o

B!EEElMIL.HDBK-245D

3 APRIL 1996

SUPERSEDING

MIL-HDEK-24sC10 SEP 1991

DEPARTMENT OF DEFENSE

HANDBOOKFOR PREPARATION OF

STATEMENT OF WORK (SOW)

This handbook is for guidance only. Do not cite thisdocument as a requirement.

AMSC WA AREA MISC

~MA, Approved for public release; distribution is unlimited.

AIIL-HDBK-245D

FOREWORD

1. This handbook is approved for use by all Departments and Agencies of the Deparrmerr[of Defense.

2. This handbook is for guidance only and cannot be cited as a requirement in any DoDcontract. Contractors may. at their op~ion. cnilize this document for guidance in preparingresponses to Go\,emrnent requests for proposals.

3. This handbook provides guidance to enable personnel to create a completed contractStatement Of Work (SOW’)applicable to any material acquisition life-cycle phase. 1(also coversthe SOW preparation for non-personal semices contracts.

4, Modem weapon systems have traditionally contained many more specifica~ions andgreater detailed SOWS than those of the past. Contrast the Army Signal Corps SO\\ for theWright Brothers’ heavier-than-air flying machine in 1908 to the Air Force SOW for theAdvanced Tactical Fighter in 1986. Requirements in the 1908 SOW (e.g.. be easily taken spanfor transport in Army wagons and be capable of being reassembled for operation in an hour.carry 350 pounds for 125 miles. and maintain 40 miles per hours in still air) and other contractconditions were specified on one page. The requirements section in the 1986 SOW for the AirForce Advanced Tactical Fighter is 85 pages long with 300 paragraphs of requirements. Today’sSOWS are much more complex requiring greater attention to detail.

5. The handbook is organized so that the SOW writer afier reviewing Section 3. GeneralDescription, can proceed to that portion of Section 4, Detailed Requirements. that pertains to thetype of SOW required. Each portion of Section 4 has detailed instructions on the specificrequirements for each type of SOM’tailored to specific needs. The specific instructions providetechniques for defining task elements, and a method for organizing these e!ements into acomprehensive SOW. Sample outlines andsignificmt DOsand DONTs are provided.

6. The tendency of SOW writers is to include requirements which belong in other parts ofagovemmentc ontract. Contract requirements should bespecified in Sections A- M and shouldnot be restated in other parts of the contract. Quantitative technical requirements should bespecified inthespecification mdnotbe restated inother p~softhe contract. Workrequirements should be specified in the SOW, and all data requirements for delivery, fomrat. andcontent should be in the Contract Data Requirements List (CDRL) in conjunction with theappropriate Data item Description (DID) respectively, with none of therequirements restatedinother parts of the contract. Redundancy invites conflict.

7. This hadbook pro\idesg uidmce.f olIowingDoDdirection,t hatwillenableSOWtiters torelyon commercial contracting practices. Thenew SOWwillspeci& what tasks needto be accomplished but leave “how to’”accomplish those tasks up to the contractor.

8. Beneficial comments (recommendations. additions, deletions) and any peninent datawhich may beofuse inimproving this document should beaddrcssed to: Commander. Space and

ii

h41L-HDBK-245D

oNaval U’arfare Systems Command. AtIn.: SP.4WAR 05L 1.2451 Cryslal Drixe. .Arlingtcm.V.AZZj4j-5ZoCI by ~~jng the Standardization Document lmprovemem Proposal (DoD Fo~ 1426)

appearing at the end of this Handbook.

111

h’fIL-HDBK-245D

CONTENTS

SectiOn/Para. Page

11.11.21.32

2.12.22.2.12.333. I3.23.33.43.53,63.6. I3.6.23.6.33.6.43.6.53.6.63.6.73.73.7.13.7.23.83.8.13.8.23.8.344.14.1.1

SCOPEBackgroundImportance of SOW’Introduction of Statement of Objectives (S00)APPLICABLE DOCUMENTSGeneralGovernment DocumentsSpecifications, standards. and handbooksOther Government Documents. Drawings and PublicationsGENERAL DESCRfPTIONPurposeRelationship between Statement Of Work and SpecificationRelationship Between the SOW and ContractSOW and Contractor PerformanceRelationship of Contract SectionsStandard FormatSOW SectiOn 1 -ScopeSOW Section 2- Applicable DocumentsSOW Section 3- RequirementsSOW Do’s and Don’tsTitle Page and Table of ContentsParagraph Numbering and IdentificationLanguage StyleData ManagementUse of Contract Data Requirements List (CDRL) DataData Item Description (D]D)SOW DevelopmentWork Breakdown Structure (WBS)

Development ApproachNon-Complex SOW DevelopmentDETAIL REQUIREMENTSSOW Phasing and Resultsfleterrninirre Mission Needs and Identif+ine Deficiencies.-

4.1.1.1 Elements of Information4.1,1.2 Requirements4,1.2 Phase O: Concept Exploration4.1.2.1 Detailed Requirements4.1.3 Phase 1: Program Definition and Risk Reduction4.1.3.1 Detailed Requirements4.1.4 Phase H: Engineering and Manufacturing Development4.1.4.1 Detailed Requirements

iv

I

I

1I

2 .2

4,

4

4

4

4

57

7

8

8

9 0

10101313131414141618191919191920

20

20

20

20

21

0

MIL-HDBK-245D

4.1.5 Phase 111:Production. Deployment. and Operational Support4.1.5.1 Product Specifications4.1.64,2

4,2.14.2.24,2.355.15.1. I5.25.35.466.16.2

ExampIes-Services (.Non-personal )Product DefinitionTerminologyWord UsageSTATEMENT OF OBJECTIVES (S00) METHODS00 IntroductionS00 PqoseS00 Con[entS00 Development ApproachSOO-RFP RelationshipsNOTESSubject term (key word) listingChanges from previous issue

APPENDIX A

o APPENDIX BAPPENDIX CAPPENDIX D 1APPENDIX D2APPENDIX E

Figure 1.Figure 2.Figure 3.Figure 4.Figure 5.Figure 6.Figure 7.Figure 8.

ACRONYMS

APPENDICES

WORK WORDWPRODUCT WORDSPHRASES HAVING MULTIPLE MEANINGSEXAMPLE SOW FOR PRODUCTSEXAMPLE SOW’FOR SERVICESEXAMPLE S00

FIGURES

2121212123232425?525252627’292929

303134

3740

42

Relationship of Government solicitationlcontract sections to SOW/SOO 6Cross reference matrix 7Sample Title Page 11Sample Table of Contents 12SPEC-SOW-CDRL-DID Relationship 15Systematic approach to SOW preparation 17SOW format 22Notional Statement of objectives (S00) format 26

v

MIL.HDBK-245D

1 SCOPE

1.1 &&moun d. This handbook applies to the preparation of Slatemerm of U“or!i(SO14”s)forprojects and programs that have deliverables and/or services performed. 11is uTitten toimplement the acquisition policies established in DoDD 5000.1. It covers the preparation ofSOWS which correlate to the acquisition life cycle phases identified in Department of Defense(DoD) Acquisition Instructions such as DoD] 5000.2. This handbook is for SOWS in DoDsolicitations and contracts and covers work requirements, in conjunction with applicableperformance/design requirements contained in specifications. but also data deliverablescontained in Contract Data Requirements Lists (CDRf-S). The Federal Acquisition Regulations(FAR) and Defense Federal Acquisition Regulation Supplements (DFARS) discuss theessentiality of the SOW for sound compacting. An offeror submits a proposal based on hisperception of the Government’s needs as defined in the RFP. Precisely stated requirements willenable the offeror and the Government to negotiate a fair price for the deliverables and~orservices to be provided. This handbook has been developed as a framework to assist theresponsible manager in providing a consistent. orderly. and complete description of workrequired.

1.2 @mtlance of SOW. The majority of government contracts include a SOW which forms the

basis for successful performance by the contractor and effective administration of the contract by

● the government. A well-wTitten SOW enhances the opportunity for all potential offerors tocompete equally for Government contracts and serves as the standard for determining if thecontractor meets the stated performance requirements.

1.3 m~ a iectiv This document introduces a new conceptcalled the S00 which shifts the responsibility for preparing the SOW from the government to thesolicitation respondents. Following recent DoD direction to lower Government costs byencouraging innovative contract options and flexible design solutions. the S00 captures the toplevel objectives of a solicitation and allows tbe offerors complete freedom in the structure anddefinition of SOW tasks as they apply to the proposed approach. However, the requirement.content and purpose of the SOW in the contract remain unchanged. The S00 concept isexplained in detail in Section 5.

MIL-HDBK-245D

2 APPLICABLE DOCUMENTS

2.1 Cleneral. Thedocumen\s listed below arenotnecessarily allofthe documents referencedherein. but are the ones ~hat are needed in order to fully understand ~he information provided bylhlS handbook.

2.2.1 ~ads. andhandboor k The following specifications. standards. andhmdbooks fomapan ofthisdocument \otheextent specified herein. l-lnlessothenvisespecified, the issues of these documents are those ltsted in the latest issue of the Department ofDefense Index of Specifications and Standards (DoDISS) and supplement thereto.

STANDARDS

DEPARTMENT OF DEFENSE

MIL-STD-88 I Work Breakdoum Structures for Defense Material

ItemsMIL-STD-961 Department of Defense Standard Practice for

Defense Specifications

HANDBOOKS

DEPARTMENTOF DEFENSE

MIL-HDBK-248 Acquisition Streamlining

2.3 @her Go ~Drav The following Governmentdocuments, drawings. and publications form a pan of this handbook to the extent specifiedherein:

REGULATION

FEDERAL ACQUISITION REGULATION

FAR52.215-33 Order of Precedence

DEFENSE FEDERAL ACQU1SITION REGULATION SUPPLEMENTS

DFARS 211 Describing Agency NeedsDFARS 212 Acquisition of Commercial Items - GeneralDFARS 227.71 R@hts in Technical DataDFARS 237.104 Personal Services ContractsDFARS 252.21 I-7000 Acquisition Streamlining

2

NIIL-HDBK-245D

M.4NU.ALS

DEPARTMENT OF DEFENSE

DoD 5010. ~2-L Acquisition Management System and DataRequirements Control List (AMSDL)

DoD 5010.12-M Procedures for the Acquisition and Managementof Technical Data

DIRECTIVES

DEPARTMENT OF DEFENSE

DoDD 5000.1 Defense AcquisitionDoDI 5000.? Defense Acquisition Management Policies and

FORh4S

DEPAR”

Procedures

AIEN’TOF DEFENSE

DDFomr 1423 Contract Data Requirements List (CDRL)DD Form 1664 Data l~em Description (DID)

(Llnless otherwise indicated. copies of the above specifications, standards, handbooks. orpublications are available from the Standardization Document Order Desk. 700 Robbi~s .4~enue.Building 4D. Philadelphia. PA 19111-5094. Anydocuments required bymamrfactureisincorrection w,ith specific acquisition functions should reobtained from thecontracting activity oras directed by the contracting officer. )

MIL-HDBK-245D

3 GENERAL DESCR1PTION

3.1 k. The SOV.’should specify in clear. understandable terms the work to be done indeveloping or producing the goods to he delivered or semices to be performed by a contractor.Preparation of an effective SOW’requires both an understanding of the goods or services tha~areneeded to satisfi a paniccdar requirement and arr ability to define what is required in specific.perfomrance-based. quantitative terms. A SOW prepared in explicit terms will enable offerors toclearly understand the government’s needs. This facilitates the preparation of responsiveproposals and delivery of the required goods or services. A well-v.Titten SOW also aids theGovernment in conduct of the source selection and contract administration after award. A DataRequirements Review Board (DRF@) may review each SOW to ensure compliance with thepolicy. guidance and procedures contained in this handbook (see DoD 51)10.12-M forrequirements for conducting the DRRB). The SOW is aligned with the acquisition milestonesand phases discussed in detail in Section 4.

3.2 ~o between Staw t Of Work and SD~. The SOW defines (eitherdirectly or by reference to other documents) all work (non-specification) performancerequirements for contractor effort. Qualitative and quarrtitative design and performancerequirements are contained in specifications de~,eloped according to MIL-STD-961. Suchspecifications are typically referenced in the SOW, but the specific qualitative or quantitativetechrical requirements should not be spelled out in the SOW. For example, the referencedspecification may cite reliabilityy and maintainabilityy requirements in terms of quantifiable ,0mean-time-between failures (MTBF) and mean-time-to-repair (MTTR); the SOW should task thecontractor to establish, implement and control a reliability and maintainability program.

3.3 &d.&msMn Between the SOW and Cm. The SOW should be compatible with theseprovisions:

Requirements that are mandated by law, established DoD policy or necessag foreffective management of its acquisition, operation, or support.

At the outset of development, system-level requirements should be specified in terms ofmission-performance, operational effectiveness, rmd operational suitability.

During afl acquisition phases, solicitations and contracts, the SOW should statemanagement requirements in terms of results needed rather than “how to manage” procedures forachieving those results.

DFAR 252.211-7000, Acquisition Streamlining, is required in all solicitations andcontracts for systems acquisition programs. Thk enables a contractor to effectively evaluate andrecommend the tailored application of management systems and specifications arrd stacrdardsforuse in the appropriate phase of the program life cycle.

3.4 SOW arrd C~. After contractor selection and contract award, thecontract SOW becomes a standard for measuring contractor performance. Consequently, the

4

hlIL.HDBK-245D

SOW’mTiwrmust consider Ihe contractual and legal implications of the SOU’ during itspreparation. Asthecontrac!ed effoflprO~resses. thegO~e~ent andthecOntractOr \\illrefer~0the SOWtodetemline their respective rights and obligations. lnthisrespect. the SO\V definesthe contract and is subject to the intecpre[ations of contract Ia\v. The SOW mus~ clearly definethe work to be performed. since the language detailing the contractor’s effort may be peninent toIegalquestions conceding thescope of work. Inadispute conceding performance. rights. orobligations. clearly defined requirements will enhance the legal enforceability of a SOW. \vhichhas a high level of precedence in the solicitation document and contract as stated in FAR 52.215-33.

3.5 R.elationship-sdXcmtr act Secoons. The government Request for Proposal (RFP) orsolicitation defines the government’s requirements and constitutes the cornerstone of theprogram. as it ultimately shapes the resultant contract. Therefore. the SOW must be consistentwith all sections of the RFP. The SOW’preparer should work closely with the overall RFPdiafierandallcontract section authors to achieve consistency. [facceptance andinspection of suppliesor services is required to satisfy the contract. RFP Section E should address the acceptancecriteria. Data deli~erables areidentified in Contract Data Requirements List (CDW) exhibits tothe contract. Section F(Delilerieso rPerfommce)r equiresd eliveWo fdatalistedintheseexhibits. Clauses required by law. regulation. oranyother clauses that mayapply to a resultingcontract arecited in Section l (Contract Clauses). Section Jisalisting ofall exhibits andattachments to the contract. Sections K. L.and Mapplyonlyto RFPs. They arecontained at the

●end so that when the contract isawarded. they can be removed. Section K includes pro~isionsthat require representations. certifications. or the submission of other infomration by offerors.Section L includes provisions and other information or instructions to guide bidderslofferors inprep~ing their offers or bids inamanner that isresponsil'e tothegovement`s WP. Section Midentifies the factors that will reconsidered inalvarding the contract. Itcontains the evaluationcriteria listed inorder ofimpofiance andother factors for award. The SOW and WorkBreakdown Structure (WBS) are utilized in preparing the corresponding CDRL. Section L.Section M.andother parcsofthe RFP/contract. Therelationship of RFP/contract sections to theSOWisillustrated on Figure 1. Figure 1 isprovided forgeneral guidanceandshowst hattheSOW and S00 may. at the preference of the procuring activity. be placed in one of severaldifferent locations inthe solicitation. Because of thecomplex interrelationships amongRFP/contract documents. use of a cross-reference matrix may be helpful (see Figure 2).

MIL-HDBK-245D

COXTRACTSECTIOX PART 1, THE SCHEDULE

A Solicitation/ContracfForm

n

sow B1.sco~

Supplies or Services and PriCeS/COStS

2. ReferenceOoc. + c Description/Speci fi@ionsfWork Statement3. Requirements

D Packaging and Marking

L-1Contract E Inspetilon and Acceptance

Deliven DaIesCLFNS +F Deliveries or Performance

PerfommnceTime Franw G Contract Administration Data

H Special Contract Requirements

—-=

PART II. CONTRACT CLAUSES

I

c

Clausesrtqwred b)Proc.remem R@amms

Contract Clauses ~ :I:::e:ey” ‘0

PART Ill. LIST OF 00CUMENTS, EXHIBITS

D

Lis! C.mwmns:

AND OTHER ATTACHMENTS Sccunl>FormCDRL

J List of Attachments ~ sowSpecN_malionFinancial DaIa:

PART IV. REPRESENTATIONS AND Shea

3

INSTRUCTIONS Exhibits’Ot%ror”sType ofBusiness

(Included in solicitationsfRFPs only)

~B.? AmerbcmActProvisiom

m

Type of Con!r.ct.

CostAcco.mmg4-K Representations, certifications, and Other Solicnatio.

SmndardsStatements of Offerors Definitions.

Notices e!..Prop reqnm

L Instrucbons, Conditions, and Notices to Offerors + profless pa?men!s.etc.

M Evaluation Factors for Award

~l!zzzzlContract Attachments (ie., SOW/SOO)Contract Extibits (i.e., CORLS)

FIGURE 1. R&(ims@ of Go ~ to SOW S00.v t

6

MIL-HDBK-245D

The following matrix is inlcnded to reduce imemal RFP

inconsistencies and aid in proposal preparation. h is provided as a

reference tool for information onl!. In the event of conflict betwenthis marrix and any other seclion of the RFP.the other section shall

take precedence.

I

I wORK WBS ;::A ~L,N ~DRL 0’%$ F~~T;&; ~ocPROP! DESCR ELEM

~iesignB ,.2 3.,.2 000, WA 3,B.I Tech 1.A V1-p.64

, Build A 2,3 3.2.3 0002 AOOt 3.B,2 Tech 1.B VI-p.75

FIGURE 2. Qg,s$ referencuLzr!x,

3,6 ~. The standard format for the SOW’is as follows (subject to variations

● specified in Section 4 for specific types of SOWS):

so~. Iilk

I SCOPE2 APPLICABLE DOCUMENTS3 REQUIREMENTS

Deviations from [he standard format may be made by the wTiter when necessary to accommodateoverriding program needs.

3.6.1 SS.. This Section includes a brief statement of what the SOW shouldcover. The scope paragraph defines the breadth and limitations of the work to be done. In somecases, the use of an introduction, background, or bOth, is prefe~ed. Sepaate indentures underthis Section are used in SOWS to accommodate complex acquisitions requiring lengthybackground information. Background information should be limited to only that informationneeded to acquaint the proposer with the basic acquisition requirement. The items listed belowshould not be included in the “Scope” Section.

a. Directions to the contractor to perform work tasks.b, Specification of data requirements.c, Description of deliverable products.

MI L-HDBK-245D

3.6.2 so ~ s~~,i~n ~ . Apulicab Ie Docum enls. Milita~ handbooks. govemrnenl instructions.sewice regulations. technical orders. and policy letters. as a type. are not \wir~en in languagesuitable for contract application. In the e~ent requirements of these documenls mus~ be includedin a SOW. excerpts only should be used and should be made into either a clear task s~atement ora clear reference statement for guidance only. and not for contract compliance. .Any documentscalled out in Section 2 of the SOW should have the specific version referenced. i.e. by date or byrevision letter.

The SOW writer should refer to DFARS 252.21 I -7000 with respect to referenced documents andbegin with a zero base situation. The requirement for any specification and standard should bejustified before being placed in Section 2 of the SOW. Therefore, Section 2 should not beprepared until the draft of the requirements Section, Section 3, is complete. Sections 2 and 3 arereciprocal. Documents invoked by specific reference in Section 3 of the SOW must be identifiedand listed in Section 2. When invoked in Section 3 of \he SOW. the application should betailored to invoke only those minimum requirements from the document which are absolutelynecessary for program success as described in MIL-HDBK-248. The applicability of eachdocument listed in Section 2 of the SOW’should be specified in Section 3 and identify only thatpofiion needed to perform the work. Improper document referencing (e.g... blanket imposition)was often a major cost driver since total compliance wi~h a document listed in Seclion 2 of theSOW was implied unless Section 3 specified otherwise.

3.6.3 SOW’ Section 3- Requirement.s. Specific work tasks are called for in SOU’ Section 3 (seeAppendix D). These tasks. developed to satisfy program needs. are essentially the contractorwork requirements. Although the Source Selection Evaluation Board (SSEB) is responsible forthe examination of SOW requirements in order to eliminate nonessential requirements, suchexaminations may be accomplished by the functional technical groups during development of theSOW. A well-\\Titten SOW bas the following attributes:

a. Specifies requirements clearly to permit the government and offerors to estimate theprobable cost and the offeror to determine the levels of expertise. manpower. and other resourcesneeded to accomplish the task.

b. States the specific duties of the contractor in such a way that the contractor knowswhat is required and can complete all tasks to the satisfaction of the contract administrationoffice.

c. Written so specifically that there is no question of whether the contractor is obligatedto perform specific tasks.

d. References only the.absolute minimum applicable specifications and standardsneeded. Selectively invokes documents only to the extent required to satis~ the existingrequirements. (The tailoring of reference document requirements should result in a reduction tothe overall costs otherwise incurred if all requirements stated in a document are invoked).

8

MIL-HDBK-245D

●

e. Separates general information from direction so that background information andsuggested procedures are clearly distinguishable from contrac~or responsibili~ies.

f. A\40ids directing ho,v tasks are to be perfomred and states on]! what results arerequired.

3.6.4 so~D4 and Don’ts

a. Q&

Select a competent team with an experienced team leader

Exclude “bow to” requirements since the offeror should be tasked to providethe deliverables under the contract in the most cost effective reamer.

Use the program Work Breakdown Structure (WBS). as discussed in paragraph3.8. I in this handbook to outline the required work effort.

Set SOW objectives in support of the Acquisition Plan (AP). if applicable.

Explicitly define the ~ailored limitations of all standards and specificationscited.

Exclude design control or hardware perfomrance parameters because theserequirements should be covered in a specification.

Educate personnel with respect to acquisition streamlining. (DFARS 211.002-70 Contract Clause).

Give priority to commercial items over specification items when the formersatisfies military requirements.

Give priority to commercial practices as a mearrs of acquisition (DFARS 212Acquisition of Commercial Items - General).

b. Qcmls:

Order. describe. or discuss Contract Data Requirements List (CDRL) data.

Invoke, cite, or discuss a Data Item Description (DID). Although the text of theSOW should not include the data for&at and content preparation instructionsacrd/or data delivery requirements, a data item description number listed on theCDRL maybe cross-referenced in the SOW.

Speci& technical proposal criteria or evaluation factors.

9

hlIL-HDBK-245D

Establish a delivery schedule. (May include significant milestones for clarity. )

Specify design control parameters or the performance of hardware becausethese ilems should be covered in a specification.

Impose on the contractor a Government format when a contractor format isacceptable.

Overspecify. Specify only what is required and let the contractor establish thebest method to fulfill the requirement.

lrrvoke in-house management instructions

Use the SOW’to establish or amend a specification

Invoke handbooks. sen’ice regulations. technical orders. or any other documentnot specifically v.’riuen according to DoD standards. (Non-governmentdocuments excluded.)

3,6.5 IW.&age artd Table of CQI&LUS.All SOWS should have a title page or cover that sho\vsthe SOW tide, preparation date. procurement request number or contract number. revisionnumber, date. and idemity of the preparing organization (see Figure 3). A table of contentsshould be used when the SOW exceeds five pages (see Figure 4).

3.6.6 ~. Each paragraph and subparagraph should benumbered consecutively within each SOW Section using a period to separate the numberrepresenting each sublevel. Paragraph numbering should be Iimiled to the third sublevel. ifpossible. as shown in the following example for SOW Section 3:

Requirement ~

1st Suble>,el 3.12nd Sublevel 3. 1.13rd Sublevel 3.1.1.1

Paragraph breakdowns should be kept to that level necessary to clearly define required contractortasks. Only one task should be provided in a numbered paragraph or sub paragraph to facilitatecosting. referencing and tailoring of tasks. Each paragraph and sub-paragraph should be titled.

10

MIL-HDBK-245D

13 Nov 1995

ST.4TEMENT OF WORK

FOR

RAPID DEPLOY.\BLE COMMUN1CATIONS SYSTEM

Prepared by

SPACE AND NAVAL WARFARE SYSTEMS COMMAND

FIGURE 3. ~

II

hllL-HDBK-245D

CONTENTS

;ection/Para Page

I Scope

~ Applicable documents

?.1 Department of Defense specifications

?.2 Department of Defense standards

1,3 Other publications

1 Requirements

1.1 General Requirements

3.2 Technical Objectives and Goals

1.3 Specific Requirements

1.3.1 Contractor Sen’ices

1.3.2 Integrated Logistics Support

3.3.3 Management Systems Requirements

3.3.4 Production Plarmingfor Phase Il

3.3,5 Reliability Program

3.3.6 Maintainability Program

●1

MIL-HDBK-245D

3.6.7 ~czuaee St\le. SOU'requirenlents should beuTitten inlanguage understandable lea]}po~ential program participants. Requirenlents should bestated explicitly inatopical. logical.chronological. or similarly structured order. a~oiding words which allow for multipleinterpretations. Usetecbnical language sparingly with simple wording predominating in concisesentences. Use’’shall’’ whene~eraprovisioni smandatory. “lVill’”expresses a declaration ofpurpose orintenl: for example. ''The Govement will revie\v allrecommendations mdprovidedirection within thirty calendar days”. Useactive rather than passive voice: forexanlple. ''Thecontractor shall establish a program”. not “Aprograms hall reestablished by the contractor.”

Spell out acronyms and abbreviations the first time and put the abbreviated version inparentheses after thespelled-out phrases. This will define them foreach subsequent use.Acronyms andabbreviations may bedetined in a glossary. Marry of thecommorr acrorrymi usedare found in Appendix A.

Use verbs that identify work and performance task requirements (See Appendix B) and answertheexp]icit question: “Mlataretheworkre quirements?” Wbenselecting the appropriate workword which properly e,xpresses thedegree ofcontractor involvement. the SOWv,’riter mustexplicitly define the total nature of the work requirement.

Avoid using’’Any.’’’’Eith’”””AndAOr/”r.” asthese words imply that thecontractor can makea

ochoice which may not suppcmthe inten! of the SOW. Do not use pronouns. Repeat the nountoavoid any misinterpretation. Terminology should beconsistent throughout the SOW’. Whenreferring to a specific item. use the same phrase or word. particularly when referring to technicalterms and items. Where words can be spelled in several different ways. employ the mostcommon spelling. Make eve~ effort to avoid ambiguity. A list of ambiguous phrases isprovided in Appendix C.

3.7 ~ t. As the contractor performs and completes the SOW tasks. data may bedeveloped. Submissions of this data are generally expensive. Proper tailoring and scheduling ofdata submission items requires particular attention by the SOW preparers. Data costs can beminimized by selectively eliminating unnecessary repons and requiring appropriately phasedsubmissions. A review of anticipated data requirements should therefore include definition of atime line defined for data submission. The contractor’s format may be the acceptable form forsubmission of data products. The SOW preparer should make e~$eryeffort to ensure that theCDRLs and DIDs reflect the anticipated need for data and to ascertain whether the specific datarequired will in fact be generated and available prior to the proposed delivery date stated on theproposed CDRL.

3.7.1 Llse of Contract Data Re~ The ordering and delive~ of datawhich the Government requires are specified and scheduled through the use of the Contract DataRequirements List (CDRL). DD Fore] 1423. in conjunction with the appropriate Data ItemDescription (DID). DD Form 1664. The CDRL is used to order the data required and tailor theDID. The DID’s use is to describe the data’s format and content requirements. The SOW task(s)

13

MIL.HDBK-245D

that will produce data requirements should be referenced in Block 5 of~he CDRL. The SOU”author should exercise considerable care and attention to the da~adelivery implications of theSOW’. While data may be inherently generated by a work task, recording and delivering the datain a specific format are cost drivers tha~must be considered when preparing the SOW’andCDRLS. The CDRL should specify that the contractor’s format is acceptable, wherever possible.

3.7.2 ~..

After the need for recording and cieliiery of da~aresultingfrom a work task has been determined. appropriate DIDs should be selec~ed from DoD 5010,12-L, Acquisition Management System and Data Requirements Control List (AMSDL). If certainelements of data are not needed. the DID should be tailored downward noting deletions in CDRLBlock 16. When the contractor format for a data product will meet the Government’s needs, itshould be specified in block 16 of the CDRL if the DID does not already state contractor formatis acceptable. The CDRL should only require data specifically generated in a SOW work task.The SOW, and not the DID, must task the contractor to perform work At the end of each SOWtask paragraph. the DIDs that are associated with the effort described in the task may beidentified in parentheses.

.

.

To understand the relationship of a SOW to the CDRL and DID (see Figure 5), consider theexample where the SOW establishes a requirement that, “the contractor shall establish.implement and control a Configuration Management (CM) program”’. The associated CDRLwould order a CM data item and identify due date, distribution and other such parameters whilethe DID would provide the format and content requirements for that particular CM item, withnon-essential references tailored out of the DID.

“o

3.8 SOW Devel_. Section 4 of this handbook describes how the SOW content maychange depending on which acquisition phase it supports. The following paragraphs willdescribe a general planning and development approach that is applicable to all SOWS regardlessof which acquisition phase is to be supported.

3.8.1 l@l@MI@ wn StmcLure WE&). A WBS should be used in developing the SOW.MIL-STD-88 I may be used for guidance. A WBS provides the framework for a disciplinedapproach of structuring ~d defining the total project or program. It is a product-oriented familYtree composed of equipment, services, and other items which make up the project or program,and provides the basis for progress reporting, performance and engineering evaluations, andfinancial data reporting. When preparing the SOW a complete application of a WBS may not benecessary in all programs, however, the underlying philosophy and structured approach cart andshould be applied. The Contract Line Item Number (CLIN) and the SOW should be constructedto correlate with the WBS. Use of a WBS during SOW development facilitates a logicalarrangement of the SOW elements and provides a convenient check-list to trace all necessaryelements of the program and ensure that they are addressed in the SOW. The WBS will evolveinto greater detail as the system definition and acquisition phases advance. For each phase, theWBS must be in sufficient detail to cover all the required work in that phase, as well as toproduce the techrical information needed for tbe next phase. The WBS may be tailored to theminimum level required to manage program risk.

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k. Utilize the SOWandtl`BS inpreparing thecomesponding CDRL. Sec~ion LInstructions to Offerors. Seclion M Evaluation Factors for A\var6i. and o~herparts of theRFP/conuacf follo\ving DFARS.

3,8.3 Non-C&x SOU’ De,elopmen t. II is essential to establish a SOW:outline fornon-complex acquisitions which do not lend themsel\,es to utilization of a R’BS.

a. Define end items (line items) to be acquired. such as hardware. soft\vare. engineering .

analysis, software validation or simulation. etc.

b. Establish the requirements which apply to each end item and, as a minimum. develop ~a bibliography as described in 3.8.2.e abo~e.

c. Determine what semices or data will be needed to support each end item after deiive~to the Government.

d. Identify all panicipants (see 3.8.2.h)

e. Prepare the SOW following the guidelines of this handbook

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h41L-HDBK-245D

4 DETAIL REQLUREMENTTS

4.1 SOV’ Phasing and Results. All programs. including highly classified programs. shouldaccomplish cenain core activities. These acti~’ities must be tailored to satisfy an identified needusing common sense and sound business practices. The acquisition process is structured inlogical phases separated by major decision points called milestones. Each milestone is anopportunity for a reviel\ to de~emrine if the program should continue. The decision to enter [henext phase or not is based on resuhs obtained in the acquisition phase preceding that milestone.SOW’requirements are tailored 10 SUppoflthe acquisition of information. hardware. software.technical data and the logistic suppon required during any particular life cycle phase.

4.1.1 ~sion Needs ~. ,. All acquisition programs arebased on identified. documented. and validated mission needs. Mission needs result fromassessments of current and projected capability requirements. Mission needs may establish anew operational capabilit~. improve an existing capability. or exploit an opportunity to reducecosts or enhance performance. If the potential solution results in a new program. an appropriatelevel review should be held to document its validity and joint pOtentiaL ad cOnfi~ that therequirements haw been met or considered.

4,1.1.1~ Where prelimina~ studies involving systems analyses.prelimina~ COSIeffectiveness. or trade-off studies are to be contracted. there are certaindistinctive elements of information to be included in the SOW. These can be included in eitherthe introduction or background descriptions of the Scope in Section 1.

These areas are as fol]ows:

a. Smremew qf[he problem(s). A brief description and background of the problem(s) tobe solved. and a succinct discussion of the need giving rise to this requirement.

b. 5“wem descrip[iorrA short functional description of the overall system. Ifpracticable. a pictorial representation that will quickly orient the reader to the desired system andthe proposed use should be considered for inclusion in this Section of the SOW.

c. Major rrrilewones A graphic display of major program milestones should be includedin the background information.

4.1.1.2 ~. The Section 3 paragraphs will establish what the contractor shall do. andmay properly contain discussions of the following requirements and conditions:

a. Cornponem and mdrspfem re/afionships.A functional flow diagram. explaining whatis visualized as possible or practical at this time and showing the system and each associatedsubsystem (or major component)

b. Alrernafilecourses qfcferelopmenf. A summation of the alternatives for developmentas they are visualized at this time. pointing out the possible differences in operational

19

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effecti\mress in terms ofperfomrance. reliability. maintainability and operability. The SOt\should clearly indicate the basis of comparison, e.g.. previous experience or extrapolations.

c.Phasing. Where the studies to be accomplished are di\isible into time phases or intoother separable areas of work. The SOM: should spell out these requirements.

4.1.2 Phase O: ~ tion - Fxa ~ti\fe Concerms to Meet Delicle nci~Phase objecti\e is to define and evaluate alternative system design concepts which fulfill missionneeds and program objectives. During this phase, technological advances. concept feasibility.schedules arsdcosts are evaluated by the program marrager in order to identify a viable solutionto a military requirement. Because of the evolving nature of the desired product. the SOW’usedduring this phase must be limi~ed to an expression of the mission need objectives and goals. Theprecision with which operational goals or technical objectives can be defined during this phasewill impact the Government’s and the contractor’s ability to estimate cost and risk. In themajority of early stage research programs. including preliminary explorations and studies, thework to be performed cannot be described precisely. When prelimina~ exploration arrd studieshave indicated a high probability that the development is feasible a more definitive SOW carI bedrawn. Based on program needs. the contractor in this phase may develop a Type A system orsysterrr/segment specification for use by the Go\$emment in the solicitation for the next phase.

4.1.2.1 ~. The Concept Exploration Phase SOW instructs the contractor toassess the merits of the concepts and define the most promising concepts in broad terms ofobjectives for cost. schedule, performance and overall acquisition strategy. Initial measures of

effectiveness and performance are also identified in this phase. “o

4.1.3 Mse I: Pr~ Risk Red.@jQu, During this Phase, the programbecomes defined as one or more concepts. designs, and/or Ieclmologies are investigated. Earlydevelopment models, demonstrations, and operational assessments are conducted as required toreduce risks prior entering the program’s next phase. Cost, schedule and perfomrarrce trade-offsare conducted. Key activities incIude: strategy review, identification of program specificaccomplishments for the next phase, initial manpower estimates. and the identification ofpotential environmental impacts.

4.1.3.1 ~. The Program Definition phase SOW should contain enoughdetail to enable the successful bidders to translate program requirements into arr effectivedevelopment program. It should delineate specific tasks for evolving the system requirementsinto system type specifications or system segment specifications.

4.1.4 ~De e~v .“

The objectives of this phase are: totranslate the selected design into a stable, producible, supportable, arrd cost effective design; tovalidate the mamtfacturing or production process; and to demonstrate system capabilities throughtesting.

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4.1.4.1 Detailed Reouiremmm. The Engineering and Manufacturing Development phase SOV”efforts include verification that adequate resources have been programmed to support production.deploymerm and logistics support of the operational sys~em: verification of~he system’s soft\\aredesign. coding. integration and ~es{s.

4.1.5 Phase 1[1: Pro on. Deo]ovmen nd Oneratifmall&ppoU.ducti t. a In the Production.Deployment. and Operational Support Phase. the system developed in the previous phases isproduced and installed and any suppon required for operational use is provided. All tasks whichwere defecred until the Production Phase are addressed and action is initiated for theircompletion. These include efforts deferred in support areas such as. supply support@provisioning).technical publications and training. Systems engineering management willensure on a continuing basis that the design is feasible and sound. Additionally. they willinitiate. evaluate and integrate engineering changes throughout the Production Phase to providethe capability for continued support after the system is deployed. The evaluation of systemEngineering Change Proposals (ECPS) and value engineering changes. and the preparation forturnover of system operation to the using service are important tasks to be accomplished duringthis phase. The need for continued system effectiveness and product assurarrce work as well asCM work will be based on the impact of engineering changes. Operation and Maintenancemanuals. and supply support documents. are updated during this Phase and the finished system istested and appro\,ed for DoD use.

4.1.5.1 Product SDeciii-s. The product specification is the primary procurement controldocument used during the production phase to detemrine the product baseline. control design.and establish system performance. The content of~he specifications is limited to requirementsintended to control design and establish performance requirement of the purchased product. TheSOW should not conflict with the product specification. Typical SOW requirements whichshould be tailored to the minimat Production Phase needs are: ILS. CM. technical manuals andpublications. training. quality program requirements. calibration and instrumentation. reliability>,maintainability. human factors. safety. Planned Maintenance Subsystem (PMS) and othercontractor pro\ided senices needed in conjunction with the production buy. Many of these areasha\,e already been addressed during the development phases and should now be well defined anddocumented. Some SOLYtasks are no longer required, while others require continued effort orthe introduction of ne\\ tasks compatible \vith the Production Phase.

4,1.6 ~. Figure 7 provides a standard SOW’format. and Appendix D illustrates anexample of SOWS for both products and sewices. The exacrrple SOWS are intentionallyincomplete in the interest of brevity.

4.2! sewices fNon-perd The product of a non-personal services SOW (Appendix D2) is theresult of some work task being perfomred. The requirements that establish tbe work must bedefined in terms of work words and not product words. The need for non-personal services mayoccur at any time. If the work to be performed is painting a building. the task

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ST.ATEN4ENTOF WORK FORMAT

1 SCQIK Includea statement about \\hat this SOW co~’ers.Some background information may be

helpful to clari~ the needs of the procurement.

1.1 ~. Do not discuss work tasks in Section 1.

2 &@icable Doc~. All documents invoked in the requirements section of the SOW must be liste,

in this section by document number and title. These documents may include Standards, Specifications

and other referencedocuments needed to identifyand clari~ the work task or deliverable product.

However, DoD and Departmental Instructions are provided to control in-house work effort and should

not be used in the SOWto control contractor effort, m th]s ~

~ selectively tailo~s of the

s.?.Qim. The exact version of any document cited in the SOW should be specified in this section.

2.1 ~.

I2.4

3 kQ&nEl& The arrangement of technical tasks and subtasks within the Requiremems sectionwill

be dictated by program requirements. If a WBS is being used in tbe program, tasks should be arranged in

accordance with that WBS. It maybe helpful to have a general task to orient the planning and use of tbe

subsequent subtasks. The following outline is a generalization. Care should be exercised to scope the

program tasks to meet only the minimal needs for the phase SOW or requirements.

3.1 &ogml.

3.2 D@iU&jS

3.2.1 ~.

a. Technical studies - including life cycle costs

I b. System effectivenessplanning, for example, reliability, maintainability, and human factors.

FIGURE 7. ~

o

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must define wha~ is to be painted and m \\hat standards. The product of-such a comrac[ isobviously a building painted and compleled by a cenain time. If the SOW is prepared properly.contractor monitoring can be kep~ to a minimum as long as the task is completed on time andwithin cost. This would be a proper non-personal sen’ices contract. The Government is then leftwith the requirement IOinspecl the product and either accept or reject it based on the contractor’sconformance to the prescribed work requirement. The wide variety of non-personal servicesrequirements cause this ~ypeof contract to take on many forms. However. in all applications.two factors are important [o ensure that the services purchased are indeed non-personal. Thesefactors are: (a) the SOW musl establish explicitly what work is to be done and require thedelive~ of a product or result other than periodic progress reports and (b) the contractor’semployees must not be supervised or controlled by the Government during the execution of thework and production of the product or result. In this regard. the SOW must be explicit. inclusiveand comprehensive in prescribing the work requirements. For a more complete discussion of apersonal versus a non-personal services contract. refer to DFARS 237.104.

4.2,1 Product D~. As the product or service becomes more involved and technical innature, defining in adequate detail what is needed to enable a contractor to produce the productindependently becomes more difficult. If the job is an analysis. the task must say precisely whatis to be analyzed and the criteria for performing the analysis. including any particular elements tobe considered. If some conclusion is to be drawn as a result of the analysis, be precise aboutwhat the DoD needs to obtain as a result of this analytic work. If it is important how or in what

o sequence the analysis is to be conducted. spell it out. Specify explicil needs, leaving nothing tothe contractor’s imagination.

4.2,2 ~ ,. A frequent problem encountered in defining the tasks in an SOW’is the useof non-specific words and phrases such as: “any”’,“assist”, “as required, ‘“asapplicable/asnecessa~” and “as directed”. Do not use any of these words The following rationale forprecluding their use is provided:

a. Any. “,%ry” is an ambiguous word. Writers may intend it to denote “plurality” andreaders may interpret it to denote “oneness”. Also, when “any” is used to describe the selectionof items from a list. it’s the reader who does the selecting, not the vmiter. Which items. and ho\vmany the reader selects are beyond the control of the writer.

b. AssisI. “Assist” connotes personal services. It infers working side-by-side, beingsubject to supervision. The word is totally undefined in terms of identifying the work and itsrange and depth. Spell out explicitly what the contractor must do.

c.As required.The result of this approach is an undefined work condition. It has noexpressed limitations. It places the Government in a position of not expressing its minimalneeds. h could lead to a debatable condition concerning the contractor’s compliance with thecontract or order, The SOW must be declarative as to its minimal needs.

d. As opp/icab/e/As trecesscrr).If the Government does not know whal is necessary or

● applicable, it must not leave to the contractor the responsibility for determining the minimal

MIL-HDBK-2-!5D

,needs of the contract. The SOM”should fonhrighlly state the requirements so Tha[the contractorcan comply with the requirement using his best efforts and expertise to accomplish the tasks.

e. As direc[ed. This condition. as a pan of a work task in a SOW. connotes a personalsemices situation in which the contractor is placed under direct supemision. “M~hendirected””may be used in conjunction with a task order contract 10indicate that specific tasks may beinitiated at various times during the period of contracted performance.

f. lrrcludirrgbuf rrollirniredto. This term is generally inserted when the drafter is unsure.

of requirement or criteria. However. it creates an unspecific requirement which createsambiguity. Only list Imov’n requirements.

.

g. EIC. This word also introduces p0[CIMi8]lY more unidentified ambiguous requirements.

4.2.3 W’ordUsagC. Another area of concern in establishing the SOW’for non-personal servicesis the overuse of the words and phrases “support’- and “engineering and technical services”.

a. Support is an ambiguous term. Specify the specific type of suppon needed

b. The terms “engineering and technical services” encompass a broad area of expertise.The SOW’must state the minimal needs. even if it means broadening the work limitations tocover anticipated work tasks. For clariticalion. the SOW may include some examples of typicalwork to be done.

c. Perhaps one of the most vexing problems in contracting is the problem of loopholes.Contractors rmd inspectors go by the letter of the contract SOW. In one instance, an engineerintended to have a damaged roof edge repaired and repainted. He wrote “match existing. ” butdid not specify “repaint.” The contractors who did the work matched the existing metal flashingstrip but refused to paint the new flashing. The inspector could only agree with the contractor.since the engineer had not adequately described what was intended. The writer and reviewers atall levels of review have a responsibility to ensure that loopholes do not exist in the final SOW.

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5 ST.4TEMENT OF OBJECTII’ES (SOO) METHOD

5.1 S00 Introdu ction. The SOOisa Go\emment prepared document incorporated in~othe RFPthat states theoverall solicitation objectives. ltcanbe used inthose solicitations where the intentis to pro~ide the maximum flexibility 10 each offeror to propose an innovative developmentapproach. Offerors usethe RFP. product perfomance requirements. mdSOOak a basis forpreparing their proposals including a SOW and CDRL Note: The S00 is not retained as acontract compliance item.

5.1.1 S00 PUWOSQ.The program S00 should provide the basic, top level objectives of theacquisition and is provided in the RFP in lieu of a Government written SOW’. This approachprovides potential offerors the flexibility tO develop cOst effecti~re sOlutions and the OpponunitYto propose innovative alternatives meeting the stated objectives. It also presents the Governmentwith an opportunity to assess the offeror’s understanding of all aspects of the effort to beperformed. by eliminating the “ho\~ to” instructions to accomplish the required effort normallycontained in the SOW the Government provides to prospecti},e offerors.

5.2 S00 Conteti. The Government may include a S00 as part of the RFP. listed in Section J.attached at the end of the RFP, Orreferenced in Section L and/Or M. defining the tOp le~elprogram objectives. Altemati\’ely. the S00 may be placed in Section L of the RFP (e.g.. as anannex). Figure 8 provides a notional S00 format. h is developed to be compatible with themission need statement (!vfNS): operational requirements document (ORO). technical

● requirements from the system requirements document (SRD)lsystems specification; and the draftwork breakdown structure (WBS)/dictionan. The S00 should address product oriented goalsrather than performance requirements. S00s are normally in the 2-4 page range. The S00 isnot a one for one replacement of the SOW. Sections L and M should logically follow withinstructions to the offerors asking for proposal information supporting the objectives andevaluation criteria that clearly identifj ho~vthe offerors’ responses will be evaluated. “Eachportion of the RFP must support one another. The key is to keep the S00 clear and concise andto provide potential offerors with enough information and detail to structure a sound program.designed to be executable and satisfy government objectives. The S00 is used, along with otherinformation and instructions in the RFP, by offerOrs, tO develOp the cOntract work bre~dO~nstructure, statement of work, and other documents supporting and defining the offerors proposedeffort. S00 content depends both on the type of program and on the program phase. It ispossible that a ‘mature’ program, such as one which has been fielded for some time, couldrequire slight] y more detail in the S00 to properly integrate with other, ongoing parts of theprogram The S00 is replaced at contract award in the contract by the proposed SOW.

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●e. Categorize the \vork described by the program WBS into that \~hich \\il I be done in-

house and the objectives of that \vork \\hich needs to be contracted.

f. For each RFP/contracf defined. prepare a S00 from the objectives identified

5.4 &SOO-RFPRelat i-.

a. Section L: Section L of the RFP must include instructions to the Offeror that requireusing the S00 to construcl and submit a SOW’and CDRL. An example of such wordingfollows:

“The Statement of Objectives (S00). included as (cite location of S00 in the RFP).provides the Govemment”s overall objectives for this solicitation. Offerors shall use the S00.together with other applicable portions of this RFP. as the basis for preparing their proposal.including the CWBS. SOU” and CDRL. The offeror shall ensure all aspects of the S00 areaddressed. The SOW’should specify in clear. understandable terms the work to be done indeveloping or producing the goods to be deli\ered or services to be performed by the contractor.Preparation of an effective SOW requires both an understanding of the goods or semices that areneeded to satisfi a particular requirement and an ability to define what is required in specific.performance based. quantitative terms. The offerors understanding of both requiredgoods/semices. and work effort required to accomplish should be fully demonstrated in theofferor’s proposed CU’BS. SOW’.and CDRl _ For complex interrelationships amongRFP/contract documents. use of a cross-reference matrix may be helpful (see figure 2 in Section3 of this handbook).

The offeror shall use his proposed SOW to prepare a CDRL including appropriatelytailored da~a item description references. The requirements listed below (if any) are knownminimum Government data requirements. The offeror may include additional data requirementsAll data requirements shall be traceable to specific tasks defined in the SOW. Each specific datarequirement shall be selected from DoD 5010. 12-L and specified on DD Form 1423.

(1) (cite minimum da[a requirements here if any)(2) . . .(3) .“

(End of Section L example wording.)

b. Section M: Evaluation Factors for Award should include sufficient criteria to:

(l) Evaluate the offeror’s ability to success~lly achieve the S00 objectives.(2) Ensure a sound approach is proposed. and(.3) Verify that all requirements can be met.

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The Go\,ernment.s intention to evaluale the proposed SOW should be stressed in bothSection L and Section M. The offeror’s proposed CWBS. SOW’.and CDfU’s \vill be evaluatedas critical elements in assessing the offerors understanding of both required goods/services. andwork efforl required to accomplish them.

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.

6 NOTES

Acquisition Plan (.4P)Contract Data Requirements List (CDRL)Cormac[ Line Item Number (CL~’)Commercial off-the-shelf (COTS)Data Item Description (DID)Non-Developmental Item (ND1)Operational Requirement Document (ORD)Request for Proposal (RFP)Statement OfObjectives (S00)Statemenl of Work (SOW’)V’ork Breakdo\vn Structure (U’BS)Vv’orkBreakdo\m Structure. Contract (CV’BS)

6.2 ~ me IOUS]ss.?~, Marginal notations are not used in this revision to identif~changes with respect to the previous issue due to the extent of the changes.

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.APPENDIX A

ACRONYMS

ADMAMSDL

APASPCDRLCLINCMCOTSCWBSD&VDABDFARSDIDDoDECPEDMEMCFARFMSILSIPSLSALSARMILDEPMNsMTBFMTTRNDIORDPMSR&DRDT&ERFPSoosowSPECSRDSTDT&EWBS

Advanced Development ModelAcquisition Managemem Systems and Data RequirementsControl ListAcquisition PlanAcquisition Strategy PanelContrac~ Data Requirements ListContract Line Item NumberConfiguration ManagementCommercial off-the-shelfContract Work Breakdowm StructureDemonstration and ValidationDefense Acquisition BoardDefense Federal Acquisition Regulation SupplementData Item DescriptionDepartment of DefenseEngineering Change ProposalEngineering Development ModelElectromagnetic CompatibilityFederal Acquisition RegulationForeign Milita~ SalesIntegrated Logistics SupportIntegrated Program SummaryLogistic Suppnrr AnalysisLogistics Support Analysis RecordsMilitary DepartmentM]ssion Needs StatementMean-Time-Between-FailureMean-Time-To-RepairNon-Developmental ItemOperational Requirement DocumentPlanned Maintenance SubsystemResearch and DevelopmentResearch, Development, Test, and EvaluationRequest for ProposalSta~ement of ObjectivesStatement of WorkSpecificationSystem Requirements DocumentStandardTest and EvaluationWork Breakdown Structure

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APPENDIX B

tl’ORK WORDS/PRODUCT WORDS

B. I Select the key word that properly expresses the degree of contractor irmolvement. Specifiwhat is to be done and the total nature of the work requirement. The word list provided in thisAppendix is not complete but is provided to stimulate the thinking of the SOW’~Titer bypointing out the critical differences in the meaning of work words versus the product wordsidentified in connection with deliverable data.

B.2 Work words. When selecting the key work word that properly expresses contractor’sinvolvement. the SOW writer must define explicitly the total nature of the work requirement interms of what is to be done. In some cases. the “why” or the application of the results of theperformed work may be stated if il clarifies the requirement. The following sample list containswords which have the inherent value of work. This list is offered as a reminder of the ~ariousshades of meaning conveyed by choice of words.

analyzeannotateascertainattend

aauditbuildcalculateconsiderconstructcontrolcontributecomparecreatedeterminedifferentiatedevelopdefinedesignevolveexamineexploreextracterectestablishestimateevaluatefabricate

o form

(solve by analysis)(pro~ide with comments)(find out with certainty)(be present at)(officially examine)(make by putting together)(find out by computation)(think about. to decide)(put together build)(direct; regulate)(give along with others)(find out likeness or differences)(cause to be: make)(resolve; settle: decide)(make a distinction between)(bring into being or activity)(make clear; settle the limits)(perform an original act)(develop gradually, work out)(look at closely; test quality of)(examine for discoveg)”(take out; deduce, select)(put together; set upright)(set up; settle; prove beyond dispute)(approximate an opinion of)(find or fix the value ofl(build; mamefacture, invent)(give shape to; establish)

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●formulategenerateidentifyimplementinstallinspectinstituteinterpretinquireintegrateinvestigatejudgemakemaintainmanufacturemodifimonitornoticeobserveoriginateorganizeperformplanprobeproducepursuereasonresolverecordrecommendreviewrevisestudyseeksearchscanscreensolvetesttracetrackupdate

APPENDIX B

(to put together add express)(produce. cause to be)(to show or to find)(to cam out. put into practice)(place; put imo position)(examine carefully or officially)(set up: establish. begin)(explain the meaning of)(ask. make a search of)(to add parts to make whole)(search into; examine closely)(decide; form an estimate of)(cause to come into being)(to keep in an existing s[ate, to continue in, carry on)(fabricate from raw materials)(to change. alter)(to watch or obsene)(comment upon. revie\v)(inspect, watch)

(initiate, to gi\e rise 10)(integrate. a~ange in a coherent unit)(do, cw out. accomplish)(devise a scheme for doing. making. arranging acti\,ilies to achieve objectives)

(investigate thoroughly )(give birtb or rise to)(seek. obtain or accomplish)(think. influence another’s actions)(reduce by analysis. clear up)(set down in wTiting or act of electronic reproduction of communications)(advise, attract favor of)(inspection. examination or evaluation)(to correct. improve)(careful examination or analysis)(try to discover; make an attempt)(examine to find something)(look through hastily, examine intently)(to separate. present, or shield)(find an answer)(evaluate. examine)(to copy or find by searching)(obsene or plot the path o~(modernize. make currem)

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APPENDIX B

B.3 ERODL CT: w’ RDL 1ST. Although Non-personal Semices contracts nlayn@lresullindataas adeliverable producl. a large ponion do. This list ofproduct words ispro~idedmassist in identi~ing those products.

agendaaudio visual aidsbookscardscertificateschartsdecksdisc-magneticdocumentationdraftsdrawingsdrums-magneticequipmenttilesfindingsforms

● guidesgraphicshandbooksillustrationslistsledgers

logs

manualsmanuscriptmaterialsminutesoutlinesproposalspamphletsplansprocedurespublicationsrecommendationsrecordsrecordingsreproduciblereponsrequestssheetsspecificationsstandardssystemstapestransparencies

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APPENDIX C

PHR4SES H.AVING MULTIPLE MEANINGS

C.] ~ses ha m~ mu\. ltiple meanings is nrovided as an examnl eo f \hose to b?

-

To the satisfaction of the contracting officer,

As determined by the contracting officer,

In accordance with instructions of the contracting officer.

As directed by the contracting officer.

In the opinion of the compacting officer.

In the judgment of the contracting officer.

Unless otherwise directed by the contracting officer,

To furnish if requested by the contracting officer.

All reasonable requesm of the contracting officer shall be compiied with.

Photographs shall be taken when and \vhere directed by the contracting officer,

In strict accordance with.

In accordance with best commercial practice.

In accordance with best modem standard practice,

In accordance with the best engineering practice.

Workmanship shall be of the highest quality.

Workmarrship shall be of the highest grade,

Accurate workmanship.

Securely mounted,

Installed in a neat and workmanlike reamer.

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APPENDIX C

Proper]! connected.

Properly assembled.

Good \\orking order.

Good materials.

In accordance \\ith applicable published specifications.

Products of a recognized repu[able manufacturer,

Tests will be made unless \{ai~ed.

Materials shall be of the highest grade. free from defects or imperfections. and of grades

apprO\$edby the contracting officer.

Kinks and bends ma~ be cause forrejec~ion.

Carefully performed.

Neatly finished.

Metal pafls shall be cleaned before painting.

Suitably housed.

Smooth surfaces.

Pleasing lines.

Of an appro\,ed type.

Of standard type.

Any phrases referring to “The Government inspector”

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APPENDIX D - ST.4TEIMENT OF wOW EX.4MPLES

APPENDIX DI : EXAMPLE SOW FOR PRODUCTS

APPENDIX D2: EXAMPLE SOW FOR SERVICES

●

● ’36

MIL-HDBK-245D

APPENDIX D]

EXAA4PLE SOW FOR PRODUCTS

1 SCOPE. This Stalement of Work (SOW’)defines the effort required for the design.engineering development. fabrication. and lest of an Advanced Development Model (ADM) ofthe Syslem for ~heProgram Definition and Risk Reduction Phase. Itincludes the associa~ed program management. human engineering. and logistic support planningrequirements.

1.1 Eiadmud The— program has been initiated to design. develop, produce,and deploy an improved system that will fulfill the requirements as specified inOperational Requirement No._. The System will replace the XlZ.System. andwill significantly improve capabilities. The _ System specification for the”ADMwas developed during the Concept Exploration Phase conducted over the past two years. Uponsuccessful testing and acceptance of the ADM developed during this Program Definition andRkk Reduction Phase. it is intended to obtain Department of Defense approval tocompetitively procure Engineering Development Models (EDMs) using performancespecifications and program plans developed under this SOW.

2 APPLICABLE DOCLIMENTS. The following documents are applicable to thisS~atement of Work and attached appendices to the extent specified herein.

2.1 se Snec ificalions(List documents as appropriate.)

~,~

(List documents as appropriate.)

2,3 @bilit\ of DoD Docum&ut Unless otherwise indicated, copies of specifications.standards and handbooks listed above are a~ailable from the Standardization Document OrderDesk. 700 Robbins Ave. Bldg 4D. Philadelphia PA 19111-5094

2.4 Non-Gov~ds and other @b.@.mm(List documents as appropriate.)

2.5 &da.biM\, of Non-Gov~ Application forcopies should be addressed to the (name and address of the source).

3 REQUIREMENTS.“,

3. I _ The work required by this contrac~ shall be performed in accordance \vithSystem Specification w and this Statement of Work (SOW).

37

MIL-HDBK-245D

APPENDIX D]

The contractor shall design. develop. fabricate. and test an Ad\anced Development Modelas listed in Section C of this contract to meet the performance criteria specified bySystem Specification fJ!_) and in accordance with the detailed requirements in paragraph 3.2, Ibelow.

The contractor shall provide program management. human engineering management, andlogistic support planning in accordance wi~hthe detail requirements of 3.2.2 below.

3.2.1 ~ Fabricatkm and TW.L

3.2.1.1 Design and Engineering. The contractor shall design and develop an ADM of the_ System to meet the specification and criteria of_ System Specification ~utilizing engineering trade-offs between performance, reliability, maintainability. supportability,producibility, and life cycle costs. The _ System design shall include the equipmentperformance and physical characteristics, subsystem component location, materials. the softwareprogram design elements of a top-down design, basic module description, and interface design.

3.2.1.2 Design Analysis. The contractor shall conduct a detail design analysis of theselected design. Detailed physical and performance design characteristics shall be specifically ●identified including the engineering decision process for using one methodology over another,Design documentation shall include discussion of alternatives and the ramifications thereof, riskassessments, and trade-offs made.

3.2.1.3 Preliminary Design Review (PDR) and Design Formalization. The contractor shallconduct a Preliminary Design Review. Informal design reviews may be held at times”agreed toby the Government and the Contractor.

As a result of tbe design analysis conducted in paragraph 3.2.1.2 and the PDR in 3.2.1.3,the contractor shall finalize and formalize the design for fabrication. Written procuring activityapproval of the design is required before tbe contractor is authorized to proceed with ADM

fabrication.

3.2.1.4 Fabrication. The contractor shall correct and document any design characteristicsthat are found to inhibit or make fabrication unnecessarily costly but that do not otherwise alterperformance or system effectiveness characteristics.3 .2.1.5 Test and Evaluation. The contractorshall conduct and evaluate the results of environmental and performance tests on the ADMs todemonstrate full compliance of all equipment and software with _ System Specification (~. The tests shall be conducted in accordance with tbe developmental test plm.developed by thecontractor and approved by the Government. Tbe tests may be conducted at the contractor’sfacilities or at an independent laboratory or commercial testing facility.

38

MiL-HDBK-245D

APPENDIX D1

3.2.1.6 Critical Design Revie\\ (CDR). The contractor shall conduc! a Crilica] Design

Review. At the CDR. the contractor shall formally report the rescdts of the developmental tests.address design changes made during the fabrication process. and recommend design changes as aresult of the developmental tests including trade-off impacts. The contractor shall incorporate alldesign changes appro\,ed during the CDR.

3.2.2 ~

3,2,2. I Program Management. The cormactor shall establish and maintain management

operations that shall include the following areas:

(a)(b)(c)(d)(e)

(0

Program Planning and ControlSubcontractor ControlFinancial ManagementData ManagementManagement and Accountability for Government Furnished Equipment. Material orInformation.Risk Management

●The contractor shall develop and implement a Management Program that clearly defines

how the Program Definition and Risk Reduction Project will be managed andcontrolled. A task matrix keyed to the Work Breakdow-crStructure (WBS) shall be de\,eloped insufficient detail to identifi Contractor and subcontractor responsibilities. The Contractor shalldevelop and implement a management program that clearly defines how the ProgramDefinition and Risk Reduction Project will be managed and controlled,

The contractor shall establish and implement a program management office fimction tomanage all technical performance, including reliability, maintainability, ILS, cost, schedule, anddata delivery requirements of the contract.

3.2.2.2 Human Engineering Program. The contractor shall develop and implement aHuman Engineering Program (HEP) to ensure that appropriate studies are performed and thathuman engineering criteria are applied to subsystem hardware and computer software design.

3.2.2.3 Logistic Support Planning. The contractor shall implement an ILS program toensure that supportability design criteria and characteristics are considered and incorporatedinto the design consistent with the trade-off studies and that meet the operational availabilityyrequirements of System Specification m. The lLS program shall use a LogisticSupport Analysis (LSA) as the principal analytic effort within the design process.

39

MIL-HDBK-245D

APPENDIX D2 ●EXANfPLE SOW’ FOR SERVICES

I SCOPE. This SOW co~ers sys~ems engineering. Iechnical and management suppon

services to the Program Office This support encompasses engineering analysis and

recommendations for ~echnical logistical and life cycle support for — s!s~em

2 APPLICABLE DOCUMENTS

3 REQUIREMENTS

3.1 Production Sup.LKIL.

5.1. I Conduct independent revie\v of production programs to identify

requirements consistent with directives governing the acquisition of system and equipment

3.1.2 Using acquisition plans. existing hardware contracts and inherent lead-time items.construct schedules for inclusion in documentation for weapon system and equipmentacquisitions.

3.1.3 Based on production program schedules as well as weapon system configurations,formulate technical documentation for these programs itemizing all supplies, data and servicesto be obtained.

3.1.4 Provide impact statements \vhen deviations or changes occur and alternativerecommendations when required to maintain individual program production integrity.

3.1.5 Identify. compile. and utilize available information. update and input data for manualor automated production scheduling information systems. prepare government production reportsgermane to maintaining weapons system production status and invento~.

3.1.6 Prepare production documentation for input into the applicable ManagementInformation System (MIS).

3.1.7 Prepare recommendation for identifying projec~ data to be entered into existingAutomatic Data Processing (ADP) programs. When data system deficiencies are discovered,provide recommendations for solutions.

3,z. I Compme actual deliveries with contract schedules for Military Departments

(MILDEP) and FMS.

40

MIL-HDBK-M5D

APPENDIX D?

3.z.2 Track ~omponen[s and deliverable end items. and compile mon~hly acceptance

reports and quarterly production repons. Consolidate deliver) schedules by fiscal year. weapons.components. support equipment and manufacturer.

3.2.3 Compare schedule \vi~h industrial capacities and weapon station buildup capabilitiesand identifi shoncomings and problem areas in meeting these requirements.

3.2.4 Correlate consignment instructions. acceptance reports and productiodweapon build-up capabilities.

3.2.5 Maintain and track material inspection receiving reports status repons of systemcomponents and support equipment.

3.3.1 Identify unique MILDEP requirements for the system. its components and associatedequipment, based on MILDEP production planning and production suppon requirements.

3.3.2 Compare current MILDEP acquisition plans and project directive with MILDEP

● delivery and performance requirements to identify firm and provisioned requirements bycomponent and associated support equipment.

3.3.3 Determine the compatibility of requirements. military specifications andengineering documentation with MILDEP standard and specifica~ions.

3.3.4 Provide recommendations to incorporate MILDEP stated requirements into theoverall program schedules. Correlate and maintain the status of MILDEP monthly status reportsthereof.

MIL-HDBK-245D

APPENDIX E

EXAMPLE S00

El Refer to Figure 8inthebody ofthisdocument fora general example. For specificexamples of SOOs, contact .4ir Force Custodian-Code 10(see DoDStandardiza~ ion Directory(SD- 1), which has all Preparing Activi!y codes. addresses. and :elephone numbers).

+’

42

.

0

MIL-HDBK-245D

Cus~odians:Army - CRNavy - ECAir Force -10

Review acti~,ities:Army - AT. SCNavy - SH. AS. MC. YD2Air Force -11.13

Preparing activity:Na\y -EC(Project Number MISC-02 14)

43

.

.

STANDARDIZATION DOCUMENT IMPROVEMENT PROPOSAL

INSTRUCTIONS

1. Thepreparing act!vity must complete blocks 1, 2. 3,and8. In block l, both thedocument number andrevls,onletter should be given.

2, Thesubmitler ofthisform must complete blocks4, 5,6,and7.

3. Thepreparingactivitymust provideareplywithin30daysfrom receiptoftheform

NOTE: TNsform maynotbe used torequestcopiesofdocuments,nortorequestwaivers,orclarificationofrequirementson currentcontracts.Comments submittedOnthisformdonOtconstituteorimplyauthorizationtoWaweanypotilon ofthereferenceddocument(s)ortoamend contractualrequirements.

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