3.3 is selected. The second
                       subclause is required if either Task Priced Services or Pre-Authorised Ad Hoc
                       Services will be permitted.
                       The first subclause identifies the Commonwealth Representative as the only
                       Commonwealth person authorised to Approve S&Q Services. This is essential as
                       Approval will partially extend the work and cost of the Contract.
                       The need for S&Q Services can occur when the Contractor is conducting
                       scheduled Maintenance inspections and discovers the need for repairs. The
                       purpose of inspections is usually to find what additional repairs are required, but
                       the repair itself remains beyond the scope of the inspection. With complex
                       systems, it is common for many minor repairs to be required. These repairs can be
                       included as part of Recurring Services (with commensurate risk premiums) or can
                       be handled as either Task Priced Services or Pre-Authorised Ad Hoc Services.
                       In many instances, Task Priced Services will not have been foreseen in advance;
                       hence, drafters should consider the inclusion of Pre-Authorised Ad Hoc Services,


10
     Refer ASDEFCON Handbook Philosophy Volume.




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                      COC clause 3.16, such that the Contractor can apply these provisions to avoid
                      unnecessary delays in obtaining the Commonwealth Representative’s Approval for
                      many minor tasks.
                      In this light, the second subclause identifies the conditions that the Contractor must
                      follow before seeking the Commonwealth Representative to Approve additional
                      S&Q Services.
Related Clauses: Contract Attachment B, Price and Payments Schedule.
                      COC clause 3.13, Ad Hoc Services.
                      COC clause 3.15, Survey and Quote Services.
                      COC clause 3.16, Pre-Authorised Ad Hoc Services.
                      Other sub-clauses within SOW clause 3.3.
Optional Clauses: Nil
3.3.2         Survey and Quote Work Plans
Sponsor:              DMO Standardisation Office
Status:               Core (if clause 3.3 is included)
Purpose:              To:
                      a.     set out the requirements for scoping S&Q Services;
                      b.     set out the Commonwealth’s minimum requirements for a work plan for
                             undertaking S&Q Services; and
                      c.     provide a mechanism to ensure that sufficient appraisal of surveyed work
                             requirements can be undertaken to determine if value for money will be
                             achieved if the quote is Approved.
Policy:               DPPM (in relation to value for money)
Guidance:             Drafters must include this clause if clause 3.3 is selected.
                      Drafters should not amend this clause, as it lays out the Commonwealth’s minimum
                      requirements for a work plan associated with an S&Q Service.
Related Clauses: COC clause 3.15, Survey and Quote Services.
                      Other sub-clauses within SOW clause 3.3.
Optional Clauses: Nil
3.3.3         Adverse Impact of Survey and Quote Work
Sponsor:              DMO Standardisation Office
Status:               Core (if clause 3.3 is included)
Purpose:              To set out the mechanism by which any adverse impacts of S&Q Services can be
                      identified, so that the Commonwealth Representative can take appropriate action.
Policy:               Nil
Guidance:             Drafters must include this clause if clause 3.3 is selected.
                      The Contractor is required to advise the Commonwealth Representative of any
                      expected or potential adverse impact of undertaking the S&Q Services. For
                      Scenario #4 type contracts (refer Annex A to this SOW Tailoring Guide), this may
                      be as simple as a delay in the usual turn around of RIs. For Scenario #1 type
                      contracts, this may include a reduction in capability and a reduction in the
                      achievement of performance measures (with some relief or adjustment to required
                      performance necessary).
Related Clauses: COC clause 3.15, Survey and Quote Services.
                      Other sub-clauses within SOW clause 3.3.



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Optional Clauses: Nil
3.4              Support Services Communication Strategy
Sponsor:                DMO Standardisation Office
Status:                 Core
Purpose:                To define formal communications between the Commonwealth and the Contractor,
                        and to provide adequate visibility of the Contractor’s management processes and
                        procedures, and the performance of Services required under the Contract.
Policy:                 Nil
Guidance:               Although different contracts will select from and use common reports and reviews,
                        the communications strategy can be very different from one contract to the next.
                        The communication strategy clauses were developed to give drafters maximum
                        flexibility when deciding how much information they needed from a Contractor
                        through reports and reviews; however, this clause is not independent of other
                        clauses, as the communication strategy also considers the reviews and reports
                        required for clauses 4 to 8.
                        The following diagram can be used to illustrate the key concepts and tailoring
                        options embedded in the ASDEFCON (Support) SOW template.

                       Contract                                  Contract
                                                                                                                  Commercially
                     Status Report                         Performance Review
                                                                                                  Ad Hoc            Oriented

                                                                                                  Reviews
                   Combined Services                       Combined Services
                                                                                                                 Service Delivery
                    Summary Report                         Performance Review
                                                                                                                    Oriented

                                                                                       Can roll
  Can roll                                                                             up into
  up into



              Operating Support      Engineering Support   Maintenance Support       Supply Support            Training Support
             Performance Review      Performance Review    Performance Review      Performance Review         Performance Review




      Operating Support       Engineering Support    Maintenance Support         Supply Support            Training Support
       Summary Report          Summary Report         Summary Report             Summary Report            Summary Report



                                                       Accumulates over
                                                       reporting period
                                                                          Maintenance Progress
                                                                                 Review

                           Reviews for               Maintenance Progress
                          ECP Programs                      Report



                        In general, a report would precede and provide necessary information to inform
                        discussion at a subsequent review; however, it is not essential to have a formal
                        review (meeting) for each report. For example, a Contract Status Report (CSR) is
                        Core, and this could be provided to inform a Contract Performance Review (CPR),
                        which is Optional.
                        The separation of commercial discussions (e.g. relating to financial payments and
                        compliance with the COC) from discussions on the provision of Services is
                        generally considered good practice. For ease of management, however, it would
                        be possible to schedule Service-related discussions (e.g. a Combined Services
                        Performance Review (CSPR)) on the day or morning preceding a CPR.
                        Clauses requiring individual Services Summary Reports (i.e. clauses 4.2, 5.2, 6.2,
                        7.2, and 8.2) are Core if the applicable Service is required, but some or all of these
                        reports could be rolled-up into a Combined Services Summary Report (CSSR).




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                      Likewise, the matching reviews (i.e. clauses 4.3, 5.3, 6.3, 7.3, and 8.3) are Core,
                      but some or all could be rolled-up into the CSPR.
                      This structure provides a number of options.         Taking Engineering Support for
                      example:
                      a.     an Engineering Support Summary Report (ESSR) could be delivered
                             individually and discussed at a dedicated Engineering Support Performance
                             Review (ESPR);
                      b.     the ESSR could be submitted and discussed at a CSPR that addressed
                             Engineering Support; or
                      c.     both ESSR and ESPR could be rolled-up into the CSSR and CSPR,
                             respectively.
                      The only illogical combination would be rolling-up the ESSR into the CSSR, but
                      then holding a separate ESPR.
                      Note also that the frequency of reports and reviews do no need to be the same.
                      An ESSR could be submitted six-monthly, but the ESPR may only be held annually
                      (after every second ESSR is submitted).
                      The principles do not need to be applied in the same manner across all Services
                      areas. For example, in a Maintenance-intensive contract, it is feasible to have
                      separate Maintenance Support Summary Reports (MSSRs) and Maintenance
                      Support Performance Reviews (MSPRs), and then have all other Service area
                      reports and reviews rolled-up into the CSSR and CSPR, respectively.
                      Drafters must tailor the subclauses of 3.4 and the reporting and review clauses for
                      the individual Service areas (i.e. clauses 4 to 8) in a consistent manner that reflects
                      the overall communications strategy. Planning a communications strategy before
                      tailoring these clauses is highly recommended for more complex support contracts.
                      The type, content, and frequency of reports and reviews may be negotiated with
                      the preferred tenderer(s), if necessary, to ensure that the Contract includes
                      requirements that are satisfactory to the Commonwealth and efficient in terms of
                      the Contractor’s reporting processes.
Related Clauses: All sub-clauses within clause 3.4.
                      SOW report clauses 4.2, 5.2, 6.2, 7.2, and 8.2.
                      SOW review clauses 4.3, 5.3, 6.3, 7.3, and 8.3.
                      Report and review clauses in DSDs subordinate to clauses 4 to 8.
                      DIDs for all reports.
Optional Clauses: Nil
3.4.1         Status Review and Reporting
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To obtain from the Contractor regular reports on, and to discuss the issues
                      regarding, the status of the Contract by covering subjects, such as:
                      a.     performance against targets and milestones;
                      b.     condition of fleet;
                      c.     activities planned for the next reporting period;
                      d.     problem areas and risks;
                      e.     financial issues;
                      f.     workload issues over the past and future reporting periods;
                      g.     long-term forecasts of workload and activities;



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                      h.     Subcontractor issues;
                      i.     configuration status;
                      j.     quality;
                      k.     IP; and
                      l.     AIC.
Policy:               Nil
Guidance:             This clause outlines the requirements for all Periodic Performance Reviews
                      (including the CSPR, ESPR, MSPR, etc) and reports (CSR, CSSR, etc). The
                      clause also requires delivery of the CSR, which is Core to all Contracts (Support).
                      Drafters should be aware that the CSR is the Contractor’s principal statement and
                      explanation of the status of the Services at the end of each reporting period,
                      including reporting performance against IP obligations. The CSR would also
                      identify achievement of performance measures that span the Services or are
                      combined from the individual Services Summary Reports or the CSSR. If a revised
                      budget forecast is to be included in the CSR, drafters should ensure that the CDRL
                      shows that the CSR is delivered at least six-monthly so that forecasts are aligned
                      to the Defence budget cycle.
                      The optional subclause for the CSSR should be selected when there is a need to
                      combine two or more individual Services Summary Reports, as per the
                      communications strategy discussed with reference to clause 3.4 (above).
                      Drafters should also bear in mind the likely informal communications that may
                      occur through meetings, telephone conversations, reports from Resident
                      Personnel, and visits, when determining the need for more formal communications
                      such as reviews and reports.
                      Drafters should:
                      a.     determine the subject matter that is to be reported on, including the content
                             required in the mandatory reports;
                      b.     tailor/draft SOW clauses and required DIDs to reflect these requirements;
                             and
                      c.     nominate the requirement for, and frequency of delivery of, mandatory
                             reports in the CDRL.
Related Clauses: All other sub-clauses within clause 3.4.
                      SOW report clauses 4.2, 5.2, 6.2, 7.2, and 8.2.
                      SOW review clauses 4.3, 5.3, 6.3, 7.3, and 8.3.
                      CDRL Line Number MGT-300 (CSRs).
                      CDRL Line Number MGT-350 (CSSRs).
Optional Clauses: Nil
3.4.2         Combined Services Performance Reviews
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the arrangements and responsibilities for Combined Services
                      Performance Review (CSPR) meetings to be held between the Commonwealth
                      and the Contractor to discuss the progress and status of Contract Services.
Policy:               Nil
Guidance:             CSPRs are advisable for larger support contracts, as per the communications
                      strategy discussed with reference to clause 3.4 (above). These reviews, however,
                      may not be required for smaller support contracts, such as Maintenance of a single



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                      type of Support Equipment, or where there are Resident Personnel and there is no
                      need for formal review meetings. In these instances, ‘Ad Hoc Meetings’ can be
                      used to cover the requirement for meetings in addition to the (possibly annual)
                      CPRs. Alternatively, CSPRs could be the only type of review used under a
                      smaller-scale support contract.
                      Because circumstances vary widely, drafters should avoid being too prescriptive in
                      the requirement for meetings. Factors that might influence the type and frequency
                      of meetings include:
                      a.     the location of the Contractor in relation to the DMO support agency;
                      b.     the nature of the work (e.g. whether it is routine and relatively
                             straightforward, or Ad Hoc and relatively new to the Contractor);
                      c.     the complexity of the work;
                      d.     the critical nature of the deliverables, both in time and quality; and
                      e.     whether other options, such as written reports, are a satisfactory alternative.
                      Drafters should also consider the option of using other forms of communication,
                      such as video or telephone conferencing.
Related Clauses: All other sub-clauses within clause 3.4.
                      SOW report clauses 4.2, 5.2, 6.2, 7.2, and 8.2.
                      SOW review clauses 4.3, 5.3, 6.3, 7.3, and 8.3.
                      CDRL Line Number MGT-500 (Agendas).
                      CDRL Line Number MGT-510 (Minutes).
Optional Clauses: Nil
3.4.3         Ad Hoc Meetings
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the procedures and requirements for Ad Hoc meetings.
Policy:               Nil
Guidance:             The Ad Hoc Meetings clause is required to specify arrangements for calling ad hoc
                      meetings. Even if these meetings are not expected, the clause is included ‘just in
                      case’.
                      These meetings may be required to discuss unforeseen issues at the working level
                      that arise during the course of the Contract.
Related Clauses: All other sub-clauses within clause 3.4.
                      SOW report clauses 4.2, 5.2, 6.2, 7.2, and 8.2.
                      SOW review clauses 4.3, 5.3, 6.3, 7.3, and 8.3.
                      CDRL Line Number MGT-500 (Agendas).
                      CDRL Line Number MGT-510 (Minutes).
Optional Clauses: Nil
3.4.4         Contract Performance Reviews
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To provide a mechanism for addressing commercial issues and obtaining
                      increased visibility of the Contractor’s processes as a means of reducing Contract
                      risk.




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Policy:               Nil
Guidance:             The requirement for CPRs applies to those support contracts, whose complexity,
                      size, critical nature of Services, or other factors warrant such reviews. The intent is
                      to examine Services in a holistic sense to identify areas for improvement. These
                      CPRs would be conducted by senior managers from both customer and supplier
                      organisations. Typically, the CSRs provide significant input into the CPRs,
                      although other matters can be addressed, as deemed necessary by the parties.
                      For very large contracts, drafters may wish to separate out the quite discrete
                      elements of the CPR which address the high-level 360-degree report from the
                      general day-to-day business of performance reporting. The results of the review
                      and appraisal of the Contractor’s performance, as discussed at the CPR, also
                      provide input into the assessment of the Contractor against the Defence Company
                      ScoreCard.
                      Drafters should assess the need to include a requirement for CPRs, taking into
                      account the above factors and the associated cost.
Related Clauses: All other sub-clauses within clause 3.4.
                      SOW report clauses 4.2, 5.2, 6.2, 7.2, and 8.2.
                      SOW review clauses 4.3, 5.3, 6.3, 7.3, and 8.3.
                      CDRL Line Number MGT-500 (Agendas).
                      CDRL Line Number MGT-510 (Minutes).
Optional Clauses: Nil
3.5           Subcontractor Management
3.5.1         Subcontractor Planning
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To obtain visibility, through the Contractor, of the Approved Subcontractors’
                      processes as a means of reducing Contract risk.
Policy:               Nil
Guidance:             Drafters should only omit this clause if the Contractor is unlikely to be utilising
                      Approved Subcontractors. Generally, the clause should be retained, even if the
                      initial Contract does not involve Approved Subcontractors, to cover the likelihood
                      that Approved Subcontractors will become applicable at some time during the
                      Contract. If deleted, the clause should be replaced with ‘Not Used’.
                      The optional requirement for a Measurement Plan would only be applicable where
                      a Measurement Plan is firstly required from the Contractor (e.g. due to a significant
                      in-service development requirements) and, secondly, where the Approved
                      Subcontractor(s) is / are likely to be involved in that development process.
Related Clauses: Contract Attachment H, Schedule of Approved Subcontractors.
                      SOW clause 3.2.4, Measurement and Analysis.
Optional Clauses: Nil
3.5.2         Subcontractor Status Reporting
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To obtain visibility, through the Contractor, of the Approved Subcontractors’
                      processes as a means of reducing Contract risk.
Policy:               Nil




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Guidance:             Drafters should only omit this clause if the Contractor is unlikely to be utilising
                      Approved Subcontractors. Generally, the clause should be retained, even if the
                      initial Contract does not involve Approved Subcontractors, to cover the likelihood
                      that Approved Subcontractors will become applicable at some time during the
                      Contract. If deleted, the clause should be replaced with ‘Not Used’.
Related Clauses: Contract Attachment H, Schedule of Approved Subcontractors.
Optional Clauses: Nil
3.6           Co-ordination and Co-operation
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To set out the requirement for the Contractor to co-ordinate and co-operate with
                      other parties (both Commonwealth and contractor), who may also need to perform
                      work on the Products being supported or who may be working on products that
                      interface or interact with the Products being supported.
Policy:               Nil
Guidance:             Clause 3.6.1 ensures that the Contractor acknowledges that it may need to interact
                      with the Commonwealth or other contractors during the period of the Contract.
                      Clause 3.6.2 requires the Contractor to co-operate with all parties that need to
                      interact or interface with the Contractor and/or the Products being supported, such
                      as:
                      a.     another contractor requiring access to a Mission System being Maintained
                             by the Contractor to install a modification;
                      b.     the Contractor’s Maintenance activities having to be programmed in
                             conjunction with the Commonwealth’s operational and operational level
                             Maintenance activities to ensure overall system availability requirements are
                             achieved; or
                      c.     the Contractor having to coordinate an external interface modification with
                             the support agency for the other side of the interface to ensure that both
                             systems continue to interoperate.
                      Clause 3.6.2d requires the Contractor to advise the Commonwealth
                      Representative of any causes, or likely causes, which could interrupt the operation
                      of the Mission System or to the performance of the Services.
                      No tailoring of these clauses is required because it is envisaged that these clauses
                      will have general applicability over the life of any Product being supported.
Related Clauses: Nil
Optional Clauses: Nil
3.7           Risk and Issue Management
3.7.1         Risk Management
Sponsor:              DMO Standardisation Office
Status:               Core Option
Purpose:              To define:
                      a.     the Contractor's procedures for identifying, capturing, analysing, assessing,
                             prioritising, monitoring and reviewing risks associated with the Contract
                             (Support) and to describe the Contractor’s procedures to manage those
                             risks; and
                      b.     the implementation of the Risk Register and procedures for using the Risk
                             Register to capture the dynamic elements of the risk-management process.
Policy:               DMO Project Risk Management Manual (PRMM)


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Guidance:             Contractors are required to manage risk in all contracts. The need for a separate
                      Risk Management Plan (RMP) and Risk Register in accordance with the RMP
                      depends on the perceived risk inherent in the Contract. The alternative is to roll-up
                      risk-management requirements into the SSMP, with the choice between a
                      standalone RMP or rolled-up into SSMP being a Core Option. Drafters will need to
                      assess the likely level of risk taking into account factors such as:
                      a.     technical complexity;
                      b.     experience and skill level of Contractor and its team;
                      c.     delivery schedule and impact of late deliveries; and
                      d.     safety issues.
                      Drafters should consult with other staff, who have had experience with similar
                      contracts, to determine the likely level of risk. Drafters should then decide whether
                      a standalone RMP is required, and tailor the SOW accordingly. No tailoring of
                      either the RMP DID or SSMP DID is considered necessary.
                      The requirement for a Risk Register is defined in the RMP and SSMP DIDs; hence,
                      the Contractor’s implementation and ongoing use of the Risk Register should be in
                      accordance with the Approved RMP or SSMP, as chosen.
                      Drafters should be aware that, in addition to the Contract Status Report, most of
                      the other reports specified in the SOW (e.g. Combined Services Summary Report
                      or Operating Support Summary Report) require risks to be included, and these
                      risks should be derived from, and consistent with, the Contractor’s Risk Register.
Related Clauses: DID-SSM-RMP and DID-SSM-SSMP.
                      CDRL Line Number MGT-400 (RMP).
                      TDR E-5 of the COT, Risk Assessment and Strategy.
Optional Clauses: Nil
3.7.2         Issue Management
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To ensure that day-to-day Contract Issues are being adequately managed.
Policy:               Nil
Guidance:             Issues in this context are items that do not appear in the Risk Register because
                      they are either too short-term or too insignificant, or do not represent a cost or
                      schedule risk. The effective management of Issues, however, requires ongoing
                      effort to ensure the continued effective operation of the Contract and the reliable
                      provision of Services. The SSMP should address how the Contractor proposes to
                      manage these types of Issues. Typical Issues include:
                      a.     action items from meetings;
                      b.     corrective actions;
                      c.     Issues arising from the collection and analysis of measurement data;
                      d.     Issues arising from deviations from expected progress;
                      e.     Issues arising from reviews of process application; and
                      f.     Issues arising from correspondence.
                      The aim of this clause is to ensure that the Contractor has a rigorous process in
                      place to address important Issues in a timely manner.
                      The requirement for an Issue Register is defined in the SSMP DID; hence, the
                      Contractor’s implementation and ongoing use of the Issue Register should be in
                      accordance with the Approved SSMP.



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Related Clauses: DID-SSM-SSMP.
Optional Clauses: Nil
3.8           Maintenance of Contractual Documents
3.8.1         Configuration Management of the Contract
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To impose a contractual obligation on the Contractor to apply strict configuration
                      control to contract documents.
Policy:               DPPM, Section 6, Chapter 6.7
Guidance:             This clause obligates the Contractor to maintain a configured copy of the Contract,
                      which incorporates all approved CCPs, and maintain an archive of all superseded
                      versions of the Contract.
                      It should be noted that the requirement for the Contractor to maintain the
                      configuration of the Contract does not remove the need for the Commonwealth to
                      do the same. It is imperative that the Commonwealth maintains copies of the
                      current and past versions of the Contract, as described in this clause.
Related Clauses: Nil
Optional Clauses: Nil
3.8.2         Subcontract Configuration Management
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To impose a contractual obligation on the Contractor to apply strict configuration
                      control to subcontract documents.
Policy:               DPPM – Section 6, Chapter 6.7
Guidance:             The same reasons for maintaining the configuration of the Contract apply to
                      Subcontracts. This clause ensures that the Contractor maintains subcontract
                      documents with the same rigour as maintaining Contract documents.
Related Clauses: Nil
Optional Clauses: Nil
3.9           Independent Verification and Validation
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To ensure that the Contractor will assist a third-party entity to investigate aspects
                      of the Contractor’s performance on the Commonwealth’s behalf.
Policy:               Nil
Guidance:             This clause should only be used for complex contracts (e.g. where software-
                      intensive development is being undertaken) and for those with safety-critical
                      aspects, where specialist expertise is essential to determine performance.
                      The Commonwealth may use an IV&V Agent to:
                      a.     undertake investigation of the Contractor’s performance by a person who
                             has specialist expertise not available to the Commonwealth in-house; and/or
                      b.     provide objective inputs (independent of both Commonwealth and
                             Contractor personnel) to the Commonwealth on aspects of the work
                             performed by the Contractor.




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                      The scope of IV&V activities must be clearly indicated to enable the tenderer to
                      estimate the scope of work imposed on the tenderer in supporting the IV&V
                      activities. If the scope of IV&V activities is unknown, then a fixed man-hour level of
                      effort should be considered (i.e. to be individually estimated on an S&Q basis).
                      Drafters should bear in mind that this clause would give an IV&V Agent access to
                      IP owned by the Contractor. The IV&V Agent might be an actual or potential
                      competitor to the Contractor. Therefore, drafters should consider adding clauses
                      that address confidentiality and safeguard the Contractor’s IP and other
                      commercial-in-confidence information, such as knowledge about its internal
                      processes. Clause 10.4 of the COC addresses these issues and should be
                      reviewed before adding additional clauses.
Related Clauses: COC clause 10.4, Commercial-in-Confidence Information
Optional Clauses:
                      The Commonwealth may appoint IV&V agent to verify and validate any aspect of
                      the Contractor's activities at any stage of the Contract.
                      The Contractor shall facilitate the work of the IV&V agent by:
                      a.     providing access to the Contractor's facilities;
                      b.     providing access to all documentation regarding the Contract, including
                             requirements, source code, review records, design and test data, and
                             information management systems used for the Contract;
                      c.     providing access to any tools required to review the project data; and
                      d.     providing the IV&V agent access to Contractor staff in order to clarify issues
                             when necessary.
3.10          Life Cycle Cost (LCC)
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To:
                      a.     assist the Commonwealth in the whole-of-life objective to minimise cost
                             while providing the required level of capability; and
                      b.     provide a basis from which to evaluate the LCC impact and value for money
                             of changes proposed by the Commonwealth and/or Contractor.
Policy:               DI(G) LOG 4-5-004 Defence Policy on Life Cycle Costing Analysis
Guidance:             Life Cycle Costing Analysis (LCCA) undertaken by the Contractor is generally
                      applicable to larger materiel support programs and/or those where the LCC impact
                      of system changes will need to be analysed by the Contractor and reported to the
                      Commonwealth. Accordingly, the LCC clause will be mostly applicable to example
                      support Scenarios #1 and #2, and in some cases, Scenario #3 for high-value sub-
                      systems (refer Annex A of this SOW Tailoring Guide). In other cases, the
                      Commonwealth may undertake the LCCA, identifying the Contract cost as a
                      component in the LCC Model.
                      The LCC model and analysis undertaken by the Contractor is reported as a
                      measure of the on-going cost of the system. This information can be used to verify
                      that the Contractor is continuing to assist the Commonwealth in reducing the cost
                      of ownership and can assist the Commonwealth with updating long-term budget
                      forecasts.
                      Aside from budgeting, the main purpose of the LCC model is to assess the LCC
                      impact of changes to the Mission System and/or Support System. For example;
                      when parts become obsolete, the Commonwealth may need to choose between
                      establishing a new repair capability or modifying the system to use alternate
                      components.     In more expensive cases, the information will help the



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                      Commonwealth to consider the economic benefits of a major upgrade or the need
                      for system replacement.
                      Analyses of system changes are tasked through the Engineering Support DSDs.
                      LCCA may be specifically requested through DSD-ENG-SERV, clause 6.2.10, for
                      specific activities identified by the Commonwealth Representative. LCC should
                      also be required in the evaluation of Engineering Change Proposals (ECPs).
                      Accordingly, a DSD for ECPs (which would need to be developed by the drafter)
                      should include a request for an LCC assessment as part of the proposal or
                      preliminary ECP.
                      Other areas where LCCA would be expected to be undertaken (or LCC used as a
                      factor) include:
                      a.     Supportability and Engineering Analyses (in DSD-ENG-SERV);
                      b.     assessment of whether or not an RI should be classified as Beyond
                             Economic Repair (in DSD-MNT-MGT);
                      c.     obsolescence management (in DSD-SUP-SERV);
                      d.     Support System Supportability Analyses (in DSD-SUP-SERV); and
                      e.     Stock Assessment (in DSD-SUP-SACC).
                      To enable both budget forecasts and a basis for evaluating ECPs and other
                      changes, this LCC clause is required to establish and maintain the baseline.
Related Clauses: DSD-ENG-SERV.
                      DSD-ENG-ECP (drafter developed).
                      DSD-MNT-MGT.
                      DSD-SUP-SERV.
                      DSD-SUP-SACC.
Optional Clauses: Nil
3.10.1        Life Cycle Cost Program Management
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To set out the governing plan for the LCC program.
Policy:               DI(G) LOG 4-5-004 Defence Policy on Life Cycle Costing Analysis
Guidance:             Clause 3.10.1 sets out the governing plan for the LCC program. The clause does
                      not need to be tailored by the drafter.
Related Clauses: All other sub-clauses with SOW clause 3.10.
Optional Clauses: Nil
3.10.2        Life Cycle Cost Modelling and Analysis
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To identify the LCC model to be used and set out the activities required to be
                      undertaken by the Contractor with respect to LCCA.
Policy:               DI(G) LOG 4-5-004 Defence Policy on Life Cycle Costing Analysis
Guidance:             The drafter needs to insert the name of the applicable LCC tool (model) and the
                      need to ‘develop and maintain’ a new model, or just ‘maintain’ an existing one, as
                      indicated in the draft SOW clause and Note to drafters.
                      In some cases, it may be preferable to define a version number for the LCC tool;
                      however, this could lead to contract changes for subsequent versions. It would be



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                      preferable to have the Approved SSMP identify the current version of the LCC tool.
                      A note to tenderers may be added to identify the current version of the tool for the
                      purposes of tendering.
                      To be effective, clause 3.10.2.1.c may require the Commonwealth to provide cost
                      data to the Contractor in order to complete the LCC model scope. If the
                      Commonwealth cannot provide this additional cost data (e.g. because other
                      Defence contracts for the system have commercial-in-confidence cost data), then
                      this clause may need to be removed and the scope of the LCC model reduced. In
                      this circumstance, the Commonwealth may require the Contractor to deliver the
                      LCC model data to the Commonwealth to enable the Commonwealth to complete
                      the LCCA. Alternatively, the Contractor may be able to conduct a sufficient LCCA
                      without this other data (e.g. by conducting a difference analysis only) and, in this
                      circumstance, clause 3.10.2.1.c may be able to remain as currently drafted.
Related Clauses: All other sub-clauses with SOW clause 3.10.
Optional Clauses: Nil
3.10.3        Life Cycle Cost Program Reviews and Reports
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To set out the review and reporting requirements in relation to the Contractor’s
                      ongoing LCC program.
Policy:               DI(G) LOG 4-5-004 Defence Policy on Life Cycle Costing Analysis
Guidance:             This clause should be tailored to select the applicable review meeting, as per the
                      note to drafters and draft SOW clause.
Related Clauses: All other sub-clauses with SOW clause 3.10.
Optional Clauses: Nil
3.11          Government Furnished Material Management
3.11.1        Provision and Management of Government Furnished Material
Sponsor:              DMO Standardisation Office
Status:               Optional. To be used when GFM is to be supplied to the Contractor. Clauses
                      3.11.1 and 3.11.2 are optional but interdependent and must be inserted, amended
                      or omitted as a package.
Purpose:              To impose contractual obligations on the Contractor for the delivery, receipt,
                      inspection and use of GFM.
Policy:               DI(G) LOG 4-3-007 Provision of Material to Contractors
Guidance:             Under clause 3.11.1, the Commonwealth must deliver or provide the Contractor
                      with access to GFM at the places and times stated in Annex A to Contract
                      Attachment E. If the Commonwealth fails to deliver or provide access to GFM at
                      the places and times stated in Annex A to Contract Attachment E, the COC states
                      that the Contractor will be entitled to claim a postponement of the date for provision
                      of Services and to recover postponement costs unless the failure to deliver or
                      provide access was caused by a default or an unlawful or negligent act or omission
                      of the Contractor, its officers, employees, agents or Subcontractors. It is important,
                      therefore, to ensure that all GFM can be supplied by the Commonwealth at the
                      time and place specified in Annex A of Contract Attachment E.
                      On receipt of the GFM, the Contractor must inspect the GFM for physical damage,
                      defects and deficiencies within the timeframes specified in Annex A of Contract
                      Attachment E and report its satisfaction or dissatisfaction with the GFM to the
                      Commonwealth Representative in writing. Clause 3.11.1.4 places an additional
                      requirement on the Contractor to carry out appropriate functional testing of GFE. It




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                      is important that these inspections and tests are carried out so that the parties are
                      able to determine who is responsible for any later defect in GFM.
                      Clause 3.11.1.4 requires that GFE is tested by the Contractor at least 21 days prior
                      to the utilisation of the GFE in connection with the provision of the Services to
                      determine that the GFE is serviceable for use as required by the Contract. The
                      words ‘to the extent feasible’ have been included so that the Contractor will not be
                      rendered in breach of contract where it is not feasible for the GFE to be functionally
                      tested (e.g. where the GFE must operate with Services which have not yet been
                      completed). However, it is important that the Contractor functionally tests GFE as
                      early as possible to ensure that the Services are not affected. If a Contractor
                      submits a postponement claim under COC clause 6.2 in relation to deficient GFE,
                      the Contractor’s actions, including in relation to the functional testing of the
                      deficient GFE, will be taken into account in determining whether the postponement
                      claim should be granted. If the Contractor fails to inspect the GFM or carry out the
                      functional tests as required by clause 3.11.1.4 the Contractor will be in breach of
                      Contract. The Commonwealth’s remedy in respect of such a breach will depend
                      upon the circumstances and effect of the breach. In accordance with COC clause
                      3.5.6, the Commonwealth's warranty in relation to the fitness for purpose of
                      Commonwealth Mandated GFM will also not apply where the Contractor fails to
                      inspect and test the GFM as required by clause 3.11.1.4.
                      If the GFM provided by the Commonwealth is damaged, deficient or defective,
                      clauses 6.2 and 6.3 of the COC will apply to determine whether the Contractor will
                      be entitled to claim a postponement of the date for the provision of Services and to
                      recover postponement costs. It is important, therefore, to ensure that all GFM
                      provided by the Commonwealth is not damaged, defective nor deficient and is
                      serviceable for its intended use. However, if the Contractor fails to inspect GFM or
                      functionally test GFE as required by clause 3.11.1.4 the Contractor’s entitlement to
                      a postponement claim may be affected.
Related Clauses: TDR E-9 of the COT requests tenderers to provide details of the GFM that they
                 require to perform the Contract, including the quantity, date required, location and
                 intended purpose.
                      Contract Attachment M contains definitions of GFD, GFE, GFI, GFM and
                      Commonwealth Mandated GFM.
                      COC clauses 3.4 to 3.6 contain additional GFM provisions.
                      COC clauses 6.2 and 6.3 detail when the Contractor is entitled to claim a
                      postponement of the date for provision of the Services and/or a Milestone date and
                      to recover postponement costs.
Optional Clauses: Nil
3.11.2        Care of GFM
Sponsor:              DMO Standardisation Office
Status:               Optional. To be used when GFM is to be supplied to the Contractor. Clauses
                      3.11.1 to 3.11.2 are optional but interdependent and must be inserted, amended or
                      omitted as a package.
Purpose:              To impose a contractual obligation on the Contractor to provide Facilities for the
                      storage and handling of GFM and to conduct the required Maintenance of GFE.
Policy:               DI(G) LOG 4-3-007 ‘Provision of Material to Contractors
Guidance:             Clause 3.11.2.1 places a contractual obligation on the Contractor to Facilities for
                      the storage and handling of GFM as it is received.
                      Clause 3.11.2.2 requires the Contractor to carry out Maintenance on items of GFE
                      in accordance with the requirements of the applicable clauses identified. Where
                      the responsibility is split between the Commonwealth and the Contractor (e.g. the
                      Contractor performs operational Maintenance and the Commonwealth tasks
                      deeper levels of Maintenance through a common support contract), the drafter



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                      should ensure that the entries for each GFE item in SOW Annex A define the
                      levels of Maintenance that are included in the Services.
                      Drafters should be aware that SOW clause 3.23 addresses the stocktaking of GFM
                      as well as the requirement for the Contractor to use a system for the accounting for
                      and control, handling, preservation, protection and Maintenance of Contractor
                      Managed Commonwealth Assets, which include GFM.
Related Clauses: TDR E-9 of the COT requests tenderers to provide details of the GFM that they
                 require to perform the Contract, including the quantity, date required, location and
                 intended purpose.
                      SOW clause 3.23, Stocktaking of Contractor Managed Commonwealth Assets,
                      describes applicable accounting and asset management requirements.
                      SOW clause 6, applicable subclauses of clause 9, and SOW Annex A are used to
                      define the Contractor’s Maintenance responsibilities for GFE.
                      Contract Attachment M contains definitions of GFD, GFE, GFI, GFM and
                      Commonwealth Mandated GFM.
                      COC clauses 3.4 to 3.6 contain additional GFM provisions.
Optional Clauses: Nil
3.11.3        Shared Government Furnished Material
Sponsor:              DMO Standardisation Office
Status:               Optional. To be used when GFM is to be supplied to the Contractor and if GFM is
                      required to be shared with other Commonwealth organisations and contractors.
Purpose:              To ensure the Contractor acknowledges that GFM may be utilised by the
                      Commonwealth and other Commonwealth contractors during the period of the
                      Contract.
Policy:               DI(G) LOG 4-3-007 Provision of Material to Contractors
Guidance:             Clause 3.11.3.1 ensures that the Contractor acknowledges that Commonwealth
                      provided GFM may be required for use by the Commonwealth, or other contractors
                      during the period of the Contract. Clause 3.11.3.2 sets out the procedures to be
                      followed when a dispute arises as to the use of the shared GFM. The guiding
                      principle, when the Commonwealth Representative is called upon to resolve
                      disputes, is to determine the relative operational priority of the two claims to the
                      GFM. Clause 3.11.3.2 ensures that the Commonwealth Representative’s decision
                      on the relative operational priority is final and binding.
                      Clause 3.11.3.3 clearly articulates that it is the Commonwealth’s responsibility to
                      perform Maintenance on the GFM while the GFM is in the Commonwealth’s care,
                      custody and control.
Related Clauses: TDR E-9 of the COT requests tenderers to provide details of the GFM that they
                 require to perform the Contract, including the quantity, date required, location and
                 intended purpose.
                      Contract Attachment M contains definitions of GFD, GFE, GFI, GFM and
                      Commonwealth Mandated GFM.
                      COC clauses 3.4 to 3.6 contain additional GFM provisions.
                      COC clauses 6.2 and 6.3 detail when the Contractor is entitled to claim a
                      postponement of the date for provision of the Services and/or a Milestone date and
                      to recover postponement costs.
Optional Clauses: Nil
3.12          Australian Industry Capability (AIC) Management
Sponsor:              Industry Division
Status:               Core



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Purpose:              Under its defence policy for industry, the Commonwealth has established the AIC
                      program, which aims to:
                      a.     generate and sustain indigenous industrial capabilities essential to meeting
                             Australia’s sovereign military self reliance needs, as required in support of
                             ADF operational capability; and
                      b.     create competitive opportunities for local industry to provide goods and
                             services, domestically and internationally, as part of global supply chains,
                             based on best value for money.
Policy:               DPPM, Chapter 3.12
                      AIC Toolkit
Guidance:             Guidance on the AIC program is contained in the AIC Toolkit at
                      http://www.defence.gov.au/dmo.        A full AIC Plan is required if Industry
                      Requirements are identified or if the expected value of any one contract related to
                      the Capability exceeds $50 million. For all other contracts, only a shorter version
                      of the AIC Plan is required, as specified in the COT.
                      The AIC Plan is the principle document that defines the Contractor's commitment
                      and responsibilities for meeting the set Industry Requirements and the AIC levels
                      negotiated.
                      Clause 3.12.1 requires the Contractor to comply with the AIC Plan.
                      Clauses 3.12.2 – 3.12.4 provide two options, depending upon whether or not the
                      full AIC Plan is required.
                      If a change to the AIC Plan is required, clause 3.12 obligates the Contractor to
                      raise a CCP in accordance with clause 10.1 of the COC.
                      If required, the AIC Plan is reported against, using the Australian Industry
                      Capability Progress Report (DID-SSM-AICPR). CDRL MGT-710 is to be annotated
                      once the appropriate reporting periodicity is determined for each contract.
                      Clause 3.12 is to be included in the RFT without alteration, except where the
                      Contract value is likely to be less than $50m and there are no Industry
                      Requirements. If the resultant contract is accords with these lesser criteria, only a
                      subset of the AIC Plan is required (as per the Note to drafters) and there is no
                      requirement for AIC progress reporting. Drafters should amend clause 3.12
                      accordingly.
                      Prior to Contract signature, drafters must insert the negotiated AIC Plan at Contract
                      Attachment F. The tendered AIC information proposed in Annex H to Attachment
                      A of the COT forms the basis for the AIC Plan, which is amended as necessary
                      during negotiations.
Related Clauses: Annex H to Attachment A of the COT requires tenderers to submit a draft AIC Plan,
                 as applicable.
                      COC clause 4 sets the contractual framework for the AIC Plan.
                      Contract Attachment F contains the agreed AIC Plan based on the requirements
                      set out in the DID for the AIC Plan.
                      CDRL Line Numbers MGT-700 (AIC Plan) and MGT-710 (AIC Progress Report)
                      define delivery requirements for updates to data items relating to AIC.
Optional Clauses: Nil
3.13          Intellectual Property Management
3.13.1        Intellectual Property Plan
Sponsor:              Procurement and Contracting Branch and DMO Standardisation Office
Status:               Core
Purpose:              To require the Contractor to:



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                      a.     comply with the IP Plan; and
                      b.     further develop, deliver and update the IP Plan.
Policy:               The management of IP under the Contract shall be clear, consistent and traceable.
                      DPPM, Section 3, Chapter 3.6.
                      Defence Intellectual Property Policy 2008.
Guidance:             The IP Plan is the principle document that defines the Contractor's plans,
                      processes and responsibilities for meeting the IP and Technical Data requirements
                      of the Contract. The management and monitoring section of the IP Plan outlines
                      the scope of the IP program. The IP Schedule within the plan details all limitations
                      (including on the Commonwealth's rights) in respect of the IP and Technical Data
                      requirements of the Contract.
                      It is of paramount importance that the integrity of information in the IP Schedule be
                      examined and qualified at key points during the Contract period. This is because
                      Contract provisions place a clear onus on the Contractor to define the IP required,
                      and to highlight the limitations on the Commonwealth’s (or another party’s) rights of
                      usage or access to the IP and related Technical Data in the context of the actual
                      items of IP and Technical Data. This ensures that agreed limitations on use of or
                      access to IP and Technical Data can be fully understood by the parties.
                      Clause 3.13.1.1 and clause 3.13.1.2 require the Contractor to:
                      a.     conduct the IP program in accordance with the IP Plan; and
                      b.     further develop, deliver and update the IP Plan.
                      If the Contractor proposes a change to the IP Plan, clause 3.13.1.3 obligates the
                      Contractor to raise a CCP in accordance with clause 10.1 of the COC.
                      The management and continued development and updating of the IP Plan is an
                      integral part of the Contractor’s obligations under the Contract.
                      Clause 3.13.2.2 requires the Contractor to document progress against the IP Plan
                      in each CSR.
                      Clause 3.13.1 is to be included in the RFT without alteration. The only tailoring
                      required for the IP Plan is the selection of the appropriate DID in the CDRL, either
                      DID-SSM-IPP (Complex) or DID-SSM-IPP (Strategic). The two DIDs are similar;
                      however, DID-SSM-IPP (Strategic) provides the option to use IP Records in the IP
                      Schedule. If IP Records are required, they must be requested through clause
                      3.13.2.1 and the CDRL.
Related Clauses: Annex C to Attachment A of the COT requires tenderers to submit a draft IP Plan.
                      The baseline DID-SSM-IP-IPP (Complex) or the alternative option DID-SSM-IP-IPR
                      (Strategic) sets out requirements for the IP Plan.
                      CDRL Line Number MGT-800.
                      SOW clause 3.13.2.1 and CDRL Line Number MGT-810 when requiring IP
                      Records for the IP Plan defined by DID-SSM-IPP (Strategic).
                      SOW clause 3.13.2.2 requires the Contractor to document progress against the IP
                      Plan in each CSR.
Optional Clauses: Nil
3.13.2        IP Records, Progress Reports and Reviews
Sponsor:              Procurement and Contracting Branch and DMO Standardisation Office
Status:               Optional. To be included where IP records are required.
Purpose:              To require the Contractor to provide progress reports on IP issues.
Policy:               DPPM, Section 3, Chapter 3.6.




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                      Defence Intellectual Property Policy 2008.
Guidance:             Clause 3.13.2.2 may be omitted where IP Progress Reports (IPPRs) will not be
                      required. In this instance, the CSR DID should also be amended to delete the
                      IPPR requirement.
                      The inclusion of optional SOW clauses 3.13.2.1, and 3.13.2.3 - 3.13.2.5 (in the
                      ‘optional clauses’ below) should be considered based on the levels of complexity of
                      both the contracted scope of work and the Capability. The selection of clause
                      3.13.2.1, for IP Records, must be supported by the selection of DID-SSM-IPP
                      (Strategic) in the CDRL, in support of clause 3.13.1. Clauses 3.31.2.3 to 3.13.2.5
                      provide Commonwealth access to review and confirm compliance. Note that
                      clause 3.13.2.2 should be retained where optional clauses 3.13.2.3 - 3.13.2.5 are
                      to be included.
                      Prior to Contract signature, drafters must insert the negotiated IP Plan at Contract
                      Attachment G. The IP Schedule proposed in Annex C to Attachment A of the COT
                      will form the basis of the IP Plan.
                      The following circumstances will require alternative IP provisions (based on the
                      ASDEFCON (Strategic Materiel) template IP provisions) to be used across the
                      template instead of the baseline IP provisions:
                      a.     the Contract is for the support of Capability that includes complex, software-
                             intensive systems, or which may integrate with or inter-operate with other
                             complex, software-intensive systems;
                      b.     significant Foreground IP is anticipated under the Contract; or
                      c.     the Contract will be signed concurrently with an acquisition Contract,
                             particularly if the acquisition contract is based on the ASDEFCON (Strategic
                             Materiel) template.
                      The Strategic Materiel version of the IP provisions includes the following elements:
                      a.     Annex C to Attachment A of the COT may be amended to include
                             development of the IP Plan as an offer definition activity;
                      b.     clause 5 of the COC would be replaced with alternative clause 5 provisions
                             (contained in the Handbook);
                      c.     the optional SOW provisions (listed below);
                      d.     DID-SSM-IP-IP (Strategic); and
                      e.     DID-SSM-IP-IPR.
Related Clauses: Annex C to Attachment A of the COT requires tenderers to submit a draft IP Plan.
                      Clause 5 of the COC sets the contractual framework for IP ownership, and
                      licensing arrangements relating to IP and Technical Data.
                      Contract Attachment G contains the agreed version of the IP Plan (which based on
                      the requirements set out in DID-SSM-IP-IPP, IP Plan).
                      Annex A-5 to the SOW defines key Technical Data relevant to this Contract.
                      Clause 9.2 of the SOW defines Technical Data (including delivery) requirements.
                      CDRL Line Numbers MGT-800 (IP Plan), MGT-810 (IP Records, if required) and
                      SR-100 (Technical Data List) define delivery requirements for updates to data
                      items relating to IP and Technical Data.
                      The optional DID-SSM-IP-IPR sets out requirements for IP Records.
Optional Clauses:




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                      Note to drafters: Clause 3.13.2.1 requires the Contractor to develop, deliver
                      and update IP records. The IP Records complement the detail in the IP Plan
                      and enable relevant information to be delineated and identified in greater
                      detail. CDRL Line Number MGT-810 should be also be included in the CDRL.
                      If the IP Plan specifies that IP records are to be developed, the Contractor shall
                      develop, deliver and update relevant IP records in accordance with CDRL Line
                      Number MGT-810.
                      Note to drafters: Clauses 3.13.2.3 to 3.13.2.5 require the Contractor to
                      facilitate Commonwealth reviews at the Contractor’s (or Approved
                      Subcontractor’s) premises to assess and verify the implementation of the IP
                      Plan.
                      Prior to, or following, the submission of the first IP Progress Report, the
                      Commonwealth may conduct a review at the Contractor's premises to assess and
                      verify implementation of the IP Plan. IP performance reviews may be undertaken
                      annually at the Contractor's premises to verify the nature and level of the work
                      actually performed and the achievement of the IP Plan as reported by the
                      Contractor.
                      When the Commonwealth conducts an IP performance review, the Contractor shall
                      facilitate this review.
                      The Contractor, in all Approved Subcontracts, shall require Approved
                      Subcontractors to maintain and provide access for the Commonwealth to its
                      records and premises to the same extent as required from the Contractor by this
                      clause.
3.14          Defence Security Compliance
3.14.1        Defence Security – General Requirements
Sponsor:              Defence Industrial Security Authority
Status:               Core
Purpose:              To define the security requirements applicable to the Contract.
Policy:               Defence Security Manual
Guidance:             This clause requires that the Contractor has all the necessary security procedures,
                      training, facilities, fittings and clearance requests in place in the timeframe to
                      ensure that security issues do not impede the progress of the work.
                      Drafters will need to ensure that the Contractor has personnel with the necessary
                      clearances, appropriately cleared facilities, and procedures for handling classified
                      materiel. Drafters should refer to the relevant clauses in the COC, and develop
                      clauses for the draft SOW to cover any specific activities the Contractor is required
                      to take to comply with security requirements.
Related Clauses: COC clause 10.10, Defence Security.
Optional Clauses: Nil
3.14.2        Communications Security
Sponsor:              Defence Industrial Security Authority
Status:               Optional
Purpose:              To define security management requirements for secure communications and
                      cryptographic equipment.
Policy:               Defence Security Manual
                      Australian Government Information Security Manual
Guidance:             The following clauses may be applicable when the Contractor is required to handle
                      cryptographic equipment and related secure communications equipment and




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                      documents. The clauses contain references to plans and other documents
                      developed under the Contract (Acquisition).
                      Drafters should determine what relevant documents have been generated under
                      the Contract (Acquisition) and which ones should be maintained and followed by
                      the Contractor (Support).
Related Clauses: COC clause 10.10, Defence Security.
Optional Clauses:
                      The Contractor shall maintain a COMSEC Account with Defence Signals
                      Directorate for the purposes of handling cryptographic equipment, accessing
                      relevant documentation, and negotiating key material generation.
                      Note to drafters: Insert reference to the plan that defines the COMSEC policy
                      and procedures for the Products to be supported.
                      The Contractor shall maintain and update, for the duration of the Contract, the
                      System Security Plan developed under the Contract (Acquisition).
                      Note to drafters: Insert reference to the relevant document that defines the
                      threat and risk assessment for the Products to be supported.
                      The Contractor shall maintain and update the Threat and Risk Assessment
                      developed under the Contract (Acquisition).
                      Note to drafters: Insert reference to the relevant document that defines the
                      Information System – Security Practices and Procedures relevant to the
                      Products to be supported.
                      The Contractor shall maintain the Information System – Security Practices and
                      Procedures developed under the Contract (Acquisition).
                      Note to drafters: Insert reference to the relevant document that defines the
                      Key Management Plan relevant to the Products to be supported. (‘Key’ in
                      this context refers to both physical keys and software keys.)
                      The Contractor shall maintain, for the duration of the Contract, the Key
                      Management Plan developed under the Contract (Acquisition).
3.14.3        Information Systems Security
Sponsor:              Defence Industrial Security Authority
Status:               Optional
Purpose:              To set out the security management requirements for information systems.
Policy:               Defence Security Manual
                      Australian Government Information Security Manual
Guidance:             The clause should be used when the Contractor will have access to Defence
                      information systems, or will be linked to Defence information systems.
Related Clauses: COC clause 10.10, Defence Security.
Optional Clauses: To be developed by the drafter.
3.15          Maintenance of Support Agreements
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to update the list of organisations with which it has
                      support agreements.
Policy:               Nil
Guidance:             Agreements with companies and other organisations such as OEMs for support of
                      the Products to be supported are likely to have been established during the



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                      acquisition phase or previous support period. Such agreements include Product
                      Support Agreements, Technical Assistance Agreements, MOAs and the like. If
                      appropriate, the Contractor should be required/encouraged to continue these
                      Agreements or establish equivalents.
                      If this clause is required, then the drafter will also need to prepare an appropriate
                      annex. Drafters should understand the provisions of COC clause 3.2 when using
                      the optional clause below.
Related Clauses: COC clause 3.2, Export Approvals.
Optional Clauses:
                      The Contractor shall maintain the listing at Annex […INSERT ANNEX LISTING…]
                      to the SOW of companies with which it has a […INSERT TYPE OF
                      AGREEMENT…] relating to work under the Contract. The Contractor shall make
                      all reasonable efforts to effect a […INSERT TYPE OF AGREEMENT…] with any
                      Commonwealth nominated vendor/s.
3.16          Resident Personnel
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to provide facilities and other support for Resident
                      Personnel.
Policy:               Nil
Guidance:             This clause is only likely to be required for larger, more-complex support contracts,
                      where representation from the DMO support agency will be resident with the
                      Contractor to coordinate matters between the Commonwealth (e.g. end-user
                      Service) and the Contractor.
                      If Resident Personnel are required, then:
                      a.     the optional clauses below should be included in the SOW;
                      b.     Attachment L should be developed to suit the requirement; and
                      c.     the following issues for GFF and ‘Authorised Persons’ should be considered.
                      In some cases, the Contractor’s premises may include GFF. GFF are provided to
                      the Contractor in accordance with a Licence for the Use of Commonwealth
                      Premises (refer Contract Attachment I, Annex D). Where the Contractor is required
                      to provide support to the Resident Personnel in the GFF, drafters should consider
                      including in the Licence that part of the premises that is to be for the use of the
                      Resident Personnel. Drafters’ attention is drawn to COC clause 3.7.
                      If any Resident Personnel will be a delegate of the Commonwealth Representative
                      for the purposes of making decisions about the management of the Contract, then
                      the Resident Person will also be an Authorised Person for the purposes of COC
                      clause 2.1. In this case, drafters must also satisfy the Commonwealth’s obligations
                      under COC clause 2.1.3 (and, potentially, this can be achieved by including the
                      scope and limits of authority in Contract Attachment L).
Related Clauses: COC clause 2.1, Commonwealth Representative (if the Resident Personnel are to
                 be Authorised Persons).
                      COC clause 3.7, GFF.
                      Contract Attachment L, Resident Personnel.
                      SOW clause 2.3, DMS (if the Resident Personnel require access to the DMS).
Optional Clauses:
                      Resident Personnel will be collocated at the Contractor's premises during the
                      Contract. The terms of reference and requirements for the collocation are set out
                      in Attachment L to the Contract.


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                      The Contractor shall provide and maintain at its premises all of the facilities,
                      identified in Attachment L to the Contract, and give such assistance as is
                      reasonably required to support the Resident Personnel.
                      The facilities provided shall be of an equal standard to that provided to Contractor's
                      personnel of similar status, and take into account requirements for health, safety,
                      and comfort.
                      The Contractor shall provide all reasonable assistance to facilitate the
                      Commonwealth arranging clearances for Commonwealth personnel requiring
                      access to the Contractor's premises where these premises are located outside
                      Australia.
                      The Commonwealth shall comply with, and shall require persons afforded access
                      under this clause 3.13 to comply with any relevant Contractor safety and security
                      arrangements and regulations and codes of behaviour that apply to particular
                      Contractor's premises or sites relevant to the Contract.
3.17          Environmental Management
Sponsor:              Environment Heritage and Risk Branch, Defence Support Group
Status:               Optional (but must be included when the Contract involves significant
                      environmental issues)
Purpose:              To obtain a description of how the Contractor proposes to manage environmental
                      issues and comply with environmental requirements.
Policy:               The Commonwealth Government requires all departments and agencies to
                      develop and implement an Environmental Management System (ENVMS), which is
                      compliant with the ISO 14001 requirements. The Defence ENVMS has been
                      developed to meet this requirement. The Defence Environmental Policy endorsed
                      the establishment of an ENVMS, which supports ADF capability, promotes
                      environmental sustainability, and achieves the Government’s broader
                      environmental objectives.
                      The Defence ENVMS is a continual cycle of planning, implementing, reviewing and
                      improving the processes and actions that Defence undertakes to meet its
                      environmental, legislative and other obligations, and to demonstrate Defence’s
                      stewardship of the environment.
                      The Defence ENVMS has been modelled on the ISO 14001 requirements. It has
                      been designed to fit the unique structure of Defence and provides the overarching
                      environmental policy, strategy and guidance to assist Groups and Services
                      integrate environmental planning or processes into their activities. For Defence
                      sites, the Defence ENVMS provides a number of ISO 14001 compliant tools to
                      assist with the development and implementation of a site-specific ENVMS.
                      If possible, Defence expects all contractors to either have ISO 14001 certification
                      or be able to demonstrate their commitment and application of environmental
                      management throughout their organisation including consideration of how this is
                      applied to subcontractors under their control.
                      To this end, the following documents are applicable to Environmental
                      Management. Drafters will need to determine those that are relevant to their
                      particular requirements. Drafters should not see this list as exhaustive. It is the
                      responsibility of drafters to ensure that they include all relevant references. The
                      easiest way to find all relevant environmental references is by accessing the
                      Defence Environmental Management System on the Defence Intranet.
                      a.     DI(G) ADMIN 40-2, Environment and Heritage Management In Defence;
                      b.     Defence Environmental Policy, http://defweb.cbr.defence.gov.au;
                      c.     Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act);
                      d.     Departmental Environment Instructions (DEIs);




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                      e.     Defence Environmental Strategic Plan;
                      f.     Defence National Environment Legal Register;
                      g.     Defence Service Charter;
                      h.     DI(G) OPS 16-2, The Management of Electromagnetic Environmental
                             Effects;
                      i.     DI(G) OPS 16-4, Management of Electromagnetic Environmental Effects in
                             Airborne Systems;
                      j.     DPPM Section 3, Chapter 3.16;
                      k.     AS/NZS ISO 14001:2004 – Environmental Management Systems –
                             Requirements with Guidance for Use;
                      l.     AS/NZS ISO 14031:2000 – Environmental Management – Environment
                             Performance Evaluation – Guidelines;
                      m.     Other environmental legislation such as the Hazardous Wastes Act; and
                      n.     DID-SSM-ENVMP.
                      Drafters should consult with the sponsor for information on other relevant
                      documents.
Guidance:             Contractors are obliged to comply with relevant legislation, which includes
                      environmental legislation (see clause 11.5 of the COC). The requirement for an
                      Environmental Management Plan (ENVMP) would normally only arise when the
                      Contractor is required to meet Defence environmental requirements additional to
                      those in the legislation. Although there may be relatively few situations where
                      Defence environmental requirements could be considered to be ‘additional’ to
                      legislative requirements, specifying Defence environmental requirements reduces
                      the risk of legislative breaches. An ENVMP would provide greater certainty in any
                      situation where there exists a reasonably high risk of legislative breach that a
                      breach will not occur because of documented environmental management
                      measures to which the Contractor must adhere.
                      Under the EPBC Act, any Defence activity that has, will have, or is likely to have a
                      significant impact on the Environment requires the approval of the Minister for the
                      Environment and Heritage.           Defence Environment Instruction DEI 16/2002
                      describes the process for determining whether a proposed activity is to be referred
                      to the Environment Minister, or cleared within the Department of Defence. Drafters
                      should refer to DEI 16/2002 to assist in determining whether the proposed contract
                      will involve activities that could have significant environmental impact.
                      Environmental issues should have been addressed during the Capability
                      Development and Acquisition phases. Drafters should refer to documentation
                      developed during these phases, which can provide valuable information on
                      environmental issues relating to the Services. The principal reference document is
                      the Project Environmental Plan. The Contractor (Acquisition) may also have
                      produced an Environmental Impact Assessment (at the commencement of the
                      Contract (Acquisition)) and a Contractor ENVMP.
                      Drafters should consider the environmental impact of the Services and ensure that
                      these are aligned with Defence environmental policy, which includes a requirement
                      to comply with environmental legislation. The Directorate of Environmental
                      Stewardship (DES) is responsible for providing advice on the level of
                      environmental clearance required. It is the responsibility (financially and from a
                      contract management point of view) of Defence proponents to take all necessary
                      steps to gain approval as required by DES.
                      If environmental issues are likely to be significant and on-going (NB: in these
                      circumstances the Environment Minister’s approval is required), drafters should
                      consult with the DMO support agency manager and other relevant stakeholders
                      (including DES) about the need for Defence to produce a Commonwealth
                      Environmental Management Plan for the support phase. Should such a plan be


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                      produced, it will provide guidance on the issues to be addressed in the Contractor
                      Environmental Management Plan.
                      The degree of complexity and extent of the environmental management
                      requirements will depend on the extent of the environmental risks involved. To
                      assist in determining the environmental management requirements to be placed on
                      the Contractor, the DMO support agency or other relevant authority should conduct
                      an environmental risk assessment.
                      Drafters should consider including a requirement for the Contractor to provide an
                      ENVMP in situations where the Contractor might be working in an area that is
                      especially sensitive to environmental issues or at Commonwealth facilities, such as
                      on a base or at sea. Regional Environmental Officers (REOs)/DES should be
                      consulted to determine this requirement.
                      An ENVMP would not normally be required where the work specified in the SOW
                      will be undertaken at the Contractor’s own facilities. Under these circumstances,
                      the Contractor should comply with normal legislative requirements and Defence
                      would not normally have environmental requirements additional to these.
                      Drafters should consider a range of factors when deciding whether an ENVMP is
                      required. The overarching concern is whether there is a risk of significant
                      environmental impact, which can be determined through DEI 16/2002). Categories
                      of specific environmental issues identified within the Defence Environmental
                      Strategic Plan 2002-2003 are:
                      Sustainable Management of Ecosystems:
                      •      Land use (including use of Defence Training Areas and Defence training on
                             non-Defence land);
                      •      Interaction with Marine Environment;
                      •      Interaction with Aquatic Environment;
                      •      Flora and Fauna Interaction.
                      Natural Resource Consumption:
                      •      Energy Use;
                      •      Water Use;
                      •      Waste Generation.
                      Pollution Prevention:
                      •      Soil and Water Contamination;
                      •      Waste Treatment and Disposal;
                      •      Air Emissions;
                      •      Noise, Vibration and Electromagnetic Radiation Generation.
                      Climate Change and Ozone Depletion:
                      •      Use of Ozone Depleting Substances;
                      •      Greenhouse Gas Emissions.
                      Stewardship:
                      •      Procurement and Acquisition - new direction towards 'Green Procurement'
                             related to renewable resources and ecologically sustainable development
                             principles;
                      •      Infrastructure Development and Support;
                      •      Stakeholder Management;
                      •      Business Practices;



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                      •      Heritage Management.
                      Other factors that drafters should consider include:
                      a.     health and safety;
                      b.     geology, hydrogeology and soils;
                      c.     indigenous, cultural and natural heritage;
                      d.     traffic and transportation;
                      e.     water quality – ground, riparian, estuarine and marine;
                      f.     contamination;
                      g.     hazardous substances; and
                      h.     infrastructure development and support.
                      Examples where an ENVMP may be required are:
                      a.     testing of equipment that emits high-intensity electromagnetic radiation
                      b.     work that generates high levels of noise;
                      c.     test and trials involving high energy underwater sonar;
                      d.     testing of vehicles in an environmentally sensitive area; and
                      e.     activities that may cause pollution (e.g. use of solvents).
                      If an ENVMP is required, drafters should:
                      a.     identify any clearances that may be required, including those that may be
                             required during test and trials;
                      b.     identify applicable state, federal and territory laws;
                      c.     determine environmental issues (including heritage) applicable to the
                             Services; and
                      d.     identify relevant Defence site environmental management plans/systems
                             that may be in place.
                      The ENVMP may be required as a stand-alone plan or ‘rolled up’ into the SSMP,
                      depending on its likely size and complexity.
                      A third option is for tenderers to show that they have the required environmental
                      management procedures in place (see Option C in the SOW Optional Clauses).
                      Tenderers must confirm that they have identified the environmental impacts of
                      proposed Contract activities and have planned prevention measures through
                      provision of proof of their Environmental Management System (ENVMS) and
                      associated ENVMP.          Where appropriate, tenderers should be asked to
                      demonstrate that appropriate mitigation measures have been developed for the
                      specific activity proposed. If an ENVMS compliant with ISO 14001 is not available,
                      an acceptable alternative is proof by the tenderer of its 'quality environmental
                      process' currently in place to achieve a compliant ENVMS.
                      The Contractor should be required to maintain and work in accordance with its
                      ENVMS.
                      Drafters should also consider requirements for the Contractor to monitor and report
                      on compliance with environmental requirements. Reporting on environmental
                      management issues would normally be covered in CSR (although such issues are
                      not specifically addressed in DID-SSM-CSR), but where environmental issues are
                      especially significant, drafters should consider the need for a stand-alone report.
                      Drafters should be familiar with DEI 8/2002, Reporting of Environmental Incidents
                      within Defence, and should reflect in the draft SOW any special requirements that
                      arise from this DEI and the related departmental documents listed in it.




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                      Drafters should also determine whether the Contractor is required to participate in
                      meetings/reviews conducted by the relevant Defence premises authority.
                      The Contractor should be required to propose changes to the Contract via the CCP
                      process if it becomes aware that changes to the Contract are, or will be, necessary
                      to enable compliance with environmental legislation.
                      There may also be a need for the Commonwealth to conduct surveillance and
                      audits. Whilst environmental audits are not specifically addressed in clause 11.5 of
                      the COC, drafters should make themselves familiar with this clause. Suitable
                      clauses should be included in the draft SOW if the Contractor is required to
                      participate in these activities. Note that DMO support agency staff, who will carry
                      out audit and surveillance activities, must be suitably qualified.          Suitable
                      qualifications should be determined by the DMO support agency in consultation
                      with DES.
                      If the Contract work will be performed within GFF, drafters should check the
                      environmental requirements applicable to the use of the GFF.           Standard
                      requirements are contained in the Licence for use of Premises at Annex D to
                      Contract Attachment I. Tenderers must be made aware of these requirements
                      which must be flowed down to the Contractor. Drafters should determine whether
                      additional environmental requirements should be added to the Licence for the Use
                      of Commonwealth Premises or should be included in the draft SOW.
Related Clauses: COC clause 11.5, Environmental Obligations.
                      TDR G-4 of the COT, Environmental Management Statement.
Optional Clauses:
                       Option A:    For when a stand-alone Environmental Management Plan is
                       required.
                       The Contractor shall develop, deliver and update an Environmental
                       Management Plan (ENVMP) in accordance with CDRL Line Number MGT-1400.


                       Option B: For when the Environmental Management Plan may be rolled up
                       into the SSMP.
                       The Contractor shall address environmental compliance and management
                       issues as part of the SSMP.


                      The Contractor shall conduct the Environmental Management program in
                      accordance with the Approved […SELECT ENVMP/ SSMP…].


                       Option C: For when an Environmental Management Plan is not required,
                       and the tenderers/the Contractor may satisfy the environmental
                       requirements by demonstrating it has satisfactory environmental
                       processes in place through its Quality Management System (QMS) (see
                       note above re how this does not prove valid mitigation measures are in
                       place for the activity).
                       The Contractor shall provide written proof of its quality environmental process
                       currently in place to demonstrate its identification and management of all actual
                       and potential environmental impacts of its activities under this Contract, as
                       categorised within the Defence Environmental Strategic Plan […DRAFTER TO
                       INSERT REFERENCE TO CURRENT PLAN, E.G. 2002-2003…].


                      The Contractor shall obtain all environmental management workplace registrations
                      required to perform the work under this Contract.



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                      The Contractor shall not control work within Defence premises unless the
                      Contractor has the required workplace registrations for that facility/activity and has
                      an Approved Environmental Management System (ENVMS) applicable to that
                      facility/activity.
                      The Contractor shall ensure that the provisions of clause [insert reference to
                      preceding clause] are flowed down to Subcontractors undertaking work at the
                      Defence premises […DRAFTER TO INSERT NAME OF THE DEFENCE
                      PREMISES…] that may have an adverse impact on the environment.
                      The Contractor shall liaise with the Commonwealth Representative in relation to
                      the management of environmental issues and shall ensure that the Commonwealth
                      Representative is kept informed on all environmental management matters
                      relevant to the work performed under the Contract.
                      The Contractor shall inform the Commonwealth Representative as soon as
                      practicable of changes that are required to the Contract to enable compliance with
                      environmental legislation. If changes to the Contract are required, the Contractor
                      shall prepare a CCP in accordance with clause 10.1 of the COC.
                      The Contractor shall participate in […DRAFTER TO INSERT IDENTIFICATION,
                      E.G. NAME OF BASE…] environmental management programs and shall attend
                      […DRAFTER TO INSERT NAME OF GFF/ DEFENCE SITE…] Environmental
                      Management Meetings on request.
                      The Contractor shall allow the Commonwealth Representative access to all internal
                      and third party audit results and shall notify the Commonwealth Representative
                      immediately that there is any indication of a regulatory prosecution or withdrawal of
                      any requisite licence or permit. Drafters’ attention is drawn again to COC clause
                      11.5.
3.18          Occupational Health and Safety
Sponsor:              Defence Safety Management Agency
Status:               Optional
Purpose:              To obtain a description of how the Contractor proposes to meet and manage
                      Defence Occupational Health and Safety (OHS) requirements.
Policy:               Relevant policy documents are:
                      a.     Defence Safety Manual;
                      b.     Contract Safety Management – A framework for safety in the Defence
                             contract process (Defence Safety Management Agency).
Guidance:             Contractors are obliged to comply with relevant legislation, which includes OHS
                      legislation (see clause 11.4 of the COC). Under the OHS Act, Defence has a duty
                      to take all reasonably practical steps to protect the health and safety of Defence
                      employees, contractors and their staff, and other persons at or near Defence-
                      controlled workplaces. If all aspects of OHS for the Services required can be
                      covered by the applicable legislation, then the inclusion of this clause becomes
                      optional.
                      Defence has the obligation to ensure that Defence employees, who work at or near
                      Contractor-controlled workplaces, are not exposed to hazards created by the
                      activities of the Contractor. This can be particularly relevant when it is likely that a
                      Resident Person and/or MRU will work on Contractor-controlled premises.
                      The requirement for an H&SMP would normally only arise when the Contractor is
                      required to meet OHS requirements additional to those in the legislation, such as
                      might occur when the Contractor is working at Defence premises, or when Defence
                      personnel are working at Contractor-controlled workplaces. Examples include
                      where a contractor might be working on-board a ship, or engaged in hazardous
                      work on an aircraft, such as the F-111 de-seal/reseal task.




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                      In accordance with Defence policy, the Contractor is required to work in a manner
                      that does not create a risk to the health and safety of any person. The Contractor
                      is also responsible for the safety performance of its Subcontractors.
                      The degree of complexity and extent of the health and safety requirements will
                      depend on the extent of the health and safety risks involved. To assist in
                      determining the health and safety requirements to be placed on the Contractor, the
                      DMO support agency or other relevant authority should conduct a safety hazard
                      risk assessment. Guidance on what determines a high or low safety risk contract
                      is contained in the booklet ‘Contract Safety Management’ (paragraph 7) and
                      SAFETYMAN Vol 1, Ch 8 Annexes B and C. DSMA should be consulted for
                      guidance on determining health and safety requirements.
                      If it has been determined that the Contract has significant health and safety risks,
                      drafters should include a requirement for the Contractor to produce an appropriate
                      H&SMP and to work in accordance with this plan.
                      Drafters should refer to SAFETYMAN Vol 1 Ch 8 for responsibilities of Defence
                      and the Contractor associated with work in Contractor-controlled and Defence-
                      controlled workplaces.     Drafters should note that, in accordance with
                      SAFETYMAN, the Contractor is required to provide an agreed and appropriate
                      safety management plan, specifying the elements of the Contractor’s safety
                      management system (paragraph 8.7). Defence has a responsibility where work is
                      performed in Defence-controlled workplaces to ensure that the Contractor’s system
                      of work does not place Defence employees at risk of injury/illness (paragraph 8.8
                      f.).
                      SAFETYMAN Vol 1, Ch 8 Annex A deals with Contractor Safety Management
                      Process. Drafters should note the requirements described in this Annex and reflect
                      those that are relevant in the draft SOW. Drafters should also ensure that
                      appropriate clauses are inserted in the COC and that requirements are reflected in
                      the Tender Evaluation Criteria.
                      Drafters should also consider requirements for the Contractor to participate in
                      monitoring and review of health and safety, including record keeping, site
                      inspections, reporting requirements and participation in meetings.
                      Before commencing work at Defence premises, Contractor personnel are required
                      to participate in safety induction training, which is provided by Defence, and a site
                      safety induction briefing.
                      If Commonwealth personnel will be required to work within the Contractor’s
                      workplace (e.g. where the Contract requires the Contractor to employ MRU), the
                      Contractor should be asked to describe those OHS procedures that will apply to
                      these personnel.
                      Policy document b, Contract Safety Management, contains two sample Checklists.
                      Site Workplace Inspection - Checklist 5 is to identify potential hazards within the
                      workplace site introduced by the employer (Defence). This may apply in
                      circumstances where a Contractor was required to perform Services at Defence
                      premises (e.g. on board a ship). Drafters should consider the need to prepare
                      such a list and provide it to tenderers.
                      Site Workplace Inspection - Checklist 6 is to identify potential hazards within the
                      workplace site introduced by the employer (the Contractor). Tenderers should be
                      asked to prepare such a list if significant potential hazards are likely.
                      If the drafter is to decide on the type of plan, either stand-alone or embedded in the
                      SSMP, the drafter should transfer the relevant optional clause to the draft SOW.
                      The drafter should then transfer the clauses that follow, for applying the selected
                      plan to the SOW, ensuring to insert the name of the selected plan, as appropriate.
                      Drafters should note that the H&SMP covers OHS requirements in the workplace
                      relating to the performance of the Services. The Systems Safety Program
                      requirements cover safety requirements for the systems supported under the



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                      Contract. System safety planning is addressed in DSD-ENG-SERV (Routine
                      Engineering Services).
Related Clauses: COC clause 11.4, Occupational Health and Safety.
                      SOW clause 3.14, Environmental Management.
                      DSD-ENG-SERV clause 6.2.8, Safety Engineering.
                      TDR G-5 of the COT, Health and Safety Management Statement.
Optional Clauses:
                       Option A: For when a stand-alone Health and Safety Management Plan is
                       required.
                       The Contractor shall develop, deliver and update H&SMP in accordance with
                       CDRL Line Number MGT-1500.


                       Option B: For when the Health and Safety Plan may be incorporated into
                       the SSMP.
                       The Contractor shall address OHS issues as a component of the SSMP.


                      The Contractor shall perform the OHS program in accordance with the Approved
                      […SELECT H&SMP/ SSMP…].
                      The Contractor shall ensure that personnel who will perform work involving health
                      and safety risks participate in safety induction training and a site safety induction
                      briefing provided by Defence. Employees attending this training and briefing are
                      required to sign a completed training attendance form and a site safety induction
                      form.
                      Subject to clauses 10.7 of the COC, the Commonwealth reserves the right after the
                      Operative Date to conduct or commission site inspections to monitor compliance
                      with applicable OHS legislation and the […SELECT Approved H&SMP / OHS
                      aspects of the Approved SSMP…]. The Commonwealth is under no obligation to
                      the Contractor to conduct any site inspections and they shall be conducted in the
                      Commonwealth’s sole discretion.
                      The Contractor shall participate in any site inspections conducted in accordance
                      with clause […DRAFTER TO INSERT CROSS-REFERENCE TO THE
                      PRECEDING CLAUSE NUMBER…].
                      The Contractor shall do all it is obliged to do under the relevant OHS legislation
                      and in accordance with the Approved […SELECT H&SMP/ SSMP…].
3.19          Training in Defence Information Systems
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To ensure that all relevant employees, agents and Subcontractors are trained in
                      the operation of mandated Defence information systems.
Policy:               DI(G) PERS 05-34, Policy Framework for Defence Training Support to Contractors
Guidance:             Drafters should note the intent of clauses 3.16.2 to 3.16.6, which state that the
                      Commonwealth will provide initial training in Defence information systems, but
                      thereafter such training becomes the responsibility of the Contractor.
                      Drafters’ attention is also drawn to the Operative Date clause (COC clause 1.4)
                      which states that the parties have no obligation to perform the Contract until the
                      first day on which a number of events have occurred. Additionally training in
                      Defence information systems will probably be provided as GFS.




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Related Clauses: Nil
Optional Clauses: Nil
3.20          Access to Foreign Military Sales
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To provide the Contractor with access to Stock Items that are available via Foreign
                      Military Sales (FMS) and that may not be available commercially.
Policy:               TBA
Guidance:             Drafters should note that the FMS clause is not intended to provide an automatic
                      program for FMS access, and is to be initiated by the Contractor. Alternatively, if
                      the Contract follows a Contract (Acquisition) and the drafter knows that a number
                      of Stock Items will only be accessible via FMS, then the clause may be amended
                      to establish a standing arrangement for on-going FMS access.
                      FMS for RIs and Non-RIs is usually accessed via the MILIS FMS module, with the
                      link to the United States and order processing under the management of SOFMS
                      in Melbourne. Items ordered via FMS must be acquired against an FMS case with
                      appropriate scope and funding provisions.         Depending on the individual
                      requirements, ADF Logistic Manager (ADFLM) arrangements, and the Contractor’s
                      authorised access to MILIS, various options for FMS access may be possible.
                      Advice should be sought from SOFMS regarding further tailoring of this clause.
Related Clauses: DSD-SUP-MILIS.
Optional Clauses: Nil
3.21          Business Resource Planning
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To require the Contractor to conduct Business Resource Planning in accordance
                      with the Approved SSMP and to allow the Commonwealth to conduct reviews and
                      audits of the Contractor’s progress in doing so.
Policy:               Nil
Guidance:             In seeking ongoing information on the Contractor’s corporate business plan, the
                      Commonwealth will determine whether the Contractor has effective strategies in
                      place to deal with other commitments and to ensure that it meets all current and
                      future work requirements. The Commonwealth is entitled to expect that other work
                      commitments will not impede or effect work conducted under the Contract.
                      Accordingly the Contractor is to manage an effective business resource balance,
                      as agreed in the Approved SSMP, and the Commonwealth will review the SSMP to
                      ensure remaining obligations under the Contract are adequately resourced.
Related Clauses: TDR C-7 of the COT will request the tenderer identify how it will manage its
                 financial, physical, organisational and intellectual resources to meet competing
                 project commitments, and to illustrate how the tenderer will utilise strategies and
                 plans to deal with subcontractors, other suppliers and human capital impacts on
                 work capacity
Optional Clauses: Nil
3.22          Stocktaking of Contractor Managed Commonwealth Assets
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To require the Contractor to undertake the necessary stocktaking and accounting
                      of Commonwealth owned assets held by the Contractor.



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Policy:               DI(G) LOG 4-3-014, Stocktaking of Defence Assets
Guidance:             This clause is applicable to all Contracts, including those where no GFM is
                      provided. A Contractor Managed Commonwealth Asset is defined in the Glossary
                      at Contract Attachment M as follows:
                      “means any item owned by the Commonwealth which is in the care, custody or
                      control of the Contractor, its officers, employees, agents or Subcontractors. CMCA
                      includes GFM but does not include items of Supplies unless those items have
                      been:
                      a.     Accepted by the Commonwealth in accordance with the Contract; and
                      b.     identified in the Contract, or otherwise by the Commonwealth
                             Representative to the Contractor, as being items that are required to be held
                             by the Contractor as CMCA.”
                      This clause is not to be amended, except where particular items of CMCA are
                      being managed on MILIS. In this situation, the stocktaking processes built into
                      MILIS are required to be used.
Related Clauses: COC clause 3.6, Government Furnished Material Ownership and Restrictions.
                      COC clause 3.7, Government Furnished Facilities.
                      COC clause 3.8, Use of Commonwealth Property.
                      COC clause 8, Insurance and Liability.
                      Contract Attachment M, Glossary, for the definition of ‘Contractor Managed
                      Commonwealth Assets’.
                      SOW clause 3.11, Government Furnished Material Management.
                      DID-SSM-SSMP (the CASP is included as part of the SSMP).
                      DID-SSM-CSR (the CASR is included as part of the CSR).
                      DSD-SUP-SERV, in relation to the Contractor Supply Management System.
                      CDRL Line Number MGT-300 (CASR portion of the CSR).
Optional Clauses: Nil




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4.            OPERATING SUPPORT

Sponsor:              DMO Standardisation Office
Status:               Optional (but must be used when Operating Support Services are required under
                      the Contract (Support))
Purpose:              To define the requirements for Operating Support Services to be provided as part
                      of, or in direct support to, Defence operations.
Policy:               DI(G) LOG 4-5-005, Defence Policy on Integrated Logistic Support
                      DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force
                      Materiel
                      DI(G) OPS 05-3, Civilians in Support of Australian Defence Force Operations
                      (applicable only if Operating Support is to be provided in the area of operations)
Guidance:             This clause should be included if the Contract (Support) requires the provision of
                      Operating Support Services. Operating Support Services, in the ASDEFCON
                      context, include the operation of the Mission System, or Services that directly
                      enable operation of the Mission System by a Defence user. Operating Support is
                      not a support element in an ILS context; however, Operating Support utilises
                      Support Resource elements, such as personnel, support equipment, facilities, etc.
                      Operating Support is not a Maintenance or Supply activity provided in the area of
                      operations, or any ‘operational’ level of Maintenance or Supply; these should be
                      included under clauses 6 and 7 of the SOW.
                      Examples of Operating Support include (but are not limited to):
                      a.     operation of a communications facility, where the Contractor’s staff
                             undertake operational communications;
                      b.     operation of a radar or other surveillance facility, where the Contractor’s staff
                             plot track, and report targets or operate other surveillance equipment in its
                             operational role;
                      c.     provision of meteorological and pre-flight briefings to aircraft pilots;
                      d.     provision of an IT help-desk providing direct advice to system users (not part
                             of a training course);
                      e.     preparation of Mission System software libraries with operational terrain
                             data; and
                      f.     operation of a simulator, such as loading of scenarios and inserting threats
                             or emergency conditions (when the simulator is treated as a Mission System
                             under the Contract).
                      All of these examples either directly involve, or directly enable, the operation of the
                      Mission System in performing its mission.
                      If the Contract (Support) does not contain any Operating Support requirements,
                      then the heading should be retained, but the words ‘Not Used’ should be inserted
                      in brackets at the end (e.g. “Operating Support (Not Used)”). All of the lower-level
                      clauses of clause 4 should then be deleted.
Related Clauses: Maintenance Support (clause 6), for Contractor-provided Maintenance Services at
                 the operational level.
                      Supply Support (clause 7), for the provision of Supply Services at the operational
                      level.
Optional Clauses: Nil
                      The following diagram shows the general structure of SOW clause 4 and its
                      associated DSDs and DIDs:




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                                                          SOW Clause 4
                                                        Operating Support
                                            DIDs                                    DSDs

                                                          Commercial IT Systems             Military Systems

                                    Operating Support       IT Helpdesk Services           Operating Support
                                           Plan              DSD-OPS-IT-HLPDSK                 Template
                                      DID-OPS-OSP                                          DSD-OPS-Template*


                                    Operating Support                                          As required
                                     Summary Report                                        (Develop by Drafter)
                                      DID-OPS-OSSR                                            DSD-OPS-XXX



                                                            Notes:
                                                            * Template DSD requires extensive development
                                                                to detail duties of required operating personnel.
                                                               Not included in ASDEFCON (Support) templates.


                                                Operating Support SOW Structure

4.1             Operating Support Management Planning
Sponsor:              DMO Standardisation Office
Status:               Core (if Operating Support required)
Purpose:              To identify the requirements for the Operating Support planning document.
Policy:               Nil
Guidance:             The drafter must determine whether Operating Support planning requirements can
                      be included in the SSMP, or if a separate Operating Support Plan (OSP) is
                      required. This decision is often discretionary, and dependent upon the scope of
                      the workload (e.g. if the Contract (Support) covers several SSCCs), and the need
                      to manage Operating Support functions separate from other support functions.
                      Drafters should also refer to the previous guidance for SOW clauses 3.2 and 3.2.1
                      regarding the ‘roll-up’ of management plans.
                      If the scope of Operating Support for the Contract is concise (e.g. Operating
                      Support Services are relatively static and straightforward), then embedding the
                      basic OSP requirements in the SSMP should be sufficient. If the Contract covers
                      several types of Operating Support activities, and other activities under
                      Engineering Support, Maintenance Support, Supply Support, and Training Support,
                      then a separate OSP may be more practical.
                      Having determined whether or not a separate OSP is required, the optional SOW
                      clauses should be chosen and reference to the appropriate selected plan edited,
                      as per the ‘Notes to drafters’ in the draft SOW.
                      DID-OPS-OSP provides generic clauses to define the requirements for an OSP,
                      making it adaptable to the management of many Operating Support Services
                      without the need for tailoring. This supports the ASDEFCON guiding principle to
                      work in the Contractor’s domain where suitable 11, by having the Contractor
                      describe their ‘best practice’ processes for the required Services in the OSP.
                      However, if the scope of Operating Support planning has specific requirements that
                      cannot be captured in this manner, then DID-OPS-OSP will need to be tailored
                      accordingly.
                      If planning for the management of Operating Support is to be included in the
                      SSMP, then the drafter must review DID-SSM-SSMP. Drafters should be aware
                      that DID-SSM-SSMP identifies the need to address Operating Support


11
     See ASDEFCON Handbook Philosophy Volume.




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                      management in the SSMP if the SOW requires it and, by default, the DID does not
                      require tailoring. However, if the scope of Operating Support planning is reduced
                      in the SSMP or specific requirements are needed, then the DID-SSM-SSMP will
                      need to be tailored accordingly.
Related Clauses: DID-OPS-OSP, Operating Support Plan
                      DID-SSM-SSMP, Support Services Management Plan
                      CDRL Line Number OPS-100
Optional Clauses: Nil
4.2           Operating Support Reporting
Sponsor:              DMO Standardisation Office
Status:               Core (if Operating Support required)
Purpose:              To identify the requirements for reporting the performance of Operating Support
                      Services.
Policy:               Nil
Guidance:             The Operating Support Summary Report (OSSR) would typically be delivered for
                      review in preparation for an Operating Support Performance Review (OSPR), as
                      requested by clause 4.3 of the SOW. The OSSR primarily reports on the
                      Contractor’s performance in providing Operating Support Services against the
                      requirements of the Contract.
                      Reports and reviews do not need to be coordinated on a one-for-one basis (e.g.
                      OSSRs could be scheduled for every six months with every second report
                      scheduled for an annual OSPR (or CSPR)). The frequency for delivery of OSSRs
                      may vary, depending on the level of visibility and Operating Support activity
                      expected or the frequency of payment for these Services.
                      Drafters can elect to roll-up OSSRs into the CSSRs for small-scale contracts, and
                      this would be achieved by selecting optional clauses A and B in the draft SOW.
                      When the OSSR is rolled up into the CSSR, the CSSR must address the
                      requirements of the OSSR. Refer to the guidance for SOW clause 3.4 in regard to
                      rolling-up reports and reviews as part of the communications strategy.
Related Clauses: DID-OPS-OSSR, Operating Support Summary Report.
                      DID-SSM-CSSR, Combined Services Summary Report.
                      SOW clause 4.3 in relation to Operating Support Reviews.
                      SOW clause 3.4.1.3, which addresses the optional inclusion of a CSSR.
                      CDRL Line Number OPS-110 (for the OSSR).
Optional Clauses: Nil
4.3           Operating Support Reviews
Sponsor:              DMO Standardisation Office
Status:               Core (if Operating Support required)
Purpose:              To identify the requirements for Operating Support Performance Reviews
                      (OSPRs).
Policy:               Nil
Guidance:             There is only one level of Operating Support review in the SOW, the OSPR, which
                      may be scheduled independently or rolled-up into the CSPR. If necessary for
                      larger-scale contracts, two levels of review can be achieved if the CSPR acts as a
                      higher-level review to the OSPR.
                      The drafter needs to determine the appropriate level of review activity for Operating
                      Support. If the OSPRs are to be rolled-up into the CSPRs, then Option A should



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                      be selected. If separate OSPRs are required, then Option B should be selected
                      and the review frequency inserted, as per the notes to drafters. If two levels of
                      review are required, the OSPR clause (Option B) should be selected, and the
                      requirements for the CSPR expanded to include a higher-level review of Operating
                      Support Services.
                      Depending on the plan option selected under clause 4.1, drafters should edit the
                      clauses referring to plans accordingly.
                      If major/significant Operating Support Subcontractors (i.e. Approved
                      Subcontractors involved in the provision of Operating Support Services) are to
                      attend OSPRs, then the optional clause below should be copied to the draft SOW
                      and inserted after the last sub-clause in clause 4.3.
Related Clauses: SOW clause 3.4.2, Combined Services Performance Review.
                      SOW clause 4.2, Operating Support Reporting.
Optional Clauses:
                      Unless otherwise agreed by the Commonwealth Representative, the Contractor
                      shall ensure that a representative from each Approved Subcontractor providing
                      Operating Support Services attends Operating Support Performance Review
                      meetings.
4.4           Operating Support Services
Sponsor:              DMO Standardisation Office
Status:               Core (if Operating Support is required; however, individual lower-level draft SOW
                      clauses are optional)
Purpose:              To define the required Operating Support Services.
Policy:               Nil
Guidance:             Drafters should be aware that DSDs are not necessarily independent of each other
                      and that the selection of DSDs, and the creation of any new DSDs, should consider
                      these relationships.
                      Drafters must tailor the subclauses to clause 4.4 for each group of Operating
                      Support Services to be included in the Contract (Support), as described by a
                      separate DSD listed in the CSRL, SOW Annex B. Details are given below for the
                      draft DSDs included in the ASDEFCON (Support) templates.
                      IT Help Desk Services. DSD-OPS-IT-HLPDSK provides an outline DSD for the
                      provision of help-desk support to operators of information systems. Drafters
                      should refer to the guidance in section 1 of DSD-OPS-IT-HLPDSK for further
                      information. If these Services are not required under the Contract, then the SOW
                      clause and associated CSRL entry should be deleted.
                      OPS Template. DSD-OPS-Template provides a template DSD for describing
                      Operating Support Services. Drafters should refer to the guidance in section 1 of
                      DSD-OPS-IT-HLPDSK for further information.
                      Drafters must add a subclause to clause 4.4 for each additional group of Operating
                      Support Services to be added to the Contract (Support), as described by a
                      separate DSD listed in the CSRL, SOW Annex B. Each additional subclause
                      should be in the form of the optional clause shown below.
Related Clauses: SOW Annex B, CSRL ‘OPS’ entries
                      DSD-OPS-Template.
                      DSD-OPS-IT-HLPDSK, IT Help Desk Services.
                      SOW Annex C, CDRL ‘OPS’ entries and associated DIDs that are referenced from
                      the ‘OPS’ DSDs.




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                      SOW Annex D, for referenced manuals that describe Operating Support
                      procedures.
Optional Clauses:
                      The Contractor shall provide […INSERT SUMMARY DESCRIPTION OF THE
                      REQUIRED OPERATING SUPPORT SERVICES…] Services in accordance with
                      CSRL Line Number OPS-[…INSERT CSRL NUMBER…].




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5.            ENGINEERING SUPPORT

Sponsor:              DMO Standardisation Office
Status:               Optional (but must be used when Engineering Services are required under the
                      Contract (Support))
Purpose:              To define the requirements for Engineering Services and related work for the
                      Contract (Support) through both this clause of the SOW and the associated DSDs.
Policy:               DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force
                      Materiel
                      DI(A) LOG 12-1, Regulation of the Technical Integrity of Land Materiel
                      DI(N) ADMIN 37-15, Assuring the Safety, Fitness for Service and Environmental
                      Compliance of Naval Capability
                      DI(N) ADMIN 37-16, Navy Regulatory System
                      DI(N) LOG 47-3, Technical Regulation of Navy Materiel
Guidance:             This clause should be included if the Contract (Support) requires the provision of
                      Engineering Services. There may be support contracts that exclude Engineering
                      Support (e.g. these could be exclusively for the provision of Supply or Training
                      Services). A Contract (Support), which is primarily for the provision of Maintenance
                      Services, will often contain some level of requirement for Engineering Services in
                      relation to engineering investigations of defects, Configuration Management (CM),
                      or engineering dispositions for temporary and non-standard repairs.
                      In-service engineering has a different emphasis to acquisition engineering, and
                      involves such activities as:
                      a.     Technical Data review (known as Technical Information Review under the
                             Aerospace TRF);
                      b.     baseline management;
                      c.     defect management;
                      d.     failure/reliability monitoring;
                      e.     safety management;
                      f.     supportability analyses;
                      g.     obsolescence management;
                      h.     change management; and
                      i.     modification development.
                      If the Contract (Support) does not contain any Engineering Support requirements,
                      then the heading should be retained, but the words ‘Not Used’ should be inserted
                      in brackets at the end (e.g. “Engineering Support (Not Used)”). All of the lower-
                      level clauses of clause 5 should then be deleted.
Related Clauses: Maintenance Support (clause 6), for the Maintenance actions associated with the
                 implementation of Deviations and Non-Standard Repairs and the incorporation of
                 Modification Orders and Technical Instructions.
                      Supply Support (clause 7), for the Supply interfaces with Engineering Services
                      (e.g. in relation to obsolescence management and Supply aspects of ECPs).
Optional Clauses: Nil
                      The following diagram shows the general structure of SOW clause 5 and its
                      associated DSDs and DIDs.




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                                                                             SOW Clause 5
                                                                           Engineering Support

                                          DIDs                                                                            DSDs


                                   Authorised / Accredited                                                    Routine Engineering Services
                                 Engineering Organisation App.                                                      DSD-ENG-SERV
                                       DID-ENG-AEO ^

                                                      Contractor Engineering                                   Configuration Management
                                                        Management Plan                                                 Services
                                                        DID-ENG-CEMP                                                 DSD-ENG-CM


                                  Configuration Management              Software Support Plan                   Software Support Services
                                             Plan                         DID-ENG-SWSP                               DSD-ENG-SW
                                        DID-ENG-CMP

                                      System Engineering             Software Management Plan                 Engineering Change Proposal
                                       Management Plan                 DID-ENG-SW-SWMP                              DSD-ENG-ECP
                                     DID-ENG-MGT-SEMP

                                 System Safety Program Plan           Process Improvement Plan
                                    DID-ENG-MGT-SSPP                      DID-PM-MGT-PIP


                                 Engineering Support Summary
                                            Report                                 Notes:
                                       DID-ENG-ESSR                                ^ EMP is the main supporting document for an AEO application.
                                                                                     Not included in ASDEFCON (Support) templates.




                                                    Engineering Support SOW Structure

5.1           Engineering Support Management Planning
Sponsor:              DMO Standardisation Office
Status:               Core (if Engineering Support is required)
Purpose:              To identify the requirement for the Engineering Support planning document.
Policy:               ABR 6492, RAN Regulatory Framework and Certification Manual
                      Technical Regulation of Army Materiel Manual
                      AAP 7001.053, Technical Airworthiness Management Manual
Guidance:             The drafter must determine whether Engineering Support planning requirements
                      can be included in the SSMP, or if a separate Contractor Engineering Management
                      Plan (CEMP) is required. This decision is often discretionary, and dependent upon
                      the scope of the workload (if the Contract (Support) covers several SSCCs), and
                      the need to manage Engineering Support functions separate from other support
                      functions. Drafters should also refer to the previous guidance for SOW clauses 3.2
                      and 3.2.1 regarding the ‘roll-up’ of management plans.
                      If the scope of Engineering Support issues for the Contract is concise, then
                      embedding the basic CEMP requirements in the SSMP may be sufficient. A stand-
                      alone plan will often be mandatory, however, in order to meet TRF requirements
                      (e.g. where the Contractor must be an AEO).
                      TRF requirements relating to Engineering Support are contained in the policy
                      manuals listed above. Drafters should refer to the applicable policies (under the
                      main heading), the manuals identified above, and their TRAs for further advice. If
                      Engineering Services are to be provided in accordance with TRF requirements,
                      then AEO status may also need to be formally established (see guidance for
                      clause 5.4).    (Note that Authorised Maintenance Organisation / Accredited
                      Maintenance Organisation (AMO) requirements, which may include a level of
                      engineering responsibility, are addressed in clause 6 of the SOW). If the Contract
                      covers several areas such as a range of Engineering, Maintenance, and Supply
                      Services, then a separate CEMP will usually be more practical.
                      Having determined whether or not a separate CEMP is required, the optional SOW
                      clause should be chosen and the reference to the selected plan should be edited,
                      as per the ‘Notes to drafters’ in the draft SOW.



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                      DID-ENG-CEMP does not provide any clauses to define the requirements for a
                      CEMP; however, guidance is provided into appropriate scope and content through
                      a large ‘Note to drafters’. In the vast majority of cases, particular TRF
                      requirements will be applicable to the CEMP, and this DID will need to be
                      developed to suit these requirements.
                      Any Systems Engineering/developmental aspects of this SOW must be added
                      through DSDs, suitably developed by the drafter, that follow the principles of EIA-
                      632, Process for Engineering a System, as adapted for the applicable support
                      environment. As such, the CEMP may capture the Contractor’s use of EIA-632
                      principles or, more likely, a separate Systems Engineering Management Plan
                      (SEMP) will be required. As engineering changes also involve the application of
                      ILS practices to address the Supportability aspects of any change, an Integrated
                      Support Plan (ISP) may also be required, or this can be rolled-up into the SEMP.
                      Software-specific engineering-management requirements may be captured in the
                      Software Support Plan (SWSP), defined by DID-ILS-SW-SWSP or, if more
                      significant development is required, by the Software Management Plan (SMP)
                      defined by DID-ENG-SW-SMP (noting that both of these DIDs are available from
                      the standard assets for ASDEFCON (Strategic Materiel)). The SWSP is called out
                      by DSD-ENG-SW; however, it may be rolled-up into the CEMP if required. The
                      SMP would normally be called out by a drafter-developed DSD for ECPs, but it
                      may be rolled-up into the SEMP.
                      CM is an important part of Engineering Support that also governs Maintenance and
                      Supply activities. The CM Plan (CMP) will be called out by DSD-ENG-CM;
                      however, it can also be rolled-up into the CEMP, if required by the drafter.
                      In light of the TRF and decisions for rolling up subordinate plans, DID-ENG-CEMP
                      must be tailored, in conjunction with this clause, to suit the individual requirements
                      of the Engineering Services being sought.
                      If planning for the management of Engineering Support is to be included in the
                      SSMP, then the drafter must review DID-SSM-SSMP. Drafters should be aware
                      that DID-SSM-SSMP identifies the need to address Engineering Support
                      management in the SSMP if the SOW requires it and, by default, the DID does not
                      require tailoring. However, if the scope of Engineering Support planning is reduced
                      in the SSMP or specific requirements are needed, then the DID-SSM-SSMP will
                      need to be tailored accordingly.
Related Clauses: DID-ENG-CEMP, Contractor Engineering Management Plan.
                      DID-SSM-SSMP, Support Services Management Plan.
                      DID-ENG-CMP, Configuration Management Plan (may be rolled-up).
                      DID-ILS-SW-SWSP, Software Support Plan (may be rolled-up).
                      DID-ENG-MGT-SEMP, Systems Engineering Management Plan (may be rolled-
                      up).
                      DID-ILS-MGT-ISP, Integrated Support Plan (may be rolled-up).
                      DID-ENG-MGT-SMP, Software Management Plan (may be rolled-up).
                      DSD-ENG-SERV.
                      CDRL Line Number ENG-100 (for the CEMP).
Optional Clauses: Nil
5.2           Engineering Support Reporting
Sponsor:              DMO Standardisation Office
Status:               Core (if Engineering Support is required)
Purpose:              To identify the requirements for reporting the performance of Engineering Services.
Policy:               Nil



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Guidance:             The Engineering Support Summary Report (ESSR) would typically be delivered for
                      review in preparation for an Engineering Support Performance Review (ESPR), as
                      requested by clause 5.3 of the SOW. The ESSR primarily reports on the
                      Contractor’s performance in providing Engineering Services against the
                      requirements of the Contract.
                      Reports and reviews do not need to be coordinated on a one-for-one basis (e.g.
                      ESSRs could be scheduled for every six months with every second report
                      scheduled for an annual ESPR (or CSPR)). The frequency for delivery of ESSRs
                      may vary, depending on the level of visibility and Engineering Support activity
                      expected or the frequency of payment for these Services.
                      Drafters can elect to roll-up ESSRs into the CSSRs for small-scale contracts, and
                      this would be achieved by selecting optional clauses A and B in the draft SOW.
                      When the ESSR is rolled up into the CSSR, the CSSR must address the
                      requirements of the ESSR. Refer to the guidance for SOW clause 3.4 in regard to
                      rolling-up reports and reviews as part of the communications strategy.
Related Clauses: DID-ENG-ESSR, Engineering Support Summary Report.
                      DID-SSM-CSSR, Combined Services Summary Report.
                      SOW clause 5.3 in relation to Engineering Support Reviews.
                      SOW clause 3.4.1.3, which addresses the optional inclusion of a CSSR.
                      CDRL Line Number ENG-110 (for the ESSR).
Optional Clauses: Nil
5.3           Engineering Support Reviews
Sponsor:              DMO Standardisation Office
Status:               Core (if Engineering Support is required)
Purpose:              To identify the requirements for Engineering Support Performance Reviews
                      (ESPRs).
Policy:               Nil
Guidance:             There is only one level of Engineering Support review in the SOW, the ESPR,
                      which may be scheduled independently or rolled-up into the CSPR. If necessary
                      for larger-scale contracts, two levels of review can be achieved if the CSPR acts as
                      a higher-level review to the ESPR.
                      Additional reviews are required to support a Systems Engineering development
                      cycle (e.g. System Requirements Review, System Definition Review, Preliminary
                      Design Review, and Detailed Design Review). These reviews, specific to the
                      development process, should be identified through DSDs for managing Major
                      Changes (ie, Class 1 ECPs). Drafters should also be aware that DSD-ENG-SERV
                      includes the covering clauses for these System Reviews as well as a high-level,
                      governing clause for managing the developmental activities associated with Major
                      Changes.
                      The drafter needs to determine the appropriate level of review activity for
                      Engineering Support. If the ESPRs are to be rolled-up into CSPRs, then Option A
                      should be selected. If separate ESPRs are required, then Option B should be
                      selected and the review frequency inserted, as per the notes to drafters. If two
                      levels of review are required, the ESPR clause (second option) should be selected,
                      and the requirements for the CSPR expanded to include a higher-level review of
                      Engineering Services.
                      Depending on the plan option selected under clause 5.1, drafters should edit the
                      clauses referring to plans accordingly.
                      If major/significant Engineering Support Subcontractors (i.e. Approved
                      Subcontractors involved in the provision of Engineering Services) are to attend




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                      ESPRs, then the optional clause below should be copied to the draft SOW and
                      inserted after the last sub-clause in clause 5.3.
Related Clauses: SOW clause 3.4.2, Combined Services Performance Review.
                      SOW clause 5.2, Engineering Support Reporting.
                      DSD-ENG-SERV clause 6.2.11, Conduct of System Reviews.
Optional Clauses:
                      Unless otherwise agreed by the Commonwealth Representative, the Contractor
                      shall ensure that a representative from each Approved Subcontractor providing
                      Engineering Services attends Engineering Support Performance Review meetings.
5.4           Technical Regulation of Engineering Support
Sponsor:              AIRREG-DGTA (Aerospace)
                      Director of Technical Regulation - Navy (Maritime)
                      Director Technical Regulation - Army (Land)
Status:               Optional / Special Inclusion (Must be included if TRF requirements apply to the
                      provision of Engineering Services or if the Contractor is required to be an AEO or
                      to be evaluated by an AEO for the suitability of their Engineering processes)
Purpose:              To define the TRF requirements associated with providing Engineering Services
                      under the Contract.
Policy:               DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force
                      Materiel
                      DI(G) OPS 02-02, Australian Defence Force Airworthiness Management
                      AAP 7001.048, ADF Airworthiness Manual
                      AAP 7001.053, Technical Airworthiness Management Manual (TAMM)
                      AAP 8000.010, ADF Operational Airworthiness Manual
                      Technical Regulation of ADF Materiel Manual – Land (TRAMM-L)
                      ABR 6492, Navy Technical Regulations Manual (NTRM)
                      DI(A) LOG 12-1, Regulation of the Technical Integrity of Land Materiel
                      DI(N) ADMIN 37-15, Assuring the Safety, Fitness For Service and Environmental
                      Compliance Of Naval Capability
                      DI(N) ADMIN 37-16, Navy Regulatory System
                      DI(N) LOG 47-3, Technical Regulation of Navy Materiel
Guidance:             If Engineering Services are to be subject to TRF requirements (e.g. seaworthiness,
                      mission-worthiness, airworthiness or otherwise being operationally fit for purpose),
                      then the appropriate technical regulatory requirements for the applicable
                      environment must be applied. For aerospace requirements, the Contractor would
                      need to be an AEO. For maritime systems, the Contractor would need to be
                      assessed by an AEO. For land systems, there may be a need for the Contractor to
                      become an Accredited Engineering Organisation (AEO) (same acronym used). In
                      each case, there is generally some need for audit or other assurance that the
                      relevant TRF manual is being followed.
                      Drafters should be aware that DID-ENG-AEO, ‘AEO Application’, has been drafted
                      to have application to all TRFs. Under the Aerospace TRF, it is the document that
                      applies for the Contractor to become an AEO, while under the Land and Maritime
                      TRFs, it includes an “Application to Demonstrate Compliance with the TRAMM-L
                      under the Land TRF” and an “Application to Demonstrate Compliance with the
                      NTRM under the Maritime TRF”. For the Land and Maritime TRFs, this
                      “application” provides the objective evidence that the Contractor is competent to




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                      deliver compliant Engineering Services, as required under the Contract, in
                      accordance with the respective TRF manual.
                      If TRF requirements are not applicable to the Engineering Services being provided
                      under the Contract (Support), then the standard clauses in the SOW template
                      should be replaced with a single clause 5.4.1 stating ‘Not Used’.
                      If TRF requirements are applicable to the Engineering Services, drafters must seek
                      advice from the relevant TRAs to ensure that the Contract clauses included in the
                      SOW, DSDs and associated DIDs, represent the most up-to-date requirements for
                      contracting.
                      Aerospace: The objective of this clause is to ensure an appropriate Engineering
                      Support framework is in place to enable the continued technical and operational
                      airworthiness of aircraft. All Contracts that include Engineering Support for
                      technical equipment that has a technical or functional interface with ADF aircraft
                      MUST invoke a contractual requirement for the Contractor to become an AEO and
                      comply with Regulations 2 and 3 in Section 2 of the TAMM. Drafters should be
                      aware of the special ‘Aerospace Module’ that contains the changes to the standard
                      ASDEFCON (Support) template that should be incorporated when the Services
                      include the provision of aerospace-related services.
                      AIRREG-DGTA is the primary point of contact for advice regarding the applicability
                      of the technical airworthiness regulations to Engineering Support. Aerospace
                      Systems Division QMS Procedure 3-2-1-4 contains applicable guidance.
                      Land: The objective of this clause is to ensure an appropriate Engineering
                      Support framework is in place to enable the continued technical and operational
                      mission worthiness of nominated systems. Contracts for the nominated systems
                      will require the Contractor to comply with the applicable regulations defined in the
                      TRAMM-L. Drafters should also refer to the guidance above in relation to DID-
                      ENG-AEO.
                      Advice from DTR-A should be sought when applying these clauses.
                      Maritime: The objective of this clause is to ensure an appropriate Engineering
                      Support framework is in place to enable the continued technical and operational
                      seaworthiness of vessels. ABR 6492 (NTRM) requires Defence organisations (e.g.
                      DMO support agencies) providing Engineering Support to maritime materiel to
                      achieve AEO status. Additionally, “Non ADO organisations [including contractors]
                      involved in the design, construction and Maintenance of ADF maritime materiel will
                      be required to comply with the NTRF [Navy Technical Regulatory Framework]
                      through contractual requirements with the relevant AEO”.
                      Consistent with the NTRM, advice must be sought from the ‘engineering authority’
                      for the specific maritime systems (as per ABR 6492, volume 2, section 5) when
                      developing clauses for the individual NTRF requirements for a maritime system.
                      Drafters should also refer to the guidance above in relation to DID-ENG-AEO. An
                      example of a possible clause is provided under the heading, “Optional Clauses”,
                      below.
                      Electronic: Electronic systems fitted to various platforms may be subjected to
                      more than one of these TRF requirements and clause 5.4.1 should be amended
                      accordingly to include the relevant references, or a new clause added, to explain
                      any particular division of responsibilities for technical regulatory requirements.
                      DI(G) LOG 4-5-012 paragraphs 10 and 11 provides policy guidance for systems
                      and equipment that are subject to more than one TRF, which usually results in the
                      selection of a lead TRF.
                      Explosive Ordnance: If, in rare cases, the contractor is to manage or undertake
                      Engineering work on guided weapons or munitions, the drafter should seek advice
                      from the Directorate of Ordnance Safety (DOS) regarding additional technical
                      regulatory or audit requirements that may be applicable.
                      All: Drafters should consider COC clause 1.4, Operative Date, and the need for a
                      Contractor’s Engineering processes to be evaluated against a TRF, as defined in


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                      the TAMM, TRAMM-L, or ABR 6492, prior to the delivery of Engineering Services.
                      Note that, by using the OD clause, contract termination would be possible if a
                      Contractor failed to meet the needs of the applicable TRF by the OD. Compliance
                      with an applicable TRF was one of the original reasons for creating the OD clause.
                      In developing individual sub-clauses, drafters should also consider the relationship
                      with SOW clause 11, Quality Management. It may be suitable that compliance with
                      the TRF be integrated with Quality Management activities (e.g. sub-clauses to 5.4
                      may indicate that TRF compliance audits will be a specific component of quality
                      audits, with shortfalls automatically invoking clause 11.3 for non-conformance).
Related Clauses: DID-ENG-CEMP, Contractor Engineering Management Plan.
                      COC clause 1.4, Operative Date.
                      SOW clause 6.4, Technical Regulation of Maintenance Support.
                      SOW clause 11, Quality Management.
Optional Clauses: Refer to applicable TRA for guidance.
                      For the Maritime TRF, the following clause could form the basis of an appropriate
                      clause for the application of the NTRM to a Contract (Support):
                      Note to drafters: Amend the following clauses to reflect the required plans
                      for the draft Contract:
                      5.4.1 Subject to clauses 5.4.2 and 5.4.3, the Contractor shall ensure that
                      Engineering Services are performed in accordance with the following Technical
                      Regulatory Framework regulations defined in Chapter 1, Section 2, Volume 1 of
                      ABR 6492, Navy Technical Regulations Manual:
                      a.     Regulation No 1, with the words ‘under the NTRF’ replaced with ‘through the
                             Approved CEMP and Approved QP’;
                      b.     all regulations relating to technical risk management;
                      c.     all regulations relating to engineering change management, with the
                             exception of:
                             (i)    the words in Regulation No 3, ‘requirements in NTRM Vol 2, Sect 2’,
                                    are replaced with ‘requirements of the NTRM Vol 2, Sect 2 identified
                                    in DSD-ENG-CM’; and
                             (ii)   Regulation Nos 3.5 and 3.5.1;
                      d.     all regulations relating to defective and unsatisfactory materiel, with the
                             exception that Regulation No 4 is amended to read, ‘The Contractor shall
                             implement appropriate mechanisms to ensure that all Contractor and
                             Subcontractor personnel, regardless of position or appointment, report all
                             instances of defective or unsatisfactory materiel’;
                      e.     the engineering aspects of the regulations relating to Maintenance
                             management, noting that the authority for deferring either mandatory or non-
                             mandatory Maintenance must be an individual with appropriate engineering
                             competence;
                      f.     all regulations relating to delegation of engineering authority, with the
                             exception of Regulation No 6.2;
                      g.     all regulations relating to authorisations of engineering authorities, with the
                             exception of Regulation Nos 7, 7.1, 7.3 and 7.3.4.4, and with the following
                             amendments:
                             (i)    in Regulation No 7.3.2, the words ‘defined by the TRA’ are replaced
                                    with ‘defined by the Contractor in its Approved CEMP’; and
                             (ii)   in Regulation No 7.3.3, the words ‘that conform to the NTRF’ are
                                    replaced with ‘authorised through the Approved CEMP and Approved
                                    QP’;



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                      h.     Regulation No 8.2; and
                      i.     Regulation No 10.
                      5.4.2 For the purposes of this clause 5.4, the following terms from ABR 6492 shall
                      be interpreted as follows:
                      a.     ‘ADF maritime materiel’ means the Products being supported under the
                             Contract;
                      b.     ‘Engineering Management Plan’ or ‘EMP’ means the Approved CEMP;
                      c.     ‘executive’ or ‘executive authority’ means the Commonwealth
                             Representative; and
                      d.     ‘Authorised Engineering Organisations’ or ‘AEOs’ means the Contractor.
                      5.4.3 In interpreting the application of the regulations identified at clause 5.4.1 to
                      the provision of Engineering Services, the Contractor shall be guided by the
                      requirements of Volume 2 of ABR 6492.
5.5           Engineering Services
Sponsor:              DMO Standardisation Office
Status:               Core (if Engineering Support is required; however, individual lower-level draft SOW
                      clauses are optional)
Purpose:              To define the required Engineering Services.
Policy:               Nil
Guidance:             Drafters should be aware that DSDs are not necessarily independent of each other
                      and that the selection of DSDs and the creation of any new DSDs should consider
                      these relationships.
                      Drafters must tailor the subclauses to clause 5.5 for each group of Engineering
                      Services to be included in the Contract (Support), as described by a separate DSD
                      listed in the CSRL, SOW Annex B. Details are given below for the draft DSDs
                      included in the ASDEFCON (Support) templates, and for ECPs, which would need
                      to be developed by drafters when significant design change activities are
                      anticipated under the Contract.
                      Routine Engineering Services.           DSD-ENG-SERV contains the generic
                      Engineering Services that must be performed for all contracts requiring routine
                      Engineering Support. Whereas SOW clause 5 is predominantly about planning
                      and Engineering Services from a contract and TRF perspective, DSD-ENG-SERV
                      relates specifically to the management of individual engineering work activities.
                      Accordingly, this DSD is a ‘head’ DSD for Engineering Support, and will almost
                      certainly be required before any other Engineering Services can be undertaken.
                      Drafters should refer to the guidance in section 1 of DSD-ENG-SERV for further
                      information.
                      If a Contractor is not required to provide on-going Engineering Services and will
                      only undertake other functions such as an ECP program or parts of Configuration
                      Management, then the SOW clause and associated CSRL entry should be deleted.
                      Configuration Management Services. DSD-ENG-CM contains the requirements
                      for the CM of the Products to be supported under the Contract (Support). Drafters
                      should note that CM is fundamental to the effective management, and often the
                      safety, of complex Commonwealth assets. Drafters should refer to the guidance in
                      section 1 of DSD-ENG-CM for further information.
                      If CM is not required (e.g. because CM is undertaken by a Commonwealth agency
                      collocated with the Contractor), the SOW clause and associated CSRL entry
                      should be deleted.
                      Software Support Services. DSD-ENG-SW is specifically intended for the
                      support of software. Software support is intended to include uploading new



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                      releases of software, maintaining data libraries, and developing and implementing
                      software patches to overcome latent defects or minor user interface improvements.
                      Software support should be considered separately from software development,
                      where non-trivial improvements in software functionality or performance are
                      sought. Software development should be addressed via the ECP DSD discussed
                      below, or a specific software-only development DSD created by the drafter.
                      Drafters should refer to the guidance in section 1 of DSD-ENG-SW for further
                      information.
                      If software support Services are not required under the Contract, the SOW clause
                      and associated CSRL entry should be deleted.
                      Engineering Change Proposals.         A DSD-ENG-ECP is intended for the
                      application of a Systems Engineering program for the design and development of
                      enhancements, significant modifications, and upgrades to the Products being
                      supported.
                      The application of this DSD could logically follow the application of a scoping
                      activity, either performed by the Contractor or the Commonwealth (noting that
                      DSD-ENG-SERV includes clauses for this scoping activity). The ECP DSD will
                      also be required to call out a SEMP, possibly an ISP (which could be rolled-up into
                      the SEMP) and, if applicable, a Software Management Plan for the development of
                      software.
                      Drafters should develop an appropriate DSD to address the ECP function if
                      required. Guidance should be sought from the applicable TRF and / or applicable
                      CM manuals, DMO Quality and Environmental Management System (QEMS) ‘C3’
                      processes, EIA-632, other approved Systems Engineering standards, and related
                      policies and guidance promulgated by DMO Standardisation Office. Where
                      engineering changes have the potential to be significant (e.g. in terms of improving
                      Capability), guidance should also be sought from the DCDM and QEMS ‘C2’
                      acquisition processes.
                      Drafters must add a subclause to clause 5.5 for each additional group of
                      Engineering Services to be added to the Contract (Support), as described by a
                      separate DSD listed in the CSRL, SOW Annex B. Each additional subclause
                      should be in the form of the optional clause shown below.
Related Clauses: SOW Annex B, CSRL ‘ENG’ entries.
                      DSD-ENG-SERV, Routine Engineering Services.
                      DSD-ENG-CM, Configuration Management Services.
                      DSD-ENG-SW, Software Support Services.
                      SOW Annex A, List of Products to be Supported (for the allocation of engineering
                      authority, as applicable).
                      SOW Annex C, CDRL ‘ENG’ entries and associated DIDs that are referenced from
                      the ‘ENG’ DSDs.
                      SOW Annex D, for referenced manuals that describe Engineering Support
                      regulations and/or procedures.
                      DID-ENG-CEMP, Contractor Engineering Management Plan
                      DID-ENG-CMP, Configuration Management Plan
                      DID-ENG-AEO, AEO Application (if applicable)
                      DID-ENG-MGT-SEMP, Systems Engineering Management Plan (from ASDEFCON
                      (Strategic Materiel))
                      DID-ENG-MGT-SEMP-2, Systems Engineering               Management       Plan    (from
                      ASDEFCON (Complex Materiel) Volume 2)
                      DID-ENG-MGT-ISP, Integrated Support Plan (from ASDEFCON (Strategic
                      Materiel))



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                      DID-ENG-MGT-ISP-2, Integrated Support Plan (from ASDEFCON (Complex
                      Materiel) Volume 2)
                      DID-ENG-SW-SMP, Software Management Plan (from ASDEFCON (Strategic
                      Materiel))
                      DID-ENG-SWSP, Software Support Plan
                      See also SOW clause 9.2 for Technical Data, including Engineering Drawings.
Optional Clauses:
                      The Contractor shall provide […INSERT SUMMARY DESCRIPTION OF THE
                      REQUIRED ENGINEERING SERVICES…] Services in accordance with CSRL
                      Line Number ENG-[…INSERT CSRL NUMBER…].




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6.            MAINTENANCE SUPPORT

Sponsor:              DMO Standardisation Office
Status:               Optional (but must be used when Maintenance Services are required under the
                      Contract (Support))
Purpose:              To define the requirements for Maintenance Services and related work for the
                      Contract (Support) through both this clause of the SOW and the associated DSDs.
Policy:               DI(G) LOG 4-5-009, Maintenance Policy
                      DI(G) LOG 4-5-010, Contingency Maintenance
                      DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force
                      Materiel
                      DI(G) OPS 05-3, Civilians in Support of Australian Defence Force Operations
                      (applicable only if Maintenance Support is to be provided in the area of operations)
                      AAP 7001.059, ADF Aviation Maintenance Management Manual
Guidance:             This clause should be included if the Contract (Support) requires the provision of
                      Maintenance Services. There may be support contracts that exclude Maintenance
                      Support, such as those exclusively for the provision of Engineering, Supply, or
                      Training Services. If Operating Support Services are required, which require
                      complementary Maintenance Services, then this clause will be required.
                      If the Contract (Support) does not contain any Maintenance Support requirements,
                      then the heading should be retained, but the words ‘Not Used’ should be inserted
                      in brackets at the end (e.g. “Maintenance Support (Not Used)”). All of the lower-
                      level clauses of clause 6 should then be deleted.
Related Clauses: Operating Support (clause 4).
                      Engineering Support (clause 5), for the Engineering actions associated with the
                      development of Deviations, Non-Standard Repairs, Modification Orders and
                      Technical Instructions.
                      Supply Support (clause 7), for the Supply interfaces with Maintenance Services
                      (e.g. in relation to the delivery of Non-RIs).
Optional Clauses: Nil
                      The following diagram shows the general structure of SOW clause 6 and its
                      associated DSDs and DIDs.


                                                                        SOW Clause 6
                                                                      Maintenance Support

                                          DIDs                                                    DSDs

                                                                          Commercial IT Systems                Military Systems
                                     Authorised Maintenance               Information Systems            Generic Requirements for the
                                     Organisation Application              Administration and            Management of Maintenance
                                        DID-MNT-AMO ^                     Maintenance Services                    Services
                                                                            DSD-MNT-IT-SA                      DSD-MNT-MGT

                                 Maintenance Management Plan                                                Routine Maintenance Services
                                                                               As required
                                        DID-MNT-MMP
                                                                           (Develop by Drafter)                   DSD-MNT-SERV
                                                                            DSD-MNT-IT-XXX

                                 Maintenance Support Summary                                                  Contingency Maintenance
                                            Report                                                                    Services
                                        DID-MNT-MSSR                                                            (Develop by Drafter)
                                                                                                                DSD-MNT-CNTGCY

                               Notes:                                                                                As required
                               ^ MMP is supporting document when lodging application.                            (Develop by Drafter)
                                 Not included in ASDEFCON (Support) templates.                                     DSD-MNT-XXX




                                                   Maintenance Support SOW Structure




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6.1           Maintenance Support Management Planning
Sponsor:              DMO Standardisation Office
Status:               Core (if Maintenance Support is required)
Purpose:              To identify the requirements for the Maintenance Support planning document.
Policy:               TRF documents applicable to the provision of Maintenance Services (i.e.
                      TRAMM-L, TAMM, ABR 6492).
                      DI(G) LOG 4-5-009, Maintenance Policy
                      DI(G) LOG 4-5-010, Contingency Maintenance
                      DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force
                      Materiel
                      AAP 7001.059, ADF Aviation Maintenance Management Manual
Guidance:             The drafter must determine whether Maintenance management planning
                      requirements can be included in the SSMP, or if a separate Maintenance
                      Management Plan (MMP) is required. This decision is often discretionary, and
                      dependent upon the scope of the workload (e.g. if the Contract (Support) covers
                      several SSCCs), and the need to manage Maintenance Support functions separate
                      from other support functions. Drafters should also refer to the previous guidance
                      for SOW clauses 3.2 and 3.2.1 regarding the ‘roll-up’ of management plans.
                      If the scope of Maintenance Support for the Contract is concise (e.g. relates only to
                      the deeper Maintenance of similar RIs at a single location), then embedding the
                      basic MMP requirements in the SSMP may be sufficient. If Maintenance Support
                      must be provided in accordance with TRF requirements, then a separate MMP will
                      normally be required. For aerospace systems, an MMP must be submitted with the
                      application for AMO status. If the Contract covers several areas such as a range
                      of Maintenance activities in various locations, Engineering and Supply Services,
                      then a stand-alone MMP will often be more practical.
                      Drafters should determine whether or not a separate MMP is required, then select
                      the appropriate optional SOW clauses and edit the references to the appropriate
                      selected plan, as per the ‘Notes to drafters’ in the draft SOW.
                      If planning for the management of Maintenance Support is to be included in the
                      SSMP, then the drafter must review DID-SSM-SSMP. Drafters should be aware
                      that DID-SSM-SSMP identifies the need to address Maintenance Support
                      management in the SSMP if the SOW requires it and, by default, the DID does not
                      require tailoring. However, if the scope of Maintenance Support planning is
                      reduced in the SSMP or specific requirements are needed, then the DID-SSM-
                      SSMP will need to be tailored accordingly.
Related Clauses: DID-MNT-MMP, Maintenance Management Plan.
                      DID-SSM-SSMP, Support Services Management Plan.
                      CDRL Line Number MNT-100.
Optional Clauses: Nil
6.2           Maintenance Support Reporting
6.2.1         Maintenance Support Summary Reports
Sponsor:              DMO Standardisation Office
Status:               Core (if Maintenance Support is required)
Purpose:              To define the requirements for reporting on the performance of Maintenance
                      Services over a major reporting period.
Policy:               Nil




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Guidance:             The Maintenance Support Summary Report (MSSR) would typically be delivered
                      for review in preparation for a Maintenance Support Performance Review (MSPR),
                      as requested by clause 6.3.1 of the SOW. The MSSR primarily reports on the
                      Contractor’s performance in providing Maintenance Services against the
                      requirements of the Contract.
                      Reports and reviews do not need to be coordinated on a one-for-one basis (e.g.
                      MSSRs could be scheduled for every six months with every second report
                      scheduled for an annual MSPR (or CSPR)). The frequency for delivery of MSSRs
                      may vary from three months to one year, depending on the level of visibility and
                      Maintenance Support activity expected or the frequency of payment for these
                      Services. If more regular Maintenance reports are required to assist with on-going
                      Maintenance management (rather than for reporting against Contract
                      performance), then the Maintenance Progress Reports should be considered for
                      inclusion (refer clause 6.2.2).
                      Drafters can elect to roll-up MSSRs into the CSSRs for small-scale contracts, and
                      this would be achieved by selecting optional clauses A and B in the draft SOW.
                      When the ESSR is rolled up into the CSSR, the CSSR must address the
                      requirements of the ESSR. Refer to the guidance for SOW clause 3.4 in regard to
                      rolling-up reports and reviews as part of the communications strategy.
Related Clauses: DID-MNT-MSSR, Maintenance Support Summary Report.
                      DID-SSM-CSSR, Combined Services Summary Report.
                      SOW clause 6.2.2, Maintenance Progress Reports.
                      SOW clause 6.3.1, Maintenance Support Performance Reviews.
                      SOW clause 3.4.1.3, which addresses the optional inclusion of a CSSR.
                      CDRL Line Number MNT-110 (for the MSSR).
Optional Clauses: Nil
6.2.2         Maintenance Progress Reports
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the requirements for regular Maintenance reports to provide oversight of
                      more active Maintenance contracts and to assist with the coordination of
                      Defence and Contractor Maintenance-related activities.
Policy:               Nil
Guidance:             Maintenance Progress Reports are intended to monitor the provision of on-going
                      Maintenance Services that cover a broad scope of Maintenance activities or where
                      considerable activity is expected on a monthly basis. The Maintenance Progress
                      Report is particularly useful where there is a high degree of interaction between
                      Defence and Contractor Maintenance activities and the reporting feeds into
                      management planning activities of both Defence and the Contractor for the next
                      week or few months, as applicable.
                      There is no standard DID for this report. Due to the range of Maintenance
                      activities managed by DMO contracts, a standard DID is not possible. A DID
                      should be developed by the drafter, or proposed by the drafter and refined during
                      contract negotiations. There are no constraints on the content of the report,
                      although inclusion of financial or commercial factors should be avoided. The DID
                      may seek Maintenance scheduling information for the forthcoming period as much
                      as it seeks a performance summary from the preceding time period. Progress on
                      the installation of modifications or software changes, throughput of Maintenance
                      repairs, results or progress of any Maintenance investigations, and progress
                      against Maintenance performance measures would be typical subjects for this
                      report.




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                      The need for Maintenance Progress Reports may be negated by the inclusion of
                      Resident Personnel, which may include the Commonwealth Representative.
                      Conversely, and if Maintenance activities are geographically dispersed, this report
                      may be defined for the purpose of assisting the role of the Resident Personnel.
                      The inclusion of a DMS (clause 2.3), which is likely on a Contract requiring this
                      level of reporting, should be considered as an alternative to Maintenance Progress
                      Reports or as the method for delivery of the required information. It may be
                      possible that on-line access to the Contractor’s Maintenance Management System
                      (MMS) can be provided through the DMS or that standard reports from the MMS
                      can be ‘automatically’ delivered via the DMS. These types of issues should be
                      addressed with the Contractor during contract negotiations and / or Phase In, as
                      appropriate.
                      If the drafter determines that only one level of reporting is required (e.g. MSSRs or
                      CSSRs), then the Maintenance Progress Reports clause in the draft SOW should
                      remain as ‘Not Used’.
                      If the drafter determines that a second level of reporting is required (i.e.
                      Maintenance Progress Reports), then the drafter must copy the optional clause
                      below to the SOW. The frequency of the report submission should be edited in the
                      CDRL, taking into account any coordination required between Maintenance
                      Progress Reports and Maintenance Progress Reviews.
Related Clauses: SOW clause 6.3.2, Maintenance Progress Reviews.
                      CDRL line to be added by drafter (e.g. MNT-120).
Optional Clauses:
                      A Maintenance Progress Report shall be prepared by the Contractor and delivered
                      to the Commonwealth Representative in accordance with CDRL Line Number
                      MNT-XXX.
6.3           Maintenance Support Reviews
6.3.1         Maintenance Support Performance Reviews
Sponsor:              DMO Standardisation Office
Status:               Core (if Maintenance Support is required)
Purpose:              To document the requirements for Maintenance Support Performance Reviews
                      (MSPRs).
Policy:               Nil
Guidance:             MSPRs are held to review the provision of Maintenance Services over a drafter-
                      selected reporting period in accordance with the communications strategy for the
                      Contract (Support) (e.g. quarterly, six-monthly or annually). The MSPRs may also
                      be scheduled independently or rolled-up into the CSPR. These reviews also
                      discuss issues impacting Maintenance in the next period.
                      MSPRs are applicable to small Maintenance contracts, where one annual meeting
                      is sufficient to review the Services provided. They are also applicable to larger
                      contracts where a high-level review is required to summarise and assess the
                      overall performance against the requirements for the provision of Services for the
                      period.
                      The drafter needs to determine the appropriate level of review activity for
                      Maintenance Support. If the MSPRs are to be rolled-up into the CSPRs, then
                      Option A should be selected. If separate MSPRs are required, then Option B
                      should be selected and the review frequency inserted, as per the notes to drafters.
                      If a higher level of review is also required, the MSPR clause (second option) should
                      be selected, and the requirements for the CSPR expanded to include a higher-level
                      review of Maintenance Services. If a further, lower-level review is required,
                      drafters should refer to the guidance for clause 6.3.2.




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                      Depending on the plan option selected under clause 6.1, drafters should edit the
                      clauses referring to plans accordingly.
                      If major/significant Maintenance Support Subcontractors (i.e. Approved
                      Subcontractors involved in the provision of Engineering Services) are to attend
                      MSPRs, then the optional clause below should be copied to the draft SOW and
                      inserted after the last sub-clause in clause 6.3.1.
Related Clauses: SOW clause 3.4.2, Combined Services Performance Review
                      SOW clause 6.2.1, Maintenance Support Summary Reports
Optional Clauses:
                      Unless otherwise agreed by the Commonwealth Representative, the Contractor
                      shall ensure that a representative from each Approved Subcontractor providing
                      Maintenance Services attends Maintenance Support Performance Review
                      meetings.
6.3.2         Maintenance Progress Reviews
Sponsor:              DMO Standardisation Office
Status:               Optional (To be used when ongoing Maintenance-related meetings are required)
Purpose:              To define the requirements for regular Maintenance-related review meetings,
                      particularly to monitor the provision of ongoing and broadly-scoped Maintenance
                      Services.
Policy:               Nil
Guidance:             Maintenance Progress Reviews are held on a regular basis (e.g. monthly) to
                      review the on-going provision of Maintenance Services. These reviews provide the
                      means to discuss the Maintenance Progress Reports, if included in SOW clause
                      6.2.2, and provide insight into day-to-day Maintenance activities, particularly where
                      coordination with Maintenance performed by Defence units is essential.
                      These reviews are applicable to larger and more active Maintenance contracts that
                      span levels and/or types of Maintenance (e.g. whole of ship or aircraft
                      Maintenance, or major systems such as aero-engines) or where Maintenance is
                      conducted at numerous locations remote from the Commonwealth Representative.
                      If Maintenance-related Resident Personnel are being used and / or access to
                      suitable, live data is available (e.g. through the DMS), then there may be no need
                      for these reviews. Drafters should be aware that ad hoc meetings (refer SOW
                      clause 3.4.3) can be used to cover intermittent issues, but should not be used if
                      regular coordination meetings are required.
                      If the drafter determines that this review is not required, then the optional
                      Maintenance Progress Review clauses below should not be transferred to the draft
                      SOW, and the existing statement ‘Not Used’ should be retained.
                      If the drafter determines that a second level of review is required (i.e. Maintenance
                      Progress Reviews), then the drafter must copy the optional clauses below (without
                      the Notes to drafters) to the SOW, insert the frequency of the review, and edit the
                      applicable plan governing the conduct of Maintenance Progress Reviews.
Related Clauses: SOW clause 3.4.3, Ad Hoc Meetings.
                      SOW clause 6.3.1, Maintenance Support Performance Reviews.
                      SOW clause 6.2.2, Maintenance Progress Reports.
Optional Clauses:
                      Note to drafters: Insert the required frequency of Maintenance Progress
                      Reviews in the clause below.
                      The Contractor shall convene with the Commonwealth Representative for
                      Maintenance Progress Review meetings every […INSERT NUMBER IN WORD
                      AND (NUMBER), E.G., ONE(1), THREE(3)…] months.



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                      Note to drafters: Select the applicable plan from the clauses below to match
                      the plan in clause 6.1.
                      The Contractor shall hold Maintenance Progress Review meetings in accordance
                      with the Approved […SELECT SSMP/ MMP…].
                      These meetings shall:
                      a.     discuss the Contractor's interim performance in relation to the requirements
                             of the Contract, drawing information from the monthly Maintenance Progress
                             Reports;
                      b.     identify and determine action requirements arising from the Contractor’s
                             performance in the previous period; and
                      c.     identify and determine action requirements for near-term Maintenance and
                             related engineering and logistics planning, including coordination with
                             Commonwealth performed Maintenance activities, if applicable.
                      Review meetings shall be held at the Contractor's Australian facility, and shall be
                      chaired by the Commonwealth Representative.
6.4           Technical Regulation of Maintenance Support
Sponsor:              AMNTREG-DGTA (Aerospace)
                      Director of Technical Regulation - Navy (Maritime)
                      Director Technical Regulation - Army (Land)
Status:               Optional / Special Inclusion (Must be included if TRF requirements apply to the
                      provision of Maintenance Services or if the Contractor is required to be an AMO)
Purpose:              To define the required TRF requirements for Maintenance activities.
Policy:               DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force
                      Materiel
                      DI(G) OPS 02-02 Australian Defence Force Airworthiness Management
                      AAP 7001.053, Technical Airworthiness Management Manual (TAMM)
                      Technical Regulation of ADF Materiel Manual – Land (TRAMM-L)
                      ABR 6492 - Navy Technical Regulations Manual (NTRM)
                      DI(A) LOG 12-1, Regulation of the Technical Integrity of Land Materiel
                      DI(N) ADMIN 37-15, Assuring the Safety, Fitness For Service and Environmental
                      Compliance Of Naval Capability
                      DI(N) ADMIN 37-16, Navy Regulatory System
                      DI(N) LOG 47-3, Technical Regulation of Navy Materiel
Guidance:             If Maintenance Services are to be subject to TRF requirements (e.g. airworthiness,
                      seaworthiness, mission-worthiness or otherwise being operationally fit for purpose),
                      then the appropriate TRF requirements for the applicable environment must be
                      applied.
                      For non-aerospace systems, the Contractor may not have to become an accredited
                      or authorised organisation but may be the subject of compliance audit by the
                      applicable Defence AEO. In this case, drafters should consider any overlap with
                      the auditing requirements of clause 11, Quality Management, to avoid any
                      duplication of work described within the SOW. For aerospace systems, the
                      Contractor would normally need to be an AMO.
                      If TRF requirements are not applicable to the Maintenance Services (e.g. for a
                      commercially based computer system), then the standard clause in the SOW
                      template should be replaced with a single clause 6.4.1 stating ‘Not Used’.




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                      If TRF requirements are applicable to the Maintenance Services, drafters should
                      seek advice from the relevant TRAs to ensure that the Contract clauses included in
                      the SOW, DSDs and associated DIDs, represent the most up-to-date requirements
                      for contracting.
                      Drafters should be aware that DID-MNT-AMO, ‘AMO Application’, has been drafted
                      to have application to all TRFs. Under the Aerospace TRF, it is the document that
                      applies for the Contractor to become an AMO, while under the Land and Maritime
                      TRFs, it includes an “Application to Demonstrate Compliance with the TRAMM-L
                      under the Land TRF” and an “Application to Demonstrate Compliance with the
                      NTRM under the Maritime TRF”. For the Land and Maritime TRFs, this
                      “application” provides the objective evidence that the Contractor is competent to
                      deliver compliant Maintenance Services, as required under the Contract, in
                      accordance with the respective TRF manual.
                      Aerospace: The objective of this clause is to ensure an appropriate Maintenance
                      Support framework is in place to enable the continued technical and operational
                      airworthiness of aircraft. All Contracts that include Maintenance Support of
                      technical equipment that has a technical or functional interface with ADF aircraft
                      MUST invoke a contractual requirement to become an AMO and comply with
                      Regulations 4 and 5 in Section 2 of the TAMM. Drafters should be aware of the
                      special ‘Aerospace Module’ that contains the changes to the standard ASDEFCON
                      (Support) template that should be incorporated when the Services include the
                      provision of aerospace-related services.
                      AMNTREG-DGTA is the primary point of contact for advice regarding the
                      applicability of the technical airworthiness regulations to Maintenance. Aerospace
                      Systems Division (ASD) QMS Procedure 3-2-1-11 contains applicable guidance.
                      Land: The objective of this clause is to ensure an appropriate Maintenance
                      Support framework is in place to enable the continued technical and mission
                      worthiness of nominated systems. Contracts for the nominated systems will be
                      require the Contractor to comply with the applicable regulations defined in the
                      TRAMM-L. Review of documented Maintenance processes and record keeping
                      may be required, as may audits to ensure compliance with the TRAMM-L. Drafters
                      should also refer to the guidance above in relation to DID-MNT-AMO.
                      Advice from DTR-A should be sought if applying these clauses.
                      Maritime: The objective of this clause is to ensure an appropriate Maintenance
                      Support framework is in place to enable the continued technical and operational
                      seaworthiness of vessels. Contracts for the Maintenance of ships and submarines
                      will require the Contractor to comply with the ABR 6492, with specific requirements
                      defined by the AEO. Review of documented Maintenance processes and record
                      keeping may be required, as may audits to ensure compliance with ABR 6492.
                      Advice from DTR-N and the ‘engineering authority’ (as defined in ABR 6492,
                      volume 2, section 5) for the specific maritime system should be sought if applying
                      this clause. Drafters should also refer to the guidance above in relation to DID-
                      MNT-AMO. An example of a possible clause is provided under the heading,
                      “Optional Clauses”, below.
                      Electronic: Electronic systems fitted to various platforms may be subjected to
                      more than one of these requirements and draft SOW clause 6.4.1 should be
                      amended accordingly, to include the relevant references, or a new clause added to
                      explain any division of responsibilities for technical regulatory requirements. DI(G)
                      LOG 4-5-012 paragraphs 10 and 11 provides policy guidance on how systems and
                      equipment that are subject to more than one TRF should be handled.
                      Explosive Ordnance: If, in rare cases, the contractor is to manage or undertake
                      Maintenance work on guided weapons or munitions, the drafter should seek advice
                      from the Directorate of Ordnance Safety (DOS) regarding additional technical
                      regulatory or audit requirements that may be applicable.




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                      All: Drafters should consider COC clause 1.4, Operative Date, and the need for a
                      Contractor’s Maintenance processes to be evaluated against a TRF, as defined in
                      the TAMM, TRAMM-L, or ABR 6492, prior to the provision of Maintenance
                      Services. Note that, by using the OD clause, contract termination would be
                      possible if a Contractor failed to meet the needs of the applicable TRF by the OD.
                      Compliance with an applicable TRF was one of the original reasons for creating the
                      OD clause.
                      In developing individual sub-clauses, drafters should also consider the relationship
                      with SOW clause 11, Quality Management. It may be suitable that compliance with
                      the TRF be integrated with Quality Management activities (e.g. sub-clauses to 6.4
                      may indicate that TRF compliance audits will be a specific component of quality
                      audits, with shortfalls automatically invoking clause 11.3 for non-conformance).
Related Clauses: DID-MNT-MMP, Maintenance Management Plan.
                      DSD-MNT-MGT, Generic Requirements for the Management of Maintenance
                      Services.
                      COC clause 1.4, Operative Date.
                      SOW clause 5.4, Technical Regulation of Engineering Support.
                      SOW clause 11, Quality Management.
Optional Clauses: Refer to applicable TRA for guidance.
                      For the Maritime TRF, the following clause could form the basis of an appropriate
                      clause for the application of the NTRM to a Contract (Support):
                      Note to drafters: Amend the following clauses to reflect the required plans
                      for the draft Contract:
                      6.4.1 Subject to clauses 6.4.2 and 6.4.3, the Contractor shall ensure that
                      Maintenance Services are performed in accordance with the following Technical
                      Regulatory Framework regulations defined in Chapter 1, Section 2, Volume 1 of
                      ABR 6492, Navy Technical Regulations Manual:
                      a.     Regulation No 1, with the words ‘under the NTRF’ replaced with ‘through the
                             Approved MMP and Approved QP’;
                      b.     all regulations relating to technical risk management;
                      c.     Regulation No 3.1;
                      d.     all regulations relating to defective and unsatisfactory materiel, with the
                             exception of Regulation No 4;
                      e.     all regulations relating to Maintenance management, noting that the authority
                             for deferring either mandatory or non-mandatory Maintenance must be an
                             individual with appropriate engineering competence;
                      f.     Regulation No 7.2;
                      g.     Regulation No 7.3.3, with the words ‘that conform to the NTRF’ replaced with
                             ‘authorised through the Approved MMP and Approved QP’;
                      h.     Regulation Nos 7.3.4 and 7.4; and
                      i.     Regulation No 10.
                      6.4.2 For the purposes of this clause 6.4, the following terms from ABR 6492 shall
                      be interpreted as follows:
                      a.     ‘ADF maritime materiel’ means the Products being supported under the
                             Contract;
                      b.     ‘Engineering Management Plan’ or ‘EMP’ means the Approved MMP;
                      c.     ‘executive’ means the Commonwealth Representative; and
                      d.     ‘Authorised Engineering Organisations’ or ‘AEOs’ means the Contractor.



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                      6.4.3 In interpreting the application of the regulations identified at clause 6.4.1 to
                      the provision of Maintenance Services, the Contractor shall be guided by the
                      requirements of Volume 2 of ABR 6492.
6.5           Maintenance Services
Sponsor:              DMO Standardisation Office
Status:               Core (if Maintenance Support is required; however, individual lower-level draft
                      SOW clauses are optional)
Purpose:              To define the required Maintenance Services
Policy:               Nil
Guidance:             Drafters should be aware that DSDs are not necessarily independent of each other
                      and that the selection of DSDs and the creation of any new DSDs should consider
                      these relationships.
                      Drafters must tailor the subclauses to clause 6.5 for each group of Maintenance
                      Services to be included in the Contract (Support), as described by a separate DSD
                      listed in the CSRL, SOW Annex B. Details are given below for the draft DSDs
                      included in the ASDEFCON (Support) templates.
                      Generic Requirements for the Management of Maintenance Services. DSD-
                      MNT-MGT contains the generic Maintenance management and task-reporting
                      functions that must be performed for all Maintenance of military type equipment (as
                      opposed to commercially-oriented computer systems). This clause and the CSRL
                      entry calling up this DSD are required whenever the Maintenance of military
                      equipment is required as part of the Contract Services. The DSD should, once
                      selected, be tailored to the requirements of the individual program. Logically, if this
                      DSD is selected, then at least one other DSD related to the Maintenance Support
                      of military equipment must also be selected to describe the actual Services (e.g.
                      DSD-MNT-SERV, Routine Maintenance Services).
                      For non-military-specific systems, such as computer systems or other systems that
                      are not subject to the rigour of configuration management and reporting placed on
                      military equipment, DSD-MNT-MGT may not be required. Drafters should refer to
                      the guidance in section 1 of DSD-MNT-MGT for further information.
                      If a Contractor is not required to provide Maintenance-management Services, then
                      the SOW clause and associated CSRL entry should be deleted.
                      Routine Maintenance Services. DSD-MNT-SERV is intended to be used when
                      the Maintenance of military systems (i.e. usually excluding administrative and non-
                      deployable information systems) is required to be performed under the Contract.
                      In these circumstances, the SOW clause and CSRL entry related to DSD-MNT-
                      SERV will be required; otherwise, it must be deleted. The DSD should, once
                      selected, be tailored cognisant of DSD-MNT-MGT management requirements that
                      impact this DSD, and any other related DSDs developed by the drafter. Drafters
                      should refer to the guidance in section 1 of DSD-MNT-SERV for further
                      information. If routine Maintenance Services are not required under the Contract,
                      then the SOW clause and associated CSRL entry should be deleted.
                      Information Systems Administration and Maintenance Services. DSD-MNT-
                      IT-SA is specifically intended for the Systems Administration of information
                      technology systems, where ‘Maintenance’ is conducted quite differently to the
                      Maintenance of weapons platforms and other military systems. Activities include
                      network administration, help desk support, user administration, etc. If required, the
                      DSD should be reviewed and edited as necessary for the individual program.
                      Drafters should refer to the guidance in section 1 of DSD-MNT-IT-SA for further
                      information.
                      If systems administration and Maintenance Services are not required under the
                      Contract, then the SOW clause and associated CSRL entry should be deleted.




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                      Drafters must add a subclause to clause 6.5 for each additional group of
                      Maintenance Services to be added to the Contract (Support), as described by a
                      separate DSD listed in the CSRL, SOW Annex B. Each additional subclause
                      should be in the form of the optional clause shown below.
Related Clauses: SOW Annex B, CSRL ‘MNT’ entries.
                      DSD-MNT-MGT, Generic Requirements for the Management of Maintenance
                      Services.
                      DSD-MNT-SERV, Routine Maintenance Services.
                      DSD-MNT-IT-SA, Information Systems Administration and Maintenance Services.
                      SOW Annex A, List of Products to be Supported (for products to be maintained and
                      the relevant depth/grades of repair, as applicable).
                      SOW Annex C, CDRL ‘MNT’ entries and associated DIDs that are referenced from
                      the ‘MNT’ DSDs.
                      SOW Annex D, List of Referenced Manuals (for applicable Maintenance manuals
                      or series of manuals).
                      DID-MNT-MMP, Maintenance Management Plan.
                      DID-MNT-AMO, AMO Application (if applicable).
                      SOW clause 5, Engineering Support, particularly with reference to technical
                      regulatory requirements.
                      The incorporation of Modifications and Technical Instructions may be dependent
                      on the related clauses for (engineering/software/configuration) change proposals
                      dealt with under Engineering Support, refer clause 5 also.
                      Most Maintenance support contracts will also require some Supply Support
                      element; hence clause 7, for Supply Support functions related to the conduct of
                      Maintenance, may also be required.
                      See also SOW clause 9.3 for S&TE.
Optional Clauses:
                      The Contractor shall provide […INSERT SUMMARY DESCRIPTION OF THE
                      REQUIRED MAINTENANCE SERVICES…] Services in accordance with CSRL
                      Line Number MNT-[…INSERT CSRL NUMBER…].




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7.            SUPPLY SUPPORT

Sponsor:              DMO Standardisation Office
Status:               Optional (but must be used when Supply Services are required under the Contract
                      (Support))
Purpose:              To define the requirements for Supply Services and related work for the Contract
                      (Support) through both this clause of the SOW and the associated DSDs.
Policy:               Defence Supply Chain Manual (DSCM)
                      DI(G) LOG 4–1–003, Assignment of Australian Defence Force Logistics Managers
                      and Their Associated High Level Roles and Responsibilities
                      DI(G) LOG 4–1–007, Australian Standard Materiel Issue and Movement Priority
                      System Version Two
                      DI(G) LOG 4–3–003, Australian Defence Force Requirements Determination and
                      Management of Reserve Stocks
                      DI(G) LOG 4–3–004, Defence Stock Location Policy
                      DI(G) LOG 4–3–005, Defence Procurement Routing Rules
                      DI(G) LOG 4–3–008, Disposal of Defence Assets
                      DI(G) LOG 4–3–014, Stocktaking of Defence Assets
                      DI(G) LOG 4–3–017, Supply Aspects of Contractor Owned Spares
                      DI(G) LOG 4–3–018, Defence Policy on Obsolescence Management
                      DI(G) LOG 4–3–019, Item Identification and Recording of Defence Assets
                      DI(G) LOG 4–3–020, Defence Materiel Entitlements
                      DPPI 9/2002, Providing Purchasing Authority and Financial Delegations to
                      Contractors
                      Single Service Supply-related publications
Guidance:             This clause should be included if the Contract (Support) requires the provision of
                      Supply Services. There may be support contracts that exclude Supply Support,
                      such as those exclusively for Engineering or Training Services, or for Maintenance
                      Services, where all Supply Support activities are conducted by the Commonwealth
                      or another Contractor (e.g. Maintenance on a Commonwealth site). This clause
                      will also be required if Operating Support Services require complementary Supply
                      Services.
                      If the Contract (Support) does not contain any Supply Support requirements, then
                      the heading should be retained, but the words ‘Not Used’ should be inserted in
                      brackets at the end (e.g. “Supply Support (Not Used)”). All of the lower-level
                      clauses of clause 7 should then be deleted.
                      Supply Support is governed by a significant number of policies and manuals, as
                      indicated by the list above. While every effort has been made to ensure that the
                      applicable elements of the ASDEFCON (Support) template accord with these
                      policies, they are subject to change over time. Drafters, therefore, need to confirm
                      for themselves that their implementation of the template is consistent with the
                      policies and practices that are applicable to their environment.
                      Drafters should also be aware that, at times, the ASDEFCON (Support) template is
                      deliberately inconsistent with the identified policies and manuals. For example
                      some of the Supply-related terminology (e.g. Non-RIs) and associated definitions
                      are inconsistent with the DSCM because the terminology used in the DSCM is not
                      appropriate for use in a contract.
Related Clauses: Operating Support (clause 4).




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                      Engineering Support (clause 5), particularly with respect to activities supporting
                      new items introduced under modifications and determination of authority to fit
                      substitute items of Supply.
                      Maintenance Support (clause 6), for the provision of items used in Maintenance
                      and specifically linked clauses related to items beyond physical or economic repair.
                      Support Resources (clause 9), where complementary Supply Services are
                      required.
                      The following diagram shows the general structure of SOW clause 7 and its
                      associated DSDs and DIDs.



                                                              SOW Clause 7
                                                             Supply Support


                                     DIDs                                                         DSDs


                               Supply Support Plan                            Routine Supply Services
                                  DID-SUP-SSP                                     DSD-SUP-SERV


                                                                 Stock Assessment,
                                 Supply Support                    Codification &           Military Integrated Logistics
                                Summary Report                  Cataloguing Services          Information System Use
                                  DID-SUP-SSSR                     DSD-SUP-SACC                    DSD-SUP-MILIS


                                                                    Procurement                    Warehousing &
                                   Other DIDs,                        Services                  Distribution Services
                              as req’d by the DSDs                 DSD-SUP-PROC                    DSD-SUP-W&D




                                                     Supply Support SOW Structure

7.1           Supply Support Management Planning
Sponsor:              DMO Standardisation Office
Status:               Core (if Supply Support is required)
Purpose:              To identify the requirements for the Supply Support planning document.
Policy:               Nil
Guidance:             The drafter must determine whether Supply Support planning requirements can be
                      included in the SSMP, or if a separate Supply Support Plan (SSP) is necessary.
                      This decision is often discretionary, and dependent upon the scope of the workload
                      (e.g. if the Contract (Support) covers several SSCCs), and the need to manage
                      Supply Support functions separate from other support functions. Drafters should
                      also refer to the previous guidance for SOW clauses 3.2 and 3.2.1 regarding the
                      ‘roll-up’ of management plans.
                      If the scope of Supply Support issues for the Contract is concise (e.g. Supply
                      Services are relatively static and straightforward), then embedding the basic SSP
                      requirements in the SSMP should be sufficient. If the Contract covers several
                      areas such as a range of Supply Support activities in various locations, routine and
                      ad hoc Services, and other Engineering, Maintenance and Training Services, then
                      a separate SSP will often be more practical.
                      Drafters should determine whether or not a separate SSP is required, then select
                      the appropriate optional SOW clauses and edit the references to the appropriate
                      selected plan, as per the ‘Notes to drafters’ in the draft SOW.
                      If planning for the management of Supply Support is to be included in the SSMP,
                      then the drafter must review DID-SSM-SSMP. Drafters should be aware that DID-
                      SSM-SSMP identifies the need to address Supply Support management in the
                      SSMP if the SOW requires it and, by default, the DID does not require tailoring.
                      However, if the scope of Supply Support planning is reduced in the SSMP or



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                      specific requirements are needed, then the DID-SSM-SSMP will need to be
                      tailored accordingly.
Related Clauses: DID-SUP-SSP, Supply Support Plan.
                      DID-SSM-SSMP, Support Services Management Plan.
                      CDRL Line Number SUP-100.
Optional Clauses: Nil
7.2           Supply Support Reporting
Sponsor:              DMO Standardisation Office
Status:               Core (if Supply Support is required)
Purpose:              To identify the requirements for reporting the performance of Supply Services.
Policy:               Nil
Guidance:             The Supply Support Summary Report (SSSR) would typically be delivered for
                      review in preparation for a Supply Support Performance Review (SSPR), as
                      requested by clause 7.3 of the SOW. The SSSR primarily reports on the
                      Contractor’s performance in providing Supply Services against the requirements of
                      the Contract.
                      Reports and reviews do not need to be coordinated on a one-for-one basis (e.g.
                      SSSRs could be scheduled for every six months, with every second report
                      scheduled for an annual SSPR (or CSPR)). The frequency for delivery of SSSRs
                      may vary (e.g. from one month to one year), depending on the level of visibility and
                      Supply Support activity expected or the frequency of payment for these Services.
                      Drafters can elect to roll-up SSSRs into the CSSRs for small-scale contracts, and
                      this would be achieved by selecting optional clauses A and B in the draft SOW.
                      When the SSSR is rolled up into the CSSR, the CSSR must address the
                      requirements of the SSSR. Refer to the guidance for SOW clause 3.4 in regard to
                      rolling-up reports and reviews as part of the communications strategy.
Related Clauses: DID-SUP-SSSR, Supply Support Summary Report.
                      DID-SSM-CSSR, Combined Services Summary Report.
                      SOW clause 7.3 in relation to Supply Support Reviews.
                      SOW clause 3.4.1.3, which addresses the optional inclusion of a CSSR.
                      CDRL Line Number SUP-110 (for the SSSR).
Optional Clauses: Nil
7.3           Supply Support Reviews
Sponsor:              DMO Standardisation Office
Status:               Core (if Supply Support is required)
Purpose:              To identify the requirements for Supply Support Performance Reviews (SSPRs).
Policy:               Nil
Guidance:             There is only one level of Supply Support review in the SOW, the SSPR, which
                      may be scheduled independently or rolled-up into the CSPR. If necessary for
                      larger-scale contracts, two levels of review can be achieved if the CSPR acts as a
                      higher-level review to the SSPR.
                      The drafter needs to determine the appropriate level of review activity for Supply
                      Support. If the SSPRs are to be rolled-up into the CSPRs, then Option A should
                      be selected. If separate SSPRs are required, then Option B should be selected
                      and the review frequency inserted, as per the notes to drafters. If two levels of
                      review are required, the SSPR clause (Option B) should be selected, and the




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                      requirements for the CSPR expanded to include a higher-level review of Supply
                      Services.
                      Depending on the plan option selected under clause 7.1, drafters should edit the
                      clauses referring to plans accordingly.
                      If major/significant Supply Support Subcontractors (i.e. Approved Subcontractors
                      involved in the provision of Supply Services) are to attend SSPRs, then the
                      optional clause below should be copied to the draft SOW and inserted after the last
                      sub-clause in clause 7.3.
Related Clauses: SOW clause 3.4.2, Combined Services Performance Review.
                      SOW clause 7.2, Supply Support Reporting.
Optional Clauses:
                      Unless otherwise agreed by the Commonwealth Representative, the Contractor
                      shall ensure that a representative from each Approved Subcontractor providing
                      Supply Services attends Supply Support Performance Review meetings.
7.4           Supply Services
Sponsor:              DMO Standardisation Office
Status:               Core (if Supply Support is required; however, individual lower-level draft SOW
                      clauses are optional)
Purpose:              To define the required Supply Services.
Policy:               Nil
Guidance:             Drafters should be aware that DSDs are not necessarily independent of each other
                      and that the selection of DSDs, and the creation of any new DSDs, should consider
                      these relationships.
                      Drafters must tailor the subclauses to clause 7.4 for each group of Supply Services
                      to be included in the Contract (Support), as described by a separate DSD listed in
                      the CSRL, SOW Annex B. Details are given below for the draft DSDs included in
                      the ASDEFCON (Support) templates.
                      Routine Supply Services. Unique to the Supply Support DSDs is a structure that
                      allows Supply Services to be scaled. The templates include DSD-SUP-SERV as
                      the ‘head’ DSD, and four subordinate DSDs. DSD-SUP-SERV contains the
                      generic Supply Support functions that must be performed for all Contracts requiring
                      Supply Support. For smaller contracts the subordinate DSDs may not be
                      necessary because DSD-SUP-SERV includes a number of optional clauses to
                      cover a number of the more important clauses in the subordinate DSDs. These
                      clauses are not used if the subordinate DSDs are used. Examples of DSD-SUP-
                      SERV clauses replacing subordinate DSDs are:
                      a.     the ‘Stock Assessment’ clause can be used in lieu of the DSD-SUP-SACC
                             for minimal-sized Contracts where Codification and Cataloguing will not be
                             required (no modifications);
                      b.     the ‘Procurement of Non-RIs’ clause may be used as the minimal alternative
                             to DSD-SUP-PROC;
                      c.     the ‘Contractor Supply Management System (CSMS)’ clause may be applied
                             for minimal-sized Contracts in lieu of the Contractor having MILIS and the
                             SOW requiring DSD-SUP-MILIS (although, the CSMS clause may still be
                             required even if MILIS is also required for visibility into Contractor-owned
                             Stock Items that need to be delivered to Defence); and
                      d.     the ‘Delivery of Stock Items’ clauses covers the minimum associated with
                             DSD-SUP-W&D, although it does not have to be tailored out even when
                             DSD-SUP-W&D is used.




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                      DSD-SUP-SERV also contains clauses to address maintaining Reserve
                      Stockholding Levels (RSLs) and managing Obsolescence. Drafters should refer to
                      the guidance in section 1 of DSD-SUP-SERV for further information.
                      If a Contractor is not required to provide routine Supply Services, then the SOW
                      clause and associated CSRL entry should be deleted.
                      Stock Assessment, Codification and Cataloguing Services. DSD-SUP-SACC
                      is intended for use when the Contractor will be responsible for determining
                      appropriate stock holding levels or conducting Codification and Cataloguing and
                      identifying stock holding levels for new or modified items introduced via a
                      configuration change. Drafters should refer to the guidance in section 1 of DSD-
                      SUP-SACC for further information. If these Services are not required under the
                      Contract, then the SOW clause and associated CSRL entry should be deleted.
                      Military Integrated Logistics Information System (MILIS) Use. DSD-SUP-
                      MILIS provides additional clauses for when the Contractor is required to use MILIS.
                      Drafters should refer to the guidance in section 1 of DSD-SUP-MILIS for further
                      information. If these Services are not required under the Contract, then the SOW
                      clause and associated CSRL entry should be deleted.
                      Procurement Services. DSD-SUP-PROC enables the Commonwealth to task the
                      Contractor to buy Stock Items for delivery to Defence, including both Non-RIs and
                      RIs, and with specific provisions for safety critical parts. Drafters should refer to
                      the guidance in section 1 of DSD-SUP-PROC for further information. If these
                      Services are not required under the Contract, then the SOW clause and associated
                      CSRL entry should be deleted.
                      Warehousing and Distribution Services. DSD-SUP-W&D is for use when the
                      Commonwealth has specific warehousing and distribution needs, such as
                      maintaining a warehouse accessible by Commonwealth staff, the preparation and
                      recovery of items from long-term storage, environmentally controlled storage,
                      storage of hazardous materials, and specific distribution requirements. Drafters
                      should refer to the guidance in section 1 of DSD-SUP-W&D for further information.
                      If these Services are not required under the Contract, then the SOW clause and
                      associated CSRL entry should be deleted.
                      Drafters must add a subclause to clause 7.4 for each additional group of Supply
                      Services to be added to the Contract (Support), as described by a separate DSD
                      listed in the CSRL, SOW Annex B. Each additional subclause should be in the
                      form of the optional clause shown below.
Related Clauses: SOW Annex B, CSRL ‘SUP’ entries.
                      SOW Annex A, List of Products to be Supported (for RSLs and Items that the
                      Contractor may be required to procure (e.g. consumables) and deliver to the
                      Commonwealth, as applicable).
                      DSD-SUP-SERV, Routine Supply Services.
                      DSD-SUP-SACC, Stock Assessment, Codification and Cataloguing.
                      DSD-SUP-MILIS, Military Integrated Logistics Information System Use.
                      DSD-SUP-PROC, Procurement Services.
                      DSD-SUP-W&D, Warehousing and Distribution Services.
                      DID-SUP-SSP, Supply Support Plan
                      SOW clause 3.23, Stocktaking of Contractor Managed Commonwealth Assets
                      See also SOW clause 9.2 for Technical Data (which includes Codification Data).
                      See also SOW clause 9.5 for Packaging.
Optional Clauses:




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                      The Contractor shall provide […INSERT SUMMARY DESCRIPTION OF THE
                      REQUIRED SUPPLY SERVICES…] Services in accordance with CSRL Line
                      Number SUP-[…INSERT CSRL NUMBER…].




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8.            TRAINING SUPPORT

Sponsor:              Nil
Status:               Optional (but must be used when Training Services are required under the
                      Contract (Support))
Purpose:              To define the requirements for Training Services and related work for the Contract
                      (Support) through both this clause of the SOW and the associated DSDs.
Policy:               DI(G) PERS 05-36, Implementation of the Defence Training Model in Defence
                      Vocational Education and Training
                      ADFP 7.0.2, The Defence Training Model
                      Refer also to single Service Training manuals.
Guidance:             This clause should be included if the Contract (Support) requires the provision of
                      Training Services to Defence / Commonwealth personnel, which can include a
                      range of potential Training situations, including but not limited to:
                      a.     Sustainment Training;
                      b.     Conversion Training; and
                      c.     Continuation Training.
                      Training Support tasks also include the preparation of individual course materials,
                      management of students, reporting and recording student performance,
                      preparation of assessment materials, and the on-going development and upkeep of
                      training syllabi and materials. DI(G) PERS 05-36 requires that any Training
                      Materials provided by contractors must accord with the Defence Training Model
                      (ADFP 7.0.2 refers).
                      The SOW (including DSDs) covers the general requirement for managing a
                      Training program, the delivery of classroom-type training and associated Services,
                      and the upkeep of courseware and associated materials. If administrative
                      computer-based training or co-ordination of on-the-job training is required, DSDs
                      specific to the individual requirements will need to be developed by the drafter.
                      If the Contract (Support) does not contain any Training Support requirements, then
                      the heading should be retained, but the words ‘Not Used’ should be inserted in
                      brackets at the end (e.g. “Training Support (Not Used)”). All of the lower-level
                      clauses of clause 8 should then be deleted.
Related Clauses: SOW clause 9.4, Training Equipment
Optional Clauses: Nil
                      The following diagram shows the general structure of SOW clause 8 and its
                      associated DSDs and DIDs.




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                                                             SOW Clause 8
                                                           Training Support

                                       DIDs                                                    DSDs

                                        Training Support                          Routine Training
                                              Plan                                    Services
                                          DID-TNG-TSP                              DSD-TNG-SERV


                                        Training Support            Training Delivery         Training Materials
                                        Summary Report                  Services               Upkeep Services
                                          DID-TNG-TSSR                DSD-TNG-DEL               DSD-TNG-UPK

                                                                                    As Required

                             Notes:                                              (Drafter to Develop)
                                 Not included in ASDEFCON (Support) templates.      DSD-TNG-XXX



                                                 Training Support SOW Structure

8.1           Training Support Management Planning
Sponsor:              Nil
Status:               Core (if Training Support is required)
Purpose:              To identify the requirements for the Training Support planning document.
Policy:               Refer to Single Service Training Manuals
Guidance:             The drafter must determine whether Training Support planning requirements can
                      be included in the SSMP, or if a separate Training Support Plan (TSP) is
                      necessary. This decision is often discretionary, and dependent upon the scope of
                      the workload (e.g. if the Contract (Support) covers several SSCCs), and the need
                      to manage Training Support functions separate from other support functions.
                      Drafters should also refer to the previous guidance for SOW clauses 3.2 and 3.2.1
                      regarding the ‘roll-up’ of management plans.
                      If the scope of Training Support issues for the Contract is concise (e.g. Training
                      Services are relatively static and straightforward), then embedding the basic TSP
                      requirements in the SSMP should be sufficient. If the Contract covers several
                      areas such as a range of Training Support activities in various locations, routine
                      and ad hoc Services, and other Engineering, Maintenance and Supply Services,
                      then a separate TSP will often be more practical.
                      Drafters should determine whether a separate TSP is required, then select the
                      appropriate optional SOW clauses and edit the references to the appropriate
                      selected plan, as per the ‘Notes to drafters’ in the draft SOW.
                      If planning for the management of Training Support is to be included in the SSMP,
                      then the drafter must review DID-SSM-SSMP. Drafters should be aware that DID-
                      SSM-SSMP identifies the need to address Training Support management in the
                      SSMP if the SOW requires it and, by default, the DID does not require tailoring.
                      However, if the scope of Training Support planning is reduced in the SSMP or
                      specific requirements are needed, then the DID-SSM-SSMP will need to be
                      tailored.
Related Clauses: DID-TNG-TSP, Training Support Plan.
                      DID-SSM-SSMP, Support Services Management Plan.
                      CDRL Line Number TNG-100.
Optional Clauses: Nil




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8.2           Training Support Reporting
Sponsor:              DMO Standardisation Office
Status:               Core (if Training Support is required)
Purpose:              To identify the requirements for reporting the performance of Training Services.
Policy:               Nil
Guidance:             The Training Support Summary Report (TSSR) would typically be delivered for
                      review in preparation for an Training Support Performance Review (TSPR), as
                      requested by clause 8.3 of the SOW. The TSSR primarily reports on the
                      Contractor’s performance in providing Training Services against the requirements
                      of the Contract.
                      Reports and reviews do not need to be coordinated on a one-for-one basis (e.g.
                      TSSRs could be scheduled for every six months with every second report
                      scheduled for an annual TSPR (or CSPR)). The frequency for delivery of TSSRs
                      may vary (e.g. from one month to one year), depending on the level of visibility and
                      Training Support activity expected or the frequency of payment for these Services.
                      Drafters can elect to roll-up TSSRs into the CSSRs for small-scale contracts, and
                      this would be achieved by selecting optional clauses A and B in the draft SOW.
                      When the TSSR is rolled up into the CSSR, the CSSR must address the
                      requirements of the TSSR. Refer to the guidance for SOW clause 3.4 in regard to
                      rolling-up reports and reviews as part of the communications strategy.
Related Clauses: DID-TNG-TSSR, Training Support Summary Report.
                      DID-SSM-CSSR, Combined Services Summary Report.
                      SOW clause 8.3 in relation to Training Support Reviews.
                      SOW clause 3.4.1.3, which addresses the optional inclusion of a CSSR.
                      CDRL Line Number TNG-110 (for the TSSR).
Optional Clauses: Nil
8.3           Training Support Reviews
Sponsor:              DMO Standardisation Office
Status:               Core (if Training Support is required)
Purpose:              To identify the requirements for Training Support Performance Reviews (TSPRs).
Policy:               Nil
Guidance:             There is only one level of Training Support review in the SOW, the TSPR, which
                      may be scheduled independently or rolled-up into the CSPR. If necessary for
                      larger-scale contracts, two levels of review can be achieved if the CSPR acts as a
                      higher-level review to the TSPR.
                      The drafter needs to determine the appropriate level of review activity for Training
                      Support. If the TSPRs are to be rolled-up into the CSPRs, then Option A should be
                      selected. If separate TSPRs are required, then Option B should be selected and
                      the review frequency inserted, as per the notes to drafters. If two levels of review
                      are required, the TSPR clause (Option B) should be selected, and the
                      requirements for the CSPR expanded to include a higher-level review of Training
                      Services.
                      Depending on the plan option selected under clause 8.1, drafters should edit the
                      clauses referring to plans accordingly.
                      If major/significant Training Support Subcontractors (i.e. Approved Subcontractors
                      involved in the provision of Training Services) are to attend TSPRss, then the
                      optional clause below should be copied to the draft SOW and inserted after the last
                      sub-clause in clause 8.3.



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Related Clauses: SOW clause 3.4.2, Combined Services Performance Review.
                      SOW clause 8.2, Training Support Reporting.
Optional Clauses:
                      Unless otherwise agreed by the Commonwealth Representative, the Contractor
                      shall ensure that a representative from each Approved Subcontractor providing
                      Training Services attends Training Support Performance Review meetings.
8.4           Training Services
Sponsor:              DMO Standardisation Office
Status:               Core (if Training Support is required; however, individual lower-level draft SOW
                      clauses are optional)
Purpose:              To define the required Training Services.
Policy:               Nil
Guidance:             Drafters should be aware that DSDs are not necessarily independent of each other
                      and that the selection of DSDs, and the creation of any new DSDs, should consider
                      these relationships.
                      Drafters must tailor the subclauses to clause 8.4 for each group of Training
                      Services to be included in the Contract (Support), as described by a separate DSD
                      listed in the CSRL, SOW Annex B. Details are given below for the draft DSDs
                      included in the ASDEFCON (Support) templates.
                      Routine Training Services. DSD-TNG-SERV contains the generic Training
                      Services that must be performed for all Contracts requiring Training Support. This
                      DSD is a ‘head’ DSD for Training Support, and will almost certainly be required
                      before any other Training Services can be undertaken. Drafters should refer to the
                      guidance in section 1 of DSD-TNG-SERV for further information.
                      If a Contractor is not required to provide on-going Training Services, then the
                      clause and associated CSRL entry should be deleted.
                      Training Delivery Services. DSD-TNG-DEL identifies the course details and
                      delivery requirements, Training Equipment, Training Materials, assessments and
                      course evaluation requirements. Drafters should refer to the guidance in section 1
                      of DSD-TNG-DEL for further information. If these Services are not required under
                      the Contract, then the SOW clause and associated CSRL entry should be deleted.
                      Training Materials Upkeep Services. DSD-TNG-UPK needs the drafter to
                      identify the relevant Training courses for which upkeep of Training Materials,
                      including curriculum documentation, is required. The Contractor would then be
                      required to maintain the identified Training Materials. Drafters should refer to the
                      notes to drafters in DSD-TNG-UPK for further information. If these Services are
                      not required under the Contract, then the SOW clause and associated CSRL entry
                      should be deleted.
                      Drafters must add a subclause to clause 8.4 for each additional group of Training
                      Services to be added to the Contract (Support), as described by a separate DSD
                      listed in the CSRL, SOW Annex B. Each additional subclause should be in the
                      form of the optional clause shown below.
Related Clauses: SOW Annex B, CSRL ‘TNG’ entries.
                      DSD-TNG-SERV, Routine Training Services,
                      DSD-TNG-DEL, Training Delivery Services.
                      DSD-TNG-UPK, Training Material Upkeep Services.
                      DID-TNG-TSP, Training Support Plan.
                      See also SOW clause 9.2 for Technical Data (which will include Training
                      Materials).



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                      See also SOW clause 9.4 for Training Equipment.
Optional Clauses:
                      The Contractor shall provide […INSERT SUMMARY DESCRIPTION OF THE
                      REQUIRED TRAINING SERVICES…] Services in accordance with CSRL Line
                      Number TNG-[…INSERT CSRL NUMBER…].




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9.            SUPPORT RESOURCES

Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the requirements for the Maintenance and upkeep of Support Resources
                      used to enable the provision of Management, Operating Support, Engineering,
                      Maintenance, Supply, and Training Services, as required by clauses 3 to 8 of the
                      SOW and associated DSDs.
Policy:               Nil
Guidance:             This clause must be included in all support contracts. Individual clauses will be
                      optional, depending on which Support Resources are required to enable the
                      Services to be provided.
                      The term ‘Support Resources’ is defined in the Glossary as, “the physical products,
                      including spares, equipment, materials, Facilities, Technical Data, Personnel, and
                      any other physical resources required to operate and support all or a particular part
                      of the Mission System as the case requires”.
                      Drafters should note that a difference exists between:
                      a.     using Support Resources to provide a Service; and
                      b.     Support Resources being themselves serviced.
                      The following diagram shows this difference.

                                       Providing Services                      Being Serviced
     Government                  An item of GFM being used by the     An item of GFM being serviced by the
                                 Contractor (Support) to provide a    Contractor (Support) in accordance
     Furnished Materiel
                                 Service to the Commonwealth in       with the Contract (Support). These
     (to include GFI, GFD,       accordance with the Contract         items will appear in Annex A to the
     GFE)                        (Support).                           SOW (List of Products to be
                                                                      Supported).

     Contractor                  An item of CFM being used by the     An item of CFM being serviced by the
                                 Contractor (Support) to provide a    Contractor (Support) in accordance
     Furnished Materiel
                                 Service to the Commonwealth in       with the Contract (Support). These
                                 accordance with the Contract         items may appear in Annex A to the
                                 (Support).                           SOW (List of Products to be
                                                                      Supported) if significant enough to
                                                                      the Commonwealth.


     Commonwealth                                                     An item of Commonwealth-owned
                                                                      'other' being serviced by the
     owned 'other' (not
                                                                      Contractor (Support) in accordance
     GFM)                                                             with the Contract (Support). These
                                                                      items will appear in Annex A to the
                                                                      SOW (List of Products to be
                                                                      Supported).


     Note that this matrix is equally applicable to the Support Resources of Technical Data (GFI, GFD), S&TE
     (GFE) and Training Equipment (GFE).


                              Service Provision/Use of Support Resources

Related Clauses: SOW clauses 3 through 8 and associated DSDs.
Optional Clauses: Nil




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9.1            Personnel
9.1.1          Personnel (General)
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              This clause recognises the Contractor’s responsibility in providing the appropriate
                      personnel to perform the Contract Services.
Policy:               Nil
Guidance:             Unless explicitly mentioned elsewhere in the Contract, the Contractor is
                      responsible for their training, qualifications, security clearance applications, etc.
                      This clause recognises that work effort is associated with these tasks and, when
                      the SOW is used as the basis of the Contract WBS 12, provides a WBS element
                      against which a costing may be assigned, instead of hiding these costs elsewhere
                      in the Contract.
Related Clauses: COC clause 3.12, Key Persons and other Personnel.
Optional Clauses: Nil
9.1.2          Key Persons Management
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              The purpose of this clause is to obligate the Contractor to identify Key Staff
                      Positions and associated Key Persons, and to clearly place responsibility for their
                      selection with the Contractor.
Policy:               Nil
Guidance:             Drafters should understand how the ‘Key Persons and other Personnel’ clause in
                      the COC interacts with this SOW clause.
                      Clause 9.1.2 of the SOW requires the establishment of Key Staff Positions in order
                      that these positions may be filled with Key Persons. Both the Key Staff Positions
                      and the associated Key Persons are named in Contractor’s Approved SSMP.
                      Clause 3.12 of the COC sets out the process that will be employed in the situation
                      where a Key Person becomes unavailable or the Commonwealth considers that a
                      Key Person needs to be removed.
                      For example, a Key Staff Position identified in the SSMP may be ‘Senior Contracts
                      Officer’. The Senior Contracts Officer may be required to have a Bachelor of Law.
                      Subject to the Commonwealth’s satisfaction, anyone possessing such a degree
                      may fill the Key Staff Position.
                      Key Staff Positions
                      Key Staff Positions may include positions assigned engineering authority, lead
                      software managers, explosives/weapons trained staff, and some specialist trade
                      skills that may be unique to the equipment involved. If any of these staff are
                      difficult to find, only a few people possess the appropriate skills, or if Defence has
                      paid for specific people to attend overseas training courses, then drafters may wish
                      to name specific individuals as Key Persons and must indicate which Key Staff
                      Positions they will fill.
                      Key Staff Positions and Key Person requirements should be flowed down to those
                      Approved Subcontractors whose Services are critical to the successful
                      performance of the Contract and whose employees have been named Key
                      Persons (if any).

12
  An ASDEFCON guiding principle is that the SOW captures all work (refer to principle 3 of the ASDEFCON Handbook
Philosophy Volume).




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                      In response to this clause, tenderers should be required to nominate through
                      Tender Data Requirement E-4, for both themselves and intended Subcontractors:
                      a.     positions that are critical to the success of the work to be performed;
                      b.     the duties and responsibilities of those positions;
                      c.     the competencies and experience needed for the person filling each of those
                             positions; and
                      d.     if required by the Commonwealth, the name of the individual who will be
                             considered a Key Person.
Related Clauses: COC clause 3.12, Key Persons and other Personnel.
                      DID-SSM-SSMP.
                      TDR E-4 of the COT, Key Staff Positions.
Optional Clauses: Nil
9.2           Technical Data
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To specify the work to be performed by the Contractor to effectively manage
                      Technical Data, including both physical management and configuration
                      management.
Policy:               DI(G) LOG 4-5-003, Defence Policy on Acquisition and Management of Technical
                      Data
Guidance:             Some form of Technical Data is likely to be required in all support contracts;
                      therefore, drafters will usually need to include the default clauses in the SOW for
                      Technical Data.
                      Management of Technical Data and publications should be considered in
                      conjunction with the management of IP and whether the Contractor will provide
                      Engineering Services, including hardware modifications and software engineering,
                      which results in updates to Technical Data. The use of the DMS (SOW clause 2.3)
                      should also be considered for access to Contractor-sourced Technical Data.
                      Management of Technical Data may also be addressed in individual support plans
                      relating to the SSCCs.       As examples, Configuration Management data is
                      addressed through DSD-ENG-CM and Training Materials can be maintained via
                      DSD-TNG-SERV or redeveloped through DSD-TNG-UPK. The ‘head’ DSD for
                      each SSCC also includes requirements for a related information management
                      system that will hold considerable Technical Data in electronic form. The drafter
                      needs to be cognisant of these other clauses when defining Technical Data
                      support needs through this clause and the SOW Annexes.
                      These Technical Data clauses do not explicitly separate interactive electronic
                      technical manuals from hard copy manuals. Both are considered equally as
                      Technical Data.
                      Section 6 of SOW Annex A identifies the Technical Data that the Contractor is
                      required to support under the Contract; however, Technical Data is identified in a
                      number of different places in the template, including:
                      a.     Contract Attachment E, ‘Government Furnished Material, Government
                             Furnished Facilities and Government Furnished Services’, which identifies
                             GFI and GFD at Annex A to Contract Attachment E;
                      b.     Contract Attachment M, ‘Glossary’, which identifies the Referenced
                             Documents called up throughout the Contract;
                      c.     SOW Annex A, ‘List of Products to be Supported’, which can be used to
                             identify the reference manuals that pertain to other Products to be supported



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                             (e.g. Mission System(s) and RIs), as well as the specific Technical Data to
                             be supported at Section 6 of SOW Annex A; and
                      d.     SOW Annex D, ‘List of Referenced Manuals’, which can be used to list the
                             referenced manuals used in support of the Products at Annex A to the SOW.
                      Each of these different parts of the template has a particular purpose, which may
                      result in particular items of Technical Data being identified in multiple locations
                      (e.g. a Commonwealth-provided RI Maintenance manual, which the Contractor is
                      required to support, could be identified in all of these parts). Drafters should
                      ensure that each item of Technical Data is appropriately identified in each part of
                      the template, commensurate with the purpose of that part of the template.
Related Clauses: COC clause 5, Intellectual Property.
                      Contract Attachment E, Government Furnished Material, Government Furnished
                      Facilities and Government Furnished Services.
                      SOW clause 3.13, Intellectual Property Management.
                      SOW Annex A, List of Products to be Supported.
                      SOW Annex A Section 6, Technical Data.
                      SOW Annex D, List of Referenced Manuals.
                      SOW clause 2.3, Document Management System.
Optional Clauses: Nil
9.2.1         Technical Data Plan
Sponsor:              DMO Standardisation Office
Status:               Optional. To be included when the scope of Technical Data management and
                      development / update effort requires a standalone plan.
Purpose:              To require the Contractor to develop, deliver and update a Technical Data Plan
                      (TDP).
Policy:               Nil
Guidance:             Asking the Contractor to prepare and maintain a separate TDP is normally not
                      necessary for the majority of support contracts. Management of Technical Data
                      may be included in the SSMP where the task is relatively small. However, if the
                      Contract requires a large amount of Technical Data and numerous publications as
                      a resource and these are likely to be subject to frequent amendments, drafters
                      should consider the requirement for a separate TDP.
                      If a TDP is required, the optional clauses below should be incorporated into the
                      draft SOW. Drafters will also need to develop a DID for the Technical Data Plan,
                      perhaps using the TDP DID from the Standard Assets for ASDEFCON (Strategic
                      Materiel) as guidance.
Related Clauses: All other sub-clauses in SOW clause 9.2.
                      DID-SSM-SSMP, Support Services Management Plan (as an alternative to the
                      TDP).
Optional Clauses:
                      The Contractor shall develop, deliver and update a Technical Data Plan in
                      accordance with CDRL Line Number SR-XXX.
                      The Contractor shall manage and provide Technical Data Services in accordance
                      with the Approved TDP.
9.2.2         Technical Data List
Sponsor:              DMO Standardisation Office
Status:               Optional



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Purpose:              To require the Contractor to prepare and maintain a Technical Data List (TDL).
Policy:               Nil
Guidance:             The TDL identifies the Technical Data used and / or generated by the Contractor
                      and the Approved Subcontractors during the Contract. The TDL can be used to
                      keep track of the changes to Technical Data, applicable to the Commonwealth’s IP
                      rights, over the life of the Contract.
                      The TDL is an optional clause; however, it should be considered for use for the
                      majority of support contracts. Typically, the clause would only be omitted for those
                      support contracts at the lower end of complexity or where there was only a minimal
                      amount of Technical Data associated with the Contract.
                      The TDL may also be used to follow the development of new and modified
                      Technical Data during engineering design change programs; however, the DSD-
                      ENG-ECP (or similar) would require additional deliveries of the TDL, or draft TDL
                      changes, not covered by the default ‘delivery schedule’ entry in the CDRL. The
                      TDL also informs the Commonwealth of impending changes to the IP Plan or IP
                      schedule; however, this does not impact on tailoring clause 3.13.
                      When a Contract (Acquisition) and a Contract (Support) are linked, the TDL
                      developed during acquisition and the TDL for support are generally not the same.
                      The acquisition TDL will identify all Technical Data for the in-service phase,
                      including that used by the Commonwealth. Unless the support concept includes
                      full contractor support, the initial Contract (Support) TDL will be developed in
                      preparation for the OD from a subset of the mature Contract (Acquisition) TDL.
                      If the Contractor is not maintaining Technical Data for regular use by the
                      Commonwealth, then the Approved TDL may encompass all of Section 6 of SOW
                      Annex A and, potentially, SOW Annex D, superseding both of these sections, in
                      terms of accuracy, as Technical Data is amended. In this instance the drafter /
                      Commonwealth Representative may wish to amend these SOW sections, at the
                      OD or via a subsequent CCP, to refer to the Approved TDL for the Technical Data
                      to be maintained and / or used by the Contractor and Approved Subcontractors.
Related Clauses: SOW Annex A Section 6, Technical Data.
                      SOW Annex D, List of Referenced Manuals.
                      Contract Attachment E, which includes the lists of GFI and GFD for the Contract.
                      Contract Attachment M, Glossary, which includes the list of Referenced
                      Documents for the Contract.
                      DID-TDATA-TDL, Technical Data List.
                      CDRL Line SR-100.
                      COC clause 5, Intellectual Property.
                      SOW clause 3.13, Intellectual Property Management.
                      DSD-ENG-ECP, Engineering Change Proposals (as developed by drafter).
Optional Clauses: Nil
9.2.3         Technical Information Library
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to maintain an up-to-date technical information library for
                      any policies, regulations, procedures, and task descriptions required for the
                      performance of the Contract.
Policy:               Nil




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Guidance:             The technical information library may include a mix of GFI and GFD, plus other
                      OEM and commercial documents identified in COC Attachment M, Glossary, that
                      are not GFI and GFD (e.g. Australian and international standards).
                      This clause should be considered for use when there is a considerable amount of
                      technical information either associated with the Contract work or being provided by
                      the Commonwealth (or both). While the requirement to provide a technical
                      information library may appear to be a process requirement, which should be
                      unnecessary in an outcomes-based contract, the clause does establish a minimum
                      standard to be met by the Contractor. This type of clause can be beneficial in
                      situations, such as when an accident occurs, and the responsibilities of the
                      respective parties in relation to that accident need to be established.
                      Drafters should note the linkage to Phase In and the Commonwealth’s obligations
                      to provide a sufficient number of copies of the Commonwealth documents listed in
                      Attachment M. While Attachment M primarily provides the Glossary, it also
                      provides the consolidated list of Referenced Documents for the Contract. Drafters
                      should ensure that, prior to the release of the RFT, Contract Attachment M is
                      updated to capture all of the documents referenced in the draft Contract (Support),
                      which should include all documents identified in all sections of SOW Annex A and
                      in SOW Annex D. Any documents that are identified in Contract Attachment E (i.e.
                      either GFI or GFD), however, should not be included in Contract Attachment M.
                      Section 6 of SOW Annex A identifies the Technical Data to be supported by the
                      Contractor, with clause 1 of Section 6 identifying the publications to be supported.
                      Clause 9.2.3.4 of the SOW requires the Contractor to maintain these publications,
                      which includes “the incorporation of Commonwealth-issued amendments and OEM
                      amendments that have been approved by the Commonwealth”. This last part of
                      the clause refers to those publications for which the Commonwealth has retained
                      publication sponsorship. Drafters should review the requirements of this clause in
                      light of the requirements included under clause 9.2.4, ‘Publication Update Service’
                      and under clause 9.2.5, ‘Publication Sponsorship’.
Related Clauses: Contract Attachment M, Glossary, which includes the list of Referenced
                 Documents for the Contract.
                      SOW Annex A, List of Products to be Supported.
                      SOW Annex D, List of Referenced Manuals.
                      SOW clause 2.7, Phase In.
                      SOW clause 9.2.4, Publication Update Service
                      SOW clause 9.2.5, Publication Sponsorship.
Optional Clauses: Nil
9.2.4         Publication Update Service
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to provide an update service for the publications
                      identified in the list of Products to be supported at Annex A to the SOW.
Policy:               Nil
Guidance:             A Contractor may be required to provide a Service of identifying and incorporating
                      updates to publications from OEMs. If required, the optional clauses below should
                      be transferred to clause 9.2.4 in the SOW, suitably amended to meet the specific
                      requirements of the Contract, including any Service-specific and / or TRF
                      requirements.
                      SOW clause 9.2.3.4 states that the “Contractor shall maintain the publications
                      identified in Section 6 of Annex A to the SOW, including the incorporation of
                      Commonwealth-issued amendments and OEM amendments that have been
                      approved by the Commonwealth”. The publications update service differs from this


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                      obligation in that the Contractor is preparing the updates, typically with the
                      Commonwealth Representative’s organisation as the publication sponsor or major
                      stakeholder.
                      Drafters should review the requirements of these optional clauses in light of the
                      requirements included under clause 9.2.5, ‘Publication Sponsorship’.
                      Within the optional clauses, the drafter needs to identify and insert the required
                      format type for the updates. This is intended to be the applicable soft copy format
                      for the proposed update. This clause may require further development where
                      multiple file types are required.
                      The drafter must also insert the frequency for regular updates into the optional
                      clause.
Related Clauses: SOW Annex A Section 6, Technical Data.
                      SOW clause 9.2.3, Technical Information Library.
                      SOW clause 9.2.5, Publication Sponsorship.
Optional Clauses:
                      The Contractor shall provide a publication update service for the publications
                      identified in Section 6 of Annex A to the SOW.
                      Note to drafters: SOW clause 9.2.3.4 states that the Contractor shall maintain
                      the publications listed in Annex A to the SOW, including the incorporation of
                      Commonwealth-issued amendments and OEM amendments that have been
                      approved by the Commonwealth.
                      Additional clauses will need to be inserted here if the Contractor is intended
                      to have responsibilities as a publication sponsor and/or for developing
                      updates to Commonwealth publications. The aforementioned clause will
                      also require amendment if the Contractor is intended to be a publication
                      sponsor.
                      This Service shall not cover publication updates required by the purchase of
                      Product modifications, since this effort is normally covered as part of such
                      separate action.
                      Changes to the publications shall be in the same style and format as the
                      publications being changed, unless otherwise agreed by the Commonwealth
                      Representative.
                      Publication updates shall be delivered in […DEFINE FORMAT TYPE…] format.
                      Delivery of publication updates will be accomplished on a […DEFINE
                      FREQUENCY…] basis.
9.2.5         Publication Sponsorship
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to perform the services of a publication sponsor for those
                      publications annotated accordingly in the list of Products to be supported at
                      Annex A to the SOW.
Policy:               Nil
Guidance:             In some circumstances, the Contractor may be required to be a publication
                      sponsor for Defence publications, which involves responsibilities, such as:
                      a.     preparing material to be incorporated into publications;
                      b.     liaising with Defence publication authorities for the production of
                             publications;
                      c.     maintaining the distribution lists for the publications;



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                      d.     allocating the appropriate security classification to the publications;
                      e.     maintaining a master copy of all publications for which the sponsor is
                             responsible;
                      f.     ensuring the relevancy and currency of the publications by the regular
                             inclusion of necessary new material and deletion of obsolete material; and
                      g.     authorising the withdrawal and disposal of the publications when they are no
                             longer required.
                      Additional clauses will need to be developed by the drafter, and inserted into
                      clause 9.2.5, if the Contractor is also to have responsibilities as a publication
                      sponsor. Single Service publications (e.g. AAP 5030.001, ‘RAAF Publication
                      System – Technical and Non-technical Manuals’) can provide a useful source of
                      information for the development of these additional clauses. Drafters should
                      ensure that all publications for which the Contractor is required to be a publication
                      sponsor are identified, and annotated accordingly, in Section 6 of Annex A to the
                      SOW.
                      The additional clauses also need to be consistent with any related technical
                      publication changes developed through ECPs as part of Engineering Support. The
                      preceding clauses for the ‘Publication Update Service’ may also require
                      amendment if the Contractor is intended to be a publication sponsor.
Related Clauses: SOW Annex A Section 6, Technical Data.
                      SOW clause 9.2.3, Technical Information Library.
                      SOW clause 9.2.4, Publication Update Service.
Optional Clauses: Nil
9.2.6         Engineering Drawings
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to maintain and update engineering drawings for which
                      they are responsible.
Policy:               Nil
Guidance:             This clause calls up DID-ENG-DWGS, which requires engineering drawings to be
                      developed in accordance with standards, such as DEF(AUST) 5085B, Engineering
                      Drawings (unless otherwise specified – see the DID). Generally, it would be
                      expected that the requirement to update or amend engineering drawings would be
                      part of an S&Q Service (e.g. developed from an ECP). This clause is required
                      where, as part of Engineering Services, the Contractor holds and maintains
                      applicable design drawings.
                      DID-ENG-DWGS should be tailored as necessary to reflect the Contract
                      requirements. Engineering drawing aspects should be addressed in the CEMP or
                      the SSMP if the CEMP has been rolled up into the higher level document.
Related Clauses: SOW Annex A Section 6, Technical Data.
                      SOW clause 5, Engineering Support.
                      CDRL Line Number ENG-400.
                      DID-ENG-DWGS.
Optional Clauses: Nil
9.2.7         Technical Data Management System
Sponsor:              DMO Standardisation Office
Status:               Optional




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Purpose:              To require the Contractor to implement and maintain a management system for
                      Technical Data.
Policy:               Nil
Guidance:             A Technical Data management system is used to maintain the configuration status
                      of Contractor-managed Technical Data and, as such, there are close ties between
                      this clause and the Configuration Status Accounting (CSA) system that the
                      Contractor would be required to implement under clause 6.2.7 of DSD-ENG-CM (if
                      used). In this instance, the requirements of this clause 9.2.7 would simply add a
                      number of requirements (i.e. for Technical Data management) to the requirements
                      for the CSA system.
                      There are also close linkages between this clause 9.2.7 and the DMS implemented
                      under clause 2.3 of the SOW; however, this clause 9.2.7 is likely to have broader
                      coverage than the DMS because it includes all Contractor-managed Technical
                      Data (as opposed to being limited to the data agreed to be provided to the
                      Commonwealth via the DMS).
                      The requirement for a Technical Data management system is an optional clause;
                      however, it should be considered for use for the majority of support contracts.
                      Typically, the clause would only be omitted:
                      a.     for those support contracts at the lower end of complexity;
                      b.     where there was only a minimal amount of Technical Data associated with
                             the Contract; and/or
                      c.     where the management of Technical Data is adequately covered by the CSA
                             and DMS clauses.
                      In making a decision as to whether or not to include this clause, drafters should
                      take due notice of the requirement in 9.2.7.1a to be able to “reconstruct the
                      configuration status of Contractor-managed Technical Data at any given date
                      during the Contract period (e.g. on the date an accident occurs)”. This requirement
                      is an integral part of the safety thread for the template and becomes an essential
                      consideration when the responsibilities of the respective parties in relation to an
                      accident need to be established. There are also links between this provision and
                      the next clause relating to Technical Data investigations.
Related Clauses: All other sub-clauses in SOW clause 9.2.
                      SOW clause 2.3, Data Management System.
                      DSD-ENG-CM.
Optional Clauses: Nil
9.2.8         Technical Data Investigation
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to take the necessary actions in relation to Technical
                      Data when an investigation is required, such as for an accident investigation.
Policy:               Nil
Guidance:             If the Products being supported are subject to a TRF, it will usually be necessary to
                      include a clause in the SOW enabling the Commonwealth to quarantine all
                      documentation for the purposes of accident/incident investigations.                 If
                      investigations may be required, the optional clause below should be transferred to
                      clause 9.2.8.1 in the SOW.
Related Clauses: All other sub-clauses in SOW clause 9.2.
Optional Clauses:




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                      The Contractor shall, at the request of the Commonwealth Representative,
                      immediately quarantine, seal, and make available to the Commonwealth for the
                      purpose of an investigation, all Contractor-owned Technical Data and
                      Commonwealth-provided Technical Data and documentation related to this
                      Contract or otherwise related to the Products being supported under the Contract.
9.2.9         Modification Orders and Technical Instructions
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To require the Contractor to only incorporate changes to publications, which arise
                      out of the development of Modification Orders or Technical Instructions, when
                      authorised to do so by the Commonwealth Representative.
Policy:               Nil
Guidance:             If the Contractor is tasked with Engineering Services that include hardware
                      modifications, software Maintenance, or other tasks that may generate changes to
                      Technical Data, the drafter should consider transferring the optional clause below
                      to clause 9.2.9.1 in the SOW.
Related Clauses: DSD-ENG-SERV, clause 6.2.5, Developmental Activities for Major Changes, and
                 clause 6.2.6, Technical Instruction Development.
                      DSD-MNT-SERV, clause 6.2.7, Incorporating Modifications, Alterations, and
                      Technical Instructions.
Optional Clauses:
                      If the Contractor has been tasked to develop a Modification Order or Technical
                      Instruction, the proposed documentation amendments shall not be incorporated
                      into the affected publications until the Commonwealth Representative issues an
                      approval to do so.
9.3           Support and Test Equipment
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To identify requirements for the management and support of S&TE, which are
                      required to enable the Services to be provided.
Policy:               AAP 7001.055, Support and Test Equipment Logistics Management Manual
                      (Aerospace)
Guidance:             Clause 9.3 will be applicable in most support contracts. This clause specifies the
                      requirements to be met by the Contractor in relation to S&TE, including:
                      a.     S&TE (used by Defence in performing support activities) for which the
                             Contractor provides Services;
                      b.     GFE that is S&TE (which may or may not overlap with the items under sub
                             paragraph ‘a’ above); and
                      c.     Contractor owned S&TE that is required to provide the services.
                      The purpose of including these clauses is to define responsibility and, where the
                      SOW is used as the basis to a Contract WBS, to provide a WBS element against
                      which a costing may be assigned; instead of hiding these costs elsewhere in the
                      Contract (e.g. as an overhead in providing Maintenance to the prime equipment,
                      such as the Mission System(s)).
                      If there is no S&TE provided as GFE, then the clauses will still apply as the
                      Contractor is responsible for their S&TE used in supporting Commonwealth-owned
                      equipment; however, the drafter should delete / modify the draft clauses to remove
                      reference to S&TE that is GFE.




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                      In the exceptional case where management and support of S&TE is not required,
                      the drafter may replace all sub-clauses of 9.3 with ‘Not Used’.
                      Drafters should ensure that the GFE needed by clause 9.3 is listed in Contract
                      Attachment E, and accurately reflects that which is offered to the Contractor. The
                      Contractor’s responsibilities in relation to Engineering, Maintenance, and Supply
                      Services for each item of S&TE listed, including GFE, should be included in
                      Section 3 of Annex A to the SOW, ‘Support System Repairable Items’.
                      If specific items of S&TE (e.g. a complex suite of Automatic Test Equipment or a
                      software integration laboratory) are subject to the same or similar CM, reporting
                      and auditing requirements as either the Mission System(s) or the Mission System
                      RIs, then, for the purposes of the Contract, these items of S&TE should be treated
                      as one or other of these elements. If the items are treated as Mission System(s),
                      then the S&TE should be included in Section 1 of Annex A; if the items are treated
                      as Mission System RIs, then the S&TE should be included in Section 2 of Annex A.
                      This approach ensures that these items of S&TE are subject to the full
                      management requirements of the SOW clauses for Engineering, Maintenance, and
                      Supply Services.
Related Clauses: SOW Annex A, List of Products to be Supported.
                      SOW clause 3.11.2, Care of GFM.
                      Contract Attachment E, Government Furnished Material, Government Furnished
                      Facilities and Government Furnished Services.
                      TDR E-9 of the COT, Government Furnished Material.
Optional Clauses: Nil
9.4           Training Equipment
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the work the Contractor is required to perform in relation to the
                      management and support of Training Equipment.
Policy:               Nil
Guidance:             If there is no management or support of Training Equipment required by the
                      Contract, then the drafter may retain the default clause stating ‘Not Used’.
                      The purpose of including these clauses is to define responsibility for the provision
                      and support of Training Equipment. The Contractor may use Training Equipment
                      as part of the provision of Training Services or may simply be responsible for the
                      provision of Services in support of Training Equipment used by the
                      Commonwealth. If the SOW is used as the basis to a Contract WBS, the clause
                      also provides a WBS element against which a costing may be assigned; instead of
                      hiding these costs elsewhere in the Contract, such as an overhead to the delivery
                      of individual courses.
                      If Training Equipment is required, the drafter should determine whether Training
                      Equipment would be provided to the Contractor as GFE. If it will be, then the
                      optional clauses addressing GFE requirements should also be transferred to the
                      draft SOW.
                      If there is no Training Equipment provided as GFE, then the clauses will still apply;
                      however, the drafter should delete / modify the draft clauses to remove reference
                      to Training Equipment that is GFE.
                      Drafters should ensure that the GFE needed by clause 9.4 is listed in Contract
                      Attachment E, and accurately reflects that which is offered to the Contractor.
                      Contractor’s responsibilities in relation to Engineering, Maintenance, and Supply
                      Services for each item of Training Equipment listed, including GFE, should be
                      included in Section 3 of Annex A to the SOW, ‘Support System Repairable Items’.



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                      Clause 9.4 is intended to cover Training Equipment that is relatively simple and
                      supported by straightforward procedures. If specific items of Training Equipment
                      are complex (e.g. flight, bridge, air traffic or other mission simulators), these items
                      may have similar CM, reporting, and auditing requirements as either the Mission
                      System(s) or the Mission System RIs. If the items are treated as Mission
                      System(s), then the Training Equipment should be included in Section 1 of Annex
                      A; if the items are treated as Mission System RIs, then the Training Equipment
                      should be included in Section 2 of Annex A. This approach ensures that these
                      items of Training Equipment are subject to the full management requirements of
                      the SOW clauses for Engineering, Maintenance, and Supply Services.
                      For flight simulators, the simulator is usually subject to the same or similar
                      airworthiness requirements as the aircraft because the same flight programs may
                      be loaded, and/or modifications tested on the simulator. In these cases, the flight
                      simulator must be added to Section 1 of Annex A. Similar requirements apply to
                      submarine simulators and other critical and/or hazardous Training Equipment.
                      The drafter should determine the nature of management and support required for
                      items of Training Equipment, and then add them to the appropriate list in SOW
                      Annex A so that they may be treated accordingly.
                      If the Commonwealth requires a description of how the tenderers/Contractor
                      propose to manage Training Equipment, drafters should include a requirement that
                      management of Training Equipment be included in the TSP. DID-TNG-TSP
                      includes clauses defining this requirement.
Related Clauses: SOW Annex A, List of Products to be Supported.
                      SOW clause 3.11.2, Care of GFM.
                      Contract Attachment E, Government Furnished Material, Government Furnished
                      Facilities and Government Furnished Services.
                      DID-TNG-TSP.
                      CDRL Line Number TNG-100.
                      TDR E-9 of the COT, Government Furnished Material.
Optional Clauses:
                      The Contractor shall provide all of the Training Equipment necessary for the
                      provision of Training Services under the Contract, with the exception of Training
                      Equipment provided as GFE, as detailed in Attachment E.
                      The Contractor shall maintain an equipment calibration register that includes all
                      Training Equipment that requires calibration and shall, upon request, provide the
                      Commonwealth Representative or a delegated representative with access to that
                      equipment calibration register.
                      The Contractor shall ensure that Training Equipment requiring calibration is
                      calibrated by an organisation accredited by NATA for the class of testing
                      appropriate to the equipment, and in accordance with the equipment’s
                      documentation.
                      The Contractor is responsible for the Maintenance, modification, upgrades and
                      replacement of Contractor-owned Training Equipment.
                      Subject to clause 9.4.6, the Contractor shall provide Maintenance Services for
                      Commonwealth-owned Training Equipment in accordance with clause 6 of the
                      SOW.
                      Note to drafters: The following clause may require amendment to specify the
                      Contractor’s exact responsibilities with respect to delivery and timing of
                      Training Equipment to enable this other Maintenance to be performed.
                      If the Contractor does not have full Maintenance responsibilities for an item of
                      Training Equipment, as defined in Annex A to the SOW, the Contractor shall make



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                      such Training Equipment available to the Commonwealth, or a third party on behalf
                      of the Commonwealth, to allow such Maintenance to be performed.
                      Note to drafters: The following clause will not be required when there are no
                      items of Training Equipment included within the GFE list.
                      The Contractor shall not modify Training Equipment provided as GFE without
                      Commonwealth approval unless otherwise stated in the Contract or agreed, in
                      writing, by the Commonwealth Representative.
                      The Contractor shall modify Training Equipment provided as GFE pursuant to
                      clause 9.4.7 as an S&Q Service.
9.5           Packaging
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define Packaging resource requirements.
Policy:               DEF(AUST) 1000C, ADF Packaging
Guidance:             If there is no Packaging provided by Defence, drafters should select Option A from
                      the optional clauses in the draft SOW. If some of the Packaging is being provided
                      by the Commonwealth, such as special packaging designed for protecting
                      particular components, drafters should select Option B.
                      For Packaging that is provided by the Commonwealth, such as specialised
                      packaging and reusable containers, the drafter must make applicable entries in the
                      GFE list of COC, Attachment E. Furthermore, if the Packaging item is an RI to be
                      maintained by the Contractor, it must be listed in Section 3 of SOW Annex A,
                      ‘Support System Repairable Items’, under clause 3, ‘Other Repairable Equipment’.
Related Clauses: SOW clause 7, Supply Support.
                      SOW Annex A, List of Products to be Supported.
                      SOW clause 3.11.2, Care of GFM.
                      Contract Attachment E, Government Furnished Material, Government Furnished
                      Facilities and Government Furnished Services.
                      TDR E-9 of the COT, Government Furnished Material.
Optional Clauses: Nil
9.6           Facilities
Sponsor:              Defence Support Group (DSG), Director of Business Services and Procurement
                      and Contracting
Status:               Optional
Purpose:              To define the Contractor’s obligations in relation to Facilities.
Policy:               DI(G) ADMIN 35-1, Procedures for the Use of Defence Estate Assets by
                      Non-Defence Organisations or Individuals including Commercial Contractors
Guidance:             Facilities used to provide Services may be Contractor-owned, GFF, or a
                      combination of both. If some or all of the Facilities will be GFF, a Commonwealth
                      Licence Agreement for Use by Contractors of Defence Facilities (Facilities Licence)
                      must be issued for those Facilities (which may include groups of buildings or only
                      part of a building).
                      If there is no doubt that the Contractor will be responsible for all Facilities and any
                      associated costs, then the optional clauses under 9.6 may be replaced with ‘Not
                      Used’ or the drafter may choose the Option A clause in the draft SOW, stating that
                      the Contractor shall provide all Facilities. If some or all Facilities may be GFF, then
                      drafters should select Option B.




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                      Fixed plant and some equipment are considered to be part of a Facility. For
                      example, this may include air conditioners, standby power generators, cranes,
                      vehicle lifts, gantry, etc. In many cases, the Commonwealth will take responsibility
                      for the management and Maintenance of these items that are part of the GFF
                      (particularly for shared Facilities), and this will be identified in the Facilities Licence.
                      However, in some instances for practicality and/or cost, it may be more effective for
                      the Contractor to undertake these tasks.
                      In this instance, the drafter should discuss with DSG the best way of incorporating
                      these requirements into the Facilities Licence (thus providing visibility to both the
                      DMO support agency and DSG of the Contractor’s obligations). The drafter will
                      also need to ensure that, for Facilities plant and equipment, there are no gaps or
                      overlaps between the Facilities listing and the GFM S&TE or Training Equipment
                      lists (see clause 9.3 and 9.4). If the Facility performs a test and / or calibration
                      function or must be calibrated itself to enable the provision of Services, then
                      drafters should refer to the discussion on the optional clause below.
                      If the Contractor is also required to perform physical security of the Facility, such
                      as providing security guards, this should also be discussed with DSG.
                      If the Facility performs a test and/or calibration function:
                      Some Facilities (either Government-owned or Contractor-owned) may be used to
                      perform a test or calibration function (e.g. firing ranges, a radar range, pressure
                      chamber, engine build up and test Facility, etc). In these instances and where the
                      Facilities are GFF, the calibration of the GFF or its embedded equipment could be
                      added to the Facilities Licence or could be included in the draft SOW (by making
                      additions to Section 3 of SOW Annex A, under clause 3, ‘Other Repairable
                      Equipment’). Inclusion in the draft SOW has the advantage of grouping together
                      the calibration requirements for S&TE, Training Equipment, and equipment that is
                      considered part of Facilities, and including them on the same calibration register.
                      If calibration of Facilities or Facilities’ equipment is required, then the drafter should
                      include the optional clause below in the draft SOW.
                      In rare instances, the Contractor will be required to support Defence-owned
                      Facilities that are not managed by DSG. The template provides the framework for
                      identifying these Facilities at Section 7 of Annex A to the SOW. Clause 9.6 would
                      need to be expanded to
Related Clauses: SOW Annex A, List of Products to be Supported.
                      SOW clause 9.3, Support and Test Equipment.
                      SOW clause 9.4, Training Equipment.
                      COC clause 3.7, Government Furnished Facilities.
                      Contract Attachment E, Government Furnished Material, Government Furnished
                      Facilities and Government Furnished Services.
                      Annex D to Contract Attachment I, Government Furnished Facilities Licence
                      Deed(s).
Optional Clauses: If the Facility performs a test and/or calibration function, then include the following
                  clauses in the draft SOW:
                      The Contractor shall maintain a calibration register that includes GFF employed in
                      calibration, test and/or measurement functions and shall, upon request, provide the
                      Commonwealth Representative or a delegated representative with access to that
                      calibration register.
                      The Contractor shall ensure that Facilities and Facilities’ equipment requiring
                      calibration is calibrated by an organisation accredited by NATA for the class of
                      testing appropriate to the Facilities and equipment, and in accordance with the
                      applicable technical documentation.




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9.7           Computer Support
Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the Contractor’s obligations in relation to Computer Support used in the
                      process of providing Services and the associated planning and reporting required
                      by the Contract.
Policy:               Nil
Guidance:             Computer Support clauses may be required where computers are required to
                      interface with Defence information systems or as tools to support the provision of
                      Services and management functions (e.g. Maintenance scheduling, software
                      development, and preparing management reports). The Computer Support clause
                      does not cover Software Support, which is addressed under Engineering Support.
                      If no support of this nature is required, then the drafter may leave the default
                      clause of ‘Not Used’ unchanged.
                      If the computing equipment interfaces with a Defence information system, the
                      hardware and software will often be provided and maintained by Defence and this
                      will be detailed explicitly elsewhere in the SOW, including DSDs (e.g. for MILIS). In
                      these circumstances, the drafter may again leave the default clause of ‘Not Used’
                      unchanged. In this situation, the Commonwealth-provided equipment should still
                      be listed as GFM because it will be subject to the requirements of the GFM clauses
                      and accounting requirements for Commonwealth-owned assets.
                      If Computing Support is a resource required to be provided by the Contractor to
                      enable Services, then the drafter may transfer the optional clauses below to the
                      SOW as a starting point to further identify Computer Support requirements. In
                      developing the further requirements the drafter should consider:
                      a.     Information System Security (refer Defence Security Manual);
                      b.     application programs specific to the Contract Services;
                      c.     who will be responsible for providing software;
                      d.     who will be responsible for procuring software updates and annual licences;
                      e.     what are the restrictions on the Contractor for the use of Commonwealth
                             provided software; and
                      f.     how the Contractor will be informed of changes to the Defence Standard
                             Operating Environment (SOE) and who will be responsible for paying for
                             these changes.
Related Clauses: SOW clause 2.3, Data Management System.
                      SOW clause 3.11.2, Care of GFM.
                      SOW clause 3.14.3, Information Systems Security.
                      Contract Attachment E, Government Furnished Material, Government Furnished
                      Facilities and Government Furnished Services.
                      TDR E-9 of the COT, Government Furnished Material.
                      DSD-ENG-SERV, Routine Engineering Services.
                      DSD-ENG-CM, Configuration Management.
                      DSD-ENG-SW, Software Support Services.
                      DSD-MNT-MGT, Generic Requirements for the Management of Maintenance
                      Services.
                      DSD-MNT-IT-SA, Information Systems Administration and Maintenance Services.
                      DSD-SUP-SERV, Routine Supply Services.




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                      DSD-SUP-MILIS, Military Integrated Logistics Information System Use.
                      DSD-TNG-SERV, Routine Training Services.
Optional Clauses:
                      Note to Drafters: The following clauses are a starting point for the further
                      development of Computer Support requirements that are dependent upon the
                      Contract Services and Computer Support required to enable them.
                      The Contractor shall provide all of the computer support required to enable the
                      provision of Services under this Contract, with the exception of GFE.
                      The Contractor shall ensure that all software files to be provided to the
                      Commonwealth Representative in the course of provision of Services, plans and
                      reports, are compatible with the Defence Standard Operating Environment (SOE),
                      as advised by the Commonwealth Representative, or other applications specifically
                      required by this Contract.




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10.           VERIFICATION AND VALIDATION

Sponsor:              DMO Standardisation Office
Status:               Optional
Purpose:              To define the V&V requirements for the Contract, to provide an assessment of
                      current performance and an indication of future performance and system health.
Policy:               Nil
Guidance:             V&V in a support context differs from the more common application of V&V, in that
                      Services are assessed, rather than Products. Accordingly, the objectives are to
                      determine if Services are being provided as required (Verification), and if those
                      Services are what the customer actually needs (Validation). Noting that, in
                      ASDEFCON (Support), Products can be delivered as outcomes of Services.
                      The V&V clause in ASDEFCON (Support) is only intended for use when the
                      Contract involves a complex set of performance measures, or where payments are
                      made against Key Performance Indicators (KPIs).
                      Transactional and Performance-Based Contracts
                      The ASDEFCON (Support) template can be adapted to either be a transaction-
                      based contract or a Performance-Based Contract (PBC). In a transaction-based
                      contracting model, the ‘transaction’ comprises a payment being made for each task
                      performed by the Contractor, as listed in the Price and Payment Schedule. For
                      example, a Contractor is paid a set fee for each Maintenance task of a particular
                      kind, with each event being separate as in a standing-offer. In a PBC model, the
                      Contractor is paid for outcomes defined by performance measures that can vary
                      from high-level fleet availability measures to lower-level ‘nil stock-outs’, ‘order
                      response times’, or ‘average repair time’ measures. In a PBC model, there are
                      usually also a number of transactional payments, S&Q services, and firm-priced
                      services without incentives (e.g. for on-going contract management tasks).
                      A PBC, if chosen, should be a part of a Performance-Based Logistics (PBL)
                      framework that includes higher level agreements with identified performance
                      outcomes, such as a Material Sustainment Agreement (MSA) that supports an
                      agreed level of operational capability. Other agreements may also exist within the
                      PBL support solution, such as other contracts, and service level agreements
                      between DMO support agencies or with DSG for facilities. The PBC should
                      contribute to the higher-level PBL agreements and be consistent with any other
                      performance-based agreements within the Support System.
                      Importantly, the drafter / program manager must decide on the approach for the
                      Contract (Support), either transaction or performance-based, before tailoring
                      performance measures and the V&V clause. In general, a transaction-based
                      contract will need few if any performance measures and is unlikely to require the
                      V&V clause. The template aims to accommodate both contracting models, but it
                      cannot provide answers regarding performance measures or transactions to any
                      individual support program.
                      Further guidance on PBCs is included in the ASDEFCON Handbook Philosophy
                      Volume.
                      How the Template Works
                      Although not a compulsory approach to tailoring, the following explanation
                      describes how the V&V clause can work with the remainder of the SOW, including
                      DSDs:
                      a.     The V&V Plan is used to define the Contractor’s overall management plan
                             for conducting the V&V program.
                      b.     The Support Services Verification Matrix (SSVM) is used by the Contractor
                             to capture its performance against the Contract performance measures. The
                             SSVM provides a single focal point for reporting results against the set of


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                             Contract performance measures. The SSVM also identifies the
                             methodology or individual plan to measure and calculate each performance
                             measure. The SSVM can help to group together low-level performance
                             measures that must be combined to create a meaningful measure of the
                             Services being provided (noting that these are combined in step 5 below, but
                             grouped together at this point).
                      c.     Other performance measures may only be used to indicate the ‘health’ of the
                             Mission System and/or parts of the Support System (and may be called
                             ‘System Health Indicators’ (SHIs)). Those measures that are SHIs may be
                             grouped or identified separately from those used for calculating Contractor
                             performance and payments.
                      d.     Results against performance measures are reported regularly (typically
                             monthly) using the SSVM. Drafters should be aware that reporting of results
                             against performance measures is also included in the various summary
                             reports (as defined through and clauses 4 to 8) and, when applicable to
                             contract management (clause 3), the CSR. However, the frequency of these
                             reports (e.g. six monthly or annually) typically does not make them usable
                             under a PBC framework.
                      e.     Some performance measures (excluding SHIs) may be KPIs, while others
                             need to be combined to form KPIs. For example, an operational unit may
                             have a higher priority for Supply Services than a reserve or training unit;
                             hence two ‘demand satisfaction rate’ performance measures may have to be
                             combined to provide an overall measure of customer satisfaction. In another
                             example, where fleet availability is the objective but Defence provides
                             operational level Maintenance, different performance measures may be
                             combined to calculate an effective availability figure (considering things like
                             depot Maintenance effectiveness, demand satisfaction, order response
                             times, etc). This translation from performance measures to KPIs can also be
                             achieved though the SSVM.
                      f.     Payments for performance against the KPIs are assessed in accordance
                             with the provisions defined in the COC, including Contract Attachments.
                      Tailoring
                      This clause should be included if the Contract contains a V&V element that is
                      relatively complex or needs to combine a number of performance measures. If the
                      Contract (Support) does not have a V&V requirement, then the heading should be
                      retained, but the words ‘Not Used’ should be inserted in brackets at the end (e.g.
                      “Verification and Validation (Not Used)”). All of the lower-level clauses of clause 10
                      should then be deleted.
                      Note: Not having a V&V clause does not mean that the quality of Services provided
                      is unable to be assessed. It simply means that performance can be managed with
                      the performance-measurement clauses and the COC attachments alone. Also,
                      with respect to Products delivered as an outcome of Services, the terms for
                      Acceptance (COC clause 6.6) and the Quality clause (SOW clause 11), with
                      respect to non-conforming products, are still applicable when no performance
                      measures are in place.
                      Refer to the ASDEFCON Handbook Philosophy Volume for additional guidance on
                      linking performance measures to the Price and Payment Schedule.
Related Clauses: COC clause 6.6, Acceptance.
                      COC clause 7.10, Incentive Payments.
                      COC clause 10.12, Measurement and Reporting.
                      Contract Attachment B, Annex G, Incentive Payments.
                      Contract Attachment R, Measurement and Reporting.
                      TDR E-12 of the COT, Measurement and Reporting.



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                      SOW clause 3.9, Independent V&V.
                      SOW Clause 11, Quality.
                      DID-V&V-V&VP, V&V Plan.
                      DID-V&V-SSVM, Support Services Verification Matrix.
Optional Clauses: Nil
                      The following diagram shows the general structure of SOW clause 10 and its
                      associated DIDs.

                                                  SOW Clause 10
                                              Verification & Validation




                                                                                 DIDs


                                                                    Verification & Validation Plan
                                                                           DID-V&V-V&VP




                                                                           Support System
                                                                          Verification Matrix
                                                                           DID-V&V-SSVM




                                         Verification and Validation SOW Structure

10.1          Verification and Validation Objectives
Sponsor:              DMO Standardisation Office
Status:               Core (if V&V is included)
Purpose:              To define the V&V objectives for the Contract.
Policy:               Nil
Guidance:             If the V&V clauses are included in the draft SOW, this clause must be included and
                      may need to be tailored to match the specifics of the program and contracting
                      strategy.
Related Clauses: All other sub clauses in SOW clause 10.
Optional Clauses: Nil
10.2          Verification and Validation Planning
Sponsor:              DMO Standardisation Office
Status:               Core (if V&V is included)
Purpose:              To require the Contractor to define the V&V planning for the Contract.
Policy:               Nil
Guidance:             The V&V Plan should define the organisation and processes to be used by the
                      Contractor to record and, if necessary, measure outputs associated with
                      performance measures.
                      If this template is used for a small Contract, the V&V planning required to
                      coordinate the collection and analysis of performance measures may be minimal.
                      In these cases, the requirements for V&V planning should be incorporated into the
                      SSMP. DID-SSM-SSMP includes requirements to address V&VP topics if the
                      SOW requires V&V planning to be included in the SSMP.



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                      Based on the requirement for a separate V&VP or inclusion in the SSMP, select
                      from the optional clauses in the SOW template and update the subsequent clauses
                      accordingly.
Related Clauses: All other sub clauses in SOW clause 10.
                      DID-V&V-V&VP, Verification and Validation Plan.
                      DID-SSM-SSMP, Support Services Management Plan.
                      CDRL Line Number V&V-100.
Optional Clauses: Nil
10.3          Support Services Verification Matrix
Sponsor:              DMO Standardisation Office
Status:               Core (if V&V is included)
Purpose:              To define the mechanism by which the methodology for Verifying the Contract
                      performance measures is reported and the current status of performance
                      applicable to each measure is recorded and delivered to the Commonwealth.
Policy:               Nil
Guidance:             The SSVM is used to define and record the status of the Contractor’s Verification
                      activities associated with meeting the performance measures under the Contract.
                      The SSVM is also useful in grouping together the performance measures,
                      particularly where individual performance measures are to be combined to
                      calculate high-level KPIs.
Related Clauses: All other sub clauses in SOW clause 10.
                      DID-V&V-SSVM, Support Services Verification Matrix
Optional Clauses: Nil




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11.           QUALITY MANAGEMENT

Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the quality-related requirements for the Contract through both this clause
                      of the SOW and the associated DIDs.
Policy:               DPPM, Section 3, Chapter 3.5 Quality Assurance
                      DI(G) LOG 4-5-001, Defence Policy on Quality Assurance
                      AS/NZS ISO 9001:2000 Quality Management Systems - Requirements
                      AS/NZS ISO 9000:2006 Quality Management Systems – Fundamentals and
                      Vocabulary
Guidance:             All ASDEFCON (Support) RFTs and contracts are to contain a requirement for
                      Quality Management / Quality Assurance.
                      Drafters need to establish the Quality requirements for the draft SOW based on
                      cost and Quality requirements for managing the system as a whole.
Related Clauses: Nil
Optional Clauses: Nil
11.1          Contractor Quality Responsibilities
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the quality-related requirements for the Contract.
Policy:               As above
Guidance:             These clauses must be included as they ensure:
                      a.     the Contractor has a Certified QMS in place at the Operative Date;
                      b.     Approved Subcontractors have QMS appropriate to the work required under
                             any Subcontract; and
                      c.     the Commonwealth has access to the Contractor’s and Subcontractor’s
                             facilities for the purposes of performing Audit and Surveillance activities, if
                             required.
Related Clauses: Audit requirements created for SOW clause 5.4, Technical Regulation of
                 Engineering Support, and SOW clause 6.4, Technical Regulation of Maintenance
                 Support.
Optional Clauses: Nil
11.2          Quality Management Planning
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To define the quality-related requirements for the Contract.
Policy:               As above
Guidance:             Requirements for the Quality Plan are defined in DID-SSM-QP, which references
                      out to ISO 10005:1995 Quality management – Guidelines for Quality Plans and AS
                      3925.1 Software Quality Assurance Part 1: Plans, when the software support is
                      applicable to the Contract.
                      For smaller Contracts (Support), it may be possible to roll-up the Quality Plan into
                      the SSMP. Optional clauses A or B should be selected and the subsequent
                      clauses should be tailored accordingly.



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Related Clauses: DID-SSM-QP and CDRL Line Number MGT-140
Optional Clauses: Nil
11.3          Quality Systems, Process and Product Non-Conformances
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To specify the quality processes to be followed by the Contractor for the Contract
                      when non-conformance with respect to Quality Systems, Process or Product is
                      determined.
Policy:               As above
Guidance:             These clauses must be included. The drafter needs to determine whether the
                      particular draft SOW involves a significant technical risk element, such as if a
                      significant engineering change or software support program is likely. If significant
                      technical risk elements are identified, the option in SOW clause 11.3.3 should be
                      included.
Related Clauses: Nil
Optional Clauses: Nil
11.4          Commonwealth Representative Approval of Non-Conforming Supplies
Sponsor:              DMO Standardisation Office
Status:               Core
Purpose:              To specify the quality approval processes to be followed by the Contractor for the
                      Contract when non-conforming materials or work in the Services are identified.
Policy:               As above
Guidance:             These clauses should not be tailored.
Related Clauses: Nil
Optional Clauses: Nil




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ASDEFCON (Support)

                                                                                           SOW TAILORING GUIDE – ANNEX A

                                                                                 SUPPORT CONCEPTS AND CONTRACT REQUIREMENTS

                      Support Services                Support Scenario #1                               Support Scenario #2                               Support Scenario #3                               Support Scenario #4
                        Requirement

              Mission System             • Contractor has total responsibility for         • Contractor has responsibility at the Mission    • Contractor has no Mission System                • Contractor has no Mission System
              Responsibilities             supporting the Mission System.                    System level, which may include meeting           responsibilities.                                 responsibilities.
                                                                                             availability targets (systems available to
                                         • Mission System may be handed over to a            Defence) and / or conducting deeper levels of   • Commonwealth either has full Mission            • Commonwealth either has full Mission
                                           Defence operator to use (e.g. flight              Maintenance.                                      System responsibility or this responsibility      System responsibility or this responsibility
                                           simulator), or may be operated by the                                                               rests with another contractor.                    rests with another contractor.
                                           Contractor for Defence (e.g. satellite ground
                                           station).

                                         • Commonwealth has almost no role in
                                           supporting the Mission System.

              Key Support System         • Contractor manages almost all of the Support    • Contractor has responsibility for Stock Items   • Contractor has responsibility for Stock Items   • Contractor has responsibility for Stock Items
              Responsibilities             System.                                           in addition to the Mission System.                only.                                             only.

                                         • Commonwealth manages the Contract and           • Contractor has responsibility for managing      • Contractor has responsibility for managing      • Commonwealth has responsibility for
                                           any exclusions from the Contract (e.g.            Reserve Stockholdings and for Requirements        Reserve Stockholdings and for Requirements        managing Reserve Stockholdings and for
                                           cryptographic equipment).                         Determination of Stock Items.                     Determination.                                    Requirements Determination

              Examples                   • Lead-in Fighter where the Contractor was        • F-111 Weapon System Business Unit               • F-111 Avionics Business Unit (AVBU) where       • Any number of Standing Offer arrangements
                                           required to provide a set number of available     (WSBU) where the Contractor was required          the Contractor was required to provide a          where the Commonwealth feeds the RIs into
                                           aircraft for student pilots.                      to provide deeper Maintenance of the aircraft     range of services relating to Repairable          the Contractor on an ‘as required’ basis.
                                                                                             and a range of other services including total     Items.
                                         • The Commonwealth provides no                      support of the flight simulator.                                                                  • May also include the provision of Non-RIs to
                                           Maintenance.                                                                                                                                          the Commonwealth.
                                                                                           • For the F-111, the Commonwealth provides
                                         • JORN.                                             forward Maintenance.

                                         • Contractor operated and supported satellite     • Patrol Boats, where Navy Maintenance is
                                           ground stations.                                  only ‘at sea’.

              Basis of Performance       • Performance measurement for Mission             • Performance measurement for Mission             • Performance measurement for Stock Items         • For RIs, performance measurement is likely
              Measurement                  System is based on the availability of the        System may be through availability of             (both RIs and Non-RIs) is based on demand         to be based around an RI Turn Around Time
                                           Mission System for Defence use.                   Mission System or through delivery within         satisfaction (e.g. delivery within the            (TAT), with the Commonwealth feeding the
                                                                                             requisite timeframes (e.g. Mission Systems        Scheduled Delivery Date (SDD)) and meeting        RIs into the Contractor, as required.
                                         • Performance measurement for Stock Items           provided within agreed Maintenance                RSLs.
                                           may include meeting Reserve Stockholding          schedule).                                                                                        • TAT is that time under the control of the
                                           Levels (RSLs).                                                                                    • For Stock Items, demand satisfaction              Contractor; as such, the Contract must be
                                                                                           • Different types of Mission System                 performance measures could include Spares         clear on the elements under the control of the
                                         • Likely to be additional performance measures      performance measures could apply between          Availability, Average No of Backorders, etc.      Contractor (e.g. pick-up point to delivery
                                           for Engineering Support (e.g. schedule).          differing Mission Systems and between                                                               point). The drafter should be aware of the
                                                                                             peacetime and wartime.                          • Likely to be additional performance measures      administrative time which may be taken
                                         • Could also be Maintenance Support                                                                   for Engineering Support (e.g. schedule).          getting the item to the pick-up point and from
                                           performance measures, such as for               • Performance measurement for Stock Items                                                             the delivery point.
                                           on-equipment Maintenance (e.g. response           (both RIs and Non-RIs) is based on demand       • Could also be Maintenance Support
                                           times) or depot Maintenance scheduling            satisfaction (e.g. delivery within the            performance measures, such as for               • For Non-RIs, performance measurement is
                                           effectiveness (as an adjunct to system            Scheduled Delivery Date (SDD)) and meeting        on-equipment Maintenance (e.g. response           likely to be measured by order response
                                           availability to avoid Maintenance shortcuts).     Reserve Stockholding Levels (RSLs).               times).                                           times. TATs and order response times would
                                                                                                                                                                                                 be addressed as part of tender evaluation
                                                                                           • For Stock Items, demand satisfaction



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ASDEFCON (Support)




                      Support Services                Support Scenario #1                               Support Scenario #2                                Support Scenario #3                               Support Scenario #4
                        Requirement

                                                                                              performance measures could include Spares                                                            and subsequent negotiations.
                                                                                              Availability, Average No of Backorders, etc.
                                                                                                                                                                                                • While unlikely, there may be Reserve
                                                                                           • Likely to be additional performance measures                                                         Stockholding requirements under the
                                                                                             for Engineering Support (e.g. schedule).                                                             Contract, in which case, meeting RSLs would
                                                                                                                                                                                                  also be a requirement.
                                                                                           • Could also be Maintenance Support
                                                                                             performance measures, such as for                                                                  • Could also be additional performance
                                                                                             on-equipment Maintenance (e.g. response                                                              measures for Engineering Support (e.g.
                                                                                             times).                                                                                              schedule).

              General                    • If possible, Commonwealth is not part of the    • Commonwealth conducts forward-levels of          • Commonwealth conducts forward-levels of         • Surge required (for example) to meet
                                           process.                                          Maintenance; hence, Contractor is unable to        Maintenance.                                      increased operational tempo (e.g. from 10
                                                                                             provide a total support solution (with the                                                           items/month to 15 items/month). Surge
                                         • May be a requirement for the Commonwealth         Contractor (or a set of Contractors) providing   • Other contractor(s) responsible for deeper        requirements included in Contract as
                                           to be ‘in the process’ where common items         all other Maintenance.)                            levels of Maintenance.                            planning requirements – Contractor’s ability
                                           are involved.                                                                                                                                          to meet Surge requirements assessed during
                                                                                           • Assets are deployable in both peacetime and      • Surge required (for example) to meet
                                                                                                                                                                                                  tender evaluation and subsequent
                                         • Generally, Commonwealth not interested            wartime.                                           increased operational tempo (e.g. from 10
                                                                                                                                                                                                  negotiation. Also needs to be assessed on a
                                           how Contractor meets performance                                                                     items/month to 15 items/month). Surge
                                                                                                                                                                                                  regular basis (e.g. annually). Separate Surge
                                           measures (except for TRA requirements).         • Wherever possible, Commonwealth is not             requirements included in Contract as
                                                                                                                                                                                                  Management Plan (SMP) not required.
                                                                                             part of the process.                               planning requirements – Contractor’s ability
                                         • Commonwealth does not perform any                                                                    to meet Surge requirements assessed during
                                           Maintenance.                                    • May be a requirement for the Commonwealth          tender evaluation and subsequent
                                                                                             to be ‘in the process’ where common items          negotiation. Also needs to be assessed on a
                                         • Deployment of asset not required (in              are involved.                                      regular basis (e.g. annually). Separate Surge
                                           peacetime or wartime) or assets and                                                                  Management Plan (SMP) unlikely to be
                                           Contractor can deploy to a safe neighbouring    • Surge required (for example) to meet               required.
                                           region supporting the area of operations.         increased operating tempo associated with
                                                                                             readiness timeframes. Surge requirements
                                         • Surge required (for example) to meet              included in Contract as planning
                                           increased operating tempo associated with         requirements – Contractor’s ability to meet
                                           readiness timeframes (which could include         Surge requirements assessed during tender
                                           increased training requirements). Surge           evaluation and subsequent negotiation. Also
                                           requirements included in Contract as              needs to be assessed on a regular basis
                                           planning requirements – Contractor’s ability      (e.g. annually). Separate Surge
                                           to meet Surge requirements assessed during        Management Plan (SMP) likely to be
                                           tender evaluation and subsequent                  required.
                                           negotiation. Also needs to be assessed on a
                                           regular basis (e.g. annually). Separate Surge   • If Maintenance (or other support) is
                                           Management Plan (SMP) likely to be                conducted on a Defence establishment, then
                                           required.                                         there may be services that the base needs to
                                                                                             provide (e.g. disposal, cleaning, phones,
                                         • If Maintenance (or other support) is              security, LAN).
                                           conducted on a Defence establishment, then
                                           there may be services that the base needs to
                                           provide (e.g. disposal, cleaning, phones,
                                           security, LAN).

              Engineering Support        • TRA requirements likely to apply.               • TRA requirements likely to apply.                • TRA requirements likely to apply.               • TRA requirements likely to apply.

                                         • Which Engineering Services are included in      • All Engineering Services likely to apply,        • Some level of Engineering Services likely to    • May be additional requirements for



SOW Tailoring Guide (V2.1)                                                                                                                                                                                               A-2
ASDEFCON (Support)




                      Support Services                 Support Scenario #1                                Support Scenario #2                                Support Scenario #3                               Support Scenario #4
                        Requirement

                                             the firm-priced portion of the contract as         including mods and upgrades (although              apply, including mods and upgrades for the        Engineering Services (e.g. defect
                                             specific line items for which the                  these may not be included in the firm-priced       Stock Items included in the Contract              investigation) for the Stock Items included in
                                             Commonwealth requires visibility (e.g. is the      portion of the Contract).                          (although these may not be included in the        the Contract.
                                             Commonwealth interested in recurring                                                                  firm-priced portion of the Contract).
                                             defects?)?                                      • Either the Commonwealth or the Contractor
                                                                                               could be the configuration manager and hold      • The Contractor could be the configuration
                                          • Contractor is the configuration manager and        the master copies of the CSAD and (if              manager for the Stock Items included in the
                                            holds the master copies of the CSAD and (if        applicable) LSAR.                                  Contract, but, equally, this could be another
                                            applicable) LSAR.                                                                                     contractor (including the OEM). Either the
                                                                                                                                                  Commonwealth or another contractor could
                                          • Mods & upgrades unlikely to be included in                                                            hold the master copies of the CSAD and (if
                                            the firm-priced portion of contract.                                                                  applicable) LSAR.

              Maintenance Support:        • Contractor conducts all Maintenance,             • Contractor conducts all Maintenance not          • Contractor conducts all Maintenance for          • Commonwealth conducts Maintenance
                                            including Maintenance planning.                    conducted by the Commonwealth or another           assigned RIs under the Contract.                   planning.
              • Maintenance Planning                                                           contractor.
                                          • Contractor provides all Non-RIs in support of                                                       • Contractor likely to provide Non-RIs in          • If an RI Maintenance contract,
              • Maintenance Management      Contractor Maintenance (but not visible to       • Contractor likely to provide Non-RIs in            support of Contractor and, perhaps,                Commonwealth conducts RI requirements
                                            Commonwealth).                                     support of both Contractor and                     Commonwealth Maintenance.                          determination.
              • Maintenance Services
                                                                                               Commonwealth Maintenance (and, perhaps,
                                          • All on-equipment Maintenance conducted at          Maintenance conducted by other                   • Contractor conducts Maintenance planning         • Contractor conducts Maintenance of
                                            ‘home base’ or port/dock or, in rare cases,        contractors).                                      for assigned RIs, based on the higher-level        assigned RIs.
                                            deployed to ‘safe’ location.                                                                          Maintenance plan (e.g. the Mission System
                                                                                             • Contractor conducts Maintenance planning           Maintenance plan) provided by the                • Contractor may or may not provide Non-RIs
                                          • Cannibalisation unlikely to be an issue.           for assigned Maintenance activities, with          Commonwealth or another contractor.                in support of this Maintenance.
                                                                                               visibility provided to the Commonwealth
                                          • Maintenance of common items will need to                                                            • RI Maintenance could be included within the      • RI Maintenance based on an item-priced
                                                                                               because of the implications for Contract price
                                            be addressed through the relevant item                                                                firm-priced portion of the Contract, but more      basis.
                                                                                               and preparedness. Also, Maintenance
                                            managers (note – Commonwealth is in the                                                               likely to be included on an item-priced basis.
                                                                                               planning may need to feed back into
                                            process here).                                                                                                                                         • On-equipment Maintenance unlikely to be
                                                                                               Commonwealth Maintenance planning.
                                                                                                                                                • On-equipment Maintenance unlikely to be            required.
                                                                                             • Maintenance may be included within the firm-       required.
                                                                                                                                                                                                   • Embedded MRU unlikely to be required.
                                                                                               priced portion of the Contract or may be
                                                                                                                                                • Embedded MRU may be required to cover
                                                                                               included on an item-priced basis.                                                                   • Maintenance of common items unlikely to be
                                                                                                                                                  deployed Maintenance during wartime.
                                                                                                                                                                                                     an issue here.
                                                                                             • On-equipment Maintenance may be required
                                                                                                                                                • Maintenance of common items will need to
                                                                                               in deployed locations during peacetime.
                                                                                                                                                  be addressed through the relevant item
                                                                                             • Embedded MRU may be required to cover              managers (note – Commonwealth is in the
                                                                                               deployed Maintenance during wartime.               process here).

                                                                                             • Cannibalisation may be an issue.

                                                                                             • Maintenance of common items will need to
                                                                                               be addressed through the relevant item
                                                                                               managers (note – Commonwealth is in the
                                                                                               process here).

              Supply Support:             • Integrated supply chain planning would be        • Integrated supply chain planning would be        • Overall integrated supply chain planning         • Commonwealth conducts integrated supply
              • Integrated Supply Chain     conducted by Contractor (does the                  conducted by Contractor, with visibility           would be conducted by the Commonwealth;            chain planning.
                Planning:                   Commonwealth need any visibility into this         provided to the Commonwealth because of            however, Contractor would need to conduct
                                                                                                                                                                                                   • Commonwealth manages supply chain to



SOW Tailoring Guide (V2.1)                                                                                                                                                                                                  A-3
ASDEFCON (Support)




                      Support Services                       Support Scenario #1                                  Support Scenario #2                               Support Scenario #3                                 Support Scenario #4
                        Requirement

                  o Time Phased                    (e.g. for preparedness reasons?))                    the implications for Contract price and           some level of supply chain planning for             pick-up point and from delivery point.
                    Replenishment Planning                                                              preparedness. Supply chain between                assigned RIs and Non-RIs.
                                                • Commonwealth may not own any Stock                    Contractor and Defence may be predefined.                                                          • Commonwealth owns RIs.
                  o Requirements                  Items.                                                                                               • Generally, Commonwealth would own those
                    Determination                                                                    • Generally, Commonwealth would own those           RIs and Non-RIs used by the Commonwealth          • Commonwealth owns Non-RIs after
                                                • Codification and use of MILIS may not be a           RIs and Non-RIs used by the Commonwealth          for its own Maintenance activities (although        Acceptance and payment.
                  o Plan Supply                   requirement if no Stock Items are owned by           for its own Maintenance activities (although      this does not have to be the case).
                                                  the Commonwealth.                                                                                                                                        • Contractor will probably not have access to
                                                                                                       this does not have to be the case).
                  o          Plan Contingency                                                                                                          • Commonwealth may own all RIs and Non-RIs            MILIS – Commonwealth will manage RI
                             Demand             • TRA requirements may apply (e.g. for               • Commonwealth may own all RIs and Non-RIs          if the previous circumstances dictate this          induction.
                                                  traceability and CofCs).                             if the previous circumstances dictate this        approach (e.g. through the acquisition
                  o Plan Contingency Supply                                                                                                                                                                • Contractor would provide Stock Items and
                                                                                                       approach (e.g. through the acquisition            contract or through prior support
                                                • Contractor conducts RI management and RI                                                                                                                   some Non-Stock Items such as software to
              • Supply Chain Support                                                                   contract or through prior ISS arrangements).      arrangements).
                                                  pipeline management to meet end-item                                                                                                                       nominated location(s) (e.g. DNSDC, ‘home’
              • Item Life-Cycle
                                                  availability requirements (Commonwealth not        • Contractor likely to be required to conduct     • Contractor may be required to conduct               base or ‘home’ port).
                                                  interested in this aspect – included in firm         procurement of Non-RIs and additional RIs.        procurement of Non-RIs and additional RIs.
                Management:
                                                  price).                                                                                                                                                  • Commonwealth manages Item Life-Cycle
                  o Entitlements                                                                     • For Non-RIs provided by the Contractor,         • For Non-RIs provided by the Contractor,             Management, with the exception of partial
                                                • Contractor provides all Non-RIs to meet              Commonwealth owns Non-RIs after                   Commonwealth owns Non-RIs after                     involvement of Contractor in RI pipeline
                  o Introductions &               Maintenance requirements (Commonwealth               Acceptance and payment.                           Acceptance and payment.                             management.
                    Codifications                 not interested in this aspect – included in firm
                                                  price).                                            • Codification required for all Commonwealth-     • Codification required for all Commonwealth-       • Contractor would be expected to dispose of
                  o Defence Catalogue                                                                  owned Stock Items IAW DI(G) LOG 4-3-019.          owned Stock Items IAW DI(G) LOG 4-3-019.            Non-RIs arising out of Maintenance, including
                                                • Reserve Stock Items managed by the                   Therefore, Contractor would be required to        Therefore, Contractor would be required to          sullage.
                  o Segmentation                  Contractor and not necessarily visible to            provide Codification and Cataloguing data for     provide Codification and Cataloguing data for
                                                  Commonwealth.                                                                                                                                            • Non-RIs used in Maintenance or supplied to
                                                                                                       any new items.                                    any new items.
                  o Strategic Sourcing                                                                                                                                                                       the Commonwealth may be subject to TRA

                  o Manage Equipment,                                                                • Justification for new RIs provided through      • Contractor may or may not use MILIS for             requirements (e.g. traceability and CofCs).

                    Assets & RIs:                                                                      Stock-assessment tool (e.g. OPUS).                inventory management of Commonwealth-
                                                                                                                                                         owned Stock Items. If not, Commonwealth
                         Manage RIs                                                                  • Contractor likely to use MILIS for inventory      likely to require visibility of these items.
                                                                                                       management of Commonwealth-owned
                         Manage Loans                                                                  Stock Items.                                    • Contractor will require its own inventory-
                                                                                                                                                         management system for Contractor-owned
                         Manage Loan Pools                                                           • Contractor will require its own inventory-        Stock Items and may also use this system for
                                                                                                       management system for Contractor-owned            Commonwealth-owned Stock Items. The
                         Manage Items, Assets                                                          Stock Items, and Commonwealth may                 Commonwealth is likely to require visibility of
                         and Item Tracking                                                             require visibility of these items.                Commonwealth-owned Stock Items and may
                  o Write-offs & Disposals                                                                                                               require some visibility of Contractor-owned
                                                                                                     • Use of MILIS for procurement may be
                                                                                                                                                         Stock Items.
                                                                                                       appropriate.
              • Order Fulfilment
                                                                                                                                                       • Use of MILIS for procurement may be
                                                                                                     • Use of MILIS for Requirements
              • Customer Service                                                                                                                         appropriate.
                                                                                                       Determination for RIs and Non-RIs may be
              • Supply Chain Performance                                                               appropriate (although the Contract will need    • Use of MILIS for Requirements
                                                                                                       to ensure that these tools are not mandated –     Determination for RIs and Non-RIs may be
                                                                                                       may cut across performance measures).             appropriate (although the Contract will need
                                                                                                                                                         to ensure that these tools are not mandated –
                                                                                                     • TRA requirements likely to apply (e.g. for        may cut across performance measures).
                                                                                                       traceability and CofCs).
                                                                                                                                                       • TRA requirements likely to apply (e.g. for
                                                                                                     • Contractor conducts RI management and RI



SOW Tailoring Guide (V2.1)                                                                                                                                                                                                           A-4
ASDEFCON (Support)




                      Support Services   Support Scenario #1                Support Scenario #2                                  Support Scenario #3                   Support Scenario #4
                        Requirement

                                                                  pipeline management to meet Contract RI              traceability and CofCs).
                                                                  performance measures.
                                                                                                                    • Contractor conducts RI management and RI
                                                               • The Contractor provides all Non-RIs (except          pipeline management to meet Contract RI
                                                                 those owned by the Commonwealth) to meet             performance measures.
                                                                 its own Maintenance requirements
                                                                 (Commonwealth not interested in this aspect        • The Contractor provides all Non-RIs (except
                                                                 – included in firm price).                           those owned by the Commonwealth) to meet
                                                                                                                      its own Maintenance requirements
                                                               • RSLs must be maintained by the Contractor,           (Commonwealth not interested in this aspect
                                                                 although the Contract will need to address           – included in firm price).
                                                                 the use of these Stock Items during wartime.
                                                                                                                    • RSLs may need to be maintained by the
                                                               • Contractor may be required to share assets           Contractor, although the Contract will need to
                                                                 with other users (e.g. GFE may need to be            address the use of these Stock Items during
                                                                 shared with the FEG).                                wartime.

                                                               • Contractor may be required to dispose of           • Contractor unlikely to be required to share
                                                                 items on behalf of the Commonwealth.                 assets with other users (such as GFE
                                                                 Contractor would be expected to dispose of           needing to be shared with the FEG).
                                                                 Non-RIs arising out of Maintenance, including
                                                                 sullage.                                           • Contractor may be required to dispose of
                                                                                                                      items on behalf of the Commonwealth.
                                                               • Contractor could be required to conduct              Contractor would be expected to dispose of
                                                                 warehousing and distribution services on             Non-RIs arising out of Maintenance, including
                                                                 behalf of the Commonwealth.                          sullage.

                                                               • Maintenance of items held in store may need        • Contractor unlikely to be required to conduct
                                                                 to be provided.                                      warehousing and distribution services on
                                                                                                                      behalf of the Commonwealth.
                                                               • Management of special items (e.g. classified,
                                                                 hazardous and shelf-lifed items) may be a          • Maintenance of items held in store may need
                                                                 requirement.                                         to be provided.

                                                               • In peacetime, Contractor would provide items       • Management of special items (e.g. classified,
                                                                 of supply to nominated location(s) (e.g.             hazardous and shelf-lifed items) may be a
                                                                 DNSDC, ‘home’ base or ‘home’ port). ‘Home’           requirement.
                                                                 port could be a variety of locations (e.g. refer
                                                                 Pacific Patrol Boats).                             • In peacetime, Contractor would provide items
                                                                                                                      of supply to nominated location(s) (e.g.
                                                               • In wartime, Contractor would not be expected         DNSDC, ‘home’ base or ‘home’ port). ‘Home’
                                                                 to deliver Items into theatre. This aspect of        port could be a variety of locations (e.g.
                                                                 distribution would be covered by the                 Pacific Patrol Boats could be at a number of
                                                                 Commonwealth.                                        defined locations in the Pacific).

                                                               • Stocktaking of Commonwealth-owned and              • In wartime, Contractor would not be expected
                                                                 Contractor-managed items (including GFE)             to deliver Items into theatre. This aspect of
                                                                 would be a firm requirement IAW DI(G) LOG            distribution would be covered by the
                                                                 4-3-014, Item identification and recording of        Commonwealth.
                                                                 Defence assets.
                                                                                                                    • Stocktaking of Commonwealth-owned and
                                                                                                                      Contractor-managed items (including GFE)



SOW Tailoring Guide (V2.1)                                                                                                                                                        A-5
ASDEFCON (Support)




                      Support Services                Support Scenario #1                              Support Scenario #2                              Support Scenario #3                               Support Scenario #4
                        Requirement

                                                                                                                                               would be a firm requirement IAW DI(G) LOG
                                                                                                                                               4-3-014.

              Training Support           • Contractor may be required to provide           • Contractor may be required to provide          • Contractor may be required to provide          • Contractor unlikely to be required to provide
                                           training on the operation of the Mission          training on the operation of the Mission         training on the operation of the Mission         Maintenance training to the Commonwealth.
                                           System(s) and/or other items of equipment.        System(s) and/or other items of equipment.       System(s) and/or other items of equipment.
                                                                                                                                                                                             • Commonwealth may need to provide training
                                         • Contractor unlikely to be required to provide   • Contractor may be required to provide          • Contractor may be required to provide            on Commonwealth Logistic Information
                                           Maintenance training to the Commonwealth.         Maintenance training to the Commonwealth.        Maintenance training to the Commonwealth.        Management Systems (LIMS), if used by the
                                                                                                                                                                                               Contractor.
                                         • Commonwealth may need to provide training       • Commonwealth may need to provide training      • Commonwealth may need to provide training
                                           on Commonwealth Logistic Information              on Commonwealth Logistic Information             on Commonwealth Logistic Information
                                           Management Systems (LIMS), if used by the         Management Systems (LIMS), if used by the        Management Systems (LIMS), if used by the
                                           Contractor.                                       Contractor.                                      Contractor.

              Operating Support          • Contractor may be required to operate the       • Contractor may be required to operate the      • No Operating Support requirements.             • No Operating Support requirements.
                                           Mission System (e.g. satellite                    Mission System (e.g. satellite
                                           communications ground station).                   communications ground station).

              Support Resources          • Key Persons Management likely to be an          • Key Persons Management likely to be an         • Key Persons Management likely to be an         • Key Persons Management may be an issue.
                                           issue.                                            issue.                                           issue.
                                                                                                                                                                                             • Commonwealth may supply strategic or
                                         • Commonwealth may supply strategic or            • Commonwealth may supply strategic or           • Commonwealth may supply strategic or             expensive Support Resources (e.g. Specialist
                                           expensive Support Resources (e.g. Specialist      expensive Support Resources (e.g. Specialist     expensive Support Resources (e.g. Specialist     S&TE). Otherwise, Contractor provides all
                                           S&TE). Otherwise, Contractor provides all         S&TE). Otherwise, Contractor provides all        S&TE). Otherwise, Contractor provides all        Support Resources for the scope of work
                                           Support Resources for the scope of work           Support Resources for the scope of work          Support Resources for the scope of work          under the Contract.
                                           under the Contract.                               under the Contract.                              under the Contract.
                                                                                                                                                                                             • May not be any special packaging
                                         • Commonwealth may need to provide any            • If an outsourcing contract, Commonwealth       • If an outsourcing contract, Commonwealth         requirements. For packaging of items that
                                           items excluded from the Contract (e.g.            may provide large quantities of GFE.             may provide large quantities of GFE.             have special Defence requirements, must be
                                           cryptographic equipment).                                                                                                                           IAW DEF(AUST) 1000C.
                                                                                           • Commonwealth may provide Embedded              • Commonwealth may provide Embedded
                                                                                             MRU.                                             MRU.

                                                                                           • Packaging of items that have special           • Packaging of items that have special
                                                                                             Defence requirements must be IAW DEF             Defence requirements must be IAW
                                                                                             (AUST) 1000C.                                    DEF(AUST) 1000C.




SOW Tailoring Guide (V2.1)                                                                                                                                                                                             A-6
ASDEFCON (Support)

                                 SOW TAILORING GUIDE – ANNEX B

     USE OF ASDEFCON (SUPPORT) EITHER STANDALONE OR IN CONJUNCTION WITH A
                           CONTRACT (ACQUISITION)

Developing a Draft SOW to follow an Acquisition Phase
With an emphasis on releasing a combined RFT (i.e. an RFT that includes a draft Contract
(Acquisition) and a draft Contract (Support)) to ensure competition for the Contract (Support), the two
contracts need to be linked to ensure a smooth transition from acquisition to support. Ideally, the one
company would bid for both contracts; however, different business entities can still exist within one
corporate structure (e.g. separating production and support services), which means that transition and
handover of responsibility from the Contractor (Acquisition) to the Contractor (Support) (as part of the
one company or separate) still needs to be planned and facilitated through the provisions of both
contracts.
Contract (Support) Phase In activities, leading up to the Operative Date (OD), must be cognisant of
the handover from one contract to the other, given that both contracts may have been signed years
beforehand, with only limited activity under the Contract (Support) in the meantime. This is especially
so when the Contract (Acquisition) is for a developmental program and the Products to be supported
and the Support Resources for the Contract (Support) were not defined when the contracts were
signed on the same Effective Date (ED).
In tailoring the two contracts, the following points identify some of the considerations for linking the two
contracts together:
a.         The draft master schedules from the two contracts should be consistent.
b.         The Contractor (Support) may be required to attend Contract (Acquisition) system reviews,
           particularly those related to definition of the ‘physical’ Support System and defining the
           quantities of Support Resources to be acquired.
c.         A Contract (Acquisition) Transition Requirements Review (TXRR) should be held that
           includes the Commonwealth, the Contractor (Support), and (optionally) Approved
           Subcontractors (Support).
d.         The Contractor Transition Plan (CTXP) from the Contract (Acquisition) and the Phase In
           Plan (PHIP) from the Contract (Support) should be required to be consistent with each other.
e.         Transition working groups, including the Contractor (Acquisition), Contractor (Support) and
           the Commonwealth may be held.
f.         Any support undertaken by the Contractor (Acquisition) (e.g. Maintenance during Verification
           and Validation (V&V) activities) needs to be coordinated with the Phase In of the Services
           being provided by the Contractor (Support).
g.         Details of the Products defined under the Contract (Acquisition) must be transferred to the
           Contract (Support), as appropriate to the scope of the Services (e.g. lists of Products to be
           Supported and identified acquisition deliverables that become support products, such as
           technical manuals).
h.         The delivery of Products from the Contract (Acquisition) must be consistent with establishing
           the Contract (Support) (e.g. newly acquired S&TE or Technical Data must be delivered and
           Accepted before it can be provided to the Contractor (Support) – potentially as Government
           Titled Items (GTI)).
i.         The transfer of Configuration Management data and responsibility from the Contractor
           (Acquisition) to either the Commonwealth or Contractor (Support) must be both timely and
           sufficient to enable the support agency to provide the required Services when needed.
The ASDEFCON (Support) Contract Attachments and SOW Annexes, which require updating as a
result of the activities of the Contractor (Acquisition), are usually based on ILS program documents, as
the Contractor (Acquisition) is required to define and establish the basis of the Support System. The
applicable ILS activities and documents, to the extent required by the particular requirements of the
Contract (Acquisition), include:
a.         development of the Support System Specification (SSSPEC), which informs in-service
           planning;
b.         specifying operating, Maintenance and other support requirements and procedures;



SOW Tailoring Guide (V2.1)                                                                               B-1
ASDEFCON (Support)




c.         undertaking human resources planning, including the specification of skill sets and
           competencies;
d.         undertaking a training needs analysis to specify training requirements and to develop training
           packages;
e.         producing Technical Data;
f.         specifying and acquiring or manufacturing S&TE;
g.         specifying and possibly acquiring or implementing facilities requirements;
h.         developing a Supply Support Development Plan (which may include considerations of
           packaging, handling, storage and transportation) and may specify and acquire Life Of Type
           (LOT) stock of RIs and initial non-RIs;
i.         developing Intellectual Property (IP) and Australian Industry Capability (AIC) plans, which
           inform or become Contract (Support) Attachments;
j.         developing disposal and software management plans for in-service use; and
k.         specifying and (if required) acquiring computer support.
As part of the coordination between the two contracts, the OD becomes an important milestone in
linking the two together. OD represents the date by which the Contractor (Support) has a proven
capability to provide the required Services. These Services will typically need to be provided from the
date that the first Mission System is Accepted by the Commonwealth under the Contract (Acquisition).
The Commonwealth should also not be paying for Services that are not required; hence, OD under a
Contract (Support) should typically be no later than the System Acceptance milestone under the
Contract (Acquisition).
While much of the effort here, and discussion above, focuses on the two Contractors (or two parts of
one company), it is also important to recognise Commonwealth obligations in enabling the transfer
from the Contract (Acquisition) to the Contract (Support). Some of these activities should be identified
in the CTXP, PHIP, and OD clauses; however, the Commonwealth’s transition plan should also
provide sufficient detail, which should be consistent with the linkages between the two contracts.
Of note to drafters wishing to better understand the linkages between acquisition and support, the
structure of the five Services clauses (i.e. Operating Support, Engineering Support, Maintenance
Support, Supply Support, and Training Support) in the ASDEFCON (Support) SOW follows on from
the structure used in the development of each of these SSCCs under ASDEFCON (Strategic Materiel)
or ASDEFCON (Complex Materiel) Volume 2. The ASDEFCON Handbook Philosophy Volume
contains a section that explains the use of these support elements in developing a system under a
Contract (Acquisition) and relating this to the Services provided under a Contract (Support).
Finally, a draft ‘Acquisition Linkages Module’ to link together a Contract (Acquisition) with a Contract
(Support) has been developed, but is not for general distribution. Use of the Acquisition Linkages
Module, which provides related clauses and further explanation to issues discussed here, requires
guidance from DMO Procurement and Contracting Branch to the individual drafter.
Developing a Draft SOW to follow a Contract (Acquisition) that is not Linked
The situation may arise where the Commonwealth chooses not to release a joint RFT, but to buy the
equipment and to seek support separately either because there was no in-country support (e.g. items
from overseas without an in-country support contractor, such as Foreign Military Sales (FMS)), or
because the system is able to be supported by a number of contractors and there is no need for a
combined RFT to provide adequate competition. This situation can also occur when the intended
Contract (Support) is an established common support contract; in which case, the focus is on
amending the existing contract, rather than drafting a new Contract (Support).
The general concept for transferring Products and information from the acquisition program to the
support program, which was described for the linked contracts in the preceding section, still applies;
however, instead of Contractors taking on much of the responsibility, the Commonwealth is
responsible for the transfer. Also different is that information from the Contract (Acquisition) or the
associated tender response should be available at the time of drafting.
The Commonwealth Representative will need to determine what Products and information need to be
obtained from the Contractor (Acquisition) and transferred to the Contractor (Support). The Contractor



SOW Tailoring Guide (V2.1)                                                                            B-2
ASDEFCON (Support)




(Support) would be expected to source common Support Resources on its own accord. Hence, the
Commonwealth needs to focus on unique aspects, such as access to, and release of, IP, technical
manuals, special to type / peculiar S&TE, training materials, software and licenses, and system-unique
spare parts. Importantly, the Contractor (Support) may require Products and information that the
Commonwealth does not use itself, such as Technical Data and S&TE for deeper levels of
Maintenance, which might need to be provided as GFI and GFE. Alternatively, the Commonwealth
Representative may require that the Contractor (Acquisition) become an ‘Associated Contractor’ to
facilitate the required transfer.
With these considerations in mind, the drafter needs to develop the ASDEFCON (Support) SOW and
relevant Contract Attachments with information from the Contract (Acquisition) or its tender response.
Developing a Draft SOW to follow another Support Contract
With a system that is already in-service, the ASDEFCON (Support) contract templates can be used to
develop a replacement contract. One of the first questions the drafter should ask is: ‘Was the current
contract based on ASDEFCON (Support)?’ If so, then the drafter should attempt to validate that the
Services requested and provided met the users’ requirements. If ‘valid’, then the existing Contract
(Support) can make a good template for the new Contract; otherwise, deficiencies will need to be
addressed. Where there are areas of deficiency, the current version of the template and this tailoring
guide should be consulted in the first instance. The drafter should check for all changes between the
existing contract and the current templates, as the templates will pick up standard policy changes that
have occurred during the contract period.
If the existing contract was not based on the ASDEFCON (Support) template, then the same need for
validation arises, but more effort will be required to transfer work requirements into the ASDEFCON
format. Typically, non-ASDEFCON-based support contracts use a different philosophy, framework
and are often not performance-based. As such, there can be considerable work required to translate
across to the ASDEFCON (Support) template. In this situation, it is recommended that drafters should
develop a support concept first, which lays out the support requirements and associated interfaces
with the Commonwealth, before starting to tailor the template.
The next question the drafter should ask is: ‘What provisions for Phase Out have been included in the
existing contract?’ If the existing contract used the ASDEFCON (Support) template, then it may
include a number of activities for Phase Out (clause 2.8), as described in the Approved Phase Out
Plan (PHOP). Depending on the time remaining in the existing contract, the final submission of the
PHOP may still need to be made.
Like the CTXP from a Contract (Acquisition), the PHOP should inform the development of the PHIP
and will help to coordinate the transfer and the Phase In activities in preparation for the OD for the new
Contract (Support). Example activities that may need coordination include:
a.         the handover of RIs, in a serviceable state, and a complete stock take of supplies held;
b.         the handover of S&TE and training equipment, in a serviceable state;
c.         the handover of Technical Data, including any Government Furnished Information (GFI) and
           Government Furnished Data (GFD);
d.         the transfer of software tools and licenses;
e.         the transfer of Configuration Management data and records (either directly or via the
           Commonwealth); and
f.         the departure of one Contractor (Support) from Government Furnished Facilities (GFF), and
           the arrival of the other.
The requirement for handover of items in a serviceable state is important, as the new Contractor
(Support) may need to accept items of GFM as if they were delivered by the Commonwealth. This
may require clause 3.11.1.4, as an example, to be amended, as it may not be possible for the new
Contractor (Support) to accept GFE 21 days before work commences. Other clauses related to GFE
in the SOW and clause 3 in the COC will require careful review and amendment, as necessary.
GFF can have similar challenges, as it is usually difficult for one Contractor (Support) to depart and the
other to arrive on the same day, while ensuring continuity of Services. In addition to the PHIP and
PHOP, the drafter may also need to draft, for inclusion in the tender documents, any constraints




SOW Tailoring Guide (V2.1)                                                                             B-3
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associated with, for example, the transfer of GFF during the Phase In period. For GFF, the deed (or
license) at Contract Attachment I for out-going and in-coming contractors should be reviewed also.
The Commonwealth Representative may be required to ensure that the IP schedules are up-to-date at
transfer, and that the related Technical Data is also up-to-date.
One advantage of transferring from one Contract (Support) to another is that management plans and
procedures that describe the support system, or at least the part related to the required Services,
should be proven and available to inform prospective tenderers. Additionally, performance measures
should either be established from the existing Contract (Support) or, if not established because the
current Contract is transactional in nature, then it can be used as a basis for measurements to help the
drafter set performance measures for the new Contract (Support) in the performance-management
sections of the draft Contract.
The Phase In period for the new Contract (Support) can also be used as a due diligence period;
however, advice from DMO Procurement and Contracting Branch should be sought where this
approach is being considered due to the complexities involved.
The costs of Phase Out activities in the PHOP are likely to be difficult to scope and cost at the start of
a Contract, hence Survey and Quote (S&Q) rates may need to be used. This may be viewed as an
unnecessary cost; however, properly managed, Phase Out can enable a greater level of competition
for the replacement Contract (Support), rather than leaving the Commonwealth in a sole-source
situation.
Note: even if the current Contractor (Support) wins the replacement contract, there are still benefits in
having a PHOP and a clearly defined transfer to the new contract, particularly where the scope of work
is different and / or the performance-management framework is different.
Developing a Draft SOW to follow Defence Support
In the instance where the Commonwealth has decided to outsource support functions that are
currently performed by Defence, the emphasis is on the Commonwealth to provide all of the relevant
support and planning information to develop the draft Contract (Support) and to enable tenderers to
prepare effective responses.
The drafter will need to compile Contract Attachments and SOW Annexes from in-service sources,
including for example, for the identification of:
a.         the Mission System / equipment Products to be supported, from a configuration
           management database, Maintenance Management System, or illustrated parts breakdown
           (IPB) (note: the IPB could be referred to from SOW Annex A if the approach is adopted to list
           the Mission Systems and exemptions – refer to guidance within SOW Annex A);
b.         the software Products to be supported, from a configuration management database or
           separate software list;
c.         the S&TE Products to be supported, from unit tool and/or calibration lists (noting that, where
           these items are provided to the Contractor (Support) as GFE, they would also need to be
           entered into Contract Attachment E, GFM);
d.         the Technical Data and reference manuals, from technical data libraries, and this information
           may also need to be entered into Contract Attachment E (if GFI/GFD), SOW Annex A (if the
           document is maintained by the Contractor), and SOW Annex D (or SOW Annex A, if it is
           referenced by the Contractor in performing work); and
e.         Key Staff Positions, from existing duty statements.
Other lists may need to be compiled in preparation for the Contract, such as IP schedules.
An acquisition contract would provide an overall description of the Support System, either as a
proposed Support System solution, Support System specification, or Support System description.
These types of documents may be suitable as advisory documents for inclusion in the RFT for the new
Contract (Support). Where the system is already in-service, in-service support system or logistics
plans, such as the Army’s ILS Instruction – 3 (ILSI-3), may be appropriate. Without these, a Logistic
Support Concept (LSC), or the Support Concept from within an OCD may be suitable. If these are not
are not available, drafters should produce the information necessary for tenderers to plan the required
services, for possible inclusion with the RFT, but (as a minimum) to assist with developing the SOW.



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These types of documents can provide valuable information to tenderers when developing their plans
for the provision of Services.
The managing DMO support agency should also compile a transition plan suitable for release to
tenderers. The transition plan needs to detail:
a.         the assembly of resources such as GFE and RIs,
b.         the schedule for moving into facilities and undertaking the full stocktake and handover of
           existing stores,
c.         any available training for the Products and any mandated Defence IT systems, and
d.         the ramp-up of Maintenance and other support activities where these occur over a period of
           time.
This type of information will help the tenderers develop the PHIP and make preparations for the OD,
which would typically depend heavily on Commonwealth activities.
The Phase In period for the new Contract (Support) can also be used as a due diligence period;
however, advice from DMO Procurement and Contracting Branch should be sought where this
approach is being considered due to the complexities involved.
The current Defence activity may be used as the basis for developing performance measures for use
in Contract Attachment B, the V&V Plan, or a separate performance-measurement plan. If so, the
drafter must ensure that any necessary adjustments are made; for example, if a change of tempo,
role, or location affects the performance of Services at the commencement of the Contract.
Finally, for a large Contract (Support), the drafter may consider including Offer Definition Activities
(ODA) as part of the tender and contract preparation process. Refer to the ODA section of this
Tailoring Guide for further explanation.




SOW Tailoring Guide (V2.1)                                                                          B-5