October 2016

High-Level Contract Data Requirement List (CDRL) Planning Tool

High-level CDRL planning tool to enable critical thinking to develop the necessary & proper data

requirements and the delivery of the data.

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SMEs use the

Work Breakdown

Structure (WBS)

tool for the Data

requirements over

the life-cycle of

that system

Conduct

Integrated

Product Team

(IPT) Data

Call

meeting(s)

based on the

Program

Strategies and

SOW/PWS

Conduct Data

Requirement

Review Board

meeting(s),

revise tailored

CDRLs as

directed

IPT selects the

DIDs and then

tailors the

DIDs via the

CDRLs for the

data and

delivery

IPT develops

the Statement

of Work

including

listing all the

CDRLs in

Exhibit

A

IPT reviews

the Data

Markings on

all data

delivered by

contractor(s)

to ensure

markings are

conforming

& justified

Contract

Award

Test &

Evaluation

Master Plan

System

Engineering

Plan

Acquisition

Strategy

Life Cycle

Sustainment

Plan

Intellectual

Property

Strategy

Subject

Matter

Experts

(SME)

Requirement

Documents

Source

Documents

1Feb 2021

Step 1, SMEs will review the requirement

documents (ICD, CDD, SRD, etc.) and the

acquisition documentation to determine what

data is necessary, for what purpose, for how

long the data is needed, and to promote

competition throughout the life-cycle of the

weapon system.

SMEs use the

Work Breakdown

Structure (WBS)

tool for the Data

requirements over

the life-cycle of

that system

Conduct

Integrated

Product Team

(IPT) Data

Call

meeting(s)

based on the

Program

Strategies and

SOW/PWS

Conduct Data

Requirement

Review Board

meeting(s),

revise tailored

CDRLs as

directed

IPT selects the

DIDs and then

tailors the

DIDs via the

CDRLs for the

data and

delivery

IPT develops

the Statement

of Work

Proposal

including

listing all the

CDRLs in

Exhibit

A

IPT reviews

the Data

Markings on

all data

delivered by

contractor(s)

to ensure

markings are

conforming

& justified

Contract

Award

Test &

Evaluation

Master Plan

System

Engineering

Plan

Acquisition

Strategy

Life Cycle

Sustainment

Plan

Intellectual

Property

Strategy

Subject

Matter

Experts

(SME)

Requirement

Documents

2

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Documents

Step 2, the government engineering team will

develop the WBS elements of the weapon system

to the Level 3. The number and “depth” of

elements defined in the WBS will increase as the

design progresses through research and

development.

SMEs use the

Work Breakdown

Structure (WBS)

tool for the Data

requirements over

the life-cycle of

that system

Conduct

Integrated

Product Team

(IPT) Data

Call

meeting(s)

based on the

Program

Strategies and

SOW/PWS

Conduct Data

Requirement

Review Board

meeting(s),

revise tailored

CDRLs as

directed

IPT selects the

DIDs and then

tailors the

DIDs via the

CDRLs for the

data and

delivery

IPT develops

the Statement

of Work

including

listing all the

CDRLs in

Exhibit

A

IPT reviews

the Data

Markings on

all data

delivered by

contractor(s)

to ensure

markings are

conforming

& justified

Contract

Award

Test &

Evaluation

Master Plan

System

Engineering

Plan

Acquisition

Strategy

Life Cycle

Sustainment

Plan

Intellectual

Property

Strategy

Subject

Matter

Experts

(SME)

Requirement

Documents

3

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Documents

Step 3, an acquisition data call is a request by the Data Manager for all functional government organizations involved in the program and the

specific acquisition. A data call should be issued for each specific acquisition program, and should be one of the first steps in developing the

RFP, solicitation, or contract documentation.

The acquisition data call should reach all functional areas that support the material (e.g., engineering, software engineering, integrated logistics

support activities, configuration management, test and evaluation, product assurance, safety, human engineering, and training). The responses to

the acquisition data call are critical and provide the basis for the user's data requirements becoming contractual requirements. Those

requirements will be consolidated and reviewed at several management levels, any one of which may challenge the need for the data.

Each data call participant should identify the data requirements based on the life-cycle phase of the program, purposes of the contract, and life-

cycle program strategies. Data requirements can be specified using a Data Item Description (DID) and the CDRL. Data call participants should

refer to the Statement Of Work (SOW) or Performance Work Statement (PWS) or other requirement documents to determine whether a valid

contract requirement supports the proposed data requirement.

Click here for

definition

of a Data Manger4

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Documents

A Data Manager is a person who works in or supports the PMO that is

responsible for all data management including data call, ordering the data, part

of the Data Requirement Review Board, reviewer of all CDRLs, ensuring all

Distribution Statement are correct, reviewing the cost of the data, inspections

and acceptance of data and final the storage of the data.

5

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Documents

Step 4, CDRL authors develop the draft CDRLs with the

appropriate DIDs to the specific work task in the draft RFP. CDRL

authors should tailor the DID avoid expense related to unnecessary

information gathering or formatting. Tailoring instructions can be

specified in Block 16 of the CDRL. DoD 5010.12-M is an excellent

reference for step-by-step instructions to complete a CDRL form.

Click here for a step-by step procedure

to complete a CDRL6

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Documents

Step 5, conduct a Data Requirement Review Board (DRRB) meeting(s). This is another important step to authenticate and

validate Request For Proposal (RFP), solicitation, and contract data requirements, including the data and corresponding

SOW tasking requirements. This step almost always reduces the amount of CDRLs and further tailors each CDRL, which

results in a large cost avoidance to the government.

Basically, a DRRB is when each CDRL author presents his/her CDRL(s) to an independent member chairperson vested with

decision authority for all DRRB actions. At this meeting each CDRL is reviewed with the DID and SOW/PWS in minute

detail to ensure the data is necessary, meets the minimum needs, and is in accordance with the life-cycle needs as established

by the Acquisition Strategy, Life Cycle Support Plan, System Engineering Plan, Test & Evaluation Master Plan and

Intellectual Property Strategy documents. The results of the DRRB should include an agreed upon list of defined data

requirements that will go into the RFP.

7

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Documents

Go to the next page to continue Step 5

October 2016

Review the data to be delivered and ensure:

Intended users agree with data requirements of proposed procurement.

Data requirements are clearly stated in the SOW/PWS and traceable to the contract reference in Block 5

of the DD Form 1423.

Only essential, minimum data is acquired (NOT unnecessary data).

All DIDs referenced are current in ASSIST, or are a One-Time DID.

Each Data Line Item has an assigned exhibit.

Approval requirements, delivery dates, and deferred delivery of data are reasonable, consistent with program schedule, and properly specified on DD Form 1423s.

Adequate quality and/or warranty provisions are in the contract to ensure data produced / delivered will meet its intended use.

8

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Documents

Go to the next page to continue Step 5

October 2016

The DRRB lead should:

Determine the appropriate members of the DRRB,

Establish standing procedures (SOP) for the DRRB,

Identify who will chair the DRRB,

Outline each members responsibilities (be specific),

Include an Organization Chart with POCs (names and titles of each member),

Ensure minutes are recorded and action items tracked and

Document approval or reasons for disapproval of each data item submitted for review, and action items assigned.

Distribute minutes, action items (and closure) to members.

Provide minutes to all planning “data call” respondents.

9

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Documents

October 2016

ACAT IB program- $9,800,000 cost for the data the contractor will deliver

PMO conducted a DRRB to ensure each CDRL was necessary

Some DRRB Recommended Activities:

Only order minimum quantities,

Ensure duplicate data are not ordered,

Consider the use of the contractor’s format,

Use of preliminary or informal data to meet initial needs,

Use of data updates by means other than total resubmission,

Can red-line updates suffice,

Conduct an Industry Day regarding data management & data rights,

Tailor the DIDs via the CDRL Block 16, and

Balance among competing program objectives. To balance performance, life-cycle cost considerations, and at the same time, be properly tailored to ensure that essential operational and sustainment requirements are maintained. This is the hard part and involves the necessary critical thinking with everyone involved in data acquisition.

DRRB- Should Cost Activity

“Does anyone in the government read these CDRLs,” quote

from a Program Manager for a large commercial company10

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Documents

Step 6, is the key step in this process. From the WBS, and going through a

data call and a DRRB, the IPT will than finalize all the tailored DIDs/CDRLs.

Therefore, at the end of Step 6 the Program Office has identified the exact data

that is required for the entire life-cycle of the program in terms of sustainment,

competition, and the delivery of the data.

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Documents

Go to the next page to continue Step 6

Section J is the attachment to the Statement of

Work. One of the important attachments from a

data deliverable perspective is the CDRLs, DD

Form 1423 as an Exhibit.

Step 6 cont.

12

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Documents

Click here for the

DFARS clause and provision

13

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Documents

215.470 Estimated data prices.

(a) DoD requires estimates of the prices of data in order to evaluate the cost to the Government of data items in terms of their management, product, or engineering value.

(b) When data are required to be delivered under a contract, include DD Form 1423, Contract Data Requirements List, in the solicitation. See PGI 215.470(b) for guidance on

the use of DD Form 1423.

(c) The contracting officer shall ensure that the contract does not include a requirement for data that the contractor has delivered or is obligated to deliver to the Government

under another contract or subcontract, and that the successful offeror identifies any such data required by the solicitation. However, where duplicate data are desired, the contract

price shall include the costs of duplication, but not of preparation, of such data.

PGI 215.470 Estimated data prices.

(b)(i) The form and the provision included in the solicitation request the offeror to state what portion of the total price is estimated to be attributable to the production or

development of the listed data for the Government (not to the sale of rights in the data). However, offerors' estimated prices may not reflect all such costs; and different offerors

may reflect these costs in a different manner, for the following reasons—

(A) Differences in business practices in competitive situations;

(B) Differences in accounting systems among offerors;

(C) Use of factors or rates on some portions of the data;

(D) Application of common effort to two or more data items; and

(E) Differences in data preparation methods among offerors.

(ii) Data price estimates should not be used for contract pricing purposes without further analysis.

Step 7, is where the PMO/IPT members reviews all the data markings for each data

delivered by the CDRL. This includes both digital and printed media. Note, for computer

software source code, every software line of code should be scanned to ensure the

markings are proper (justified and conforming).

14

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Documents

Data Rights Marking Process for Noncommercial Technical Data (click here)

Data Rights Marking Process for Noncommercial Computer Software (click here)

Manual Reviewers

Product Drawings/Models and

Associated Lists

Limited Rights

Marking

CDRL A007 with DID

Reviewers Marking Verification

Determination

Computer Scan

Reviewer

Memo to Contracting Officer/Attorney with findings

Manual

Review

Marking

Verification

Document

Marking

Verification

Document

CDRL

Number

CDRL Description PMO’s Position on IP Rights for

Technical Data/Computer

Software Documentation

Contractor’s Position on IP Rights for

Technical Data/Computer Software

Documentation

Comments by the PMO’s

Review Team

A007

Radiation Detector,

drawing Limited Rights, but need to

validate funding status

Limited Rights

Should request “proof” from

contractor that this drawing

was developed exclusively at

private expense

Fictitious Example

of an Assertion List Table

Technical Data to be

Furnished With Restrictions

Basis for

Assertion

Asserted

Right Category

Name of Person

Asserting

Restrictions

Radiation detector, 3D

design as recorded in

Drawing No. 123-4433,

dated 4 Sept 2018

Developed

exclusively at

private

expense

Limited

Rights

HI Robotics Inc.

(32827)

Data Rights Marking Process for Noncommercial Technical Data

Click to go Back to Step 7

15

Software Product Specification

CDRL

A028 with

DI-IPSC-

81441A

Reviewers Marking Verification Determination

Computer Scan

Reviewers

Memo to Contracting Officer/Attorney with findings

Computer Software to

be Furnished With

Restrictions

Basis for

Assertion

Asserted

Rights

Category

Name of Person

Asserting Restrictions

Noncommercial

computer software,

“Articulated Flippers”,

Version No. 1.5, dated

27 Sept 2018

Developed

with mixed

funding

Government

Purpose Rights

HI Robotics, Inc.

(32827)

….. …. …. …

Restricted Rights

Marking/Legend

Fictitious Example of an Assertion List Table

Marking

Verification

SOP

Document

CDRL

Number

CDRL Description PMO’s Position on IP Rights for

Computer Software

Contractor’s Position on IP Rights

for Computer Software

Comments by the PMO’s

Review Team

A028 Computer

software source

code

Government Purpose Rights (GPR)

due to mixed funding as listed on

the Assertion Table

Restricted Rights

markings/legends within the

source code

Unjustified marking. All

markings/legends on the

computer software source

code should be GPR

Data Rights Marking Process for Noncommercial Computer Software

16

Source Documents:

1. DAU CLM 072 (Data Management Strategy), DAU CLM 075 (Data Acquisition) and DAU CLM 076 (Data Markings)

2. DoD manual 5010.12-M, Procedures for the Acquisition and Management of Technical Data, latest edition

3. MIL-STD-963, Data Item Descriptions, latest edition

4. DoDI 5230.24, Distribution Statements, latest edition

5. MIL-HDBK-245D, Handbook for Preparation of Statement of Work, latest edition (Guidance only)

6. MIL-STD-31000B, Technical Data Packages, latest edition

7. Integrating Software Topics into the Request for Proposal, Aerospace Report No. TOR-2011 (8506)-117

8. Recommended Software-Related Contract Deliverables for National Security Space System Programs,

Aerospace Report No. TOR-2006(8506)-5738

9. Intellectual Property Marking Trust But Verify, Defense A&S magazine, May-June 2019

10. Defense Federal Acquisition Regulation Supplement (https://www.acquisition.gov/dfars)

17

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How to Complete a CDRL

The term data is very broad, and comprises a number of sub-types.

The figure below depicts a hierarchy of the types of data that are

relevant to stakeholders who manage data at an enterprise or

project level.

1

2

3

4

1What Is Data

October 2016

Technical Data Definition

For the purposes of DoD acquisition programs and the

acquisition and management of data, technical data is the scope

of interest. The term technical data is defined as:

Recorded information (regardless of the form or method of the

recording) of a scientific or technical nature (including computer

software documentation) relating to supplies procured by an

agency. Such term does not include computer software or

financial, administrative, cost or pricing, or management

data or other information incidental to contract

administration.

2What Is Technical Data?

October 2016

What is a Technical Data Package (TDP)?

A Technical Data Package is a technical description of an item adequate for

supporting an acquisition strategy, production, and engineering & logistics

support. (MIL-STD-31000)

The description defines the required design configuration or performance

requirements, and procedures required to ensure adequacy of item

performance.

It consists of applicable technical data such as drawings, models, associated

lists, interface control documents, specifications, standards, performance

requirements, quality assurance provisions, software documentation, and

packaging details.

What is Technical Data Package?

A TDP is a collection or assembly of technical data.

3

October 2016

Computer Software definition

i. Computer programs that comprise a series of instructions,

rules, routines, or statements, regardless of the media in which

recorded, that allow or cause a computer to perform a specific

operation or series of operations; and

ii. Recorded information comprising source code listings, design

details, algorithms, processes, flow charts, formulas, and

related material that would enable the computer program to be

produced, created or compiled.

Firmware is

considered

software.

Computer = anything that

runs software (e.g., part of

radio, part of missile, etc.)

4What Is Computer Software?

October 2016

Do not procure all the data just to have all the data Court of Federal Claim, Case No. 17-2018C, contractor stated, “The Government Purpose Rights data

comprise more than 1,600 terabytes of information- an amount so vast that X contractor had to ship them to the Navy on large Network-Attached Storage Unites. (For perspective, if these data were in the form of single-spaced MS Word documents in 12-point font-which they were not- a single terabyte of data would comprise approximately 86 million papers of these MS Word documents.) These data describe the flight performance of the X-47B during each of the test flights, and the Navy may reveal them to anyone it pleases. These enormous quantities of data are not in dispute in this suit.”

Only procure the data that is necessary and proper for the life-cycle of the system based on the Program Strategies (Acquisition Strategy and Life Cycle Sustainment Plan). PBL?

Contractor Support?

All DoD Government Support?

50-50 statute for depot overhauls?

Storage and Protection of Data?

Configuration Management of the Data?

Acquire the technical baseline

Data Grab? Think Twice About It

October 2016

Do I need more than just the data? Yes, Yes and Yes. What about special tooling and jigs?

Special ovens to preheat?

Trained mechanics to perform the work?

Hardware-In-The-Loop facilities for software testing?

Special test equipment?

New computer software (Matlab for example) and hardware (3D printing)?

Special metal materials?

New facilities- lab for example?

Necessary data right? This is another complex topic

Data Grab? Think Twice About It

10 USC 2320 states the US government is only to order data which

meets a minimum and identifiable need. Over-ordering data is not an

appropriate insurance policy, it is against DFARS policy.

October 2016

How does the DoD receive the data that it needs?

The completed CDRL form (DD 1423) requires the contractor to formally

deliver the data (contractual obligation) to the Government

Data is ordered using single or multiple DD Form 1423(s). CDRLs are

located in the contract (Section J, Exhibits)

CDRLs can be tied to events (e.g., PDR) or calendar driven (e.g., monthly

reports)

Data can be in the form of test data, computer software, algorithms, design

details, progress reports, technical data, financial or management reports,

or any information required by contract to be delivered

Contract Data Requirements List (CDRL)

DD Form 1423

CDRL = Data Delivery

October 2016

• The contract is the agreement between

the Government and the contractor

• The SOW describes the required tasks.

A PWS describes expected outcomes.

• The CDRL is the “data delivery” vehicle

providing the what, when, who, and

how of the delivery.

• The Data Item Description (DID)

describes data content, format, media,

and intended use of a single data

product.

Interrelationships

SOW/PWS

DID(s)

CDRL

Exhibit

Sec. J

October 2016

DIDs

MIL-STD-963C

Department of Defense

Standard Practice-Data

Item Descriptions (DIDs)

October 2016

The DID is a DOD document specifically defining data content, format,

and intended use. DIDs facilitate standardization across the Department

Each DID is uniquely numbered to identify the data deliverables in terms

of purpose, description, requirements, and preparation instructions

DIDs are prepared by the Services, DOD Agencies, or other Federal

Agencies (e.g., NSA). They are approved by the DOD Standardization

Program Office or appropriate delegated authority

Each CDRL may only reference a single DID

DID – The Basis of the CDRL

October 2016

Use the Acquisition Streamlining and Standardization Information System

(ASSIST) database. ASSIST is “The Official Source of DOD Standards and

Specifications”. ASSIST must be used to research and select the

appropriate DID.

There are numerous ways to search for the appropriate DID on ASSIST

(DID number, area, or key term search). To maximize search capability

obtain an ASSIST account.

http://quicksearch.dla.mil/qsSearch.aspx

Finding the DID- ASSIST Database

October 2016

CDRL

October 2016

Per DFARS 204.7101:

-Attachments are documents, appended to contracts that don't establish

any requirements for deliverables.

-Exhibits are documents, referred to in a contract, and attached which

do establish requirements for deliverables.

Why CDRLs Are Always In Exhibits

CDRL DID Title-Subtitle Contract

Reference

CLIN

A001 DI_MISC-80711A Scientific and Technical

Reports- Static Failure

Analysis

SOW 4.1.4 003

A002

A003

Exhibit A CDRL Index (dated xxx 2018)

DFARS PGI 204.7105 contains the instructions on using Exhibits versus Attachments and proper numbering instructions

October 2016

Form DD 1423-1

• The DD 1423-1 provides for one

deliverable and one DID. This is the

most commonly used CDRL form.

• Detailed instructions for filling out

the 1423-1 are contained in DoD

Manual 5010.12-M. This manual is

a very good reference! Has been

updated, but not sure when it will be

released.

October 2016

Form DD 1423 Basic

The DD 1423 Basic

allows four DIDs on

one form. Not much

room in the Remarks

Block #16

1

2

3

4

October 2016

Form DD 1423-2

The DD 1423-2

provides for two DIDs

on one form

1

2

Contract Info

October 2016

Blocks A, B, C, D, E and F

The “Category” or type of deliverable.

Place an "X" next to the category of

data being procured. If a TDP or TM

does not apply, then enter “X” in the

"OTHER" block followed by the 4-letter

standardization category in the DID title

(there are 27 standardization

categories). These categories are

described in the DOD SD-1

Standardization Directory.

The system, item, project designator or name of service that the data will support.

The DD 1423 is always referred to as an “Exhibit” (Exhibit A, Exhibit B, etc. but letters “I” and “O” shall not be used.) Contract Exhibit letter must match Data Item Number identifier (Block 1)

List the “Contract Line

Item Number(s)”

(CLIN) calling for the

submission in Section

B of the Request for

Proposal

Contract, Purchase Request, or RFP number.

WHO will provide the data (when known).

0004 B X-SESS

Radar Training Device HQXXXX-15-C-XXXX XYZ Company

October 2016

Blocks 1, 2 and 3

Enter the Exhibit Line Item Number. This number is developed by the PMO. The first position consists of the exhibit identifier and must match Block B. The remaining positions are assigned sequentially (for example, A001, B095). A001 is the 1st CDRL in Exhibit A

WHAT is the data item. The title should be identical to the title of the DID cited in Block 4 (use the title in the ASSIST database).

This is where the PMO can put its unique deliverable title/subtitle name. This is an optional block to fill in.

B009Product Drawings/Models and Associated Lists

RTD Product Drawings

October 2016

Blocks 4, 5 and 6

The DID that provides the format and content requirements of the data item. Include the revision letter. If the DID has been tailored, enter “/T” after the DID number. Note- Technical Manuals are procured using the Technical Manual Contract Requirement (TMCR) vice a DID. Refer to next slide.

The specific paragraph number(s) of the SOW/PWS requiring the generation of a data deliverable. A specification, standard or other applicable document containing the task may be used but it must be referenced in the contract.

The technical office responsible for ensuring the adequacy of the data, usually the PMO or the functional owner for the CDRLs. This answers WHO is getting the data.

DI-SESS-81000E/T (See Block 16) PWS 3.7.1.5, 3.14.2 PEO C4I Contracts

Tailor the DIDIn Block 16!

October 2016

Blocks 4 Technical Manual (TM) Only

A technical manual contract requirements

(TMCR) is a document that provides the complete

content and format requirements for the

preparation of one or more TMs, and list the

associated deliverable data products and DID

numbers. The TMCR consolidates the

requirements from various specifications and

standards and tailors these requirements to

produce a manual that satisfies specified user

needs.

Technical manuals are also separately priced

items and must be listed as a separate exhibit to

the contract.

Example TMCR

A

1

October 2016

Block 7

Page 37 of DoD Manual 5010.12-M has a thorough explanation of Block 7 codes (for example, “SS”, “DD”, “XX”). Use of a DD Form 250 is usually required for final data products intended to be baselines for government applications, such as engineering drawings, specifications, and TMs. The LT (Letter of Transmittal) code is used when a record of delivery is desired, but formal DD Form 250 inspection and acceptance is not required and the contracting office does not want to have a DD Form 250. However, “LT” and “NO” (no inspection or acceptance required) are not to be used when an inspection of the data is required (e.g., high cost data such as drawings, specifications, TDPs, or technical manuals).

LT

October 2016

Block 8

Critical data that requires written approval before distribution of the final data are identified with an “A”.For Technical Manuals and TDPs always enter an “A”.

The Reviewing Activity is normally the Requiring Office cited in Block 6. If not, ID who is responsible in Block 16.

Use N/A if approval is not required.

When drafts are required, Block 16 should state how long the Contractor has to resubmit after approval, conditional approval or disapproval by the Government.If specifying how long the Government will take for review, cite a reasonable amount of time and say the Government "will..." not "shall...".

(Sample Block 16 Language- edit to fit circumstances):Block 8: Submit draft for approval within 90 days of contract award. Submit revisions within 60 days of receipt of Government comments. Distribute within 15 days of authorization to issue final. Any further revisions required on resubmissions shall be submitted within 30 days of receipt of Government comments.

A

October 2016

Block 9

The only acceptable codes for this block are “A”, “B”, “C”, “D”, “E”, and “F” (refer to the corresponding codes listed in DoDD 5230.24, “Distribution Statements on Technical Documents”).

Block 9 has nothing to do with data rights.

A See Blk 16

Enter the Distribution Statement Code that the Contractor must mark

on the technical data item and "See Blk 16".

The Government determines the Distribution Statement! It indicates

the extent the item is available for secondary distribution, release,

and disclosure without further authorization from the "controlling

DoD office".

If the appropriate statement is not known or may vary among

specified submissions of data, Block 16 may say something like:

"A distribution statement is required and shall be requested from the

Government by the Contractor at least X days prior to when the

Contractor needs it in order to deliver the data on time."

(Sample Block 16 Language- edit to fit circumstances):Block 9: Distribution Statement A: Approved for public release; distribution is unlimited.

October 2016

Blocks 10, 11, 12 and 13

Blocks 10-13 are focused on final delivery from the contractor - the “WHEN” for CDRL frequency, data collection

dates, and submittal. If Block 8 indicates that a draft is required for approval, review/turn-around should be

described in block 16, with block 12 being reserved for the approved copy.

Draft delivery dates specified in block 16 must allow review and turn-around time to meet the block 12

requirement. CDRL preparers should use the codes discussed on pages 38-40 of the DOD 5010.12-M to the

maximum extent possible for clarity. Only use Block 16 in order to amplify information in Blocks 10-13, if

necessary, to avoid ambiguity.

October 2016

Block 10

- This block explains the frequency of the submittal- A list of 15 typical codes used to specify frequency of

submittals is located on page 39 of DOD 5010.12-M. For example:

- “ANNLY” (Annually)- “MTHLY” (Monthly)

- Any codes used that are not on this list should be defined in Block 16.

ANNLY

Annually

As generated

As required

Every 2 months

Every 2 weeks

Daily

Deferred Delivery

Monthly

One Preliminary

One time with revision

ANNLY:

ASGEN:

ASREQ:

Bl-MON:

Bl-WE:

DAILY:

DFDEL:

MTHLY:

ONE/P:

ONE/R:

QRTLY:

R/ASR:

SEMIA:

WEKLY:

XTIME:

Quarterly

Revision as required

Every 6 months

Weekly

Number of times to be submitted (1 TIME, 2

TIMES, 9 TIMES, etc.). A number must be

inserted in place of the X where you see one

Submission Frequency (Block 10)

October 2016

Block 11

• Block 11, “As of Date” , is used to define the “cut-off date” for data collection. That is, when does the Government want the contractor to close out data collection so that the report/deliverable can be prepared?

• This may apply to both one-time or recurring deliveries.• For a one-time delivery, enter the “As of Date” (the date data collection is cut off)

by using the actual calendar date in YYMMMDD format. • In recurring reports, a number is used to indicate the number of calendar days

prior to the end of the reporting period (indicated in Block 10) when data collection is “cut-off”. For example, a “15” indicates the “As of Date” would be 15 days prior to the end of the month. A “0” would indicate the “As of Date” is the last day of the month.

• Use “N/A” if not applicable.• If further explanation is required, enter “See Block 16” with an appropriate

explanation in Block 16.

October 2016

Block 12

• This block indicates the initial submission date or the event which constrains deliverable submission in terms of a specific event or milestone (e.g., contract award, test completion).

• There are three methods to complete this block: • Enter initial submission date in YYMMMDD format. • Use one of the following standard codes (page 40 of

DOD 5010.12 Manual): ASGEN, ASREQ, XXDAC, DFDEL, EOC, EOM, EOQ, XDACM, XDARP, XDARC, XDATC, XDPTT, XDADO (with “X” representing the number of days).

• Write “See Block 16” with a corresponding explanation on why/how the submittal is dependent on a specific date or milestone (Due 30 days prior to CDR).

• This block is used for final delivery when used with Block 8.

October 2016

Block 13

• Complete this block if data is to be submitted more than once.• There are three methods to complete this block:

• Enter subsequent submission date in YYMMMDD format. • Use one of the following standard codes (page 40 of DOD 5010.12

Manual): ASGEN, ASREQ, XXDAC, DFDEL, EOC, EOM, EOQ, XDACM, XDARP, XDARC, XDATC, XDPTT, XDADO (with “X” representing the number of days).

• Write “See Block 16” with a corresponding explanation on why/how the submittal is dependent on a specific date or milestone.

October 2016

Blocks 14 and 15

List WHO receives a copy of the data deliverable. The first addressee listed should ALWAYS be the Block 6 Requiring Office, in most cases the PMO or Functional Office. Block 16 should state the HOW (method) of delivery (e.g. electronic data warehouse, e-mail, CD-ROM, etc.).

When Block 8 is “A”, draft copies must be delivered, reviewed, and eventually approved before publication of the final document.

Enter draft quantities in block 14b and , if necessary, an explanation in block 16 (“Submit draft for approval 90 DAC award. Submit final copies 30 days after Government approval of the draft.”)

Note: Procedures for distribution to classified locations should be coordinated among the user, acquisition agent, and applicable data managers. In other words, don’t advertise it on the DD 1423!

October 2016

Block 16

This block is used to provide additional or clarifying information for blocks 1 - 15.

Block 16 is used to clarify information for Blocks 1-15 but the information must be consistent.

October 2016

Block 16 Entries

If a DID is tailored, describe which DID requirements are not required.

Media and format requirements. If able accept the contractor format but

ensure the format is readable by the Government.

Block 16 should contain the exact verbiage of the applicable distribution

statement annotated in Block 9, export control warnings, or other markings.

These type markings are determined by the controlling DOD office. See DoDI

5230.24 for more information.

If Block 8 is marked “A”, describe Govt review/contractor turnaround times

and how the deliverable will be evaluated.

If the inspecting and accepting authority is not the first addressee in block 14,

a qualifying remark should be inserted in block 16.

October 2016

Block 16 Entries (cont’d) Tailoring the DID

Tailoring the DID often causes confusion

Tailoring is the process of reducing the scope (“tailoring down”) of a DID and

obtaining only minimum essential technical data & computer software. This will

reduce cost. Tailoring is indicated in Block 4 of the DD Form 1423 with a “/T”

and described in Block 16

The scope of the DID shall not be increased (tailored “up”). If necessary, use

another DID

Sometimes, DIDs with very little content information may be tailored in order to

give the contractor specific instructions/clarification. This is not necessarily

adding scope

The key points are:

The contractor shall not be required to submit data outside the scope of the DID.

The contractor must understand what to deliver.

October 2016

Example of Reducing DID Scope

October 2016

Example of Reducing DID Scope

October 2016

Example of Reducing DID Scope (cont’d)

Examples of reducing scope through Block 16. This is allowed.

October 2016

Example of Clarifying DID Scope

DID-MISC-80711A, Scientific and Technical Reports

The DID is very general.

It is acceptable to expand these instructions in Block 16 of the 1423 in order to

clarify the contents of this CDRL.

October 2016

Blocks G and H

This is the name and “signature” of the preparer AND their activity. Should be the name of the CDRL author.Can only be signed by Govt personnel

XX Sept 18

October 2016

Blocks I and J

This the Agency CDRL Approver.

XX Sept 18

October 2016

Blocks 17 and 18

To be completed by the offeror. Enter the appropriate price group from the reverse side of the DD 1423.

To be completed by offeror. Enter the total estimatedprice equal to that portion of the total price attributable to the design, development, and production/reproduction for the Government of the particular item of data. "N/C" for "no charge" is acceptable. See DOD 5010.12-M for details.

October 2016

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