Appendix C - DD FORM 1423 Completion Instructions

1. Introduction

  1. These instructions identify procedures applicable for both Government personnel and Contractor personnel for completing the DD form 1423.

  2. Deletion of Data by Government Personnel. If a data item number has previously appeared in a contract and is deleted, retain all information in lettered blocks (except for updated Blocks g, h, i, and j) and Block 1 and 2 data item number and title, and delete all other block entries. Then enter "DELETED" in Block 16.

  3. Government Office Functional Acronyms. The following standard acronyms shall be used in Blocks G, 6 and 14. They represent an alphabetical letter designation to identify NAWCTSD functional areas by expertise. Acronyms are used, in lieu of organizational codes, to eliminate problems that occur when those codes or functional responsibility change(s). All acronyms should be preceded by "NAWCTSD" or other command acronym to differentiate between organizations receiving the data. Other acronyms may be introduced for organizations and offices other than NAWCTSD. Use of acronyms on data items, with specific office addresses for each included in Section F of the contract schedule, permits ease of contract modification to ensure accurate data deliveries.

    CMANConfiguration Management
    COMSContract Operation & Maintenance of Simulators
    CORContracting Officer Representative
    DV SITEDevice Site
    DRPRDrawing Practices/Control
    EMIElectromagnetic Interference)
    ENGRSystems Engineer
    FACRFacilities Engineering
    ILSMIntegrated Logistics Support Manager
    INVMInventory Management
    ISDInstructional Systems Department
    ISEOIn-Service Engineering Office
    ISSMInformation Systems Security Manager
    MSSMateriel Support Specialty
    PCOProcuring Contracting Officer
    PJMProject Manager
    R&DResearch & Development
    TMSSTechnical Manuals

2. Detailed Lettered Block Information

  1. Block A, Contract Line Item No. Optional - Use only with prior approval from the Contract Specialist.

  2. Block B, Exhibit. Enter exhibit identifier. Exhibits shall be identified by a single capital letter (A-Z) then, as required, using double alpha designators. The letters "I" and "O" shall not be used. Include the lot number for multiple lot procurements (e.g., Lot I, Lot II). Omit lot number if only one lot.

  3. Block C, Category. Put an "x" next to the category of data being procured (TDP or TM). If neither of these categories applies, type the name of the category in the other block. The following exhibit identifiers and categories are typical for NAWCTSD CDRL's involving training system acquisition, though other categories may be selected or proposed:

    Exhibit A Engineering Data NAWCTSD ENGR
    Exhibit B Administrative/Management Data NAWCTSD PJM
    Exhibit C Provisioning Data NAWCTSD MSS
    Exhibit D Logistics Data NAWCTSD ILSM
    Exhibit E Publications Data NAWCTSD TMSS
    Exhibit F Training Data NAWCTSD TRNG
    NOTE: Exhibits for options or multi-year data lots typically begin with Exhibit G and are lettered sequentially, continuing the above pattern of six exhibits for each option or lot.

  5. Block D, System/Item. Identify the device for which data is being procured (i.e., DV 2F140(T)#5, or DV 2C72). In cases where the device designation exceeds the space available, state "See Block 16" and state device designation in Block 16. For data procurements not keyed to a device, some other appropriate project name or entry should be made.

  6. Block E, Contract/PR.

  7. Block F, Contractor. Place the Contractor's name or identification code in this field when known.

  8. Blocks G and H, Prepared By/Date.

  9. Blocks I and J, Approved By/Date.

3. Detailed Numbered Block Information

  1. Block 1, Data Item Number. Data line items within an exhibit will be assigned a four position alphanumeric identifier. The applicable exhibit identifier is used for the first position. The remaining three positions are designated as follows:

    1 - 33001 thru 009, then 00A thru 00Z*
    34 - 67010 thru 019, then 01A thru 01Z*
    68 - 101020 thru 029, then 02A thru 02Z*
    102 - 135030 thru 039, then 03A thru 03Z*
    (and so on)
    *The letters "I" and "O" are not to be used.

    (Refer to DFARS 204.7105 for guidance for more than 135 exhibit items or for exhibits with two letters in the identifier.)

  3. Block 2, Title of Data Item. Enter the exact title as it appears on the Data Item Description (DID).

  4. Block 3, Subtitle of Data. If the title requires further identification, enter a subtitle.

  5. Block 4, Authority (DID Identification Number) Enter the DID identification number, including the revision letter. Each line item of data specified on the DD Form 1423 shall be supported with a DID, except for technical manuals which may be supported by a Technical Manual Contract Requirements (TMCR) document. DID's shall be selected from the DOD ASSIST Database and used as is, or have non-applicable requirements tailored out (i.e., data requirements cannot be added to, only tailored out of a DID). Tailoring instructions (i.e., "BLK 4: Delete paragraphs . . . ") are entered in the remarks section (Block 16). It is also permissible to clarify DID requirements for a particular acquisition. If more than one data item is used to construct a specific data requirement, each data item will be separately listed on a CDRL, and Block 16 may be used to indicate the relationship (i.e., "Combine with data item A004 for submission").

  6. Block 5, Contract Reference. Enter the specific paragraph number of the Statement of Work that identifies the task generating the data requirement authorized by block 4.

  7. Block 6, Requiring Office. Enter the functional acronym for the NAWCTSD office known or proposed as having primary responsibility for reviewing the data deliverable and recommending acceptance/rejection of the data. Acronyms to be used are listed in paragraph 1c.

  8. Block 7, DD Form 250 (Material Inspection Receiving Report Requirement).

  9. Block 8, Approval Code.

  10. Block 9, Distribution Statement Required. Enter one of the below codes. See Acquisition Process Bulletin 1-08 for details on how to choose the correct distribution statement.

    AUnlimited distribution
    BUS Government agencies only
    CUS Government agencies and their contractors
    DDoD and DoD contractors only
    EDoD components only
    FOnly as directed by controlling office
    XUS Government agencies, private individuals, or enterprises eligible to obtain export-controlled technical data
    TBDTo Be Determined. Use block 16 to explain when it will be determined.

  12. Block 10, Frequency. Enter the appropriate frequency code as indicated below and use Blocks 12 and 13, as appropriate, for submission due date(s). If data is of a recurring type, it will be submitted at the end of the report period established in this field unless otherwise indicated in Block 10, Preparation Instructions of the DID, or in Block 11 or 16 of the DD Form 1423. Use of less specific codes (i.e., ONE/R, ASREQ, and CP/RQ) must be further explained in either Block 13 and/or 16 to define their conditions. This is not always self-evident and ambiguity could result if it is not defined. Requirement for revision(s) should be used when it is known (or definitely anticipated) that changes to the data will/could occur during the contract. Requirement for revision is NOT appropriate for the sole purpose of incorporating Government comments/rejection.

  13. DAILY - DailyANNLY - Annually
    WEKLY - WeeklySEMIA - Each six months
    BI-WE - Each two weeksOTIME - One time
    MTHLY - MonthlyONE/R - One time and revisions
    BI-MO - Each two monthsASREQ - As required
    QRTLY - QuarterlyCP/RQ - Change pages as required when procuring (used change pages only)
    2/MTH - Semimonthly2TIME - Two separate submittals
    XTIME - X separate submittals*DFDEL - Deferred delivery (rarely used)
    2TIME/R - 2 separate submittalsONE/P - One time preliminary & revisions(s)draft

    *Deferred Delivery (per DFARS 227.7103-8) refers to the practice of timing the delivery of technical data or computer software specified in a contract to a firm operational need. It should be used only when the need for technical data is determined and specified on DD Form l423s but time or place of delivery is not firm.

  14. Block 11, As of Date. Not used at NAWCTSD.

  15. Block 12, Date for First Submission. Enter initial data submission date as follows: year/month/day (for example, "1999 March 5"). If date is keyed to a specific event or milestone, enter "See Block 16" and explain this further in the remarks section (i.e., BLK 12: Due 30 days prior to first review conference). If contract start date is not known, indicate the number of days/weeks/months after contract (DAC/WAC/MAC) or option (DAEO/WAEO/MAEO) award that the data is due (i.e., "15 DAC", "3 MAC"). If deferred delivery is involved, insert "DFDEL". NOTE: Do not insert classified date.

  16. Block 13, Date of Subsequent Submissions/Event Identification. . If data is submitted more than once, enter the date(s) of subsequent submission(s) and last submission. If date is keyed to a specific event or milestone, enter "See Block 16" and explain/define this further in the remarks section; for example, "NLT 15 days after device acceptance." If this information is classified, leave blank.

  17. Block 14, Distribution and Addresses. Enter the known or proposed functional office acronym for addressees and the number of copies (draft, regular, and/or reproducible) each is to receive. The first addressee shall be the NAWCTSD office (Block 6) that will review and accept or reject the data. Acronyms to be used shall be in accordance with paragraph 1.c above. Government personnel should input addresses for the acronyms into Section F of the contract schedule. Contractors should submit the addresses on a separate paper with the CDRL's. Reproducible requirements are shown in the reproducible column. If reproducible copy(s) are required, the type of reproducible must be defined in Block 16 unless the DID specifies reproducible form (e.g., CD-ROM disk, electronic transmission, etc.).

  18. Block 15, Total. Enter the total number of draft, regular, and reproducible copies. Software programs may automatically do this.

  19. Block 16, Remarks. Enter in this field all pertinent data item information not specified elsewhere on the form and any required amplification of the other block inputs. Additional guidance is as followings:

  20. Blocks 17 Price Group and 18 Estimated Total Price. Leave blank. Contractor proposed prices for data (if applicable) will be submitted separately as indicated by Section L of the solicitation.


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Last Update: 16 July 2014