This regulation carries out DOD Instruction 5010.12, 5000-19-L (Volume 11), and AFR 310-1. It states policies and objectives, assigns responsibilities, and prescribes the management procedures to identify, select, justify, acquire, and control minimum-essential data acquisitions.
Corrected copy of ESC REGULATION 310-1
Revised to change the CDMO and responsibilities from LGX to LGS.
ESCR 310-1, 20 June 1980. LGSS G. R. Bratusek Col Carl S. Kelley M; X:DD Form 1423 is also referred to as the CDRL (Contract Data Requirements List).
Is responsible for planning, organizing, promoting, and operating a comprehensive and effective data-management program involving managing, monitoring, and evaluating contractual technical-data requirements. This includes:
Management of all ESC data acquisitions involving contractor-prepared data (including COMSEC, airborne, electronic warfare, and TEMPEST programs or projects).
Staff surveillance over all data prepared by HQ ESC and AFCSC offices directly supporting ESC equipment and system acquisitions.
Implements and makes sure that ESC complies with DOD Instruction 5010.12; 5000.19-L, Volume 11; AFR 310-1; and ESCR 310-1.
Chairs the ESC Command Data Review Board. Also:
Maintains a case file on the equipment and system including review board actions and decisions when applicable.
Prepares and distributes Data Review Board meeting minutes.
Works directly with DOD agencies and, thru the contracting officer, resolves questions with contractors on interpreting ESC data items and ESC data requirements.
Makes sure that all U and requirements and distribution (R&D) data requirements on the CDRL requiring Office of Management and Budget approval have been approved.
Processes data items not listed in the authorized data list and determines final approval before requesting contractual action.
Makes sure that data requirements listed on the CDRL are consistent with the contract statement of work and with the results of the minimum essential Integrated Logistics Support (ILS) coordinators' review when applicable. (See ESCR 800-2.)
When requested by the contracting officer, evaluates the proposed price of data versus the management of intended use of that data.
Maintains an active review of deliverable data on a contract to ensure the validity of the requirements of that part of the data still to be furnished to the Air Force.
Is a member of the ESC Contractor Proposal Evaluation Team. Team members convene to evaluate contractor data proposals before awarding a contract. Represents ESC as the evaluation team member for data or documentation when held by other AF commands and DOD activities.
Ensures that deferred ordering of data, deferred delivery, and deferred requisitioning are used to the maximum practical extent to prevent acquiring unnecessary data and the handling of revisions between the time of data preparation and the time it is actually required for use.
Ensures that data is purchased in the contractor's format whenever practicable. Before contract award, evaluates the cost savings to be realized from using the contractor's format before using a specified government format. Approves the use of contractor's format when acceptable.
Acts as the final approval authority and releasing agent for all ESC-prepared DD Forms 1423 and related documents. In any given data requirement, there can be only one approval authority for the CDRL. This authority is vested in the CDMO for all requirements. AFCSC/PMO will not accept CDRLs to include in the acquisition package until the CDMO has signed the approval block. Once signed, the CDMO must approve any additions, deletions, or modifications to the data requirements.
Is the focal point for cost analysis on contractor-prepared data requirements. This includes formulating present and future budget estimates and evaluating and appraising data costs against contract change notifications for existing contracts.
Ensures that all new equipment requirements initiated by ESC (including modification kits to update existing equipment) are coordinated with LGX before releasing acquisition documents to the ESC/AFCSC contracting officer or other contracting agencies (for example, NSA, AFLC, and AFSC).
Before approving additional funds to the contracting agency after bids have been received, coordinates with appropriate HQ ESC staff offices to validate the requirement to expend additional funds for increased data costs. Once validated, ensures that funds are obtained, and informs the CDMO of the additional approval.
Ensures that LGX is provided the current status of all data acquisition actions related to new system or equipment programs and projects.
The CDMO is informed of all changes (including modification kits to update existing equipment and systems) that occur involving on-going programs for which LGX is the integrated logistics coordinator ILC).
The CDMO participates in all ILS discussions or projects that involve technical documentation, both new and revised projects.
Technical documentation problems that surface during normal ILC functions are processed thru the CDMO for resolution.
Is the ESC TDMO for all maintenance publications.
Determines the requirements for content and quantity of all maintenance publications.
Determines if contractor's technical manuals are adequate to support maintenance and provide data for installation detail preparation.
When commercial manuals are not considered adequate, identifies the data items and technical specifications to be called out on the DD Form 1423 which will satisfy the maintenance-publication requirements.
Controls the assignment of all technical-publication numbers to ESC acquired or produced technical publications.
Attends all:
Data calls and provides the maintenance and maintenance-manual requirement inputs.
Prepublication-review meetings and evaluates maintenance manuals for adequacy.
Manages all review and verifications of ESC-acquired maintenance manuals.
Performs the inspection and acceptance of all ESC-acquired maintenance publications.
Advises LGS when the maintenance data required by the DD Form 1423 is received.
Informs all interested AFCSC personnel of the requirement, time, and place of the Data Review Board meeting upon receiving a memo or a call from the CDMO.
Consolidates the data requirements (as set up by the AFCSC TDMOS) on a DD Form 1423 and sends the requirements to the CDMO.
Determines the acceptability (quality, quantity, and delivery dates) of the data delivered.
Set up and maintain a mechanized record of contractor-provided provisioning parts list (PPL) card and tape data as required by AFCSC for internal support of ESC.
Set up and maintain a retrieval system for this internal support file so that data can be made available to other DOD components and contractors for follow-on and update needs for selected equipments or systems.
Limit the retrieval data to that information acquired for ESC and AFCSC requirements on the PPL which may be provided as card, tape, or microfiche products.
Set up operating instructions for processing DD Forms 1423 within their function.
Prepare DD Forms 1423 (or negative statements) for the review meeting.
Perform the functions outlined in 8b(2)(a) thru (f).
Immediately upon notification of a new acquisition, the OPR will notify LGS of the proposed buy and provide the preliminary acquisition schedule (estimated major milestones).
LGS will review the preliminary acquisition schedule and will determine if a DD Form 1423 is required. As a general rule, ACDRL will be made part of all ESC contracts, military interdepartmental purchase requests (MIPRs), and agreements for new equipment which require deliverable data items. Then, LGS will:
If a DD Form 1423 is not required, send a statement to the OPR authorizing Initiation of the acquisition without a CDRL. This authorization is to be made a part of the acquisition document sent to the contracting office.
When a DD Form l423is required,initiate a data call to all ESC Data Review Board members and the AFCSC representative. The Data Review Board (including the AFCSC representative) will:
Review data requirements by each functional category for applicability to the purchase request (PR) and MIPR.
Determine that all identified data requirements are absolutely essential to the present or future management of the program or project.
Integrate and consolidate data requirements.
Determine the time-phase data requirements.
Determine preliminary distribution requirements.
Determine the location and government activity to inspect and accept each data requirement in the CDRL which requires such inspection and acceptance.
Data-call participants must select their data requirements from the AMSDL DOD 5000.19-L, Volume 11, except when the CDMO approves unique requirements and modified data items.
Data-call participants will only request data applicable to their functional areas, document the data requirements of responders to the data call on DD Form 1423, and send them to the CDMO.
Ask for bids or proposals for data requirements as identified on the CDRL. On negotiated contracts in excess of $100,000, ensure that the contractor
completes blocks 24 thru 26 of the DD Form 1423.
Ensure that the CDMO evaluates the proposed price of data versus the value of the use of that data.
Ensure that data requirements will not be altered on an approved DD Form 1423 without written approval of the CDMO.
AFCSC/PMO will:
Provide the CDMO (LGS) with a copy of all contracts and purchase orders (POs) that are awarded for technical documentation (DD Form 1423).
Provide each technical office (block 6, DD Form 1423) a copy of the contract to make sure that it is aware of its obligations.
If not previously provided, require that a DD Form 250, Material Inspection and Receiving Report, or DD Form 1155, Order for Supplies or Services/Request for Quotations Number, be furnished by the CDMO for all contracts and PRs concerning documentation.
Ensure that a DD Form 250 be required for each line item of data when a contract is awarded authorizing partial payments.
Before the award and during the solicitation process, coordinate requests for information and clarification concerning all technical documentation to the CDMO.
After award of contract, coordinate requests for information and clarification concerning technical data directly with the technical office identified in block 6 of DD Form 1423. Send an information copy of the request to the CDMO (LGS).
All technical offices (as defined in block 6 of DD Form 1423) will:
When receiving documentation from a contractor, review data to make sure that it agrees with the contract and intent for which the data was procured.
If the documentation is acceptable and a DD Form 250 is with the documentation, sign the DD Form 250 (both block 21b and block 22) and send one copy to AFCSC/PMO as shown in block 10; one copy to the CDMO (ESC/LGS); and two copies to the Accounting and Finance Office as shown in block 12.
If the documentation is not acceptable, notify the AFCSC/PMO, in writing, with complete details as to the rejection of data. Send a copy of the rejection letter to CDMO (ESC/LGS).
If there is no DD Form 250 required by the contract (DD Form 1155 used in POs) or there is partial payment authorized and if the documentation is received and accepted by the technical office, send a letter to the CDMO (ESC/LGS), indicating receipt and acceptance. The letter must identify the end item or system, contract numbers, data received, and any information that will assist the CDMO.
When answering a query from AFCSC/PMO concerning documentation,send an information copy to the CDMO (ESC/LGS).
The CDMO will:
When receiving a DD Form 250 or DD Form 1155 indicating one lot of technical documentation, consolidate all inputs from the technical offices (reference paragraph 10b(3)) to ensure full receipt of data and sign the DD Form 250 accordingly. When a DD Form 250 has not been provided, prepare and sign the DD Form 250 with information provided by the contract and the technical offices.
When a PO is used instead of a contract, sign and send copies of the DD Form 1155 to the appropriate paying office with an information copy to AFCSC/PMO. This action will be done as a result of the technical office's responses according to paragraph 10b(3).