1. Purpose. To establish the policies and procedures for the acquisition and management of data. To acquire only technical data and data rights which are essential to meet Government needs. To acquire sufficient data to support effective production, reprocurement and life cycle support requirements. See Appendix A for definitions related to these policies and processes.
2. Process. The below flow chart illustrates the overall process for data acquisition. The significant point of emphasis is the different process used when the Government establishes the data requirements versus when the contractor establishes the requirements. In many cases there will be a mixed approach wherein the Government may have a baseline of limited types of data that they require or existing legacy data they want to utilize and require the rest to be proposed by contractors.
2.1 SOW Process. The SOW tasks the preparation of data. The SOW takes precedence over the DD Form 1423s in a contract, it is essential that language in the SOW is consistent with and does not conflict with the 1423s in any way. Detailed information on SOW preparation can be found in the Acquisition Package section of the Acquisition Guide and MIL-HDBK-245D Handbook For The Preparation of SOWs. The below flow chart illustrates the detail process for the creation and approval process when using a SOW.
2.2 SOO Process. With a SOO approach the offerors propose a CDRL that is tailored to their design. The proposed CDRLs are then evaluated by the Government during proposal evaluation. Frequently the Government will still have a minimum baseline CDRL containing those data items the Government will require regardless of the offerors proposed design. For detailed information on preparing a SOO see the SOO area of the Acquisition Packages section of the Acquisition Guide. Below are some examples for data requirements when using a SOO approach:
This flow chart illustrates the detail process for the creation and approval process when using a SOO. Note if there will be Government generated 1423s then the approval process is the same as when using a SOW. This includes potential DRRB for contracts valued over $10M.
3.1 IPT. The IPT is responsible for the preparation of standard DD Form 1423 and tailoring of the applicable DIDs to reflect the requirements of their procurement and submitting all data requirements to the Product Support Specialist (PSS) for review and recommendations. After receiving PSS findings, the IPT Competency member who is requiring the data will sign the "prepared" block on the 1423. The 1423 package will then be returned to the PSS for subsequent comment and submission to the Approval Authority (see section 3.4). If an IPT member has an issue with approval of requested data by the Approval Authority, it shall be raised up the competency chain of the IPT member.
Each IPT shall determine data requirements for the subject acquisition and select data items from the approved Data Item Descriptions (DIDs) in the ASSIST Database (or base Technical Manuals on a generated Technical Manual Contract Requirements (TMCR) document) and document them in DD Forms 1423. Requirements not satisfied from the ASSIST Database, or those exceeding the requirements listed therein, shall not be placed on contract until they are approved under this policy. This includes the application of one time DIDs. The PSS shall be contacted regarding procedures and instructions on initiation of any new or revised DID requirements.
3.1.1 IPT Planning Check List.
3.2 Product Support Specialists (PSS). The PSS are the NAWCTSD subject matter experts for data management. They shall:
3.3 Contracts Competency. When receiving final DD Form 1423s, the Contracts Competency shall verify the appropriate approval is indicated on each prior to further processing of the acquisition package.
3.4 Approval Authority. The AA will sign the "Approved By" block and associated "Date" block of each DD Form 1423.
3.4.1 Approval Authority for Contracts of less than $10M. The AA for contracts of less than $10M will be the appropriate PJM. The PJM shall exercise the same authority as the DRRB and perform the same actions as required of the DRRB.
3.4.2 Approval Authority for Contracts greater than $10M. The AA for contracts greater than $10M will be the DRRB chairperson as defined in Appendix B.
4. Data Item Descriptions (DIDs). The DID defines the data required of a contractor. The DID specifically defines the data content, format, preparation instructions, and intended use. Consideration shall be given to tailoring data requirements (via the DD Form 1423) by exclusion of paragraphs/sections so that each document applied states only the minimum requirements of the Government. Content can only be excluded not added to the DID. Active DIDs and earlier versions of recently revised DIDS are available on the ASSIST database. Hardcopies of some DIDs are available from Code 6851. There are two types of DIDs:
5. The CDRL and DD Form 1423. The CDRL is a list of the data requirements that are authorized to be acquired for a specific acquisition, which is made a part of the contract. This list is prepared on DD Form 1423 and includes all forms of data (e.g. reports, lists, computer software, etc.).
5.1 Application. All contract data requirements on DD Form 1423 contained in acquisition packages or contractor submitted proposals shall be prepared by the Integrated Project Team (IPT), reviewed by the Product Support Specialists (PSS) and approved by either the appropriate Project Manager (PJM), Program Director (PD) or Data Requirements Review Board (DRRB) Chairperson. This function is to be performed prior to action by the Contracts Department.
5.1.1 DD Form 1423 Exemptions. The DD Form 1423 is not required for the following:
5.2 Instructions for Completion of DD Form 1423. The instructions in Appendix C provide direction for both Government and contractor preparation. See also Chapter 3 of DOD 5010.12-M that contains the DOD instructions for completion of DD 1423's.
5.2.1 Sources for DD Form 1423. The below formats of the 1423 are currently accepted by Data Management. If you have another format, please contact Code 6851 prior to submitting. Once the CDRL is approved, Code 6851 will scan the 1423s into Adobe Acrobat format. These scanned forms are used in the RFPs for purposes of providing 1423s that cannot be altered.
6. Data Selection
6.1 Typical Training Product Line Data. The lists and pre-filled forms in Appendix D are representative of the types of data typically purchased for each of NAWCTSD’s four product lines and the various sub-categories. These lists can be used to approximate the requirements of a new program but should be tailored by the IPT for specific use.
|Product Line||CDRL Selections|
6.2 Legacy Data. If a baseline of original data is in existence, the data can be required by using the Revisions to Existing Government Documents, DI-ADMN-80925, DID. Complete revisions, change pages, etc. can be delivered. Using baseline documentation is more cost effective than preparing new data products. The original data would be provided to the contractor to update.
Follow-on acquisitions, multi-lot acquisitions, and modifications to existing training systems shall make maximum use of data acquired on the original acquisitions.
6.3 Commercial Data. When using Commercial Item Acquisition process or acquisition of commercial type items, the Government normally intends to acquire only the data customarily furnished to commercial customers and may not use DD Form 1423. Under these situations, it is recommended that Data Management be consulted early on in the market research process to assist in the determination that the data to be furnished will meet minimum Government needs.
7. Reviewing Contractor Submitted Data. Data shall be acquired electronically and in contractor format whenever practical.
7.1 Methods For Access, Review, and Storage. There are many methods to access, review and store data. The preference is to do as much as possible electronically. The decision on which method may best fit a particular acquisition may depend on the size (budget) of the program as there are costs associated with each method. Budget permitting you can plan early on in the program to use one of the methods below or you can have a method proposed by the contractors in their proposals.
7.2 Review, Tracking, Approval and Acceptance of the Data.
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