ALLIED AACP-2

ACQUISITION VOLUME 8
PRACTICES
PUBLICATION

NATO GROUP ON ACQUISITION PRACTICES

(AC/313)

GUIDELINES ON
CONTRACT DATA
REQUIREMENT LIST
(CDRL)

DECEMBER 1998
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GUIDELINES ON CONTRACT DATA REQUIREMENT LIST (CDRL)

INTRODUCTION

1. The Conference of National Armaments Directors (CNAD) invited the NATO

Group on Acquisition Practices (AC/313) to develop guidelines which would assist contracting
efforts in the framework of NATO co-operative programmes.

2. In order to achieve the Continuous Acquisition and Life Cycle Support (CALS)
objective for a standardized approach to integrating technical data for use within weapons
systems, a logical data structure is required to control and coordinate all necessary information
used to support a weapon system throughout its life cycle. This concept of a data structure to
provide for the logical collection of shared data (known as Continuous Acquisition and Life Cycle
Support Integrated Weapons System Data Base) to support all users of information systems will
provide the basis for Government and Industry to participate in an effective shared environment
envisioned under Continuous Acquisition and Life Cycle Support. In order to implement an
integrated weapons systems database it is essential that adequate rights to the technical and/or
business data be obtained by Government and/or Industry as necessary.

3. In addition, a clear agreement between Government and Industry as to what is

the deliverable data under the contract is required. To address the changed environment with the
advent of Continuous Acquisition and Life Cycle Support and the current trend of contracting out
logistics support, it is possible to ensure adequate access to data by both Government and
Industry through a Contract Data Requirements List and the associated Data Item Descriptions
which form part of the contract. The Contract Data Requirements List and Data Item Description
requirements, specified in the Request for Proposal, provide the contractual means by which
defence systems data, in digital format or otherwise are delivered to the Government. To receive
technical information in Continuous Acquisition and Life Cycle Support standard digital formats,
the Contract Data Requirements List must clearly identify the appropriate Continuous Acquisition
and Life Cycle Support requirements for contents, structure and compliance.

TYPICAL CATEGORIES OF DELIVERABLES

4. Typical categories of deliverables may include, but are not limited to:

4.1 Design and Engineering Data;

4.2 Integrated Logistics Support Plans, Reports and Products;

4.3 Programme Management and Administrative Data;

4.4 Technical Data Packages;

4.5 Commercial and Financial Data;

4.6 Publications.

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ITEMS TO BE ADDRESSED

5. In preparing a Contract Data Requirements List the following items should be

addressed:

5.1 DEFINITIONS

5.1.1 Contract Data Requirements List (CDRL) is a list of the data

requirements that is authorized to be acquired for a specific acquisition,
which forms part of the contract. It provides the point of reference in the
contract which directs the contractor to prepare and deliver data and to
meet specific approval and acceptance criteria.

5.1.2 Data is recorded information, regardless of form or characteristics.

5.1.3 Data Item Description (DID) is a completed form that defines the data
required of a contractor. The form specifically defines the data content,
preparation instructions, format and intended use.

5.1.4 Data Product is information which is generated as the result of work

tasks described in a source document or contract. Such information is
treated as a separate entity, eg, a drawing, specification, manual, report,
record or parts list.

5.1.5 Technical Data means recorded or documented information of a

scientific or technical nature whatever the format, documentary
characteristics or other medium of presentation. The information may
include but is not limited to any of the following: experimental and test
data, specifications, design and design processes, inventions and
discoveries whether or not patentable, technical descriptions and other
works of a technical nature, semiconductors topography/mask works,
technical and manufacturing data packages, know-how and trade secrets
and information relating to industrial techniques. It may be presented in
the form of documents, pictorial reproductions, drawings and other
graphic representations, disk and film recordings, (magnetic, optical and
laser) computer software both programmatic and data base, and
computer memory printouts or data retained in computer memory, or any
other format.

5.2 GENERAL REQUIREMENTS

5.2.1 General - covers the general requirements governing the preparation of

the Contract Requirements Data List.

5.2.2 Identification information includes:

- Contract/Request for Proposal number;

- Statement of Work (SOW) Identifier if contract has several SOWs;

- Category of the data;

- Contractor's name;

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- Prepared by/Date;

- Approved by/Date.

5.3 EXAMPLES OF DETAILED REQUIREMENTS

5.3.1 Forms - use specific Contract Data Requirements List form if available.

5.3.2 Item Number - use a digital numbering system to identify the individual
Contract Data Requirements List.

5.3.3 Title or Description of Data - use the title of the corresponding Data Item
Description.

5.3.4 Data Item Number - use the Data Item Description number.

5.3.5 Contract Reference - specify the paragraph number of the contract

demand, statement of work, request for proposal, specification or other
applicable document which will assist in identifying the effort associated
with the data item.

5.3.6 Technical Office - identify the technical authority responsible for ensuring
the adequacy of the data.

5.3.7 Inspection and Acceptance Method - indicate the requirement for

inspection and acceptance of data.

5.3.8 Approval Code - Items of critical data requiring specific advanced written
approval, such as test plans should be identified. This data requires
submission of a preliminary draft prior to publication of the final
document. When a preliminary draft is required the length of time for
Contracting Authority approval/disapproval and when the final document
is to be delivered should be shown.

5.3.9 Input to Integrating Associate Contractor (IAC) - It should be indicated if

data is the integrated results of specific inputs from associated
contractors.

5.3.10 Frequency - indicate the frequency of delivery of data.

5.3.11 Date - enter the date either based on continuous dates, final submission
date or milestones.

5.3.12 Distribution, Addresses and Total - enter the addresses (physical

location or electronic) and number of copies (hard copies or digital
format) to be delivered to the Contracting Authority or associate
contractors.

5.3.13 Remarks - include any additional information as required.

5.3.14 Contractor Requirements - the bidder is to provide contractor/file

document number, estimated number of pages, and price.

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DATA ITEM DESCRIPTION

6. Each Contract Data Requirement List requires one or more corresponding Data
Item Description which specifically defines the data content, preparation instructions, format and
intended area of application. The Data Item Description should identify the content and format
requirements for data to be prepared by the contractor for use by the Contracting Authority under
the terms of a specific contract.

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