Cost and Software Data Reporting Training

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Cost and Software Data ReportingTraining

• Contracting Module

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Contracting Topics

• CSDR requirements in the Request for Proposal
  (RFP) process
• Completion of CDRLs and contract documentation
• Timeline for post contract award actions

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Planning and Contract Process
Contractor/Government Negotiation
RFP
Initial Contract Plan (Module 6)
Revised Contract Plan
Contract
CAIG Approved Program Plan (Module 5)
We are here
RDT (Module 4)
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Request for Proposal Process

• PM submits draft CSDR plans, RFP/SOW language,
  and CDRLs to DCARC 60 days prior to RFP
• CWIPT finalizes RFP version of CSDR plan and
  receives CAIG-approval
• RFP released to industry, including the
  Government-proposed contract CSDR Plan
• Formalizes the Governments requirement for cost
  data and the WBS framework
• Provides the contractor with an opportunity to
  respond to the requirement with proposed
  revisions
• Opens discussions between the Government and the
  contractor to resolve contractor issues or
  suggested changes to the contract CSDR Plan
• Informs industry of CSDR requirements for
  subcontractors

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Contractor Response to the RFP

• Contractor response to the RFP may include
  proposed changes to the contract CSDR Plan WBS if
  the changes improve reporting accuracy,
  consistency, and relevancy
• Note Proposed changes to the CAIG Chair-approved
  contract CSDR plan are subject to negotiation
  with the Government and to approval by the CAIG
  Chair
• Contractors response to the RFP must include
  contractors cost estimates using the approved
  contract CSDR Plan WBS submitted on
• DD Form 1921
• DD Form 1921-1

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Contracting Process

• Cost reporting requirements become contractual
  obligations by incorporating the following items
  in the awarded contract
• Language in the Statement of Work (SOW)
• Contract Data Requirements List (CDRLs)
• Contract Attachments

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1 - Statement of Work

• The SOW should include language that describes
  the cost reporting requirement
• See the next slide for suggested SOW language
• To download this language, visit the DCARC web
  site at http//dcarc.pae.osd.mil/

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Suggested SOW language
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2 - Contract Data Requirements List
C4.1.3.3. Approved Contract CSDR Plan. The final
approved contract CSDR plan shall be included in
the contract deliverables by incorporating CDRLs
that identify specific CCDR and SRDR requirements
for development and production contracts C4.1.3.
3.1. In the case of CCD reports, a separate CDRL
is prepared for each of the three CCD reports and
the CWBS.Contractors shall be required to submit
the final CWBS and CWBS dictionary within 60 days
of the contractually required post award CSDR
conference or, in the absence of a conference,
within 60 days of contract award or contract
modification. C4.1.3.3.2. In the case of SRDR,
one CDRL shall be prepared for each of the SRD
reports, the Initial Developer Report and the
Final Developer Reports.
Examples of CDRLs for DD Forms 1921, 1921-1,
1921-2, CWBS, and SRDR Initial and Final
Developer Reports, can be found at the DCARC Web
site, http//dcarc.pae.osd.mil.
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2 - Contract Data Requirements List

• Within the contract, the CDRLs are cited three
  times
• Section B (Supplies / Services)
• Section C (Description / Specs)
• The contract statement of work where they are
  referenced as attachments
• One form is required for each data item
• Cost Data Summary Report (DD Form 1921)
• Functional Cost-Hour Report (DD Form 1921-1)
• Progress Curve Report (DD Form 1921-2)
• Contract Work Breakdown Structure (CWBS)
• Software Resources Data Reporting Initial
  Developer Report and Data Dictionary
• Software Resources Data Reporting Final
  Developer Report and Data Dictionary

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2 - Contract Data Requirements List
1 - Descriptive information including Data Item
Title, DID reference, Contract Number, CLIN, etc.
2 - Distribution Requirements
3 - Remarks section provides guidance
references, contract plan reference, special
reporting requirements, etc.
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2 - Contract Data Requirements List
Suggested Language Prepare Blocks 10 through 13
in accordance with the OSD CAIG Chair-approved
Cost and Software Data Reporting (CSDR) Plan
provisions, the WBS Data Dictionary, and the CSDR
Manual (DoD 5000.04-M-1). The CSDR Plan is
included as contract attachment 1. The CSDR
Manual is available from the Defense Cost and
Resource Center (DCARC) Web site at
http//dcarc.pae.osd.mil. Prepare CCDR data in
electronic format in accordance with the detailed
instructions contained in Data Item Description
DI-FNCL-81565 (most recently approved version).
All CCDR-related forms must be electronically
forwarded to the DCARC Web site at
http//dcarc.pae.osd.mil. Prime contractors are
responsible for flowing down CCDR requirements
contained in their prime contracts to all
subcontractors who meet the reporting
thresholds. This includes requiring
subcontractors to electronically report directly
to the DCARC.
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3 - Contract Attachments

• The contract CSDR Plan, approved by the CAIG
  Chairman, is included with the contract as an
  attachment
• This contract attachment is referenced in the
  cost reporting CDRL items
• If there are subcontract CSDR plans, these must
  also be placed on contract as attachments with
  the prime contractor to flow down to the
  subcontractor(s)

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Post Contract Award Timeline Activities
Contractor submits WBS dictionary and SRDR
Initial Developer Report
Contractors submits initial CCDRs to DCARC

• Post award conference
• Copies of CDRLs provided to the DCARC
• CWBS dictionary and SRDR Initial Developer Report
  provided to DCARC
• Initial CCDRs provided to DCARC
• Copies of subcontractor CDRLs provided to DCARC

PM forwards CDRLs to DCARC
Award Contract
2
3
4
30
60
180
0
1B
1A
CSDR post-award conference (if competitive award)
CSDR post-award conference (if sole-source)
45
0
30
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Prime contractor forwards subcontractor CDRLs to
PM
PM forwards subcontractor CDRLs to DCARC
Subcontract award
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CSDR Post-Award Conference

• Attendees include representatives from the PM,
  CWIPT, contractor, DCAA, and DCMA
• Purpose
• For the contractor to understand what data the
  Government needs
• For the Government to understand any issues that
  will prevent the contractor from providing that
  data
• Goals
• Set expectations for all CSDR submissions
• Identify any potential issues early
• Document agreements relative to items such as
  recurring/nonrecurring definitions, reporting of
  quantities, deviations due to disclosure
  statements, etc.

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Questions / Discussion / Review

• We just covered
• CSDR requirements in the Request for Proposal
  (RFP) process
• Completion of CDRLs and contract documentation
• Timeline for post contract award actions

• Questions?

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• Module 9 Contracting
• Questions

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Contracting Questions

• The __________ should always be included in the
  RFP.
• RDT
• Initial Contract CSDR Plan
• Cost Analysis Requirements Description
• The contractors response to the RFP should
  include which of the following?
• Proposed revised Program CSDR Plan
• Proposal cost estimates using DD Forms 1921 and
  1921-1 and the CAIG Chair-approved WBS
• Revised RDT detailing the proposed
  contractor/subcontractor relationships
• None of the above
• Cost reporting requirements become contractual
  obligations by incorporating which of the
  following into the contract?
• Language in the Statement of Work
• Contract Data Requirements List (CDRL)
• Contract Attachments
• All of the above
• Contractors are responsible for flowing-down CCDR
  requirements contained in their prime contracts
  to all subcontractors who meet reporting
  thresholds. T or F ?