SOW Tailoring Guide - Department of Defence

ASDEFCON (Support) SOW Tailoring Guide 

ASDEFCON (SUPPORT) 

STATEMENT OF WORK (SOW) TAILORING GUIDE 

Guidance on draft clauses in the 

ASDEFCON (SUPPORT) SOW 

ASDEFCON (Support) V3.0 i


ASDEFCON (Support) V3.0 ii


TABLE OF CONTENTS 

ASDEFCON (SUPPORT) .......................................................................................................................... I 

STATEMENT OF WORK (SOW) TAILORING GUIDE ............................................................................. I 

GUIDANCE ON DRAFT CLAUSES IN THE ASDEFCON (SUPPORT) SOW ......................................... I 

USING THE SOW AND SOW TAILORING GUIDE.............................................................................. VII 

Purpose and Scope ........................................................................................................................ vii 

Referenced Documents .................................................................................................................. vii 

Acronyms and Abbreviations .......................................................................................................... ix 

Application of ASDEFCON (Support) ............................................................................................ xiv 

Advice to Tenderers ...................................................................................................................... xiv 

About the SOW .............................................................................................................................. xv 

Detailed Service Descriptions ...................................................................................................... xvii 

Data Item Descriptions .................................................................................................................xviii 

Performance Measurement, Assessment and Management ......................................................... xx 

Acquisition Linkages Module ......................................................................................................... xxi 

Offer Definition Activities ............................................................................................................... xxi 

Operative Date ............................................................................................................................. xxii 

Tailoring the Draft Statement of Work .......................................................................................... xxii 

Recommended Approach to Tailoring ......................................................................................... xxiv 

Template and SOW Tailoring Guide User Tips ........................................................................... xxix 

Word Processing Tips .................................................................................................................. xxx 

ASDEFCON (SUPPORT) STATEMENT OF WORK TAILORING GUIDE ......................................... 1-1 

1. SCOPE ......................................................................................................................................... 1-1 

1.1 Purpose ............................................................................................................................ 1-1 

1.2 Background ...................................................................................................................... 1-1 

2. GENERAL REQUIREMENTS ...................................................................................................... 2-1 

2.1 Scope of Work.................................................................................................................. 2-1 

2.2 Rate of Effort .................................................................................................................... 2-2 

2.3 Data Management System .............................................................................................. 2-4 

2.4 Deliverable Data Items ..................................................................................................... 2-8 

2.5 Draft Data Items Included as Contract Annexes ............................................................ 2-12 

2.6 Ozone Depleting Substances, Synthetic Greenhouse Gases, Dangerous Goods and 

Hazardous Substances .................................................................................................. 2-12 

2.7 Phase In ......................................................................................................................... 2-15 

2.8 Phase Out ...................................................................................................................... 2-21 

ASDEFCON (Support) V3.0 iii


3. SUPPORT SERVICES MANAGEMENT ..................................................................................... 3-1 

3.1 Support Services Program Objectives ............................................................................. 3-2 

3.2 Support Services Planning ............................................................................................... 3-2 

3.3 Quoting for Survey and Quote Services .......................................................................... 3-9 

3.4 Support Services Communication Strategy ................................................................... 3-12 

3.5 Subcontractor Management ........................................................................................... 3-21 

3.6 Co-ordination and Co-operation..................................................................................... 3-21 

3.7 Risk and Issue Management ......................................................................................... 3-23 

3.8 Maintenance of Contractual Documents ........................................................................ 3-24 

3.9 Independent Verification and Validation ........................................................................ 3-25 

3.10 Life Cycle Cost (LCC) .................................................................................................... 3-26 

3.11 Government Furnished Material and Government Titled Items Management .............. 3-28 

3.12 Australian Industry Capability (AIC) Management ......................................................... 3-31 

3.13 Intellectual Property Management ................................................................................. 3-32 

3.14 Defence Security Compliance ........................................................................................ 3-34 

3.15 Maintenance of Support Agreements ............................................................................ 3-37 

3.16 Resident Personnel ........................................................................................................ 3-37 

3.17 Environmental Management .......................................................................................... 3-38 

3.18 Occupational Health and Safety .................................................................................... 3-44 

3.19 Training in Defence Information Systems ...................................................................... 3-46 

3.20 Access to Foreign Military Sales .................................................................................... 3-47 

3.21 Business Resource Planning ......................................................................................... 3-47 

3.22 Assurance and Stocktaking of Contractor Managed Commonwealth Assets ............... 3-48 

4. OPERATING SUPPORT .............................................................................................................. 4-1 

4.1 Operating Support Management Planning ...................................................................... 4-2 

4.2 Operating Support Reporting ........................................................................................... 4-3 

4.3 Operating Support Reviews ............................................................................................. 4-3 

4.4 Operating Support Services ............................................................................................. 4-4 

5. ENGINEERING SUPPORT .......................................................................................................... 5-1 

5.1 Engineering Support Management Planning ................................................................... 5-2 

5.2 Engineering Support Reporting ........................................................................................ 5-4 

5.3 Engineering Support Reviews .......................................................................................... 5-5 

5.4 Technical Regulation of Engineering Support ................................................................. 5-5 

5.5 Engineering Services ....................................................................................................... 5-8 

6. MAINTENANCE SUPPORT ........................................................................................................ 6-1 

6.1 Maintenance Support Management Planning .................................................................. 6-2 

6.2 Maintenance Support Reporting ...................................................................................... 6-3 

6.3 Maintenance Support Reviews ........................................................................................ 6-5 

6.4 Technical Regulation of Maintenance Support ................................................................ 6-6 

ASDEFCON (Support) V3.0 iv


6.5 Maintenance Services ...................................................................................................... 6-9 

7. SUPPLY SUPPORT ..................................................................................................................... 7-1 

7.1 Supply Support Management Planning ........................................................................... 7-2 

7.2 Supply Support Reporting ................................................................................................ 7-3 

7.3 Supply Support Reviews .................................................................................................. 7-3 

7.4 Supply Services ............................................................................................................... 7-4 

8. TRAINING SUPPORT .................................................................................................................. 8-1 

8.1 Training Support Management Planning ......................................................................... 8-2 

8.2 Training Support Reporting .............................................................................................. 8-3 

8.3 Training Support Reviews ................................................................................................ 8-3 

8.4 Training Services ............................................................................................................. 8-4 

9. SUPPORT RESOURCES ............................................................................................................ 9-1 

9.1 Personnel ......................................................................................................................... 9-1 

9.2 Technical Data ................................................................................................................. 9-3 

9.3 Support and Test Equipment ......................................................................................... 9-10 

9.4 Training Equipment ........................................................................................................ 9-11 

9.5 Packaging ...................................................................................................................... 9-12 

9.6 Facilities ......................................................................................................................... 9-13 

9.7 Computer Support .......................................................................................................... 9-14 

10. VERIFICATION AND VALIDATION .......................................................................................... 10-1 

10.1 Verification and Validation Objectives ........................................................................... 10-3 

10.2 Verification and Validation Planning .............................................................................. 10-4 

10.3 Support Services Verification and Validation Activities.................................................. 10-4 

10.4 Performance Implementation Period ............................................................................. 10-5 

10.5 Adjustment ..................................................................................................................... 10-6 

11. QUALITY MANAGEMENT ........................................................................................................ 11-1 

Annexes: 

11.1 Contractor Quality Responsibilities ................................................................................ 11-1 

11.2 Quality Management Planning ....................................................................................... 11-1 

11.3 Quality Systems, Process and Product Non-Conformances ......................................... 11-2 

11.4 Commonwealth Representative Approval of Non-Conforming Services ....................... 11-2 

A. Support Concepts and Contract Requirements 

B. Use of ASDEFCON (Support) either Standalone or in Conjunction with a Contract 

(Acquisition) 

ASDEFCON (Support) V3.0 v


ASDEFCON (Support) V3.0 vi


Purpose and Scope 

USING THE SOW AND SOW TAILORING GUIDE 

The Australian Standard for Defence Contracting (ASDEFCON) template for the support of Defence 

materiel systems (ASDEFCON (Support)) is a very flexible template, which allows for a broad scope of 

application. This flexibility and broad application means that drafters must adapt the various template 

documents to the needs of each contract application. Accordingly, the purpose of this Statement of 

Work (SOW) Tailoring Guide is to provide drafters with guidance when selecting optional components 

and amending clauses within the ASDEFCON (Support) SOW to suit each individual program’s needs. 

The scope of the SOW Tailoring Guide covers the main body of the SOW, with reference to other 

elements of the template (eg, the modular parts of the SOW, known as Detailed Service Descriptions 

(DSDs)) where necessary. A number of these other elements have additional guidance embedded 

within them, and drafters should refer to this additional guidance when using those other elements. 

The ASDEFCON (Support) SOW and the SOW Tailoring Guide should be read and used together. 

Capitalised terms, acronyms, abbreviations and referenced documents used throughout the SOW 

Tailoring Guide take on the meanings specified in Attachment M to the ASDEFCON (Support) 

template. References, acronyms and abbreviations that are used frequently in the SOW Tailoring 

Guide are listed below. 

Referenced Documents 

The following table lists the documents referenced in this SOW Tailoring Guide: 

Reference Description 

ASDEFCON (Support) template Conditions of Contract (COC) Attachment 

M, Glossary. 

ASDEFCON Asset Library (hosted on the Defence intranet) 

ASDEFCON Handbook – Supplementary Information – Philosophy behind 

the ASDEFCON Templates (herein referred to as the ‘ASDEFCON 

Handbook Philosophy Volume’). 

ASDEFCON (Complex Materiel) Volume 2 

ASDEFCON Linkages Module 

ASDEFCON (Standing Offer for Goods and Maintenance Services) 

ASDEFCON (Strategic Materiel) 

ASDEFCON (Support Short) 

ASDEFCON Template Selection Guide 

Australian Government Information Security Manual 

AAP 5030.001CD Defence Aviation and Australian Air Publication Systems and 

Specifications Manual 

AAP 7001.048(AM1) ADF Airworthiness Manual 

AAP 7001.053(AM1) Technical Airworthiness Management Manual (TAMM) 

AAP 7001.055(AM1) Support and Test Equipment Through Life Support Manual 

AAP 7001.059(AM1)B1 

to B2 

ADF Aviation Maintenance Management Manual 

AAP 8000.010(AM1) ADF Operational Airworthiness Manual 

ASDEFCON (Support) V3.0 vii



ABR 6492 Navy Technical Regulations Manual 

ADFP 101 Glossary 

ADFP 7.0.2 The Defence Training Model 

AS/NZS ISO 9000:2006 Quality Management Systems – Fundamentals and Vocabulary 

AS/NZS ISO 9001:2000 Quality Management Systems – Requirements 

AS/NZS ISO 14001:2004 Environmental Management Systems – Requirements with Guidance for 

Use 

AS/NZS ISO 14031:2000 Environmental Management – Environment Performance Evaluation – 

Guidelines 

DEF(AUST) 1000C ADF Packaging 

DEF(AUST) 5085B Engineering Drawings 

Contract Safety Management – A framework for safety in the Defence 

contract process 

DEF(AUST) 5664A Work Breakdown Structures for Defence Materiel Projects 

DEFLOGMAN Defence Logistics Manual 

DEIs Departmental Environment Instructions 

DI(A) LOG 12-1 Regulation of the Technical Integrity of Land Materiel 

DI(G) ADMIN 35-1 Procedures for the Use of Defence Estate Assets by Non Defence 

Organisations or Individuals including Commercial Contractors 

DI(G) ADMIN 40-2 Environment and Heritage Management In Defence 

DI(G) LOG 4–1–003 Assignment of Australian Defence Force Logistics Managers and Their 

Associated High Level Roles and Responsibilities 

DI(G) LOG 4-1-003 Defence Inventory and Assets Manual 

DI(G) LOG 4–3–003 Australian Defence Force Requirements Determination and Management 

of Reserve Stocks 

DI(G) LOG 4–3–004 Defence Stock Location Policy 

DI(G) LOG 4–3–005 Defence Procurement Routing Rules 

DI(G) LOG 4-3-008 Disposal of Defence Assets 

DI(G) LOG 4-3-017 Supply Aspects of Contractor Owned Spares 

DI(G) LOG 4-3-018 Defence Policy on Obsolescence Management 

DI(G) LOG 4-3-019 Item Identification and Recording of Defence Assets 

DI(G) LOG 4-3-020 Defence Materiel Entitlements 

DI(G) LOG 4-5-001 Defence Policy on Quality Assurance 

DI(G) LOG 4-5-003 Defence policy on acquisition and management of Technical Data 

ASDEFCON (Support) V3.0 viii



DI(G) LOG 4-5-004 Defence Policy on Life Cycle Costing Analysis 

DI(G) LOG 4-5-005 Defence Policy on Integrated Logistic Support 

DI(G) LOG 4-5-009 Maintenance Policy 

DI(G) LOG 4-5-010 Contingency Maintenance 

DI(G) OPS 02-2 Australian Defence Force Airworthiness Management 

DI(G) OPS 05-3 Civilians in Support of Australian Defence Force Operations 

DI(G) OPS 16-2 The Management of Electromagnetic Environmental Effects 

DI(G) OPS 16-4 Management of Electromagnetic Environmental Effects in Airborne 

Systems 

DI(G) PERS 05-34 Policy Framework for Defence Training Support to Contractors 

DI(N) ADMIN 37-15 Assuring the Safety, Fitness for Service and Environmental Compliance of 

Naval Capability 

DI(N) ADMIN 37-16 Navy Regulatory System 

DI(N) LOG 47-3 Technical Regulation of Navy Materiel 

DPPI 9/2002 Providing Purchasing Authority and Financial Delegations to Contractors 

DPPI 3/2008 Occupational Health and Safety and Hazardous Substances In Defence 

Procurement 

Defence Environment Policy 

Defence Intellectual Property Policy 2008 

DPPM Defence Procurement Policy Manual 

DSM Defence Security Manual 

ESCM Electronic Supply Chain Manual 

Environment Protection and Biodiversity Conservation Act 1999 (EPBC 

Act) 

Hazardous Wastes Act 

MIL-STD-974 Contractor Integrated Technical Information Service (CITIS) 

NOHSC:1008 (2004) Approved Criteria for Classifying Hazardous Substances 

SAFETYMAN Defence Safety Manual 

Occupational Health and Safety (Safety Standards) Regulations 1994 

(Cth) 

Ozone Protection and Synthetic Greenhouse Gas Management Act 1989 

Productivity and Performance Based Contracting Handbook 

TRAMM-L Technical Regulation of ADF Materiel Manual – Land 

Acronyms and Abbreviations 

The following table lists the acronyms and abbreviations used in this SOW Tailoring Guide: 

ASDEFCON (Support) V3.0 ix


Abbreviation Description 

ADO Australian Defence Organisation 

AEO Accredited Engineering Organisation (Land TRF) or Authorised 

Engineering Organisation (Aerospace and Maritime TRFs) 

AIC Australian Industry Capability 

AMO Approved Maintenance Organisation (Aerospace TRF) or Accredited 

Engineering Organisation (Land TRF) 

ASD Aerospace Systems Division 

ASDEFCON Australian Standard for Defence Contracting 

CCP Contract Change Proposal 

CDG Capability Development Group 

CDRL Contract Data Requirements List 

CEMP Contractor Engineering Management Plan 

CFE Contractor Furnished Equipment 

CITIS Contractor Integrated Technical Information Service 

CM Configuration Management 

CMP Configuration Management Plan 

CMS Contract Master Schedule 

COC Conditions Of Contract 

COT Conditions Of Tender 

CPGs Commonwealth Procurement Guidelines 

CSMS Contractor Supply Management System 

CSR Contract Status Report 

CSRL Contract Services Requirements List 

CSSR Combined Services Summary Report 

CSWBS Contract Summary Work Breakdown Structure 

CTXP Contractor Transition Plan 

CWBS Contract Work Breakdown Structure 

DCDH Defence Capability Development Handbook 

DID Data Item Description 

DMO Defence Materiel Organisation 

DMS Data Management System 

DPPI Defence Procurement Policy Instruction 

DPPM Defence Procurement Policy Manual 

DSCM Defence Supply Chain Manual 

ASDEFCON (Support) V3.0 x



DSD Detailed Service Description 

DSG Defence Support Group 

EA Evolutionary Acquisition 

ECP Engineering Change Proposal 

ED Effective Date 

FEG Force Element Group 

FMECA Failure Mode, Effects and Criticality Analysis 

FMS Foreign Military Sales 

FPS Function and Performance Specification 

GFD Government Furnished Data 

GFE Government Furnished Equipment 

GFF Government Furnished Facilities 

GFI Government Furnished Information 

GFM Government Furnished Material 

GFS Government Furnished Services 

GTI Government Titled Items 

ILS Integrated Logistics Support 

IOC Initial Operational Capability 

IP Intellectual Property 

IPB Illustrated Parts Breakdown 

ISP Integrated Support Plan 

IV&V Independent Verification and Validation 

KPI Key Performance Indicator 

LCC Life Cycle Cost 

LCCA Life Cycle Costing Analysis 

LOT Life Of Type 

LSA Logistic Support Analysis 

LSC Logistic Support Concept 

MILIS Military Integrated Logistics Information System 

MMP Maintenance Management Plan 

MSA Materiel Sustainment Agreement 

OCD Operational Concept Document 

OD Operative Date 

ODA Offer Definition Activities 

ASDEFCON (Support) V3.0 xi



OHS Occupational Health and Safety 

OSP Operating Support Plan 

OSSR Operating Support Summary Report 

PAR Performance Assessment Review 

PBC Performance Based Contract 

PHIP Phase In Plan 

PHOP Phase Out Plan 

PIP Performance Implementation Period 

PPBC Productivity and Performance Based Contract 

PWD Planned Withdrawal Date 

QEMS Quality and Environmental Management System 

RCM Reliability Centred Maintenance 

RFT Request For Tender 

RMP Risk Management Plan 

ROE Rate Of Effort 

S&Q Survey and Quote 

S&TE Support and Test Equipment 

SE Systems Engineering 

SEMP Systems Engineering Management Plan 

SWMP Software Management Plan 

SOE Standard Operating Environment 

SOW Statement Of Work 

SSCC Support System Constituent Capability 

SSMP Support Services Management Plan 

SSMS Support Services Master Schedule 

SSP Supply Support Plan 

SSSPEC Support System Specification 

SSVM Support System Verification Matrix 

SWSP Software Support Plan 

TDL Technical Data List 

TDP Technical Data Plan 

TDR Tender Data Requirement 

TRA Technical Regulatory Authority 

TRF Technical Regulatory Framework 

ASDEFCON (Support) V3.0 xii



TSP Training Support Plan 

V&V Verification and Validation 

V&VP Verification and Validation Plan 

WBS Work Breakdown Structure 

ASDEFCON (Support) V3.0 xiii


Application of ASDEFCON (Support) 

The ASDEFCON (Support) SOW template is designed to help drafters produce a draft SOW, for 

inclusion in a Request For Tender (RFT), and a final SOW for inclusion in a Contract (Support), in 

order to obtain Services for the support of Defence materiel. 

Use of the ASDEFCON (Support) SOW assumes that the drafter has already used the ASDEFCON 

Template Selection Guide and selected ASDEFCON (Support) as the most appropriate template to 

suit their needs. ASDEFCON (Support) is most suited for medium and large scale support contracts as 

described by scenarios #1 to #3 at Annex A. ASDEFCON (Support Short) and ASDEFCON (Standing 

Offer for Goods and Maintenance Services) may be used for a Contract (Support) that is less complex 

than those requiring the use of ASDEFCON (Support). Drafters should refer to Annex A, for a range 

of support scenarios and template application, and the ASDEFCON Template Selection Guide for 

further information regarding initial template selection. 

The ASDEFCON (Support) template is intended for Performance Based Contracts (PBCs) with 

additional mechanisms for seeking Efficiencies, making the template one for Productivity and 

Performance Based Contracts (PPBCs). In PPBCs, the contract is primarily managed by the 

performance of Services as a whole, rather than individual transactions, and emphasis is placed on 

the implementation of measures to harvest savings created by Efficiencies in improved productivity. 

For further information on PPBCs refer to the guidance for clause 3.2.4 Continuous Improvements and 

Efficiencies, clause 10 Verification and Validation, guidance for Attachments P and Q and Annex C to 

Attachment B, and the PPBC Handbook (on the Defence Restricted Network (DRN)). 

A Contract (Support) can arise under a number of different circumstances, including if: 

a. the acquisition and support RFTs are issued to the same tenderer(s) (ie. the successful 

tenderer would become both the acquisition and support contractor), which would include if 

the Contract (Acquisition) utilised an ASDEFCON (Strategic Materiel) or an ASDEFCON 

(Complex Materiel) Volume 2 template; 

b. subsequent to the Contract (Acquisition) being signed, the support requirement is sole 

sourced to the contractor from whom the Commonwealth procured the capability (ie. the 

acquisition contractor would later become the support contractor); 

c. the Commonwealth decides to seek tenders for a new Contract (Support) following an 

existing Contract (Support) period, or where Defence was providing support in-house and 

subsequently decided to test the market for the provision of support; and 

d. the Commonwealth decides to seek tenders for a new support contract, having acquired 

equipment through a separate contract or other arrangement (eg, US Foreign Military Sales 

(FMS)) that did not include support or only included limited follow-on support. 

As an extension to sub-paragraph a. above, ASDEFCON (Support) may also be used in conjunction 

with an Evolutionary Acquisition (EA) contracting framework. This specific application, which requires 

the coordination of acquisition phases and the staged increase in Contractor (Support) capability, goes 

beyond the general advice provided in the SOW Tailoring Guide and specialist advice should be 

sought. 

Further information on the application of the template under each of these situations is provided at 

Annex B. 

Advice to Tenderers 

Drafters should provide information that will assist tenderers to lodge viable and competitive bids. 

Insufficient information will most likely result in misunderstandings as to the nature and exact scope of 

the work to be undertaken, increased risk, and likely changes to the defined scope of the Contract 

(Support), and associated cost increases, after contract award. Inadequate definition of scope can 

also lead to an uncompetitive tendering situation (ie. only an incumbent contractor would have 

sufficient knowledge of the scope in order to respond with accuracy). 

Drafters should include relevant information on the objectives of the proposed Contract (Support), the 

status of the Mission System and/or other Products to be supported, and information that will give 

ASDEFCON (Support) V3.0 xiv


tenderers a comprehensive understanding of the support and Services required. Drafters should also 

describe the elements of the existing Support System that are to be covered by the Contract (Support) 

or where the Contractor (Support) needs to interact with the Commonwealth and other Commonwealth 

contractors. This information is of prime importance to tenderers who will often not be able to gather 

this information themselves from sources outside of Defence. 

The support philosophy should be based on higher level documents such as the Operational Concept 

Document (OCD), a Support Concept (if an OCD including the Support Concept is not provided), Use 

Study Report (also if not included as an OCD Annex), Function and Performance Specification (FPS), 

Support System Specification (SSSPEC), and/or in-service planning documents. If these documents 

do not exist or are not suitable, drafters should consider developing a Use Study Report. Guidance on 

this activity can be found in the Australian Defence Organisation (ADO) Logistic Support Analysis 

(LSA) Manual. 

Information may be included in both notes to tenderers or background documents made available to 

the tenderers. Importantly, drafters should be aware that all notes to tenderers are deleted from the 

Contract (Support) when preparing the final version for signature; thus, any notes that give context to 

the required Services will be lost. 

About the SOW 

In Defence contracts, the SOW is the part of a contract that defines the scope of work that a contractor 

is required to undertake, and may include one or more specifications that the products-to-be-delivered 

are required to meet (but this is unlikely for a Contract (Support)). In ASDEFCON (Support), the SOW 

has been modularised to provide the degree of flexibility in tailoring that is necessary to suit the 

different scope and needs of the various support contracting requirements. The SOW has been 

divided into a main body (clauses 1 – 11, for which the guidance is provided in this SOW Tailoring 

Guide) and a number of standard SOW modules, which are known as Detailed Service Descriptions 

(DSDs). These DSDs are referenced from the main body of the SOW and form a part of the SOW. 

Accordingly, under ASDEFCON (Support), work may be defined through: 

a. clauses in the main body of the SOW; 

b. DSDs; and 

c. Approved 1 plans, which are required by the SOW. 

When drafting ASDEFCON (Support) contracts, drafters must consider the most appropriate 

document for defining work requirements. Additionally, if a Service function appears to be ‘missing’ 

from the main body of the SOW, the drafter needs to check if the requirement has actually been 

captured through a DSD or plan that is required by the SOW. 

Any of the three options above may also refer to recognised standards, technical manuals, or quality 

management systems to define process and procedural level instructions. 

ASDEFCON (Support) SOW clauses task the Contractor (Support) to do something and/or to do 

something in a particular way (eg, 'The Contractor shall develop, deliver and update a Support 

Services Management Plan (SSMP) in accordance with CDRL Line Number MGT-100’). Details of the 

main Services required (eg, Engineering and Maintenance) are contained in the DSDs, which are 

discussed in detail in the next section. Approved plans are developed in accordance with their 

respective Data Item Descriptions (DIDs), which specify the content and, if applicable, the format of 

the required data items, and do not specify work per se. In Approved plans, for example, the 

Contractor (Support) details the processes to be followed and the high-level strategy and associated 

work (eg, risk management strategies and activities are described in the Approved Risk Management 

Plan (RMP)). 

If possible, the SOW and DSD clauses should define the Service outcomes required and allow the 

Contractor (Support) to achieve those outcomes with as much flexibility as possible using its own 

established processes and standards. This approach accords with ASDEFCON guiding principles 5 

and 6 2 , and allows the Contractor (Support) to tailor its processes and adopt standards best suited to 

1 The term ‘Approved’ is defined in the Glossary at Attachment M. 

2 Refer to Principles 5 and 6 in section 1.5 of the ASDEFCON Handbook Philosophy Volume. Principle 5 is ‘Focus on 

Outcomes (not Process)’, while Principle 6 is ‘Work in Contractor Process Domain where Suitable’. 

ASDEFCON (Support) V3.0 xv


the Contract (Support). In some circumstances, however, it may be necessary for the SOW or DSD 

clauses to task the Contractor (Support) to do something in a particular way (eg, as defined by a 

particular Technical Regulatory Authority (TRA)). Drafters should ensure that these processes are 

mandatory before including them in the SOW or DSDs. 

There could be significant interaction between the Contractor (Support), the support agency (ie. the 

DMO SPO), and the Force Element Group (FEG) / end-user, and the SOW needs to recognise and 

accommodate this interaction. However, the contractual relationship between the Contractor and the 

Commonwealth Representative (or Authorised Persons), who is usually from the support agency, must 

be preserved. 

In accordance with ASDEFCON guiding principles 3 , all work to be performed by those in the 

Contractor's organisation directly involved in providing the Services should be defined in the SOW; 

however, some of the work that the Contractor is required to undertake will also be for compliance with 

the provisions of the Contract, as detailed in the COC. Activities that are more in the nature of 

overhead functions are defined by the COC. For example, the Contractor might be required to take 

out insurance and provide evidence of this to the Commonwealth. This type of activity would not 

normally be included in the SOW. 

In accordance with good contract drafting practices, each separate requirement in the SOW should be 

specified in its own clause or subclause for clarity and both ease and traceability of costing. The draft 

SOW is used at the tendering stage to define the work to be undertaken by the Contractor (Support), 

under the resultant Contract (Support), and used by the tenderers as a basis for developing their 

tender responses. Following successful negotiation, the agreed SOW becomes part of the Contract. 

The drafter should appreciate how the SOW fits into the RFT package as a whole, and understand the 

full scope of requirements. The drafter should discuss the Contract requirements with relevant 

personnel, such as the following, at the outset: 

a. Integrated Logistic Support (ILS) Manager or acquisition logistics manager (and should 

preferably attend a number of ILS team meetings); 

contracting advisers (eg, from Commercial Policy and Practice Branch); 

b. personnel from the lead and related support agencies, such as the Contracts Manager, 

Engineering Manager and Finance Officer for the Contract and related contracts; and 

c. FEG Coordinator and/or Capability Development Group (CDG) officer. 

Drafters should identify who the most relevant personnel would be. 

Drafters may wish to use the following questions as a guide to the completion of the draft SOW and 

DSD clauses: 

a. what has already been done (may be acquisition or in-service action); 

b. what remains to be done; 

c. why does it have to be done (either the reason or to comply with an instruction, such as a 

Defence policy); 

d. where are the details specified (eg, DIDs, DSDs, payment schedules, references); 

e. where does it have to be done; 

f. when does it have to be done; 

g. who will do it (include an organisational chart if appropriate); 

h. how will it be done (eg, in accordance with technical manuals, etc); and 

i. who will fund it? 

3 Refer to Principle 3 in section 1.5 of the ASDEFCON Handbook Philosophy Volume, which is ‘Essential Supply Terms should 

be Certain and Reflect the Entire Scope of the Agreement’. 

ASDEFCON (Support) V3.0 xvi


Detailed Service Descriptions 

DSDs and Services 

DSDs appear as separate documents in the ASDEFCON (Support) templates but they are integral 

components of the SOW. They describe selected Services, required from the Contractor (Support), by 

grouping together clauses related to the provision of particular Services. DSDs have been developed 

primarily to simplify the tailoring of the draft SOW, enabling many clauses for whole sections of work 

description to be added or removed from the SOW, but requiring only a small number of changes by 

the drafter to do so. 

Some DSDs will be Core to sets of Services covered by a number of DSDs. These DSDs are said to 

be ‘head’ DSDs as they head up a group of Services. For example, DSD-ENG-SERV establishes 

general requirements for Engineering Support (such as engineering information management systems 

and the responsibilities of various engineering personnel), which provide a framework for more specific 

work to be conducted, such as software support in DSD-ENG-SW. DSD-ENG-SW can be tailored in 

and out of an Engineering Support SOW as required; however, if any Engineering Support is required, 

then the head DSD, DSD-ENG-SERV, must be included. Similarly, DSD-MNT-MGT is a head DSD 

that defines the management requirements for the Maintenance of military and non-commercial IT 

type systems. Other DSDs, such as DSD-MNT-SERV, or new DSDs created by the drafter for more 

specific requirements, may be added or deleted from the SOW as required, but all must work within 

the framework set by DSD-MNT-MGT (except for commercial-grade IT systems). This concept is 

illustrated in the SOW structure diagrams in later parts of this SOW Tailoring Guide. 

DSDs required by the SOW are listed in the Contract Services Requirements List (CSRL). The CSRL 

appears as a table similar to the Contract Data Requirements List (CDRL). If a Service needs to be 

defined in detail, the draft SOW clause should state the requirement for the Service in broad terms 

and that the Service is to be provided in accordance with a particular line item in the CSRL (eg, ‘The 

Contractor shall provide routine Operating Support Services in accordance with CSRL Line Number 

OPS-100’). The CSRL line item should then refer to the relevant DSD. 

Use of DSDs also assists in tender evaluation by making it easier to divide up the responses in 

accordance with the groups of Services that each DSD represents, and to allocate evaluation to 

members of the respective Tender Evaluation Working Group(s). 

A DSD should be used when the amount of detail to define a particular Service requirement would be 

excessive, such that its inclusion in the main body of the draft SOW would result in the main body 

becoming unbalanced. In general, the main body of the SOW contains contract-management work 

(eg, planning, reporting and reviews), while the DSDs describe the technical work effort required. 

Further details for individual tasks, which are too detailed even for the DSDs, will be listed in the 

referenced documents contained in either SOW Annex A, ‘List of Products to be Supported’ or SOW 

Annex D, ‘List of Referenced Manuals’ (as referenced against the applicable Products in SOW Annex 

A). 

Not all Services require a separate DSD. For example, if the Contractor is required to deliver a plan 

for the performance of work, then it may be sufficient to rely on the applicable clause in the body of the 

draft SOW that requires the Contractor to perform the work in accordance with the Approved plan. For 

example, if the Approved RMP describes detailed risk management activities then only activities that 

involve the Commonwealth, such as providing access to the Risk Register, need to be included in the 

SOW. 

The DSD should refer to other documents, as applicable. For example, the Contractor might be 

required to perform a Maintenance servicing in accordance with service manuals and other 

documents. The DSD might also refer to a plan or report, if the provision of the Service requires the 

production of such a data item. Like the body of the SOW, DSDs may refer to plans to further define 

the Services to be provided (eg, the Configuration Management Plan (CMP) which is required by 

DSD-ENG-CM). In this instance, the clauses are ‘paired’, with the first clause requiring delivery of the 

plan and a following clause that requiring the work to be implemented in accordance with the 

Approved plan (refer to the SOW or existing draft DSDs). Drafters should continue to use this pattern 

of paired clauses when developing new DSDs or adding plans to the example DSDs. All data items 

requested via DSDs must also be entered in the CDRL. 

Drafters should tailor existing draft DSDs as part of the development of the draft SOW. It is usually 

more efficient to tailor the DSDs before the related contract management clauses in the SOW. Some 

ASDEFCON (Support) V3.0 xvii


aspects of the development of a DSD (eg, specialised areas, such as Obsolescence management) 

should be developed in conjunction with specialist agencies. 

Drafters may also find that, due to different Services being required at different locations, the DSDs 

need to refer to specific locations. One way to address this is to use the same DSD twice, tailored for 

the differences at each location and with DSD clause 6.1 identifying which location and the Products 

at that location (note: adding a ‘location’ column into the tables in SOW Annex A can make this easier 

to manage). An alternative is to amend the clauses in the DSDs, sometimes duplicating and 

amending them for each location. The method chosen (ie. two similar DSDs or modified clauses), will 

generally depend on the extent of the differences – more extensive differences can be better managed 

through separate DSDs.. 

DSD Structure 

If drafters find it necessary to create a new DSD, the following structure applies: 

DSD Number (DSD-XXX-XXX) 

DSD Title 

Data Item Descriptions 

Role and Scope 

Description and Intended Use - a brief summary of the purpose and content of the 

DSD. 

Interrelationships - a list of other DSDs that are related to the subject DSD. The 

DSDs called up in a particular contract may be developed as a hierarchy of DSDs, 

with a head DSD having one or more subordinate DSDs. Subordinate DSDs are 

dependent to some extent on the head DSD (ie, the subordinate DSD relies on 

Services that are specified in the head DSD). Drafters should take care that 

subordinate DSDs are not called up without the head DSD. 

Applicable Documents - a list of documents (other than those generated under the 

Contract) that should be referred to in performing the specified Services. 

Service Description - a description covering all the Services required under the 

high-level Service specified in the body of the SOW. This usually includes a clause 

6.1 to identify the applicable Products to be supported, by reference to SOW 

Annex A. Clause 6.2 and subsequent clauses then details the actual Services. 

The description of each individual Service should specify the standard of required, 

such as when the Service is required, rate of delivery, and applicable standards 

and technical specifications – this can be within the DSD or referred documents or 

covered through SOW Annex A or performance measures, but the DSD is at the 

centre of this description. The Service description will also refer to any plans used 

to manage the Services or possibly describe additional Services, as discussed 

above. 

DIDs are the means by which the Commonwealth specifies requirements for the data items that are to 

be delivered under the Contract. Data items include management plans, reports, schedules, lists of 

Technical Data, Configuration Management (CM) data, and any other items of required data. The 

CDRL is a consolidated list of all required data items 4 , and also identifies the DID, the delivery 

requirements for the data items, Commonwealth actions (such as Review and Approval in accordance 

with SOW clause 2.4), timeframes for Commonwealth actions, and the update or maintenance 

requirements for data items. The meaning of columns in the CDRL table is explained in the 

introductory clauses of the CDRL, SOW Annex C. 

Drafters need to be conscious that the set of data items (and, therefore, DIDs) required for the SOW is 

dependent on the scope of work under the Contract and that the data items need to be selected (and, 

where required, tailored) as such. All data items applicable to the Contract are specifically invoked by 

the relevant SOW and DSD clauses, and drafters must ensure that the CDRL and the SOW and DSD 

4 Refer to principle 9 in section 1.5 of the ASDEFCON Handbook Philosophy Volume, which is ‘Contract Data Requirements List 

(CDRL) includes all Data Deliverables’. 

ASDEFCON (Support) V3.0 xviii


clauses invoking data items match identically (ie, there should be no data items called up that are not 

invoked by the CDRL and SOW or DSD clauses). DIDs should not duplicate information contained in 

the CDRL or SOW and, similarly, SOW clauses should not call up information that is in the CDRL or 

DIDs. 

Scheduling 

An important consideration in the CDRL is the ’Delivery Schedule’ for a data item. This is often 

expressed with respect to a Contract Milestone; for example, 20 Working Days after the Effective Date 

(ie. ‘ED+20’) or 10 Working Days before each Contract Performance Review (ie. CPR-10). 

There are certain data items that need to be provided as a requirement for commencing the provision 

of Services under the Contract (Support), such as the Maintenance Management Plan. For these data 

items, the delivery requirement should be stated with reference to the Operative Date (OD) of the 

Contract (eg, OD – (x) days). If such constraints are placed on the Contract becoming operational, 

they must also be enunciated in COC clause 1.4 (Operative Date), although clause 1.4 can also refer 

generically to “all data items scheduled for delivery and Commonwealth action prior to the Operative 

Date”. 

Standard Assets 

DIDs are treated as ‘standard assets’ for ASDEFCON (Support), and are located in the ASDEFCON 

Asset Library on the Defence Restricted Network and DMO Internet site. If an ASDEFCON (Support) 

DID is common across more than one contracting template (eg, used by both ASDEFCON (Strategic 

Materiel) and ASDEFCON (Support)), then the standard asset for that template is invoked rather than 

the DID being duplicated under the ‘Asset Library’ for ASDEFCON (Support). For example, DIDs for 

meeting agenda and minutes are contained within the standard assets for ASDEFCON (Strategic 

Materiel) and used by all templates. 

All DIDs, whether modified or not, must be provided as part of the RFT package. Some standard 

assets for ASDEFCON (Support) include tailoring guidance in the initial section of the DID, and this 

guidance should be deleted before the RFT package is issued. 

Management Plans 

For DIDs that define the requirements for management plans, drafters are given the option of either 

calling up those specific plans individually or electing to roll up certain plans into higher-level plans 

within the hierarchy of plans under the SSMP (refer to guidance regarding clause 3.4). This might 

occur if the scale of the Contract, and the work to be managed by the lower-level plan, is limited in 

scope and, therefore, a stand-alone plan to describe these lower-level management arrangements is 

not required. For example, all subordinate engineering plans could be rolled-up into the Contractor 

Engineering Management Plan (CEMP), while in a simpler contract, many plans could be rolled-up 

into the SSMP. 

This approach provides flexibility to the drafter in deciding how management plans are to be 

packaged, thereby reducing the need for individual plans to be developed by the Contractor while 

preserving adequate visibility of the Contractor’s processes. There is little point in rolling up plans, 

however, unless the lower-level plans are expected to be small and would not stand on their own; 

otherwise, the result is a large, unmanageable document, containing a number of full sized plans. 

Where plans are rolled-up, the DIDs for the higher-level management plans must be reviewed. Where 

possible, DIDs have been drafted to be ‘self-tailoring’, whereby the inclusion of lower level ‘rolled-up’ 

plans is based on tailoring of the SOW and ‘if-then’ clauses. For example, DID-SSM-SSMP has 

clauses such as “subject to clause 6.1.5 [which refers to referencing out to other plans], the SSMP 

shall describe the risk management processes... [as per a simplified Risk Management Plan]”. The 

self-tailoring mechanisms may not capture requirements specific to each individual contract, and some 

DIDs may need to be amended to accurately define the requirements for the rolled-up plan. 

Certain plans (and their DIDs), such as the Phase In Plan and Phase Out Plan, should not be rolled up 

into a higher-level plan because they are distinct activities that only have a limited life. Similarly, data 

items that will change regularly over the life of the Contract (eg, schedules, issues and risk registers, 

and lists of technical data) should be requested as separate data items as this reduces the need to 

update and re-Approve much larger plans that would otherwise have infrequent changes. For 

example, it can be beneficial to keep the Support Services Master Schedule (SSMS) separate from 

the SSMP if the schedule is expected to require frequent updates, and it is always beneficial to keep 

the RMP separate from the Risk Register. 

ASDEFCON (Support) V3.0 xix


Reports 

Some DIDs define reports, such as the Contract Status Report (CSR) and Combined Services 

Summary Report (CSSR). For PPBCs, the Support Services Verification Matrix (SSVM) also acts as a 

regular report. By default, many reports have been rolled-up into the higher-level CSR and CSSR. 

The CSSR was created for this purpose, allowing reports for the management of activities under each 

of clauses 4 to 8 of the main body of the SOW to be included in one report; however, component 

reports for each of the key Service areas (SSCCs) can be scheduled for individual delivery through the 

CDRL. The CSR also includes a number of commercially oriented sub-reports and delivery of the 

Performance Measurement Report, which can also be scheduled for separate delivery through the 

CDRL. 

Reports are almost always required to be delivered a number of times during the period of the 

Contract. Reports will often be scheduled for delivery in preparation for a related review (eg, a CSR 

would be delivered in preparation for the Contract Performance Review (CPR), although not every 

CSR must be followed by a CPR). 

Where reviews for different Services (ie, for clauses 4 to 8) are to be held separately, different portions 

of the CSSR can be delivered at different times, in accordance with the CDRL, in order to support 

each review. If the review of one or more of the Services will be combined, (ie, a Combined Services 

Performance Review (CSPR) will be held) then some or all of the CSSR portions may be delivered 

together to inform the combined review. Note that the CSSR, or a relevant portion of the CSSR, can 

still be delivered without the need to hold a review on every occasion (eg, reports could be delivered 

quarterly with reviews only held 6-monthly). 

Developing new DIDs 

If drafters need to develop new DIDs for additional data items, the ASDEFCON guiding principles 5 

should be referred to for direction, as well as staff with appropriate specialist expertise. 

New DIDs should be considered for addition to the pool of ‘standard assets’. 

Performance Measurement, Assessment and Management 

Performance measurement under ASDEFCON (Support) seeks to determine the suitability of the 

Services being provided under the Contract. High-level performance measures called Key 

Performance Indicators (KPIs) are linked to Performance Payments in order to align the Contractor’s 

motivations for profit with the required levels of performance that enable Defence capability outcomes, 

Other Performance Measures (OPMs) may be used to validate KPIs, as health indicators to provide 

early indications of system / equipment deterioration (eg, increasing failure rates), to measure 

processes and changes in user demand patterns or environment, or as compliance indicators. 

KPIs and OPMs are to be defined by drafters in Attachments P and Q respectively. Attachment P 

defines how often KPIs are measured, evaluated and assessed. For KPIs, details include the 

calculations for using Achieved Performance to determine an Adjusted Performance Score. The 

Adjusted Performance Score represents performance as a percentage of the required performance 

level sought by Defence and of the relative value of those Services. That is, if the Contractor achieves 

80% for a KPI, and this is the level required by Defence, then the result is an Adjusted Performance 

Score of 100%. Performance below this level may be of disproportionate value to Defence (eg, 50% 

of the required performance may offer no value (ie, 0%) to the Defence capability) and Attachment P 

defines this relationship by the Adjusted Performance Score. Adjusted Performance Scores are used 

to calculate Performance Payments in accordance with Annex C to Attachment B. 

Clause 10 of the SOW includes the Verification and Validation (V&V) program applied to plan for and 

to measure KPIs and OPMs. The V&V clause requires the delivery of the SSVM, for regular reporting 

of performance results. Clause 3 of the SOW also requires the delivery of the Performance 

Measurement Report, a part of the CSR (clause 3.4.1), for reporting results and payment-related 

calculations. These are discussed by the parties at the Performance Assessment Review, held at the 

end of each Review Period (clause 3.4.5). 

5 Refer to principles, particularly 8 and 10, in section 1.5 of the ASDEFCON Handbook Philosophy Volume. Principle 8 is 

‘Products and Processes Linked but Distinct’, while Principle 10 is ‘Process Definition Documents’. 

ASDEFCON (Support) V3.0 xx


Performance measurement, assessment, evaluation and review require considerable planning in order 

to implement an effective performance management framework. Further guidance is provided for 

each of the applicable clauses, including for: 

a. COC clause 1.8, Expiry and Commonwealth’s Option to Extend; 

b. COC clause 6, Performance, Acceptance and Ownership; 

c. COC clause 7.1, Price and Price Basis; 

d. COC clause 7.11, Restrictions on Certain Payments; 

e. Attachment B, Annex H, Performance Payments; 

f. Attachment P, Performance Assessment; 

g. Attachment Q, Other Performance Measures 

h. SOW clause 3.4, Support Services Communication Strategy; 

i. SOW clause 10, Verification and Validation; 

j. DID-SSM-CSR, which specifies requirements for the Performance Management Report 

within the CSR; 

k. DID-V&V-V&VP, which specifies requirements for the V&VP; and 

l. DID-V&V-SSVM, which specifies requirements for the SSVM. 

For further advice on performance measures, refer to the Productivity and Performance Based 

Contracting Handbook and section 3.2 of the ASDEFCON Handbook Philosophy Volume. 

Acquisition Linkages Module 

In many acquisition projects, there can be a requirement to have a combined RFT that involves both a 

draft Contract (Acquisition) and an accompanying draft Contract (Support). In these situations, the 

two contracts must be linked to ensure that required information flows between contracts and that the 

two contracts work together effectively when required to do so (eg, to ensure that the provision of 

support Services only begins when there are Products delivered that need to be supported). 

The ‘ASDEFCON Linkages Module’ links together a Contract (Acquisition) based on ASDEFCON 

(Strategic Materiel) with a Contract (Support) based on ASDEFCON (Support). The module includes a 

number of changes to the ASDEFCON (Strategic Materiel) Conditions of Tender and both Conditions 

of Contract, and Statements of Work. The ASDEFCON Linkages Module has been developed, but is 

not for general distribution as it should not be used without seeking advice. 

Further information on linking together these two contracts is provided at Annex B. Use of the 

ASDEFCON Linkages Module, which provides related clauses and further explanation, requires 

guidance from DMO Commercial Policy and Practice Branch and this guidance must be sought by the 

individual drafter. 

Offer Definition Activities 

Under a number of the acquisition templates (ie. under ASDEFCON (Strategic Materiel) and as an 

option under ASDEFCON (Complex Materiel) Volume 2), an Offer Definition Activities (ODA) phase 

may be used as a risk-mitigation phase in the period between the conclusion of the evaluation of 

tenders and the commencement of Contract negotiations. Further information on the use of an ODA 

phase is provided in Part 2 of the ASDEFCON Handbook Philosophy Volume. 

The ASDEFCON (Support) SOW and SOW Tailoring Guide have been developed on the basis that 

there would not be an ODA phase for support contracts. However, for strategic-level, complex support 

contracts, and in cases where support services are to be outsourced from Defence, the DMO support 

agency involved might see advantages in including an ODA phase in the tendering process. One of 

the primary advantages of an ODA phase in this situation would be the use of workshops to obtain as 

much clarity as possible into the tenderers’ proposed support system solution in the context of 

Defence’s requirements defined in the draft Contract (Support). 

ASDEFCON (Support) V3.0 xxi


If a tender for support Services is sought in parallel to a Strategic Materiel or large Complex Materiel 

acquisition, then the ODA phase for the acquisition should also address the draft Contract (Support). 

Typical objectives of this ODA phase, in relation to the draft Contract (Support), would be: 

a. to ensure that as much clarity as possible is provided to the Contract (Support) DSDs and 

draft plans; 

b. to ensure coordination between acquisition ILS processes that define the Support System 

and the further refinement of the Contract (Support) scope (eg, full definition of Products to 

be supported); and 

c. to address issues associated with coordinating the schedule for the Contract (Acquisition) 

Transition activities with the Phase In and ramp up activities of the Contract (Support). 

Operative Date 

The OD is the date by which the Contractor must be able to demonstrate their achievement of a level 

of capability sufficient to commence the provision of Services required by the Contract. This does not 

assume that the full scope of Services will be required immediately after OD, but will requires sufficient 

evidence of the Contractor being able to meet the critical aspects of Service provision. Having an OD 

acknowledges that, in many cases, the capability to provide Services cannot be simply switched-on at 

the ED. Accordingly, there must be a list of accomplishments that indicate that the required capability 

to provide support has been reached, including, for example: 

a. having drafted robust plans for managing Services, 

b. attaining any required licences or permits (eg, for managing Hazardous Substances that 

require such licences or permits); 

c. attaining the requisite TRA authorisation (eg, Authorised or Accredited Engineering 

Organisation (AEO) status) or presentation of information relating to regulatory compliance; 

d. having acquired and installed all critical Contractor-furnished elements; 

e. having received, accepted and installed critical Government Furnished Material (GFM); 

f. having undertaken sufficient staff training; and 

g. having required subcontracts signed, particularly with Approved Subcontractors. 

When the Contract (Support) is linked to a Contract (Acquisition), via the ASDEFCON Linkages 

Module, OD will also be dependent upon the delivery and initial System Acceptance of Mission 

Systems. This coordinates the use of the system(s) by Defence with the commencement of support. 

Although the OD requirements are contained in the COC (at clause 1.4), the list of requirements refers 

to work activities in the SOW; hence, drafting of the two parts of the Contract (Support) must be 

coordinated. The tailoring effort for the SOW relates primarily to Phase In activities (which are mainly 

defined in SOW clause 2.7), the Phase In Plan (PHIP), and the schedule of data item deliveries in the 

CDRL. 

Importantly, the OD clause places work obligations on both the Contractor and the Commonwealth. 

The Commonwealth may need to provide GFM (eg, data, information and equipment), access to 

facilities and training in Defence information systems, in order to achieve OD. 

Tailoring the Draft Statement of Work 

An approach has been adopted in the ASDEFCON (Support) SOW and DSD templates, which 

involves beginning with a broad selection of commonly used clauses and then adding DSDs and 

optional clauses in order to expand the scope of the template to suit the specific Contract (Support) 

being drafted (a number of common clauses may also need removing). This has been done to: 

a. make the SOW easy to use for drafters who have relatively standard support services 

requirements; and 

b. make the SOW easy to digest without having to read too many unnecessary clauses. 

To achieve this, clauses have been classified as: 

a. ‘Core’; 

b. ‘Core Options’; or 

ASDEFCON (Support) V3.0 xxii


c. ‘Optional’. 

Core clauses are those that must be included in all draft SOWs (for PPBCs of the scale covered by 

the template). Many core clauses contain internal options, which become ‘Core Options’. If a core 

clause contains alphabetised internal options (eg, ‘Option A’ and ‘Option B’), only one of the options 

must be chosen. For example, clause 6.1 requires a Maintenance Management Plan (MMP), but that 

plan could be either stand-alone (Option A) or rolled-up into the SSMP (Option B) – either way, 

planning for maintenance activities remains core. 

If a core clause contains options that are not alphabetised, drafters may choose as many of the 

options as required. For example, clause 5.5 is core and requires one or more DSDs for Engineering 

Services to be included in the SOW through the selection of optional clauses. Each of the options 

within a core clause is accompanied by a note to drafters, and further advice in this SOW Tailoring 

Guide, to assist drafters in 

choosing an appropriate option. 

Optional clauses are those that 

may or may not be used, 

depending on the requirements 

of a particular Contract 

(Support). An optional clause 

means that it is optional with 

respect to the range of 

contracts that may use this 

template, but many optional 

clauses must be used in 

contract-specific circumstances, 

such as to meet technical 

regulatory requirements. 

Advice on when optional 

clauses may be required is 

provided through notes to 

drafters and this SOW Tailoring 

Guide. 

The system of Core and 

Optional clauses within the template is hierarchical. A Core clause may be a sub-clause to a higherlevel 

Optional clause. This means that inclusion of the Core clause is required only if the higher level 

Optional clause has been included. If the higher level Optional clause is not included, then none of 

the subclauses are required. For example, the inclusion of SOW clause 5, Engineering Support, is 

Optional because Engineering Services may not be required for every contract that uses the template. 

However, if Engineering Services are required then having an appropriate plan, either stand-alone or 

rolled-up into the SSMP, is Core and therefore must be included. 

Within the different documents that comprise the ASDEFCON (Support) SOW template, core clauses 

may be located in the ASDEFCON (Support) SOW, SOW Annexes and the body of DSDs and DIDs. 

Optional clauses also appear in these documents, with additional clauses appearing in this SOW 

Tailoring Guide and the guidance sections of the DSDs and DIDs, from where drafters can transfer 

them into the draft SOW, DSDs and DIDs. 

Clauses may also be tailorable or non-tailorable. For guidance on whether a clause is tailorable or 

non-tailorable, see the SOW Tailoring Guide or the guidance within the relevant DID or DSD. 

Note that many clauses (requirements) within DIDs are ‘self-tailoring’. This means that they create 

conditional requirements for specific information to be either included or excluded in the resulting data 

item, depending upon the tailoring of the SOW or related DSD. ‘Self-tailoring’ requirements are 

generally worded as “if the Contract requires [X] then the [data item’] shall describe …” and minimise 

the need for drafters to modify DIDs. 

The wording of tailorable clauses may be changed by the drafter to suit the requirements of the 

Contract, whereas the wording of non-tailorable clauses cannot. A clause may be non-tailorable 

because the wording has been established by an authority external to the drafter's organisation, such 

as having already been negotiated between the DMO and industry. For example, with the exception 

of the optional Data Management System clause, clause 2.4 for deliverable data items has been 

ASDEFCON (Support) V3.0 xxiii


agreed by the Contracting Consultative Forum and was authorised by the Director General 

Contracting Policy and Operations (an organisation preceding CSB) and, therefore, cannot be 

changed. The classification of a clause as non-tailorable does not preclude minor changes such as 

updating references to clause numbers or annexes, provided the meaning of the clause is preserved. 

The flowchart at Figure 1 (below) shows the procedure a drafter should follow in deciding: 

a. whether a clause should be included or omitted; 

b. when a new clause is required; and 

c. whether a clause may be tailored or not. 

Core and Optional clauses are annotated as such in the heading clauses of the SOW, the SOW 

Tailoring Guide, the DIDs, and DSDs, if necessary. Drafters should remove any annotations (eg, 

‘Option A’, Core etc) before the documents are released to tenderers. 

Recommended Approach to Tailoring 

Tailoring the ASDEFCON (Support) templates requires broader consideration of the requirements for 

support Services, not only the clauses themselves. The following table outlines a recommended 

approach, identifying each of the major steps in the process. 

Step Activity Notes 

1 Define Support Concept and Support 

Procurement Strategy 

When tendered with an acquisition contract, the Support Concept is 

included in the Operational Concept Document (or Description of 

Requirement). The support procurement strategy should be outlined in 

the Acquisition and Support Implementation Strategy (ASIS). 

2 Select major optional SOW clauses Primarily the clauses for the major Services from the SSCCs (clauses 4 

to 8). 

3 Select DSDs and identify any new 

DSDs needed 

These will be as groups of services supporting the major clauses 

selected in Step 2. These are tailored and/or developed in Step 5. 

4 Define ‘Products to be Supported’ These are included in SOW Annex A. This may need to be revisited if 

there is limited detail available (eg, if waiting on the outcomes of 

acquisition contract). 

5 Tailor existing DSDs and develop new 

DSDs 

6 Develop management regime for each 

SSCC 

7 Tailor other clauses to ‘Wrap Around’ 

SSCCs 

8 Develop performance-management 

framework 

9 Finalise SOW and SOW annexes and 

review for consistency 

10 Tailor COC and Attachments to align 

with SOW requirements and Contract 

risk assessment 

Identify the types of Services required. 

Confirm the suitability of and tailor existing DSDs, and develop new 

DSDs as needed. 

Confirm the suitability of existing DIDs and develop new DIDs as 

needed. Not that conducting “X” Services in accordance with an 

Approved plan is a common way for acquiring management type 

services for the contract. 

Develop the initial CDRL and CSRL. 

Includes roll-up of plans, reports, and review activities for clauses 4 to 8. 

Clause 9 for resources (revisit SOW Annex A, Products to be 

Supported). 

Clause 10, Verification and Validation (V&V), if applicable. 

Descriptions within Scope and General Requirements, clauses 1 and 2. 

Tailoring within Support Services Management and Quality 

Management, clauses 3 and 11. 

Includes applicable entries in V&V clause for planning and reporting data 

collection (Support Services Verification Matrix, if 

applicable),Attachments for performance assessments and payments, 

KPI reporting and reviews. 

Update Products to be Supported, CSRL, CDRL, etc. 

In relation to SOW requirements, focus on Operative Date clause, Price 

and Payment Schedule (Attachment B, through COT Annex D), 

performance assessment aspects (ie, KPIs and OPMs), Government 

Furnished Materiel, glossary, etc. 

ASDEFCON (Support) V3.0 xxiv


Step Activity Notes 

11 Tailor COT and COT Annexes to align 

with SOW and COC requirements 

In relation to SOW requirements, develop the ‘technical areas’ of 

Annexes E, F, and G, including the draft data items to be tendered. 

Also, coordinate with drafting the payment structure for types of Services 

in Annex D. 

ASDEFCON (Support) V3.0 xxv


SOW TEMPLATE FLOW CHART FOR SELECTION OF CLAUSES, DIDS AND DSDS 

Before starting preparation of the draft SOW, the drafter should have a set of requirements for the support of the Products to be supported (eg, Mission System(s), parts of the 

Mission System(s), and the parts of the Support System) under the contract. The drafter will be alerted to some requirements, such as the need to meet Technical Regulatory 

Authority requirements, by clauses in the SOW and the SOW Tailoring Guide. The flowchart below is designed to assist the drafter in deciding which clauses should be 

included in the draft SOW and which clauses in the SOW Template can be omitted from the draft SOW. 

Start 

Is the clause a 

Core or Core 

Option clause? 

Y 

Does it contain Core/ 

Core option clauses? 

ASDEFCON (Support) V3.0 xxvi 

N 

Core clauses are those that must be included in all SOWs. 

Core Option clauses are those that are among a range of 

optional clauses, one of which must be used. Clauses that are 

not Core or Core Option clauses are Optional clauses. 

Optional clauses can contain Core and Core Option subclauses. 

Core/Core Option clauses/ sub-clauses, eg,, dealing 

with technical regulation, must be included if a particular 

Optional clause is chosen. 

Is the Optional 

clause to be 

included? 

Some clauses in the SOW Template 

will not be applicable to the particular 

support requirements, and therefore 

should not be used 

N 

Omit Optional 

clause 

Include if applicable to particular 

work/concerns and timing 

N


Is the clause 

tailorable? 

Y 

Does the clause 

need tailoring? 

Y 

Tailor clauses as permitted 

N 

N 

Include clause in draft SOW 

Are the clause and 

its sub-clauses 

tailorable? 

Does the clause need 

tailoring? 

Tailor clause 

ASDEFCON (Support) V3.0 xxvii 

Y 

Y 

N 

N


May exist in ASDEFCON 

(SM) if not in Support 

DIDs will be listed in 

the CDRL and 

included in an Annex. 

ASDEFCON (Support) V3.0 

Does the clause/ subclauses 

call up CDRL 

line item/ DID? 

Y 

Does the DID 

exist? 

Y 

Does the DID need 

tailoring? 

Y 

Tailor DID 

Include as part of draft 

SOW 

N 

N 

N 

No further action 

required 

Draft new DID 

Finish 

Figure 1 - Flowchart for Inclusion of Clauses in Draft SOW, DIDs and DSDs 

xxviii 

Does the clause/ subclause 

call up CSRL 

line item/ DSD? 

Y 

Does the DSD 

exist? 

Y 

Does the DSD 

need tailoring? 

Y 

Tailor DSD 

Include as part of draft 

SOW 

N 

N 

N 

No further action 

required 

Draft new DSD 

DSDs will be listed in 

the CSRL and included 

in an Annex.


Template and SOW Tailoring Guide User Tips 

The guidance, 'notes to drafters' and 'notes to tenderers' in the ASDEFCON (Support) template, SOW 

Tailoring Guide, DIDs, and DSDs are intended to guide the drafter (and in some cases the tenderer) 

on which clauses should be used in various circumstances. They may also advise the drafter on 

whom to consult for further information, and relevant reference documents. This SOW Tailoring Guide 

does not contain detailed explanations or background information behind the development of clauses 

(such as in the ASDEFCON Handbook Philosophy Volume). 

Drafters should read the draft SOW and SOW Tailoring Guide well before the date the SOW is 

required, because some of the reference documents and necessary advice may take some time to 

obtain and collate. On an initial read of the templates, a drafter will often query which clauses will be 

needed and which will not. In many cases the templates and tailoring guidance will not be able to 

assist; these can only explain the options available and the drafter has to decide which option suits the 

needs of the individual contract. The answer frequently lies with the ASIS, and drafters may need to 

revisit this strategy to ensure that the scope of the required contract is accurately described before 

beginning to tailor the templates. 

Drafters may also need to seek out referenced documents in order to undertake tailoring. In some 

cases, documents containing information is also required by the tenderers and will need to be included 

in the RFT. 

If possible, the SOW Tailoring Guide identifies sponsors for each of the clauses to heading level 3. 

Drafters should refer to the nominated sponsor for expert guidance if required. 

When drafting the SOW, drafters should have both the SOW and SOW Tailoring Guide open together. 

The following steps are suggested when addressing a relevant section or clause within the SOW: 

a. determine what Services are required and the Products to be supported; 

b. read the relevant clause, then refer to the SOW Tailoring Guide or DSD tailoring guidance, 

as applicable, for any additional information and suggested clauses; 

c. understand what the clause requires of the Contractor and determine its relevance; 

d. refer to any inter-related DIDs and/or DSDs to ascertain any flow-on effects of the relevant 

clause or if work requirements are actually defined in data items, such as Approved plans 

prepared in accordance with DIDs, and undertaken in accordance with those plans; 

e. select the relevant clause that best describes what is required of the Contractor; and 

f. cross-reference any inter-related DIDs and/or DSDs that the newly selected clause may 

require and insert these references into the DID/DSD. 

The drafter will be confronted with the problem of whether a particular clause in the ASDEFCON 

(Support) SOW or SOW Tailoring Guide is applicable to their particular support requirements. The 

guidance cannot provide hard-and-fast rules because of the wide range of variables and every support 

contract is different. However, some of the factors that influence the decision (from the ASIS or 

support procurement strategy), and should be considered, are: 

a. size of the proposed contract, for example, whether the contract is for the support of a 

complete platform such as a ship or a fleet of aircraft, a medium-sized mission sub-system 

(eg, the combat system for a class of ship), or for a smaller system such as a fleet of radios 

or generator sets; 

b. expected dollar value of the contract and if the amount triggers a need for additional insight 

and governance; 

c. life of the contract (many years or relatively short-term, and options to extend); 

d. range and complexity of Services required; 

e. range of technologies involved in performing the work; 

f. whether the technologies are new and pose a higher risk or relatively mature and low risk; 

g. geographical locations and the distribution of Products and required Services; 

h. reliance on subcontractors for critical and high-value functions; 

ASDEFCON (Support) V3.0 xxix


i. critical nature of the Services; 

j. experience and track record of the potential tenderers; and 

k. whether the potential tenderers are new or have provided the required support beforehand. 

This list is not exhaustive and drafters should take into account other factors relevant to their particular 

contract requirements. 

Although development of the draft SOW will be an iterative process, generally, drafters should attempt 

to define the Services required before they specify requirements for other items such as plans, reports 

and meetings. The nature and extent of the Services will drive requirements for plans, reports, and 

meetings. Drafters should address: 

a. the specific Services required; 

b. the need for management of those Services (eg, will a separate Supply Support Plan be 

needed for Supply Services); and finally 

c. the management requirements for the whole SOW (as defined under clause 3). 

The DIDs and DSDs that form part of the ASDEFCON (Support) documents may be tailored to meet 

particular contract requirements. Drafters should review these documents and omit or amend clauses 

so that the DID or DSD accurately states the requirements, and does not ask tenderers or the 

contractor to perform unnecessary work. 

Word Processing Tips 

All of the ASDEFCON SOW templates are based on a common Microsoft Word® document template. 

The addition of new clauses, notes, etc, must be done with care to avoid inadvertent changes to the 

styles within the template and to ensure that the automatic numbering functions correctly. 

The general tips that follow will assist drafters in working with the documents: 

a. Download the ASDEFCON style templates (DMO Toolbar) from the intranet and install the 

files as directed in the accompanying guide. These templates contain the underlying styles 

used by all parts of the template. 

b. Do not delete clauses (headings) at heading level 1 or 2 in the SOW template. If a clause is 

not required, retain the heading and mark it, 'Not Used'. Any additional clauses at heading 

level 3 should be inserted after the clauses already included in the template. This preserves 

the clause numbering, the cross-references between clauses within the template and the 

correlation between the clauses in the SOW and the guidance in the tailoring guide. 

c. Do not use the 'Format Painter' tool to format numbered clauses as this is likely to corrupt 

the numbering system. Instead, use the DMO Toolbar to apply styles – the SOW has its 

own style set, most of which can be applied from the SOW toolbar that can be shown or 

hidden by clicking on the button. If additional styles are required (eg, for even lower level 

clauses), open the ‘Styles and Formatting’ task pane (click the button or select from the 

menu: Format>Styles and Formatting…) and show ‘Available styles’. Highlight the 

applicable clause and then select the required style from the ‘Pick formatting to apply’ list. 

SOW specific styles all begin with the words “DMO – NumList SOW”. 

d. When pasting text into the SOW template, use 'Paste Special' and paste as 'Unformatted 

text' (Edit>Paste Special>Unformatted Text). This will ensure that unwanted styles are not 

introduced into the document. Apply the required style manually (as described in paragraph 

b.). 

e. Page numbering is by document section and shows the level 1 clause number as well as the 

sequential page number for that clause. The level 1 clause number is selected by using the 

menu: Insert>Page Numbers>Format, checking the ‘Include chapter number’ box, and 

selecting ‘Chapter starts with style Heading 1’. As the DMO template does not use the builtin 

‘Heading 1” style, a blank Heading 1 paragraph is included at the start of each level 1 

clause in order to set the page numbering. This Heading 1 clause should be formatted 

(menu: Format>Font) as ‘hidden text’. 

f. If the clause numbering associated with a style in the document appears corrupted or lost, 

there are a few options to try: 

ASDEFCON (Support) V3.0 xxx


(i) Reapply the style as described in paragraph c. above, which should correct any 

formatting inadvertently applied to the style. 

(ii) Use the Templates and Add-Ins Organizer (Tools>Templates and Add-Ins> 

Organizer) to close the default template if not the ASDEFCON styles template 

(right-hand list) and open the ASDEFCON styles template, and then copy styles 

from the clean template to the current document. 

(iii) Alternatively, if changes were saved to the ASDEFCON template (a dialog box 

would have prompted the user to save the changes) a clean copy of the 

template can be downloaded and used to replace the existing template 

(Microsoft Word® will need to be closed to do this). When the document is reopened 

the styles should update, otherwise use the Templates and Add-Ins 

Organiser, as per option (ii). 

Optional clauses in the SOW appear as either a selection of ‘option’ styles or within a table, in order to 

display a box around the applicable clauses. The selected option can be reverted to normal-looking 

clauses using the appropriate methods, which are: 

a. for ‘option’ styles (ie, the ‘DMO - Option’ style the explanatory note (bold italics) and an 

applicable option style for the clause level (eg, ‘DMO – NumList SOW LV3 OPT’ for a level 

three clause)), delete the explanatory note and apply the ASDEFCON style to the clause 

(eg, ‘DMO – NumList SOW LV3 OPT’ is changed to ‘DMO – NumList SOW LV3’) using the 

SOW toolbar. 

b. for tables (used to place a single border around clauses and subclauses within the same 

option), place the cursor in the table and select the menu “Table>Convert>Table to Text” and 

allow the rows to be separated by paragraph marks – the result should be correctly styles 

clauses. 

ASDEFCON (Support) V3.0 xxxi


1. SCOPE 

1.1 Purpose 

ASDEFCON (SUPPORT) STATEMENT OF WORK 

TAILORING GUIDE 

Sponsor: DMO Standardisation Office 

Status: Core 

Purpose: To state the prime purpose of the Contract. 

Policy: Nil 

Guidance: This clause should be a concise statement of the purpose or aim of the Contract by 

the addition of the name(s) of the Mission System(s) or the subsystems / 

equipments that will be supported. Drafters need to ensure that the Glossary 

(Attachment M) definition for the Mission System(s) and this clause are consistent. 

The Mission System(s) and other Products to be supported are detailed in SOW 

Annex A; hence the names of the Mission System(s) in clause 1.1 must also be 

consistent with Annex A. 

If there is no Mission System associated with the Contract (Support), then drafters 

should insert a brief summary description of the Products to be supported, as listed 

in SOW Annex A (eg, electronic Support and Test Equipment (S&TE)). 

Drafters must review the generic words in SOW Template clause 1.1.1 to check 

that they are applicable to the Contract. If they are not, the clause must be 

amended as necessary. 

Related Clauses: SOW Annex A, List of Products to be Supported. 

Optional Clauses: Nil 

1.2 Background 

Attachment M, Glossary. 


Status: Optional 

Purpose: To provide the Contractor with relevant background information to enable it to 

propose and sustain an optimal Support System, and to optimise provision of the 

required Services. 

Policy: Nil 

Guidance: This section of the SOW provides a brief overview of the background to the 

Contract, including its genesis and broad objectives. For example, precursor 

support contracts could be summarised, as well as related support contracts, other 

support arrangements, and/or acquisition contracts with which this Contract 

(Support) must integrate. 

As this section is not intended to be contractual in nature, ‘shall’ statements should 

not be used. Care must also be taken to ensure that statements made in this 

section do not conflict with other elements of the Contract. 

As a guide, this section should be reasonably short, with sufficient information to 

establish the background and ‘set the scene’ for the Contract, but should not 

provide excessive information that could compromise other parts of the Contract. 

Where this background information can be included in a separate support concept 

document or report, it can be referenced from clause 1.2. 

Drafters should develop clauses tailored to the particular needs of the required 

Services. Subjects that might be addressed include: 

ASDEFCON (Support) V3.0 1-1


Related Clauses: Nil 


a. description of the Mission System(s) and its/their function(s); 

b. Defence objectives to be achieved that will be enabled by the provision of 

these Services (if included, this description should be consistent with required 

Outcomes that are related to KPIs); 

c. related projects/phases, related support contract or other systems in-service 

if interfaces are required; 

d. the applicable support concept; 

e. intentions and factors affecting future support including major upgrades 

and/or the Planned Withdrawal Date (PWD); 

f. relationship to industry sector studies and capability maturity (if this is not 

addressed elsewhere in the SOW); 

g. description of existing or related Support System(s); 

h. existing support arrangements; and 

i. roles and functions of the main authorities and organisations involved with 

the Contract. 



2. GENERAL REQUIREMENTS 

2.1 Scope of Work 


Status: Core 

Purpose: To define the scope of the work that the Contractor is required to perform for the 

provision of Services. 

Policy: Nil 

Guidance: This clause should define the overall scope of work to be performed by the 

Contractor under the Contract, including the major Services. The scope of work 

would normally include support of all or part of the Mission System(s), plus 

components of the Support System, as described in SOW Annex A, ‘List of 

Products to be Supported’. 

In addition to the principal items (Mission System(s) or equipment) to be supported, 

SOW Annex A may also include Government Furnished Equipment (GFE), such as 

S&TE. Contractor-furnished items would not normally be included in SOW Annex 

A, as these items are captured in the scope of support of Support Resources in 

clause 9. In the case of Contractor-owned spares, however, some of these 

Contractor-furnished items may be included in SOW Annex A because these items 

are physically delivered to Defence. 

Clause 2.1.1 should be tailored to indicate the Services to be provided under the 

Contract. The default template clause lists the major services as they relate to the 

level-1 clauses of the template and level-2 clauses for Support Resources. 

Accordingly, the drafter should have already determined the scope of the Contract 

and this may be one of the last clauses to be edited. 

Within the scope listed in the default clause, the two elements ‘Management of 

Services’ and ‘Quality Management’ (which refer to Core clauses 3 and 11, 

respectively) should be retained in all cases. The Services to be provided under 

the five SSCCs (specified in clauses 4-8 of the SOW) should be tailored to align 

with the required Services to be obtained through the Contract (Support): 

a. Operating Support, clause 4 providing Operating Support Services; 

b. Engineering Support, clause 5 providing Engineering Services; 

c. Maintenance Support, clause 6 providing Maintenance Services; 

d. Supply Support, clause 7 providing Supply Services; and 

e. Training Support, clause 8 providing Training Services. 

The scope includes a sub-list of Services for Support Resources (specified in 

clause 9 of the SOW). Support Resources can include both GFM and Contractorfurnished 

items; hence, for example, support of S&TE may still be ‘in scope’, even 

if the Contractor is not required to support Government-owned S&TE. 

The retention of V&V within clause 2.1.1 is dependent upon clause 10 being 

included in the draft SOW (as opposed to being ‘Not used’). Note: V&V is required 

for all PPBCs and therefore a default for use of this template. 

Default clause 2.1.2 includes the DSDs, as listed in the CSRL, within the scope of 

the Contract. Accordingly, drafters do not need to expand or explain the meaning 

of the listed Services (eg, different types of ‘Supply’ activities) in order to capture 

the full scope of work. 

Drafters may insert additional clauses that cover the complete range of Services 

required. For example, drafters should indicate the location(s) where Services are 

to be provided and where equipment to be supported is located, if these are not 

specified elsewhere in the SOW. There must be a clear statement in general 

terms of all the work the Contractor is required to perform. Care should be taken in 



generating these scope clauses; however, to avoid creating conflicts with other 

clauses in the draft Contract (Support). 

If the Services are required to meet Technical Regulatory Framework (TRF) 

requirements, this should be indicated in the description of the scope of work to be 

performed, including the applicable TRF requirements documents, namely: 

a. ABR 6492 - Navy Technical Regulations Manual (NTRM); 

b. Technical Regulation of ADF Materiel Manual – Land (TRAMM-L); and 

c. AAP 7001.053 – Technical Airworthiness Management Manual (TAMM). 

Do not include the production of data items in this clause because these 

requirements are spelt out elsewhere. 

Clause 2.1.3 explicitly states that all Services are Recurring Services, unless 

indicated otherwise in the SOW (including DSDs). This clause links to the Price 

and Payment schedules in Attachment B to ensure that all Services are priced in a 

consistent way by all tenderers. Drafters need to ensure that, in developing the 

draft SOW, they have a good understanding of the commercial arrangements that 

are appropriate for the different types of Services required. As such, drafters 

should consider developing a Support Procurement Strategy 6 , in advance of 

developing the draft Contract (Support), to assist in this regard. 

Related Clauses: All other clauses in the SOW and SOW Annexes. 


2.2 Rate of Effort 

For clause 2.1.3, Attachment B, Price and Payments. 

Sponsor: DMO Standardisation Office. 

Status: Core 

Purpose: To: 

Policy: Nil 

a. describe the baseline ROE, including routine variations in the ROE, for the 

key Products to be supported (eg, Mission System(s)); and 

b. provide the tenderers/Contractor with information to assist in planning the 

work effort and any subsequent changes to the work effort. 

Guidance: This clause should describe the baseline ROE, and possible changes in the ROE, 

that are likely to have an impact on the rate of work required to provide the 

necessary Services under the Contract. The aim is to set parameters for the 

Services that form a basis for both the tenderers’ plans and, subsequently, for the 

Contractor (Support)’s plans. The arising rate and associated effort for many 

support tasks can be calculated from the ROE; hence, this information assists the 

tenderers and the eventual Contractor to estimate resource requirements, develop 

plans and schedules, scale proposed activities, and forecast costs for the required 

Services. 

Drafters should refer to the applicable Materiel Sustainment Agreement (MSA) 

schedule for the required ROE and system availability for the Mission Systems 

and / or other major Products to be supported. In a performance-based 

agreements framework, the contracted Services should be based on MSA 

requirements (the high-level agreement) and the level of responsibility and control 

delegated to the Contractor (Support). If the ROE in the MSA is unclear, the ROE 

may be available from measures established for a previous contract or support 

6 A Support Procurement Strategy may be developed as the in service portion of an Acquisition and Support Implementation 

Strategy (ASIS). Refer to guidance for developing an ASIS.. 



period. If the Contract (Support) is being released with a Contract (Acquisition), 

and an MSA schedule has not yet been drafted, then documents such as the Force 

Element Group’s Preparedness Directive, the OCD, or a Use Study Report may be 

used to determine the baseline ROE and the variations in ROE that are applicable 

to the Contract (Support). 

In a number of support contracts and for a number of Services, the Mission System 

ROE may not be relevant, including (for example): 

a. Maintenance Support contracts, if the majority of Maintenance is calendar 

based; 

b. Training Support contracts, when student throughput is not affected by shortterm 

changes to the Mission System ROE; and 

c. Engineering Support contracts, where the majority of work is for OEM advice 

that is primarily of an ad hoc nature. 

In these instances, an arising rate for the event (eg, calendar-based scheduled 

Maintenance, training courses, or estimated enquiries per year) may be more 

appropriate than the ROE of the Mission System(s). Arising rates may be defined 

in the Price and Payment Schedules (Attachment B), and reference to these 

schedules could be appropriate for contracts not based on Mission System ROE. 

Any description of arising rate occurring in both the ROE clause and the Price and 

Payment Schedule must be consistent. 

Drafters need to determine how ROE (and likely changes to the ROE) will be 

expressed in a way that is meaningful to the contracted Services and phrased in 

terms of required outcomes wherever possible, rather than related workload. The 

specification of a meaningful ROE can be quite complex. Some example ROE 

measures are: 

a. actual system use (eg, aircraft flying hours and number of sorties, ‘at sea’ 

days and ‘steaming hours’ for ships, vehicle distance travelled, and 

operating hours for electronic equipment such as a radar); 

b. user demand (eg, an IT or communications system, with X number of users 

during core work hours and Y number of users out of core hours); 

c. set number of events over a given time period (eg, perform quantity X 

routine Maintenance servicings every month, or Y number of training courses 

per year for Z trainees); 

d. type of usage (eg, the power-time spectrum for an engine or engine fatigue 

life per period); and 

e. predicted occurrences (eg, the likely number of vehicle accidents or lightning 

strikes on communication systems antennae, or over a period of time). 

For some systems, it will be necessary to identify both an ROE and an availability 

requirement for when the system is not in use but still available to the user and not 

available to undertake support activities (ie, to allow for stand-by time). These 

types of constraints can change the Contractor (Support)’s work effort from a 

steady low volume to short periods of high activity. In addition, ROE may be 

influenced by other factors such as, for ships, the Fleet Availability Schedule and 

the Usage Upkeep Cycle. 

The specification of ROE should not include detailed arising rates for component 

failures that result in Maintenance activities, unless the Contract (Support) is based 

around that component (eg, a Maintenance contract for electrical generators may 

have an ROE that is based on the forecast failure rate of the generators and the 

fleet size). For Mission System support contracts, the tenderers should determine 

the lower-level work effort requirements from a Mission System ROE and historical 

data (eg, from failure rates that may be available as GFI or from manufacturer’s 

reliability data). 



ROE and Surge are interrelated (refer also to the guidance for SOW clause 3.2.5). 

ROE is considered to apply over the term of the Contract, although often stipulated 

on a shorter basis (eg, annually). Surge, on the other hand, is considered to apply 

for short or unknown periods during that term. Following effort to meet a Surge 

requirement, the ROE would be expected to return to the previous, or baseline, 

ROE. 

Surge has two components, Exigency and Contingency, which are defined in the 

Glossary for each Contract (Support), when applicable. As Exigency is a forecast 

increase in effort or ‘rate of urgency’ (such as a military exercise or a period of 

increased operational effort). This type of Surge may be expressed relative to the 

baseline ROE (eg, a 40% increase in Mission System ROE for up to six weeks). 

The baseline ROE does not include but may be expressed with reference to 

Exigencies (eg, An ROE of 2000 fleet operating days per year, with an additional 

400 days possible for Exigencies). Accordingly, the ROE clause and the Glossary 

definitions need to be consistent. 

If the specification of the ROE is relatively lengthy, drafters should consider 

including it in a standalone document that is referenced from this clause. 

Alternatively, if applicable to performance measurement, the ROE could be defined 

by a performance-measurement plan drafted by the Commonwealth and included 

as an annex to the SOW or an attachment to the COC. If the ROE is classified, 

drafters should prepare a separate document that defines the ROE, with the 

appropriate security grading, and include a reference to this document in the draft 

SOW. 

Changes to the ROE during the period of the Contract (Support) may occur 

because the Capability Manager requires a change (and this change would be 

documented in a revised MSA schedule). These changes are likely to result in 

changes to the Services provided by the Contractor (Support), and the cost of the 

Services to the Commonwealth, and may lead to changes in the Support System 

itself. Changes to the ROE are incorporated into the Contract through the Contract 

Change Proposal (CCP) process. The template includes clauses to scope the 

Contractor (Support)’s submission of a CCP for a change in ROE; however, this 

clause may need to be tailored based on the Products being supported. 

If the ROE is expected to vary either through an increase or decrease for the 

longer term (ie, a year or more, not a temporary Surge requirement), the 

Commonwealth and Contractor should review the related arising rates for Services 

and their impact on Price and Payment Schedules. 

Related Clauses: SOW clause 3.2.5, Surge, also addresses the management of variations from the 

baseline ROE due to the Surge requirements of the Contract (Support). 

Optional Clauses: 

ROE can be linked to performance measures such as availability, with consequent 

implications for V&V, performance-measurement clauses, and payments. 

The Contractor shall provide Services that are capable of supporting the Mission 

System(s) operating at the maximum ROE for […INSERT PERIOD OF TIME OR 

OTHER WORKLOAD METRIC…]. 

2.3 Data Management System 



Purpose: To provide an efficient means, on larger Contracts (Support), to exchange data and 

share information between the Contractor and Commonwealth. 

Policy: DI(G) LOG 4-5-003, Defence policy on acquisition and management of Technical 

Data 



Guidance: DI(G) LOG 4-5-003 establishes the policy framework for the acquisition and 

management of Technical Data, with the central thrust of the policy being the 

increased utilisation of data in approved electronic formats. 

A Data Management System (DMS) is used to provide electronic access to, and 

delivery of, Contract-related data, which is managed by the Contractor. The DMS 

clauses also define support and ancillary functions and training necessary to 

efficiently utilise a DMS. 

Due to the cost of establishing and maintaining a DMS, it is unlikely to be costeffective 

for smaller Contracts (Support). However, a DMS should create 

efficiencies on larger contracts by reducing the delays and cost associated with the 

transfer of hard copy documents and individual soft copies, and the duplicated 

effort of managing data and maintaining data configuration by both parties. 

The inclusion of exclusion of this clause 2.3 also results in the requirement for 

changes to the CDRL at SOW Annex C, including: 

a. CDRL clause 3.4, which defines the meaning of ‘delivery’ when using a 

DMS; 

b. CDRL clauses 4.1f, g, & h, which clarify particular aspects of the CDRL 

when using a DMS; 

c. the CDRL table must be modified in the ‘quantity’ column if a DMS is not 

being employed, as explained in the Note to drafters above the CDRL table; 

and 

d. the CDRL entry for the DMS Concept of Operation Document must be 

amended, as required. 

In some cases, a data item may only be partially submitted via DMS (eg, 

performance data may be available, but planning for the next reporting period may 

not be). In this case, the normal delivery would apply, but the applicable DMS data 

for the delivery date would be considered part of the delivered data item. Where 

the drafter wishes to specify what portions can be delivered via the DMS and which 

can’t, the drafter should annotate the individual CDRL line item accordingly and 

ensure that this issue is discussed with, and understood and agreed by, the 

preferred tenderer during contract negotiations, when their DMS capability is fully 

understood by the Commonwealth team. 

MIL-STD-974, ‘Contractor Integrated Technical Information Service (CITIS)’, may 

provide additional background information on the scope and requirements for 

implementing a DMS. 

Related Clauses: Relationships with the following clauses are dependent on the approach taken: 


2.3.1 DMS Objectives 

SOW Annex C, CDRL, requires modification depending upon whether or not a 

DMS is to be included in the draft Contract (Support). 

SOW clause 2.4, Deliverable Data Items. 

Attachment L, Resident Personnel, requires inclusion of DMS access 

requirements. 

Attachment O, Members Required in Uniform, may include DMS access 

requirements if not adequately covered by SOW clause 2.3. 


Status: Core (if a DMS is used) 

Purpose: To establish the objectives for implementing a DMS. 


Data 



Guidance: The DMS has the objectives identified in SOW clause 2.3.1, which establishes the 

purpose of the DMS, against which ‘fitness for purpose’ can be judged. Drafters 

should not modify these clauses. 

Related Clauses: All other sub-clauses within clause 2.3. 


2.3.2 DMS General Requirements 



Purpose: To establish the requirements for the Contractor’s DMS. 


Data 

Guidance: Clause 2.3.2 establishes the requirements for the DMS and, essentially, provides a 

specification for the DMS to be implemented by the Contractor 

The DMS may be used for both management information and Technical Data, 

depending on the scope defined in SOW clause 2.3.2.1 for DMS Contract Data. 

Drafters must tailor this clause to identify the scope of DMS Contract Data. 

The draft clause 2.3.2 includes examples of various types of information that may 

be hosted on a DMS – these may be deleted and added to, by the drafter, as 

required to suit the needs of the Contract. Some additional types of information, to 

support the management of the Contract, are for the DMS to provide access to: 

a. performance-measurement data; 

b. report data, reducing the need for frequent report submissions and reducing 

the size and detail of submitted reports; and 

c. a current copy of the contract and all Approved CCPs. 

From a more technical or functional level, the DMS may also be able to provide 

access to: 

a. Engineering Change Proposal (ECP) documents, decision records, and 

design data; 

b. Configuration Management (CM) records; 

c. engineering and Maintenance investigation reports; 

d. Maintenance Management System data; 

e. the Contractor Supply Management System data; 

f. training system data; and 

g. data for Supportability Analysis / Logistic Support Analysis (LSA), Life Cycle 

Costing Analysis (LCCA), Failure Mode Effects and Criticality Analysis 

(FMECA), Reliability Centred Maintenance (RCM), spares optimisation, and 

any other required analyses required by the SOW (including DSDs). 

Drafters must also tailor the clauses to identify the Commonwealth Authorised 

Users of the DMS, which will need to take into consideration the proposed support 

arrangements and locations of support staff. If Resident Personnel are applicable 

to the Contract and are expected to have access to the DMS, then the applicable 

DMS requirements need to be included in the terms of reference for the Resident 

Personnel at Attachment L. Additional access requirements may be needed if the 

DMS is to interface with, or be available as a stand-alone system to, other Defence 

units (eg, a Defence operational, Maintenance and/or Supply unit that requires to 

view or exchange data with the Contractor (Support) regarding Deliverables and 

Services). 



Establishing a DMS will often involve trade-offs between what is easily available 

and the cost of establishing additional interfaces versus the benefits to be gained 

over the period of the Contract (Support). Accordingly, while the drafter may add 

many of the functions listed above when tailoring clause 2.3, the final DMS scope 

may not be determined until contract negotiations. In which case, the drafter may 

include a note to tenderers that the final scope of DMS Contract Data will be 

determined on a cost-benefit basis. 



2.3.3 DMS Implementation, Operation and Management 



Purpose: To set out the requirements for the implementation, operation and management by 

the Contractor of the DMS. 


Data 

Guidance: While clause 2.3.2 provides the specification for the DMS, clause 2.3.3 provides 

the necessary provisions associated with its implementation and operation. 

2.3.4 DMS Training 

In clause 2.3.3, drafters only need to modify clause 2.3.3.2 to identify the delivery 

locations to be used during the interim period between the Effective Date and when 

the DMS is fully available for operational use by the Commonwealth Authorised 

Users. 

Attention is drawn to the provisions of clause 2.3.3.5, which states that the 

Contractor (Support) is not required to provide any computing hardware to the 

Commonwealth Authorised Users (except where otherwise specified (eg, for 

Resident Personnel)) or any cryptographic equipment to enable the exchange of 

classified data. If a DMS is being proposed, the Commonwealth team will need to 

ensure that: 

a. appropriate Commonwealth computing hardware is available when the DMS 

is required to become operational (eg, the Commonwealth side of the DMS 

may not be able to be operated on the Standard Operating Environment 

(SOE) and standalone arrangements may need to be implemented); and 

b. if exchange of classified data is required, appropriate cryptographic 

equipment, security processes and security approvals are in place before the 

DMS is required to exchange classified data (noting that the Commonwealth 

may have to provide certain equipment and approvals to the Contractor 

(Support)). 

If the Contract (Support) is to be tendered and commenced in parallel with a 

Contract (Acquisition), the implementation date for the DMS in the SOW template 

will need to be amended to refer to the OD (eg, OD-60). The CDRL should also be 

amended for the DMS Concept of Operations Document, defined by DID-PM-DEF- 

DCOD, to be delivered prior to the OD (‘schedule’ field). 



Purpose: To set out the requirements for the Contractor to provide training to 

Commonwealth personnel in the use of the DMS. 


Data 



Guidance: Clause 2.3.4 identifies the Commonwealth training requirements for the DMS, 

including the scope of the training, the numbers of personnel to be trained, and the 

training locations. Drafters must tailor the numbers of personnel identified in 

clause 2.3.4.2 and the locations in clause 2.3.4.4, as identified by the Notes to 

drafters for those clauses. No other tailoring is required. 



2.4 Deliverable Data Items 

2.4.1 Development and Submission of Data Items 


Status: Core, non-tailorable 

Purpose: To impose a contractual obligation on the Contractor to produce, deliver and 

update all data items in accordance with the CDRL. 

Policy: Nil 

Guidance: The explanation of the CDRL columns is provided in the covering clauses to the 

CDRL table at Annex C to the SOW. Guidance on the CDRL is also provided in 

the guidance material in the front of Annex C to the SOW, which explains the use 

of the CDRL and the data fields contained within the CDRL. 

Drafters should also be aware that this clause and subsequent clauses for data 

item Review, Approval, Acceptance and delivery under a CCP were negotiated 

between the DMO and Defence Industry and are not to be changed. 

SOW clause 2.4.1 is to be included in the RFT without amendment, except for the 

inclusion of the optional reference to clause 2.3, depending upon whether or not a 

DMS requirement has been included in the draft SOW. 

Related Clauses: SOW Annex C, CDRL. 


SOW clause 2.3, Data Management System. 

2.4.2 Review, Approval or Non-Approval, and Acceptance of Data Items 


Status: Core, non-tailorable. 

Purpose: To advise the Contractor of the Commonwealth’s actions with respect to data 

items. 

Policy: Nil 

Guidance: Drafters should be aware that the terms Review, Approve, Accept and CCP 

approval have specific meanings defined in the Attachment M, Glossary. 

SOW clause 2.4.2 informs the Contractor of the range of possible actions that will 

be taken appropriate to each data item, as defined in the CDRL. 

SOW clause 2.4.2 is to be included in the RFT without amendment. 



SOW clause 2.4.3, Data Item Review. 

SOW clause 2.4.4, Data Item Approval. 

SOW clause 2.4.5, Data Item Acceptance. 

SOW clause 2.4.6, Data Items Delivered Under Contract Change Proposals. 



2.4.3 Data Item Review 



Purpose: To advise the Contractor of the meaning of data item Review, and to impose an 

obligation on the Contractor to respond to any review comments provided by the 

Commonwealth Representative (without transferring any responsibility or 

obligations for correctness to the Commonwealth). 

Policy: Nil 

Guidance: Drafters should consider which the actual period required to review each data item 

before inserting periods in the CDRL. 




2.4.4 Data Item Approval 






Purpose: To advise the Contractor of: 

Policy: Nil 

a. the meaning of data item Approval; 

b. the Commonwealth’s obligations with respect to data items that are subject 

to Approval by the Commonwealth; 

c. the scope of the Commonwealth’s rights with respect to non-Approval of 

data items. 

To impose an obligation on the Contractor to respond to any notification of non- 

Approval of a data item. 

Guidance: Drafters should consider the actual period required to review each data item for 

Approval before inserting periods in the CDRL. Factors to be considered include: 

a. the size and complexity of the document; 

b. whether a preliminary or draft version would already have been reviewed; 

c. how frequently updates or new versions of the data item will need to be 

reviewed; 

d. the need to involve external agencies or Approval authorities; and 

e. conflicting requirements (eg, the need to review more than one data item 

concurrently). 









2.4.5 Data Item Acceptance 



Purpose: To place a contractual obligation on the Contractor to process data items, which 

are subject to Acceptance, in accordance with the provisions of this clause. 

Policy: Nil 

Guidance: SOW clause 2.4.5 is to be included in the RFT without amendment. 






COC clause 6.6, Acceptance. 

2.4.6 Data Items Delivered Under Contract Change Proposals 



Purpose: To ensure that the Contractor complies with the CCP procedure, contained in 

clause 10.1 of the COC, when required to do so under the CDRL. 

Policy: Nil 

Guidance: Data items will only be recorded in the CDRL with ‘CCP approval’ as the required 

action when the data item will form part of the contract as an Attachment (eg, the 

IP Plan and the Australian Industry Capability (AIC) Plan). 




2.4.7 Data Item Updates 

COC clause 10.1, Change to the Contract. 



Purpose: To impose a contractual obligation on the Contractor to maintain the accuracy, 

completeness and currency of all data items delivered under the Contract in 

accordance with the CDRL. 

Policy: Nil 

Guidance: The Contractor is responsible for maintaining data items. Maintenance of a data 

item involves amending and updating the item to incorporate current information 

and data so that the data item is suitable for its intended purpose. Some updates 

will need to be Approved to authorise the Contractor to undertake activities that are 

different to those currently authorised. For example, the Contractor might identify 

the need to change the Training Support Plan to enable changes to training. 

Drafters should consider the timeframe in which the Commonwealth can respond 

to proposals for changes to data items, and insert the appropriate time in the 

‘Delivery Schedule’ column in the CDRL at Annex C to the SOW. 

Drafters should consider the need for the Commonwealth to keep the Contractor 

informed of changes that will affect the Contractor’s maintenance of data items (eg, 



for the development of training courses), and make appropriate arrangements to 

ensure that the Contractor receives relevant information in the required timeframe. 




2.4.8 Actioning of Data Items 

Sponsor: Commercial Policy and Practice Branch and DMO Standardisation Office 


Purpose: To advise the Contractor that any delay in actioning a data item caused by a delay 

of the Contractor is not a cause for a postponement claim. 

Policy: Nil 

Guidance: The Commonwealth determines its resourcing requirements based upon its 

obligations under the Contract. If a Milestone or Service involves the Review, 

Approval or Acceptance of a large package of data items, the Commonwealth will 

increase its personnel and resources to deal with the additional work requirement. 

In the past, contractors have been late in delivering data items and then on time for 

delivering subsequent data items. If the Commonwealth had not planned for this 

eventuality, it would have been consequently late in actioning the data items by the 

time required of it under the CDRL. Contractors would often claim, in these 

circumstances, that they were absolved from further compliance with their 

obligations under the Contract, which were contingent on the Commonwealth’s 

actions, until the Commonwealth had performed its obligation, or that they were 

entitled to postponement and postponement costs. 

Clause 2.4.8 indicates that, where the Contractor is responsible for a delay in the 

schedule effecting or delaying the data item process, the Commonwealth may not 

be able to action the data items. The Commonwealth’s only responsibility, in 

circumstances due to delay caused by the Contractor, would be to use reasonable 

endeavours to action the data items under the original timeframes, or where that 

fails, to action the data items when sufficient resources become available to do so. 

Clause 2.4.8.3 specifically precludes the Contractor from claiming that the 

Commonwealth’s inability to action the data item constitutes circumstances beyond 

its reasonable control for the purposes of COC clause 6.2.4b. 

Users should note that this clause is not applicable if the Commonwealth has 

accepted a change to the delivery baseline through the Acceptance of a CCP that 

affects the schedule. In these circumstances, despite the Contractor being in delay 

based upon the original requirement to deliver a data item, the Contractor may still 

be compliant with the new requirement for delivery. The Commonwealth should 

consider carefully how CCPs affecting schedule will impact on its capacity to action 

data items within the timeframes required of it by the CDRL and, where the 

Commonwealth is unable to do so, the consequences for postponement claims, 

postponement cost claims and schedule recovery. 







COC clause 6.2, Postponement. 



2.5 Draft Data Items Included as Contract Annexes 


Status: Optional. To be included if the Commonwealth requires certain draft data items to 

be included in the Contract and warranted by the Contractor. 

Purpose: To identify the specific draft data items that are warranted by the Contractor under 

clause 1.4.2 of the COC, and to identify the actions that will occur on Approval of 

any subsequent deliveries of these draft data items under the Contract. 

Policy: Nil 

Guidance: Each tenderer will deliver a number of draft data items as part of its tender 

response (eg, draft plans that define the strategies, systems and processes to be 

followed under the Contract). COC clause 1.5, Entire Agreement, provides 

authority to the contract as the full extent of the agreement between parties; thus 

any communication between parties that is not captured in the Contract by ED, 

including draft data items, is excluded from scope. Attaching these draft data items 

provides a mechanism for capturing the tenderer’s offer in the resultant Contract. 

As such, drafters should only attach those draft data items for which there is 

benefit to the Commonwealth in having them attached to the Contract. 

If, during contract negotiations (or during an ODA phase), certain draft data items 

are updated by the tenderer and Approval of these data items is provided by the 

Commonwealth, then these Approved data items should not be attached to the 

resultant Contract (refer to the Note to drafters in this clause). Only data items that 

are not Approved should be attached to the Contract through this clause. 

Following Approval of any of the data items that have been attached to the 

Contract, clause 2.5.3 specifies that the relevant data item shall be considered 

superseded and shall be withdrawn from Attachment K through an amendment to 

the Contract. This approach is required to avoid confusion as to which version of a 

data item applies to the Contract. Until the further versions of the data items are 

Approved by the Commonwealth Representative, the draft data items at 

Attachment K have applicability under the Contract, in accordance with the specific 

warranty provided by the Contractor under clause 1.4.2 of the COC. Drafters 

should note that data items for which prior Approval has been obtained do not 

require a warranty because a Contract-ready version of the data item has already 

been obtained. 

Clause 1.4.2 of the COC provides additional guidance on the issues associated 

with clause 2.5, and the two sets of guidance should be read together. 

Drafters are to amend clause 2.5.1 to identify the specific data items that are 

subject to the Contractor’s warranty. Drafters also need to attach the draft data 

items in an annex (or multiple annexes) to Attachment K. Drafters should take 

particular notice of the Note to drafters in this clause. 

Drafters are to update the CDRL to ensure that those data items for which 

Approval was provided prior to the Effective Date are correctly annotated as such, 

in accordance with the Note to drafters. 

Related Clauses: COC clause 1.4.2 addresses the warranty requirements for draft data items that 

are attached to the Contract. 


COC clause 1.5, Entire Agreement, specifies that the Contract represents the 

“parties’ entire agreement in relation to the subject matter”. 

Attachment K provides the repository for draft data items included as Contract 

annexes. 

2.6 Ozone Depleting Substances, Synthetic Greenhouse Gases, Dangerous Goods and 

Hazardous Substances 

Sponsor: Commercial Policy and Practice Branch and Defence Safety Management Agency 



Status: Core 

Purpose: To detail the Ozone Depleting Substances, Synthetic Greenhouse Gases, 

Dangerous Goods and Hazardous Substances that may be included in deliverable 

items. 

Policy: DI(G) LOG 4-3-022, Ozone Depleting Substances and Synthetic Greenhouse 

Gases Manual 

DEFLOGMAN, Part 2, Volume 3 – Ozone Depleting Substances and Synthetic 

Greenhouse Gases Manual 

DPPM, Section 3, Chapter 3.16 

DPPI 3/2008, Occupational Health and Safety and Hazardous Substances In 

Defence Procurement 

Defence Safety Manual, Volume 1, Part 5, Chapter 1 

Defence Occupational Health, Safety and Compensation website at 

http://www.defence.gov.au/dpe/ohsc/ 

Ozone Protection and Synthetic Greenhouse Gas Management Act 1989 

Occupational Health and Safety (Safety Standards) Regulations 1994 

National Occupational Health and Safety Commission website at 

http://www.nohsc.gov.au 

Guidance: The Commonwealth has a legislative obligation as an employer to take all 

reasonably practicable steps to protect the health and safety of its employees, 

Contractors and their staff, and other persons at or near Defence workplaces. 

Commonwealth policy also requires Defence to protect the environment wherever 

possible. Therefore, Defence policy states that Services (including the delivery of 

hardware items) should be free from Ozone Depleting Substances, Synthetic 

Greenhouse Gases, Dangerous Goods and Hazardous Substances, to the 

maximum extent possible. 

The intent of the clause, as drafted, is that the Contractor will not supply 

Deliverables to the Commonwealth that contains Ozone Depleting Substances, 

Synthetic Greenhouse Gases, Dangerous Goods or Hazardous Substances, 

unless authorised to do so by the Commonwealth. Authorised substances must be 

listed in SOW Annex E, Register of Approved Ozone Depleting Substances, 

Synthetic Greenhouse Gases, Dangerous Goods and Hazardous Substances, and 

all protective measures, as detailed in Material Safety Data Sheet, must be 

followed. 

Ozone Depleting Substances and Synthetic Greenhouse Gases. Substances 

classed as Ozone Depleting Substances are listed in Schedules 1 and 3 of the 

Ozone Protection and Synthetic Greenhouse Gas Management Act 1989 (the Act). 

Ozone Depleting Substances destroy the ozone layer in the atmosphere, which 

protects the Earth from higher levels of solar radiation. Synthetic Greenhouse 

Gases were introduced as replacements for Ozone Depleting Substances but 

where found to be strong greenhouse gases and where subsequently placed under 

a similar management and replacement regime, like the Ozone Depleting 

Substances they replaced. 

Quotas are imposed on individual companies and Government organisations in 

relation to the importation and manufacture of Ozone Depleting Substances. 

Organisations handling Ozone Depleting Substances and Synthetic Greenhouse 

Gases are to be licensed in accordance with the Act. DI(G) LOG 4-3-022 

implements the Act in Defence for the Ozone Depleting Substances already held 

and for new purchases. The policy also places an obligation on contract managers 

to ensure that contractors apply DPPM Section 3 Chapter 3:16, which is achieved 

by SOW clause 2.6, and to ensure that the Contractor’s produce the relevant 

licences for Ozone Depleting Substances and Synthetic Greenhouse Gases before 

work commences. This is applicable to those contractors maintaining the items 



that contain these substances rather than contractors that maintain items that may 

host these substances. For example, this applies to a company that maintains fire 

extinguishers, not the company maintaining the gas-turbine engine that the 

extinguisher is fitted to – these could be the same company, but often they are 

different companies or one may be a Subcontractor of the other. 

The Act and policy also requires Defence to account for stocks of Ozone Depleting 

Substances and Synthetic Greenhouse Gases that it controls. Hence discharge of 

Defence-controlled substances must be reported back to the Defence manager. 

SOW clause 2.6.9 covers those occasions when a contractor discharges or 

suspects discharge of and Ozone Depleting Substance or Synthetic Greenhouse 

Gas (eg, unintended de-gassing of an air-conditioner or setting off an engine fire 

bottle) that Defence accounts for. This is primarily intended for non-licensed 

Contractors maintaining related equipment as licensed contractors will already be 

aware of the reporting requirement. 

Dangerous Goods. Dangerous Goods are defined through regulation 8.04(3) of 

the Occupational Health and Safety (Safety Standards) Regulations 1994. 

Hazardous Substances. The criteria for determining whether a substance is 

hazardous are detailed in National Occupational Health and Safety Commission 

(NOHSC):1008 (2004) ‘Approved Criteria for Classifying Hazardous Substances’. 

Drafters should consult the Sponsor on the development of the list attached at 

SOW Annex E. Note that, although details are required with tender responses, if a 

Contract (Support) is tendered with a Contract (Acquisition) for a Materiel System 

still to be developed, then the Commonwealth may not become aware for the full 

extent of the use of Ozone Depleting Substances, Synthetic Greenhouse Gases, 

Dangerous Goods and Hazardous Substances until well into the period of the 

Contract (Acquisition). 

Drafters should note that Defence policy on Ozone Depleting Substances, 

Synthetic Greenhouse Gases, Dangerous Goods and Hazardous Substances does 

not extend to requiring that Contractors must not use these substances. However, 

Contractors are required to comply with local government regulations, and state 

and federal legislation that govern the use of Ozone Depleting Substances 

Synthetic Greenhouse Gases, Dangerous Goods and Hazardous Substances. In 

addition, the Contractor may be governed in the use of these substances by 

Defence Environmental Management requirements. 

Related Clauses: Paragraph 7 of Annex E to Attachment A of the Conditions of Tender requests 

tenderers to provide details of any Hazardous Substances or Ozone Depleting 

Substances that are proposed for inclusion in the Services. 

'Ozone Depleting Substances', ‘Synthetic Greenhouse Gases’, ‘Dangerous Good’ 

and 'Hazardous Substances' are defined in the Glossary at Attachment M. 

COC clause 11.2 places a general obligation on the Contractor to comply with 

applicable laws, which includes (as applicable) laws relating to the environment, 

hazardous substances and occupational health and safety. 

COC clause 11.4 places an obligation on the Contractor to provide Services that 

do not render the Commonwealth in breach of its Occupational Health and Safety 

obligations. 

COC clause 11.5 places an obligation on the Contractor to perform the Contract in 

such a way that the Commonwealth is not placed in breach of the Environment 

Protection and Biodiversity Conservation Act 1999. 

SOW clause 3.18 sets out the work requirements associated with Occupational 

Health and Safety (OHS). 

SOW clause 3.17 sets out the work requirements associated with environmental 

management. 

SOW Annex E, Ozone Depleting Substances, Synthetic Greenhouse Gases, 

Dangerous Goods and Hazardous Substances. 




2.7 Phase In 

2.7.1 Phase In Plan 



Purpose: To: 

Policy: Nil 

a. define the plans, methodologies, processes and activities that will be 

performed by the Contractor to ensure a coordinated Phase In of the 

required Services, including, where applicable, a smooth transition from the 

Commonwealth or the outgoing contractor; and 

b. where applicable, establish the ground rules for the Phase In of 

management responsibilities from the outgoing support organisations (ie, 

Commonwealth, contractor and subcontractors) to the Contractor. 

Guidance: With the exception of smaller-scale Contracts (Support), where establishing a 

support capability should be a straight-forward task, the incoming Contractor will 

generally not be able to provide a full support capability for the Products to be 

supported at the time of contract award. This occurs because the incoming 

Contractor (Support) must set up its elements of the Support System and adapt 

other elements of the existing Support System to meet its requirements 

(particularly in relation to interactions with the Commonwealth). This could involve 

activities such as: 

a. acquiring additional personnel with the required expertise; 

b. training personnel; 

c. setting up its own Engineering Support capabilities for those Products for 

which it has engineering authority; 

d. acquiring spares, S&TE, etc; 

e. building new facilities and/or adaptation of existing facilities 

f. completing the negotiations and establishment of new subcontracts; 

g. setting up administration and management systems, including computer 

support; and 

h. transferring Technical Data (eg, from the Contractor (Acquisition) or the 

outgoing support agency). 

A Phase In Plan (PHIP) is used to define how the new Contractor (Support) will 

establish the capability and capacity, to provide the required Services, in the period 

leading up to the OD. A PHIP may be used where the incoming Contractor 

(Support) will take over from: 

a. an outgoing Contractor (Support), 

b. a Contractor (Acquisition) that has provided initial support services, 

c. a Contractor (Acquisition) as the Materiel System is delivered (ie, initial 

support services were not provided under the Contract (Acquisition)), or 

d. from a Defence organisation supporting a system already in service. 

A draft PHIP may be requested in the RFT (refer to clause 2 of Annex G to COT 

Attachment A). If the outgoing Contractor (Support) is also the preferred tenderer, 

then a final PHIP would not be required, unless there has been a significant 

change in the scope from one Contract (Support) to the next. 

Tenderers will need to obtain or be provided with information on how the 

Commonwealth or the outgoing contractor will wind down the provision of Services 



under the existing arrangement/contract. This information should be contained in 

the outgoing contractor’s Phase Out Plan (PHOP), a Commonwealth Transition 

Plan for transition from Commonwealth-provided support, or the Contractor 

(Acquisition)’s Contractor Transition Plan (CTXP). The type of information 

contained in a PHOP is defined in DID-SSM-PHOP, while the requirements for a 

CTXP are contained in DID-PM-TRANS-CTXP (ASDEFCON (Strategic Materiel)). 

If one were to be available, the Support Services Master Schedule (SSMS) for the 

current Contract (Support) would also be useful for tenderers when planning 

Phase In activities, as may a Contract Master Schedule (CMS) if the Contract 

(Support) were to follow a Contract (Acquisition). These schedules may contain 

useful information for planning the handover of Services. 

Drafters should seek a draft PHOP from the outgoing contractor to meet the timing 

of the RFT for the new Contract (Support) (refer to guidance for clause 2.8.1). 

Where the Contract (Support) and Contract (Acquisition) are tendered together, it 

would be expected that the draft / outline CTXP and PHIP provided in the tender 

responses (if both were requested) would be consistent with each other, even if 

two different contractors responded in a joint bid (ie, one acquisition and one 

support contractor). 

If a PHOP from the outgoing contractor is not available, the Commonwealth should 

provide tenderers with information on what parts of the existing Support System 

will be made available to the incoming Contractor (Support), and how the outgoing 

contractor proposes to Phase Out their support activities. 

Drafters should also consider the inclusion of lists of GFM, GFF, GFS and, 

possibly, Government Titled Items (GTI) that will be provided to the incoming 

Contractor because the availability of this information will affect the PHIP. Lists of 

GFM, GFF, GFS and GTI are at Annexes A, B, C and D, respectively, to 

Attachment E. If applicable, GTI will be included as Annex D. Obligations with 

respect to GFF are also included in the Contract and the attached facilities licence. 

Contracting advice should be sought before starting the development of these lists. 

Note that, for a new Contractor (Support), which is taking over support 

responsibilities from an outgoing support agency (eg, Commonwealth), Phase In 

can be seen as a type of due diligence process to be performed by the incoming 

Contractor prior to the Operative Date. 

For a Contract (Support) linked to a Contract (Acquisition), there will typically be a 

period where the Contractor (Acquisition) is providing increasing quantities of 

Products requiring support (eg, a new Mission System being delivered each 

month), as illustrated in the following diagram. 

Scope Scope of 

of 

Services 

Services 

Provided 

Provided 

(Capability 

(Capability 

and and Capacity) 

Capacity) 

Support 

Services 

Provided 

Phase-In 

Services 

Provided 

Ramp Ramp Up 

Up 

(increasing 

(increasing 

numbers numbers of 

of 

elements elements elements requiring 

requiring 

support support services) 

services) 

Phase Phase In 

In 

Eff Eff Date Date Date 

Op Op Date 

Date 

Required capability to provide support services has 

been established and, if applicable, warranty period 

for the first Mission System has expired. 

Relationship between ED, OD, Phase In, Ramp Up 

Mature 

Mature 

Period 

Period 

(full (full (full scope 

scope 

of of support 

support 

services 

services 

provided) 

provided) 

Time 

Time 



The period following OD, which requires the Contractor (Support) to increase its 

capacity (and, in all likelihood, capability), is typically known as ‘ramp up’. 

Drafters should refer to the diagram on the following page to gain a better 

appreciation of how Transition, Phase In, Phase Out and ramp up are related. 

Note that the period of ramp up may be lengthy for contracts with a staggered 

production program, but could equally be very short, or even non-existent, for 

smaller contracts, especially those which only include one or two of the SSCCs. 

The following diagram also refers to the example situation where Phase In 

concludes at the OD, but this is not always the case. 



Period prior to Operative Date o f 

Contract (Su pport) 

C ontract (Acquisition) Services provided by outgoing C ontractor 

(Acquisition) working to a Contractor Transition 

Plan 

Outgoing Contract 

(Sup port) # 

Incomin g C ontract 

(Sup port) 

called Transition * period 

OR 

Services provided by outgoing C ontractor 

(Support) work ing to a Phase-out Plan 

Services diminish regarding that particular 

acquisition Product now transitioned * to the 

C ontractor (Support) 

Services rem ain for Products still being 

acquired and for selected acquisition Products 

already transitioned * , working to a Contrator 

T ransition Plan 

Services diminish regarding those Products 

now transitioned * to the incom ing Contractor 

(Support) 

called Phase-out period Services rem ain for selected Products, working 

to a Phase-out Plan 

AN D 

N o Services (other than those defined in the 

Operative Date clause) provided by incom ing 

C ontractor (Support) but a Phase-in Plan 

written and implem ented 

Service provision across all elem ents of the 

C ontract (Support) by inc om ing C ontractor 

(Support) com mences and ramps up as 

Products and/ or Services are transitioned * , 

w ork ing to the SSMP 

Transition, Phase In, Phase Out and Ramp-up 

Services cease regarding all acquisition 

Products transitioned * to the C ontractor 

(Support) 

No Services provided by Contractor 

(Acquisition) 

Services cease regarding all Products 

transitioned * to the incoming Contractor 

(Support) 

No Services provided by outgoing Contractor 

(Support) 

Full services provided by incom ing Contractor 

(Support) working to the SSM P 

called Phase-in period called Ramp-up period called Full Service period 

Operative Date (of incom ing 

Contract (Support)) 

Period subsequent to Operative Date of Contract (Suppo rt) 

Expiration Date (of Contract 

(Acquis ition) or outgoing Contract 

(Support)) 

* in this context, "transition" includes the acts of delivery and Acceptance, Services may have been provided to support V&V 

# use this selection for Services being handed over from the Comm onwealth, in which case a Transition Plan would be used 



Related Clauses: COC clause 1.4, Operative Date 


2.7.2 Phase In Activities 

COC clause 1.10, Phase In. 

Other SOW clauses under clause 2.7. 

SOW clause 2.8, Phase Out (of other Contract (Support) that is expiring). 

CDRL Line Number MGT-600 (PHIP). 

DID-SSM-PHIP, which defines requirements for a Phase In Plan. 



Purpose: To obligate the Contractor (Support) and the Commonwealth to act on the 

Approved PHIP, in the context of the applicable COC clauses. 

Policy: Nil 

Guidance: If clause 2.7.1 for the PHIP is included, then this clause must also be included in 

order to implement the Approved PHIP, under the applicable and specific clause(s) 

of the COC. 

The Phase In period is generally established to conclude with the OD, when all the 

essential elements of the Contract (Support)’s support capability have been met, 

as defined for the OD milestone in COC clause 1.4. Alternatively, the Phase In 

period can extend beyond the OD milestone, as the Contractor (Support) continues 

to build its support capability. If Phase In activities are to be conducted up until the 

OD, then clause 2.7.2 should be amended to refer only to COC clause 1.4, 

Operative Date. If the Phase In activities are to extend beyond the OD, then 

clause 2.7.2 should refer to both COC clauses 1.4 and 1.10. Logically, OD 

conditions terminate at OD; hence if Phase In extends beyond OD, then the 

optional COC clause 1.10 is also required to apply contractual conditions to post- 

OD Phase In (or ‘ramp up’) activities. 

The fundamental characteristic of the OD is that it is the Milestone by which the 

Contractor (Support) must achieve the items listed clause 1.4 of the COC, which 

would normally include the Contractor (Support) having to prove that is has an 

adequate support capability or the Commonwealth may, in accordance with the 

provisions of clause 1.4, provide for a delay to the OD, accept minor shortfalls, or 

terminate the Contract (Support) and claim liquidated damages. The drafter’s 

determination of the OD requirements in clause 1.4 of the COC, therefore, is 

critical. 

Phase In may extend beyond OD in a number of instances, as follows: 

a. The Contract (Support) may need Services to be provided at several similar 

locations; however, the OD is only based on successful support at the first 

location, with the assumption that the Phase In of Services to the 

subsequent sites will be equally successful. In this first instance, the PHIP 

will also be guiding ramp-up activities post-OD. 

b. The Contractor (Support) may establish an initial capability to provide 

operational and/or intermediate levels of Maintenance, but because the first 

depot Maintenance activity, after the delivery from the Contract (Acquisition), 

doesn’t occur for some years, the Phase In activities continue until a depot 

capability is established. 

c. The Contractor (Support) may be supporting elements of the Materiel 

System delivered into service from an EA project, with the OD clause only 

being relevant to the first set of delivered elements, and subsequent stages of 

Phase In would support subsequent deliveries of additional capability 

(alternatively, this could be thought of as a different form of ramp-up). The EA 



case can be quite complex because there may be multiple ODs and Phase In 

stages, although emphasis on the capability of the Contractor (Support) would 

be based on the first OD. 

Related Clauses: COC clause 1.4, Operative Date. 


2.7.3 Phase In Register 

COC clause 1.10, Phase In. 

SOW clause 2.7.1, Phase In Plan. 

SOW clause 2.7.3, Phase In Register 

SOW clause 2.7.4, Phase In Progress Reports. 

SOW clause 2.8, Phase Out. 



Purpose: To define the implementation of and procedures for using the Phase In Register to 

capture the dynamic elements of the Phase In process, and to obligate the 

Contractor (Support) to implement and use this register. 

Policy: Nil 

Guidance: The Phase In Register is intended to provide dynamic insight to the 

Commonwealth during this challenging phase. As such, while the clause is 

optional, it would be expected to be included in the majority of support contracts 

(except, perhaps, the smaller contracts). 

The requirements for the Phase In Register are provided in the Approved Phase In 

Plan. 

No tailoring of this clause is required. 

Related Clauses: COC clause 1.01, Phase In. 


SOW clause 2.7.1, Phase In Plan. 

SOW clause 2.7.2, Phase In Activities. 

DID-SSM-PHIP, which specifies minimum requirements for a Phase In Register to 

be defined in accordance with the PHIP. 

2.7.4 Phase In Progress Reports 



Purpose: To obligate the Contractor to submit Phase In Progress Reports to the 

Commonwealth. 

Policy: Nil 

Guidance: The submission of Phase In Progress Reports (PIPRs) allows the Commonwealth 

insight into the performance of the requirements in the Approved PHIP. This 

assures the Commonwealth that, should the Phase In activities not progress in 

accordance with the schedule, the Contractor is obligated to inform the 

Commonwealth of how the Contractor will recover the schedule slippage and will 

proceed with the remaining Phase In activities on time. 

The requirements for Phase In Progress Reports are provided in the Approved 

Phase In Plan. 

Related Clauses: SOW clause 2.7.1, Phase In Plan. 




2.8 Phase Out 

2.8.1 Phase Out Plan 

SOW clause 2.7.2, Phase In Activities. 

CDRL Line Number MGT-610 (PIPRs). 

DID-SSM-PHIP, which specifies minimum requirements for Phase In Progress 

Reports to be defined in accordance with the PHIP. 



Purpose: To define the plans, methodologies, processes and activities that will be performed 

by the Contractor to ensure a coordinated Phase Out of the provided Services, and 

a smooth transition to an incoming contractor or withdrawal from service of the 

Materiel System. 

Policy: Nil 

Guidance: The Phase Out Plan (PHOP) is the principal document used to define the 

Contractor’s methodologies, processes and activities for meeting the Phase Out 

requirements of the Contract. It is used by the Commonwealth to develop its 

transition program to ensure a coordinated and smooth transition from the current 

Contractor (Support) to the new (incoming) contractor or for the withdrawal from 

Service of the Materiel System. The PHOP may also be used by tenderers for the 

new support contract to provide guidance on how the Contractor (Support) will 

Phase Out of the existing Contract (Support) and to assist them to develop their 

proposed PHIPs. 

Phase Out activities can occur over a relatively long period. For example, prior to 

the withdrawal from service of a system, Maintenance Services can scale down 

years in advance while operations continue to use serviceable stock (ie, there may 

be no point in paying for Maintenance only to have a warehouse of serviceable RIs 

and nothing to use them on). By contrast, hand-over from one contract to another 

would want to have all RIs serviceable, and as short a period of disruption as 

possible, By default the PHOP is required before the ‘Off Ramp Date’ as specified 

in the Contract (eg, two years before Contract end). This allows for the preparation 

and receipt of the PHOP to ensure that Phase Out information can be provided, as 

part of the RFT, to tenderers for a follow-on support contract. Timing for the 

delivery of the draft and final PHOPs should be considered when planning and 

tailoring the Contract, and the CDRL amended accordingly. 

Drafters should include clause 2.8 in the draft SOW, with appropriate timing for 

delivery of draft and final PHOP entered in the CDRL. 

Related Clauses: COC clause 13, Off Ramp Provisions. 


COC clause 13.2, Phase Out Plan. 

COC clause 13.5, Phase Out. 

2.8.2 Phase Out Activities 

SOW clause 2.7, Phase In (of new / incoming Contract (Support)). 

SOW clause 2.8.2, Phase Out Activities. 

CDRL Line Number MGT-1300 (PHOP). 

DID-SSM-PHOP, which specifies requirements for a Phase Out Plan. 





Purpose: To obligate the Contractor (Support) to act on the Approved PHOP, in the context 

of the applicable COC clauses. 

Policy: Nil 

Guidance: If clause 2.8.1 for the PHOP is included, then this clause must also be included in 

order to implement the Approved PHOP under the specific conditions of COC 

clause 13.2. 

Drafters may include additional sub-clauses within this clause to specify any 

unique Phase Out requirements for the Products to be supported. 

Related Clauses: COC clause 13.2, Phase Out Plan. 


2.8.3 Phase Out Register 


SOW clause 2.8.1, Phase Out Plan. 



Purpose: To define the implementation of and procedures for using the Phase Out Register 

to capture the dynamic elements of the Phase Out process, and to obligate the 

Contractor (Support) to implement and use this register. 

Policy: Nil 

Guidance: There are no specific requirements for reporting during the Phase Out period, 

except as covered by reports elsewhere in the Contract (eg, Contract Status 

Reports). The Phase Out Register is intended to provide dynamic insight to the 

Commonwealth during this challenging phase, and the information included in the 

register would depend on the nature of the Services and the activities within the 

Approved PHOP. For example, the register would record the ending of individual 

support functions (no longer available to the Commonwealth) and the return of 

GFE or the departure from GFF as related support processes were wound down. 

As such, while the clause is optional, it would be expected to be included in the 

majority of support contracts (except, perhaps, the smaller contracts). 

The requirements for the Phase Out Register are provided in the Phase Out Plan. 

No tailoring of this clause is required. 

Related Clauses: COC clause 13.2, Phase Out Plan. 



SOW clause 2.8.1, Phase Out Plan. 



3. SUPPORT SERVICES MANAGEMENT 


Status: Core 

Purpose: To define the management requirements for the Contract (Support). 

Policy: Nil 

Guidance: The Support Services Management clause is required in every Contract (Support). 

Drafters should tailor the other SOW clauses to establish the particular Service 

requirements in clauses 4 to 8 and the DSDs, and then assess the appropriate 

level of management required through clause 3. 

Related Clauses: All other clauses within the SOW, DSDs and SOW Annexes. 


The following diagram shows the data items defined under SOW clause 3 and the 

associated DIDs. Note that the AIC Plan and the IP Plan form part of the planning 

suite, but must remain separate from the SSMP because these two plans become 

attached to the Contract at Attachments F and G, respectively. 

Support Services Management SOW Structure 



3.1 Support Services Program Objectives 


Status: Core 

Purpose: To set out the overall objectives of the Contract (Support) to establish a reference 

point underpinning the activities conducted under the Contract (Support). 

Policy: Nil 

Guidance: The Support Services Program Objectives listed in the draft SOW are generic and 

are expected to apply to a wide range of contracts. Drafters should add objectives 

that are applicable to the specific Contract (Support). The aim is to give readers, 

especially the tenderers and Contractor (Support), a clear statement of what 

outcomes the Contract (Support) is trying to achieve. 

Drafters should be aware of the global objectives for the Contract (Support) that 

are specified in clause 1.2.2 of the COC. Drafters should ensure that the 

objectives identified under this clause 3.1 are consistent with the global objectives 

identified in the COC. Where the Contract also includes KPIs, which should be 

linked to Defence-required Outcomes, this clause should also be consistent with 

those Outcomes. 

Drafters need to consult with relevant stakeholders to ensure that all relevant 

objectives are reflected in the statement of objectives so that ‘fitness for purpose’ is 

clear without being overly detailed. 

Related Clauses: COC clause 1.2.2 sets out the objectives of the parties in entering into the Contract 

(Support). 


3.2 Support Services Planning 


Status: Core 

Purpose: To obtain the over-arching planning documents from the Contractor that describes 

how the Contractor intends to manage the provision of Services and other work 

required under the Contract. 

Policy: Nil 

Guidance: This clause defines the over-arching plans and other documents that are required 

to demonstrate that the Contractor has the management processes and 

capabilities necessary to manage the Contract successfully. 

Support contracts cover a wide range of work and contract values, which 

complicates the specification of an optimal set of plans for the management of the 

required Services because the same set of plans will not suit all contracts. The 

Services that may be provided under a support contract could cover: 

a. a range of environments (maritime, land, aerospace and electronic); 

b. the different levels of support (eg, for Navy, Operational, Intermediate and 

Depot), or combinations of these; 

c. different types of Services, including management, Operating Support, 

Engineering, Maintenance, Supply and Training; 

d. a wide range of technical complexities, from software support, support of 

combat systems, and complete platforms, such as aircraft, to warehousing 

Services, and relatively simple routine Maintenance; and 

e. a range of regulatory requirements. 

In addition to these, support contracts can vary widely in size, the use of 

subcontractors, and in the locations where work is performed. All of these have an 

impact on the arrangements for planning and management of the work. 



For each Contract, the Commonwealth will be willing to accept a particular level of 

risk, and will have specific corporate governance requirements. These are 

reflected in the requirement for a particular level of visibility into the Contractor’s 

management processes through reporting and reviews. 

The level of visibility required is achieved by having the Contractor describe in 

various plans specified in the RFT and subsequent Contract, how it proposes to 

manage the various aspects of the work. Drafts of key plans are provided to the 

Commonwealth with the tender responses. Plans are then further developed by 

the Contractor during the early stages of the Contract and submitted for Approval. 

Following Approval, the Contractor is then required to work in accordance with the 

Approved Plans. This is the approach used in all of the ASDEFCON materiel 

acquisition and support templates, including ASDEFCON (Support). 

Consistent with the ASDEFCON objectives (refer ASDEFCON Handbook 

Philosophy Volume), drafters should not ask for plans that will not be used during 

the Contract period (ie, ‘shelfware’) and should only ask for plans that are 

necessary to achieve the required level of visibility of the Contractor’s processes. 

This will depend on factors such as the complexity and critical nature of the work, 

the level of acceptable risk, and on corporate governance requirements. 

At the tendering stage, tenderers might be asked to provide only a limited number 

of draft plans. These should be detailed enough to enable the tendered plans to 

be evaluated and competing tenders compared. Following source selection, these 

plans may need to be further developed by the preferred tenderer (eg, under an 

ODA phase or during contract negotiations), with the SSMP and the other plans 

deemed as most important being finalised for Approval at the ED. 

If, however, the RFT is a combined RFT for both acquisition and support, the 

number of support plans obtained as part of the tender response will be 

significantly reduced and the finalisation of the plans will not occur until OD (refer 

to Annex B for information on the implications associated with a combined RFT). 

A full set of plans (excluding the Efficiencies Implementation Plan (EIP), AIC and 

IP) required for a ‘complex’ Contract could be as shown in the following diagram, 

which illustrates a hierarchy of plans: 

Roll-up of Support Services Planning Documents 

High-level plans may refer to sub-plans, which, in effect, form parts of those higherlevel 

plans. Lower-level plans may be ‘rolled-up’ or incorporated into higher-level 

plans where a stand-alone plan is not warranted. This might occur because, for 





example, the work required in the area covered by the lower-level plan is limited in 

scope or is a relatively small amount and therefore does not require a stand-alone 

plan to describe the relevant management arrangements. 

The approach in ASDEFCON (Support) is to allow drafters to roll-up plans into the 

next higher-level plan wherever this will enable the number of plans to be reduced 

while preserving adequate visibility of the Contractor’s processes. As a minimum, 

tenderers would be required to propose a SSMP. This is the top-level 

management plan for the contract and all other plans are subordinate to it. 

In some cases, plans must remain as stand-alone documents. For example, some 

of the key plans that govern particular Services (eg, Engineering and Maintenance) 

may be required by the TRAs to be stand-alone plans. Therefore, such plans 

should be rolled-up. Drafters will need to determine and specify which plans must 

remain stand-alone, including those that are mandatory. 

The Phase In Plan and the Phase Out Plan, for example, should always be 

retained as stand-alone plans because they only apply for a relatively short period 

of the Contract (Support). The Quality Plan may preferably be provided standalone 

to simplify accreditation. The AIC Plan and IP Plan, also submitted with the 

tender responses and finalised by ED, are stand-alone from the SSMP and 

attached to the COC. 

Drafters have some flexibility, within the context of the use of Asset Library, to 

decide what is to be covered in the plans. To ensure that tenderers address issues 

important to Defence, drafters should specify in the RFT those issues that the 

tenderer and, subsequently, the Contractor must address. This should be done in 

the draft SOW and in relevant DIDs called up by the CDRL. Drafters may need to 

tailor the draft SOW clauses and the clauses in the DIDs to cover the particular 

Contract requirements. 

Drafters need to: 

a. determine what plans are required, and what plans must be stand-alone 

documents; 

b. determine what draft plans are required at the tender stage, and the extent 

and timeframe for their further development following selection of the 

preferred tenderer; 

c. consider how the proposed plans submitted as part of the tenders will be 

evaluated; and 

d. tailor relevant DIDs and SOW clauses to reflect these requirements. 

3.2.1 Support Services Management Plan 


Status: Core 

Purpose: To define the Commonwealth requirements for management of the Services by the 

Contractor and to produce a plan for efficient management of the required Services 

at an acceptable level of risk. 

Policy: Nil 

Guidance: The Support Services Management Plan (SSMP) is the top-level plan that 

describes the individual plans and processes and how they fit together to form a 

totally integrated management system for all aspects of the Services. Tenderers 

must prepare and deliver a draft SSMP as part of their tenders. The draft SSMP 

would then be negotiated with the preferred tenderer. Plans may be developed to 

the stage that they would be Approved immediately following Contract award (and 

these plans are identified in the CDRL as requiring Approval of the final version at 

ED). 



Drafters may wish to include a requirement for the Contractor to flow down the 

requirements of the Approved SSMP to Approved Subcontractors. This would 

depend on factors such as the likely size or proportion of work that will be 

performed by Approved Subcontractors, how critical this work would be to the 

provision of Services, and the complexity of the work. 

DID-SSM-SSMP is structured to allow some of the subordinate plans to be rolledup 

into the SSMP without modification to the DID. Conditional clauses identify that 

if the SOW states a particular planning function is to be addressed through the 

SSMP, instead of specifying a stand-alone plan, then the SSMP shall address that 

function. The SSMP description of the requirements for rolled-up subordinate plans 

will often be reduced from the DIDs describing each of these plans, as there is little 

point to rolling up full-sized plans to create one large unmanageable plan. 

Accordingly, the SSMP may need to be amended if more specific information is 

needed for a rolled-up plan within the SSMP. 

Related Clauses: All clauses referring to the SSMP, including those clauses relating to other 

management plans that can be potentially rolled-up into the SSMP. 


SOW clause 0, Subcontractor Management. 

CDRL Line Number MGT-100 (for SSMP). 

CDRL Line Numbers for plans rolled-up into the SSMP, which must be deleted. 

TDR G-1 of the COT, Support Services Management. 

3.2.2 Support Services Master Schedule 



Purpose: To: 

Policy: Nil 

a. describe the Contractor’s planned sequence of activities, milestones and 

decision points to enable the objectives of the Contract to be met; and 

b. define the status of scheduled Service events, comparing the current 

delivery plan for these events with the contracted schedule. 

Guidance: A Support Services Master Schedule (SSMS) is likely to be required for most 

medium and larger sized contracts, even if the SSMS will be a fairly simple 

schedule. The SSMS can provide assistance with resource allocation and 

availability, scheduling of activities, and financial planning. The SSMS may be 

referred to in various DIDs for management plans (eg, if a Contractor Engineering 

Management Plan (CEMP) requires a schedule, it must be consistent with the 

SSMS). 

The SSMS should be a stand-alone document because it is likely to change 

regularly with schedule updates over time. 

The Contract may require sub-schedules for separate parts of the work. These 

may be stand-alone schedules (which must be consistent with the SSMS). The 

SSMS should show Milestones and major activities that are scheduled in more 

detail in sub-schedules. Requirements for sub-schedules dealing with specific 

Services should be specified as part of the SOW clauses dealing with that 

requirement. In general, this would be included in a DSD. 

The SSMS is a dynamic document, which must be updated by the Contractor at 

regular intervals to show the current status of scheduled events. The frequency of 

updates will depend on factors such as whether the work is performed on a regular 

basis or relatively intermittent and whether or not the provision of the Services is 

time-critical. 



The SSMS and other sub-schedules may be developed easily and effectively using 

proprietary software tools such as Open Plan Professional or Microsoft Project. 

Defence does not have a preference for a particular software package. If drafters 

express preference for a particular software package, drafters should take care 

that this does not unfairly discriminate against some tenderers. 

If the preferred tenderer proposes a scheduling software package in its tender 

response that is not used by the Commonwealth, the DMO support agency should 

assess this alternative and discuss the issue with the preferred tenderer during 

Contract negotiations. Depending upon the outcomes of those discussions, clause 

3.2.2.4 may need to be amended to accord with the agreed outcomes. The 

tendered price may also need to be amended accordingly. 

Related Clauses: Individual management plan DIDs may refer to an SSMS. 


CDRL Line Number MGT-110 (for the SSMS). 

DID-SSM-CWBS, which specifies requirements for a CWBS which is often used as 

a basis for scheduling. 

DID-SSM-SSMS, which specifies the requirements for the SSMS. 

TDR E-3 of the COT, Draft Support Services Master Schedule. 

3.2.3 Contract Work Breakdown Structure 



Purpose: To obtain a structured breakdown of the activities that the Contractor proposes to 

perform, including work defined by the SOW, to meet the requirements of the 

Contract. 

Policy: Nil for use of a CWBS for support. 

Guidance: The Contract Work Breakdown Structure (CWBS) provides the mechanism for 

decomposing the scope of work that the Contractor is required to perform under 

the Contract. The CWBS assists with understanding the methodology being 

employed by the Contractor to meet the requirements of the Contract because it 

shows the planned decomposition of the work, resource allocations, responsible 

entities, etc. Where a CWBS is used, the Price and Payment Schedule should be 

derived from this 

Drafters should be familiar with DEF (AUST) 5664A, Work Breakdown Structures 

for Defence Materiel Projects. DEF (AUST) 5664A provides useful guidance for 

the development and use of WBSs for Defence Materiel projects; however, the 

standard is not well suited for defining the requirements of a CWBS for support. 

There is no equivalent to DEF (AUST) 5664A for use in a support context or a 

standard CWBS DID for use under a support contract. Instead, the DID for the 

CWBS links to the breakdown of the Recurring Services identified in the Price and 

Payment Schedules in Attachment B to the Contract. 

The standard approach used in the ASDEFCON suite is based on Defence 

producing a draft Contract Summary Work Breakdown Structure (CSWBS) that 

forms part of the RFT. TDR E-2 of the COT provides a default CSWBS, which is 

based around the structure of the draft SOW; however, it does not provide the 

associated dictionary definitions for the individual WBS elements. In developing 

their own CSWBS, drafters must ensure that the draft CSWBS and the draft SOW 

are consistent, and must also provide the applicable dictionary definitions for each 

of the WBS elements. 

Drafters may choose to not include a separate CWBS in the draft SOW and to 

simply include their CSWBS directly into the Price and Payments Schedules in 

Annex D to the COT to provide the framework for each tenderer to provide its price 

breakdown. This has the advantage of eliminating the need for a separate 



document; however, it removes one of the key insight documents that can be used 

by the Commonwealth over the life of the Contract to assist with assessing price 

changes (eg, in response to changes of scope). As such, it is recommended that a 

CWBS be included in all but the smallest support contracts. 

Related Clauses: CDRL Line Number MGT-120. 


DID-SSM-CWBS, which specifies requirements for a CWBS. 

TDR E-2 of the COT, Draft Contract Work Breakdown Structure and Contract Work 

Breakdown Structure Dictionary. 

3.2.4 Continuous Improvement and Efficiencies 



Purpose: To impose a contractual obligation on the Contractor to provide a plan for seeking 

continuous improvement through the implementation of agreed Efficiencies, in the 

interests of reducing Life cycle Cost while ensuring Defence’s capability outcomes 

are achieved. 

Policy: Nil 

Guidance: The ‘Continuous Improvement and Efficiencies’ program is an important part of 

Defence’s long-term strategy to reduce the Total Cost of Ownership (TCO) of 

Materiel Systems (TCO focuses on the Life Cycle Costs for the remaining life of the 

system). Inclusion of clause 3.2.4 is the default method for drafting the Contract 

(Support) to address productivity within a PPBC. 

Efficiencies may be found by improving Contractor and / or Commonwealth 

processes, which may involve the transfer of responsibilities from one to the other, 

enhancement of the Products being supported, scheduling improvements or other 

change. Savings are made by reducing Commonwealth costs or the Contract price 

(some savings may increase the Contract price in exchange for a greater reduction 

in Commonwealth costs). Where an identified Efficiency reduces the Contractor’s 

costs, the savings are shared with Defence through a price reduction which is 

implemented in subsequent Contract terms. Efficiencies may be tied to the granting 

of Award Terms for contracts in a competitive environment, or Renewal Terms in 

an environment of limited competition. 

A Periodic Cost Review (involving cost investigation) is required for Renewal 

Terms to demonstrate that Efficiencies have been shared; these are optional for 

Award Term contracts. 

The Continuous Improvement and Efficiencies clause includes three sub-clauses 

for an Efficiencies Implementation Plan (EIP), execution of the Approved EIP, and 

reporting of Efficiencies implementation via the CSR. In general, there should be 

no need to tailor these clauses or the DID-SSM-EIP. 

Related Clauses: COC clause 1.8, Expiry and Commonwealth’s Option to Extend, if a criterion for 

contract extension is the implementation of Efficiencies (default). 


COC clause 3.20, Continuous Improvement and Efficiencies. 

SOW clause 3.10 for Life Cycle Cost (LCC) baseline calculations. 

SOW clause 11 for Quality Management (quality processes). 

DSD-ENG-SERV for the evaluation of proposed Materiel System changes on LCC. 

DID-SSM-CSR, which includes a Continuous Improvement and Efficiencies report. 

DID-SSM-EIP, which specifies the requirements for an EIP. 



3.2.5 Surge 



Purpose: To impose an obligation on the Contractor to plan for managing a Surge in the 

requirements of / demand on the Contract and to manage the Surge requirements 

in accordance with that plan. 

Policy: Nil 

Guidance: Surge is defined as a short to medium-term change to the ROE, and is categorised 

into two types: Exigency and Contingency. Exigency is the urgent demands of a 

particular occasion. An Exigency, under ASDEFCON (Support), is considered to 

have a definable increase in ROE for a forecast duration, such as a significantly 

increased ROE for a military exercise. A Contingency is a chance event that is 

conditional on something uncertain. A Contingency, under ASDEFCON (Support), 

is considered to have a significant but undefinable increase in ROE for an unknown 

duration, such as a conflict, peacekeeping operation, or civil emergency. 

Drafters should refer to Attachment M for the definitions of Surge, Exigency and 

Contingency, which need to be tailored to suit the requirements of the particular 

contract. Drafters should be aware that, in adjusting these definitions, Defence is 

providing the baseline against which the Contractor determines the type, size and 

cost of the Surge capacity required. 

The definition for Exigency should be consistent with the ROE description. For 

example, if the ROE includes a defined minor exercise every year, then the defined 

exercise should not be repeated in the definition of Exigency (the required capacity 

is already paid for within the baseline ROE). Exigency requirements might also be 

expressed as increased availability of the Mission System (eg, for a Patrol Boat 

fleet, the Exigency requirement may be an additional 50 ‘at sea’ days/month). 

If possible and useful, natural limits within the system should also be used to 

identify limits to Contingency. For example, there is no need to pay a Contractor to 

have spare systems available if Defence would run out of trained operators before 

that spare capacity could be used. 

Drafters should consider Surge as both an increase in normal workload (both 

routine and ad hoc) to support an increase in operations and a broadening of 

skills/work performed to cover unforeseen (ad hoc) work, such as battle damage or 

accidental damage repairs. Possible solutions to meet Surge requirements might 

be for the Contractor to: 

a. have reserve capacity standing and available (not particularly efficient); 

b. be able to switch capacity from other activities such as civil work or other 

Defence work; 

c. call on Subcontractors; 

d. implement alternative DSDs or procedures (eg, changed procedures for 

Contingency Maintenance); 

e. expand facilities or relocate; and/or 

f. expand operations by changing to shift work or, in the longer-term through 

additional recruitment. 

Where the Surge requirements are significant enough or critical to the operational 

need, the Contractor should be required to provide a Surge Management Plan 

(SMP) to describe how the Surge requirements will be met. 

In tendering for the Contract Services, Exigency requirements will often need to be 

included in the tendered pricing to ensure that military exercises and other 

predictable increases in ROE can be met. Being foreseeable, Exigencies may be 

provided as a Task-Priced Service, if requested and included into the Task-Priced 

Services table of Attachment B. Alternatively, they may be conducted as an S&Q 



Service if their occurrence is too infrequent to determine a firm price. Note that, 

against the current definition of Exigency, the Contractor will be required to 

maintain ‘spare capacity’, which would be included in the Contract price. 

Contingency requirements, being related to an unknown ROE, are less easy to 

evaluate, and the SMP will provide more or less of an assessment of the 

Contractor’s capability to increase its work capacity. Being of unknown scope, the 

Contingency element of Surge must be undertaken as an S&Q Service. 

Drafters should ensure that both foreseeable Surge events (ie, Exigency) and 

unforeseeable Surge events (ie, Contingency) are covered, where appropriate, in 

specifying the Surge requirements. The parameters of Contractor-provided 

support during a Contingency are reasonably unknowable in advance (but 

essential when a Contingency occurs); hence, broad provisions need to be 

included in this area to provide a basis for tenderers and, subsequently, the 

Contractor to develop their responses. 

For Contracts that are not directly affected by a Surge, this clause may not be 

required and the drafter can replace the sub-clauses with a single clause of ‘Not 

used’. 

If Surge, or at least the preparation for it, is a requirement of the Contract then 

planning is a core requirement. The drafter is to decide on the type of Surge 

Management Plan, either stand-alone or embedded in the SSMP, and select from 

the core options in the draft SOW clauses accordingly. 

Related Clauses: Attachment M, Glossary, contains definitions of Surge, Exigency and Contingency. 


SOW clause 2.2, Rate of Effort. 

DID-SSM-SMP, which defines the requirements for an SMP. 

DID-SSM-SSMP, for the SSMP which allows for the inclusion of Surge planning if a 

stand-alone SMP is not required 

CDRL Line Number MGT-1600. 

TDR G-3 of the COT, Surge. 

3.3 Quoting for Survey and Quote Services 


Status: Core 

Purpose: To: 

Policy: Nil 

a. coordinate the management of the S&Q Services required for multiple SOW 

and DSD clauses; 

b. require the Contractor to deliver a justified account of the proposed work, 

costs and the impact of undertaking S&Q Services, for evaluation by the 

Commonwealth Representative; and 

c. isolate the management costs of preparing quotes, prior to approval, from 

the actual performance of the S&Q Services. 

Guidance: SOW clause 2.1.3 states that, “Unless otherwise expressly stated in this SOW 

(including Detailed Service Descriptions), all Services are Recurring Services and 

are included within the firm-priced portion of the Contract Price. Services to be 

provided as either S&Q Services or Task-Priced Services are indicated as such 

within each clause.” 

This clause 3.3 is required for those work activities under the SOW that will require 

the use of S&Q Services, in accordance with COC clauses 3.14 and 3.16, and the 

rates defined in Annex E of the Price and Payment Schedule at Attachment B. All 



ASDEFCON (Support) contracts will require these provisions; if a contract is simple 

enough so that all of the required work can be fully defined prior to contract 

signature, then ASDEFCON (Support Short) may be a more suitable template. 

Even if a contract is well defined, this clause and other S&Q provisions are 

included for risk mitigation, just in case an unexpected need for S&Q Services 

arises later in the Contract. 

Clause 3.3 operates in conjunction with the COC clauses and DID-SSM-S&Q to 

define specific requirements associated with the provision of requests and 

quotations for S&Q Services. 

ASDEFCON guiding principles 7 recognise that a firm-priced contract requires a firm 

(or bounded) scope to enable the Contractor to calculate expected work effort with 

minimal risk (which would be passed back to the Commonwealth as increased 

cost). However, the ASDEFCON (Support) templates recognise that in many 

cases it is not possible to scope all activities that will be required in advance of 

signing the contract, thus provisions for S&Q Services, within the defined terms of 

the Contract, will almost always be required. 

Related Clauses: SOW clause 2.1.3 (Services are recurring unless stated otherwise). 


COC clause 3.14, Ad Hoc Services. 

COC clause 3.15, Task Priced Services. 

COC clause 3.16, Survey and Quote Services. 

COC clause 3.17, Pre-Authorised Ad Hoc Services. 

Annex E to Attachment B, Price and Payments Schedule. 

TDR D-1 of the COT, Price and Delivery Schedule, Tables D1-4 and D1-5. 

DID-SSM-S&Q, which specifies requirements for S&Q requests and quotations. 

3.3.1 Survey and Quote Process 


Status: Core (if clause 3.3 is included) 

Purpose: To: 

Policy: Nil 

a. identify the Commonwealth Representative as the authority for seeking and 

approving S&Q Services, and 

b. set out the process for the Contractor to follow when seeking to initiate S&Q 

Services. 

Guidance: Drafters must include the first subclause if clause 3.3 is selected. The second 

subclause is required if either Task Priced Services or Pre-Authorised Ad Hoc 

Services will be permitted. In the unlikely event that a contract will not include 

Task Priced Services or Pre-Authorised Ad Hoc Service, the second clause may 

be deleted. 

The first subclause identifies the Commonwealth Representative as the only 

Commonwealth person authorised to Approve S&Q Services. This is essential as 

Approval will partially extend the work and cost of the Contract. 

The need for S&Q Services can occur when the Contractor is conducting 

scheduled Maintenance inspections and discovers the need for repairs. The 

purpose of inspections is usually to find what additional repairs are required, but 

the repair itself remains beyond the scope of the inspection. With complex 

7 Refer ASDEFCON Handbook Philosophy Volume. 



systems, it is common for many minor repairs to be required. These repairs can be 

included as part of Recurring Services (with commensurate risk premiums) or can 

be handled as either Task Priced Services or Pre-Authorised Ad Hoc Services. 

In many instances, Task Priced Services will not have been foreseen in advance; 

hence, drafters should consider the inclusion of Pre-Authorised Ad Hoc Services, 

COC clause 3.17, such that the Contractor can apply these provisions to avoid 

unnecessary delays in obtaining the Commonwealth Representative’s Approval for 

many minor tasks. 

In this light, the second subclause identifies the conditions that the Contractor must 

follow before seeking the Commonwealth Representative to Approve additional 

S&Q Services. 

Related Clauses: Attachment B, Price and Payments Schedule. 


COC clause 3.14, Ad Hoc Services. 

COC clause 3.15, Task Priced Services. 

COC clause 3.16, Survey and Quote Services. 

COC clause 3.17, Pre-Authorised Ad Hoc Services. 

Other sub-clauses within SOW clause 3.3. 

DID-SSM-S&Q, which specifies requirements for S&Q requests and quotations. 

3.3.2 Survey and Quote Work Plans 



Purpose: To: 

a. set out the requirements for scoping Survey and Quote (S&Q) Services; 

b. set out the Commonwealth’s minimum requirements for a work plan for 

undertaking S&Q Services; and 

c. provide a mechanism to ensure that sufficient appraisal of surveyed work 

requirements can be undertaken to determine if value for money will be 

achieved if the quote is Approved. 

Policy: DPPM (in relation to value for money) 

Guidance: Drafters must include this clause if clause 3.3 is selected. 

Drafters should not amend this clause, as it lays out the Commonwealth’s minimum 

requirements for a work plan associated with an S&Q Service. 

Related Clauses: COC clause 3.15, Survey and Quote Services. 



DSD-ENG-SERV, which includes additional requirements for work plans supporting 

Major Changes. 

DID-SSM-S&Q, which specifies requirements for S&Q quotations that include work 

plans. 

3.3.3 Adverse Impact of Survey and Quote Work 



Purpose: To set out the mechanism by which any adverse impacts of S&Q Services can be 

identified, so that the Commonwealth Representative can take appropriate action. 



Policy: Nil 

Guidance: Drafters must include this clause if clause 3.3 is selected. 

The Contractor is required to advise the Commonwealth Representative of any 

expected or potential adverse impact of undertaking the S&Q Services. For 

Scenario #4 type contracts (refer Annex A to this SOW Tailoring Guide), this may 

be as simple as a delay in the usual turnaround of RIs (and the ASDEFCON 

(Support Short) template may be more appropriate at this level). For Scenario #1 

type contracts, this may include a reduction in capability and a reduction in the 

achievement of performance measures (with some relief or adjustment to required 

performance necessary, and carefully planned). 

Related Clauses: COC clause 3.16, Survey and Quote Services. 



3.4 Support Services Communication Strategy 


Status: Core 

Purpose: To define formal communications between the Commonwealth and the Contractor, 

and to provide the Commonwealth with adequate visibility of the Contractor’s 

management processes and procedures, and performance in the provision of 

Services against the requirements of the Contract. 

Policy: Refer to subclauses. 

Guidance: Although different contracts will select from and use common reports and reviews, 

the communications strategy can be very different from one contract to the next. 

The communication strategy clauses were developed to give drafters maximum 

flexibility for determining how often and how much information is needed from a 

Contractor through reports and reviews. This clause is not independent of other 

clauses, as the communication strategy also considers the reviews and reports 

required for clauses 4 to 8. The following diagram illustrates the key concepts and 

tailoring options for reports and reviews. 

ASDEFCON (Support) uses a single Combined Services Summary Report (CSSR) 

for general reporting in regard to the provision of Services – components of the 



CSSR cover each of the key Service areas (ie, the SSCCs) and these can be 

requested and delivered separately (via the CDRL). 

The Contract Status Report (CSR) provides the avenue for more commercial 

reporting. The Support Services Verification Matrix (SSVM) and Performance 

Measurement Report (a portion of the CSR), provide reporting for performance 

against Performance Measures and the resulting commercial considerations (eg, 

payments made against KPI performance), respectively. 

In general, a report may be delivered without the need for a formal review meeting 

to discuss its contents. However, a report would generally precede and provide 

necessary information for discussion at a formal review when one is held. For 

example, the Maintenance Support component of the CSSR could be delivered 

monthly, but a Maintenance Support Performance Review (MSPR) meeting may 

only need to be held every three months. 

When two or more reviews are to be held at approximately the same time they 

should be combined for efficiency, if it is practical to do so. The Combined 

Services Performance Review (CSPR) encourages this and some or all of the key 

Service areas may only ever be discussed as part of a CSPR. For example, a 6monthly 

CSPR could include every second 3-monthly MSPR and the review of 

three other SSCCs, while the last SSCC may only need to be addressed annually, 

at every second CSPR. 

Reports and reviews are generally divided along commercial and Service-oriented 

lines. The separation of commercial discussions (eg, relating to financial payments 

and compliance with the COC) from discussions regarding the technical aspects to 

the provision of Services, is generally considered to be good practice. For ease of 

management and for attendees going to both meetings, it may be possible to 

schedule Service-related discussions (eg, a CSPR) in the morning and commercial 

discussions (eg, a Contract Performance Review (CPR) and/or a Performance 

Assessment Review (PAR)) in the afternoon. 

Clauses requiring the delivery of individual components of the CSSR are included 

in the SOW for each of the key Service areas (ie, clauses 4.2, 5.2, 6.2, 7.2 and 

8.2). These are Core if the applicable Service is required (ie, some level of 

reporting is required for governance purposes). Related reviews (ie, clauses 4.3, 

5.3, 6.3, 7.3 and 8.3) are also Core, and tailoring allows some or all of these 

reviews be rolled-up into the CSPR, held in accordance with SOW clause 3.4.2. 

For high-activity Services, lower level progress reports and progress reviews may 

be added to the draft Contract. There is no template DID for progress reports as 

these will be contract-specific and must be developed by the drafter or in the 

Contractor’s plans. Engineering Services for Major changes will also include 

system reviews to manage Engineering Change Proposals (ECPs) – these reviews 

are requested through the Engineering DSDs and informed by the ‘review package’ 

(eg, specifications and design documents). 

Drafters should note that the Commonwealth Asset Assurance and Stocktaking 

Report (CAASR) is a separate part of the CSSR that can be scheduled separately 

from the rest of the CSSR. This allows the CSSR to report on Services at a 

frequency tailored by the drafter, while the CAASR must be delivered 3-monthly, as 

required by policy. 

To accommodate expedient processing of Performance Payments under the 

performance management framework of a PPBC, the Performance Measurement 

Report portion of the CSR is delivered after each Review Period (for KPIs) and 

discussed at a PAR – it is not delayed by the preparation of the rest of the CSR. In 

keeping the separation of commercial and technical discussions, the CSPR and 

other Services-related reviews may discuss the actual cause of shortfalls in 

performance and options for rectification, but the technical reviews must not 

discuss the commercially sensitive issues such as performance relief or 

Performance Payments. 



Drafters must tailor the subclauses of 3.4 and the reporting and review clauses for 

the individual Service areas (ie, clauses 4 to 8) in a consistent manner that reflects 

the overall communications strategy. Planning a contract-wide communications 

strategy, before tailoring these clauses, is highly recommended. 

The type, content, and frequency of reports and reviews may be negotiated with 

the preferred tenderer(s), if necessary, to ensure that the Contract includes 

requirements that are satisfactory to the Commonwealth and efficient in terms of 

the Contractor’s reporting processes. 

Related Clauses: All sub-clauses within clause 3.4. 


SOW report clauses for SSCCS: clauses 4.2, 5.2, 6.2, 7.2 and 8.2. 

SOW review clauses for SSCCS: clauses 4.3, 5.3, 6.3, 7.3 and 8.3. 

SOW clause 10.3, Support Services Verification and Validation Activities. 

Draft report and review clauses in DSDs subordinate to clauses 4 to 8. 

DID-SSM-CSR defines the requirements for the Contract Status Report. 

DID-SSM-CSSR defines the requirements for the Combined Services Summary 

Report. 

3.4.1 Status Review and Reporting 


Status: Core 

Purpose: To obtain from the Contractor regular reports on, and to discuss the issues 

regarding, the status of the Contract by covering subjects, such as: 

Policy: Nil 

a. performance against Required Performance Levels and Milestones; 

b. condition of the system / fleet; 

c. activities planned for the next reporting period; 

d. problem areas and risks; 

e. financial issues; 

f. workload issues over the past and future reporting periods; 

g. long-term forecasts of workload and activities; 

h. Subcontractor issues; 

i. configuration status; 

j. quality; 

k. IP; and 

l. AIC. 

Guidance: This clause outlines the requirements for all reports (CSR, CSSR, etc.) and 

Periodic Performance Reviews (including the CSPR, CPR, and reviews held 

individually for Services from each SSCC, if required). This clause 3.4.1 also 

requires delivery of the CSR, which is Core to all contracts. 

Drafters should be aware that the CSR is the Contractor’s principal statement and 

explanation of the status of the Services at the end of each reporting period, 

including reporting performance against IP obligations. The CSR also includes the 

Performance Measurement Report as a portion of the CSR that can be delivered 

separately at the end of each Review Period for reporting on performance against 

KPIs and to process claims for Performance Payments. The rest of the CSR may 

be delivered less frequently than the Performance Measurement Report or at the 



same frequency but slightly later, to allow additional time to prepare the more 

narrative and forward-looking aspects of the CSR. The CSR also includes a 

number of other sub-reports, such as the Continuous Improvement and 

Efficiencies, Finance, IP progress, Opportunities and Risk reports. If a revised 

budget forecast is to be included in the CSR, drafters should ensure that the CDRL 

shows that the CSR is delivered at least six-monthly so that forecasts are aligned 

to the Defence budget cycle. 

The core subclause for the CSSR requires the Contractor to report on the provision 

of Services, including the level of activity during the reporting period, major events 

and milestones, the progress of S&Q Services and schedules relevant to future 

planning. Individual portion of the CSSR (for each of the SSCCs) can be 

requested at different times through the CDRL, as per the communications strategy 

discussed with reference to clause 3.4 (above). The CAASR is also included in the 

CSSR and must be delivered 3-monthly in accordance with Defence policy – the 

CAASR is referred to separately in SOW clause 3.22 and within the CDRL. 

The Contractor is required to describe the formal communications activities (ie, 

reporting and reviews) in accordance with the SSMP. Accordingly the reports, 

reviews, and when they are to be scheduled throughout the year, including which 

reviews the Contractor proposes to combine, will be documented in the Approved 

SSMP. 

Drafters should also bear in mind the likely informal communications that may 

occur through working-level planning and coordination meetings, telephone 

conversations, reports from Resident Personnel, and visits, when determining the 

need and frequency for formal communications such as reviews and reports. 

Drafters should: 

a. determine the subject matter that is to be reported on, including the content 

required in the reports and components of the CSR and CSSR that can be 

delivered individually; 

b. tailor/draft the SOW clauses to reflect these requirements, including the 

optional clause for the Performance Measurement Report; 

c. if necessary, tailor the DIDs; and 

d. nominate the requirement for, and frequency of delivery of, reports in the 

CDRL, including the components that may be delivered separately such as 

the Performance Measurement Report, Services summary reports, and the 

CAASR. 



SOW report clauses for SSCCS: clauses 4.2, 5.2, 6.2, 7.2 and 8.2. 

SOW review clauses for SSCCS: clauses 4.3, 5.3, 6.3, 7.3 and 8.3. 

SOW clause 3.22, which requires the CAASR (sub-report). 

CDRL Line Number MGT-300 for the CSR. 

CDRL Line Number MGT-350 for the CSSR. 

DID-SSM-CSR, which specifies requirements for the CSR. 

DID-SSM-CSSR, which specifies requirements for the CSSR. 

DID-SSM-SSMP, which includes requirements for defining and managing 

communications applicable to the Contract. 

3.4.2 Combined Services Performance Reviews 





Purpose: To define the arrangements and responsibilities for Combined Services 

Performance Review (CSPR) meetings to be held between the Commonwealth, 

the Contractor, and relevant Subcontractors, to discuss the progress and status of 

Contract Services. 

Policy: Nil 

Guidance: CSPRs are advisable for larger support contracts, as per the communications 

strategy discussed with reference to clause 3.4 (above). These reviews, however, 

may not be required for smaller support contracts (eg, where a single Service such 

as Maintenance is provided, or where there are Resident Personnel and no need 

for formal review meetings for Services. In these instances, ‘Ad Hoc Meetings’ can 

also be used to cover the requirement for meetings, in addition to the (possibly 

annual) CPRs. Alternatively, CSPRs could be the only type of review used under a 

support contract. For example, quarterly CSPRs could discuss Maintenance and 

Engineering, while every second CSPR also covers Supply and Training (ie, there 

would be no individual reviews for SSCCs).. 

Because circumstances vary widely, drafters should avoid being too prescriptive in 

the requirements for meetings. Factors that might influence the type and 

frequency of meetings include: 

a. the location of the Contractor in relation to the DMO support agency; 

b. the nature of the work (eg, whether it is routine and relatively straightforward, 

or Ad Hoc and requiring frequent coordination of S&Q tasks); 

c. the complexity of the work and the need for governance and/or technical 

regulation; 

d. the critical nature of the deliverables, both in time and quality; and 

e. whether other options, such as written reports, are a satisfactory alternative. 

Drafters should also consider the option of using other forms of communication, 

such as video or telephone conferencing to reduce the cost of meetings. 



3.4.3 Ad Hoc Meetings 

SOW report clauses 4.2, 5.2, 6.2, 7.2 and 8.2. 

SOW review clauses 4.3, 5.3, 6.3, 7.3 and 8.3. 

CDRL Line Number MGT-500 for review meeting agenda. 

CDRL Line Number MGT-510 for review meeting minutes. 


Status: Core 

Purpose: To define the procedures and requirements for Ad Hoc meetings. 

Policy: Nil 

Guidance: The Ad Hoc Meetings clause is required to specify arrangements for calling ad hoc 

meetings. Even if these meetings are not expected, the clause is included ‘just in 

case’. 

These meetings may be required to discuss unforeseen issues at the working level 

that arise during the course of the Contract. 

The requirements for conducting ad hoc meetings also make them a suitable basis 

for the conduct of a number of formal meetings. In these cases the general 

meeting requirements are cross-referenced to clause 3.4.3 while more specific 

issues, such as who will chair the meeting, are defined for the specific review 

meeting. Examples of this include the optional: 



a. Award Term Review; 

b. Periodic Cost Review; and 

c. Performance Implementation Period (PIP) Completion Review. 

There is no need for drafters to tailor this clause. 



SOW report clauses 4.2, 5.2, 6.2, 7.2 and 8.2. 

SOW review clauses 4.3, 5.3, 6.3, 7.3 and 8.3 for reviewing SSCC Services. 

SOW clause 3.4.6, Award Term Reviews. 

SOW clauses 3.4.1, 3.4.2, and 3.4.4 (related reporting and reviews). 

SOW clause 3.2.4, Continuous Improvement and Efficiencies. 

SOW clause 3.4.7, Periodic Cost Reviews.. 

SOW clause 10.4, Performance Implementation Period Completion Review. 

CDRL Line Number MGT-500 for review meeting agendas. 


3.4.4 Contract Performance Reviews 


Status: Core 

Purpose: To provide a mechanism for addressing commercial issues and obtaining 

increased visibility of the Contractor’s processes as a means of reducing Contract 

risk. 

Policy: Nil 

Guidance: The intent of the CPR is to examine the Services and operation of the Contract (ie, 

including compliance) in a holistic sense in order to identify areas for improvement. 

These CPRs would be conducted by senior managers from both customer and 

supplier organisations. Typically, the CSRs provide significant input into the 

agenda for CPRs, although other matters can be addressed, as deemed necessary 

by the parties. 

For very large contracts, drafters may wish to separate out the quite discrete 

elements of the CPR which address the high-level 360-degree report from the 

general day-to-day business of performance reporting. The results of the review 

and appraisal of the Contractor’s performance, as discussed at the CPR, also 

provide input into the assessment of the Contractor against the Defence Company 

ScoreCard. 

The CPR is also the usual venue for discussing changes to the Price and Payment 

Schedule (Attachment B), including the changes of payment methods for work 

activities. For example, repeated performance of some S&Q Service may allow 

these to be changed to either Task-Priced or Recurring Services, which may 

require changes to the SOW (ie, if those Services are currently identified as S&Q 

Services). The CPR may also consider proposals for adjusting Performance 

Measures, including the Required Performance Levels for KPIs (eg, as user 

demand increases or decreases on an annual basis), and the selection and 

effectiveness of OPMs. These types of discussions would, generally, only be 

required on an annual basis, or perhaps every second year, if the CPRs and 

scheduled more frequently. 

A CPR will often follow, perhaps on the same day, a CSPR and/or PAR, where the 

Services and the levels of performance are discussed prior to commercial aspects 

being discussed at the CPR. Where the Contract includes Award Terms, the 



Award Term Review and Periodic Cost Review may also be held with the CPR. 

These discussions would only be included in the CPR just prior to the end of the 

Contract Term (from which point either an Award Term of Ramp Off period would 

follow). 

Related Clauses: All other sub-clauses within clause 3.4 (in general). 


SOW clause 3.4.1, which requires delivery of the Contract Status Report. 




SOW clause 3.4.7, Periodic Cost Reviews. 

CDRL Line Number MGT-500 for review meeting agenda. 


3.4.5 Performance Assessment Reviews 


Status: Core 

Purpose: To provide a mechanism for reviewing Contractor performance, in the context of a 

performance-based management framework, and addressing commercial issues 

regarding Performance Payments and relief for excusable non-performance. 

Policy: Nil 

Guidance: A Performance Assessment Review (PAR) is conducted to discuss the 

Contractor’s performance with respect to the provision of Services, as measured 

using KPIs, for each KPI Review Period. The purpose of the PAR is acknowledged 

within the clause, primarily to discuss performance results, consider grounds for 

performance relief and to agree to the amount of the Performance Payment 

earned. 

ASDEFCON (Support) is a template for PPBCs, accordingly measurement and 

review of performance against KPIs is core, and the PAR is therefore core. If the 

Contract is not performance-based then ASDEFCON (Support Short) may be a 

more suitable template. 

The PAR considers the performance results as measured against the KPIs detailed 

in Attachment P. Attachment P also defines and allows for KPIs to have different 

Review Periods. If the Contract includes KPIs with different Review Periods (eg, 3 

months and 12 months), then each PAR only needs to address the KPIs for the 

Review Period just ended. 

The PAR is intended to be held as soon as practicable after the end of each 

Review Period in order to minimise any delay to the determination of Performance 

Payments and the implementation of other rewards / remedies. Therefore, the 

PAR is informed by a Performance Measurement Report, which is a part of the 

CSR that can be scheduled for separate delivery through the CDRL (under CDRL 

line MGT-300). The SSVM, which collects results across the Review Period, is 

also used for reference to raw measurement data and trend analysis. 

The Achieve Performance results, reported in the PMR, are used to determine 

Adjusted Performance Scores, which are then used to calculate Performance 

Payments (including Performance Incentives, if applicable) in accordance with 

Annex C to Attachment B. The PAR is used to consider Contractor claims for 

performance relief, in accordance with COC clause 6.5, based on a Contractor’s 

submission and details in the SSVM and Performance Management Report. 

Claims for performance relief, when considered at the PAR, may be used to amend 

the Adjusted Performance Score(s) as a result. 



Related Clauses: 


3.4.6 Award Term Reviews 

Payments for Recurring Services, on which Performance Payments are based, are 

usually made monthly, rather than for each Review Period. Hence, all or a portion 

of the Performance Payment (eg, 90%) is likely to be included in monthly 

payments. Therefore an outcome of the PAR, which determines the Performance 

Payment, may be an adjustment in the money payable to the Contractor, or an 

amount owed by the Contractor to the Commonwealth in the case of poor 

performance. 

The PAR is also the forum to discuss Remediation Plans raised in relation to KPIs, 

and any performance that falls into the KPI Performance Bands II and III. 

Performance in the lower bands could incur Liquidated Damages or other remedial 

action, as defined for in the Contract. 

The PAR may also be used to discuss proposed Efficiencies, progress against 

Approved Efficiencies, and other rewards or remedies that may be evaluated using 

OPMs (ie, not related to KPIs), but which may be applicable under the Contract. 

These would also be discussed at a CPR; however, the PAR provides a more 

frequent opportunity for discussion. 

Drafters need to tailor the PAR clause to accord with the performance 

management framework being implemented for the Contract. Optional clauses for 

Performance Incentives (part or Performance Payments) and Efficiencies are 

included in the template, and should be selected accordingly. Drafters may also 

find the need to add to or reduce some of the requirements of the PAR, and amend 

the clause accordingly. 

COC clause 6.5, Performance Relief. 

COC clause 7.1, Price and Price Basis (including Performance Payments). 

COC clause 7.11, Restrictions on Certain Payments. 

Annex C to Attachment B, Performance Payments. 

Attachment P, Performance Assessment. 

Draft SOW clauses 3.4.1, 3.4.2, and 3.4.4 (related reporting and reviews). 

Draft SOW clause 3.2.4, Continuous Improvement and Efficiencies. 

Draft SOW Clause 10.3, Support Services Verification and Validation Activities, 

including delivery of the SSVM and Remediation Plans (for poor performance). 



Purpose: To provide a mechanism for reviewing the Contractor’s performance and other 

achievements against the criteria for granting an Award Term, and the conditions 

of that Award Term. 

Policy: Nil 

Guidance: An Award Term is an extension to the Contract, which can be earned by the 

Contractor and granted by the Commonwealth as a reward to the Contractor, when 

performance criteria and other conditions, such as the implementation of 

Efficiencies, have been met. Award Terms are only effective in a competitive 

contracting environment, and may not suit contracts with a relatively short duration 

due to other limits (such as an impending mid-life upgrade or the withdrawal from 

service of the system). When an Award Term will not be included in the Contract, 

the optional Award Term Review clause can be deleted and replaced with ‘Not 

used’. 




3.4.7 Periodic Cost Reviews 

Granting of an Award Term is determined in accordance with the criteria in clause 

1.8 of the COC. The criteria are tailorable, but generally include good performance 

in the longer-term (eg, over several years rather than a Review Period), the 

implementation of agreed Efficiencies and the ability to share in resulting savings, 

and subject to other over-riding factors not applying (eg, withdrawal of the system 

from operational service). An optional Periodic Cost Review may also be 

conducted to assess pricing arrangements for an Award Term. 

The Award Term Review discussed achievement against the specified criteria and 

determines if the Contractor’s overall rating as either satisfactory or unsatisfactory 

and, if satisfactory, conditions for the Award Term such as price adjustments to 

share the savings from Efficiencies or changes in the scope of work. If the rating is 

unsatisfactory, or other over-riding conditions apply, the Ramp Off provisions of the 

Contract will commence. 

If Award Terms and this optional clause are chosen, the only tailoring by the drafter 

of the optional SOW clause is to insert the period for which the Contractor will be 

notified of their rating and, if applicable, conditions for the Award Term. 

COC clause 1.8, Contract Term, which includes Award Term provisions. 

COC clause 1.9, Reduction in scope for an Award Term. 



SOW clause 3.4.7, Periodic Cost Reviews 



Purpose: To provide a mechanism for reviewing the costs incurred under the Contract, and 

subsequent pricing arrangements, when considering an extension to the Contract 

Term. 

Policy: Nil 

Guidance: A Periodic Cost Review will involve a series of cost-investigation activities, 

culminating in a review meeting. Periodic Cost Reviews are a mechanism for 

ensuring that savings from Efficiencies and cost/price changes are equitably 

shared between the Commonwealth and Contractor during any subsequent 

Contract extension. A Periodic Cost Review is essential for Renewal Terms and 

optional for larger Contracts with Award Terms. 

Renewal Terms extend the Contract at Commonwealth discretion, subject to the 

extension representing value for money and generally used in an environment with 

limited competition, where Award Terms would be ineffective. Larger Award Term 

Contracts, with larger cost and scope for finding and sharing savings from 

Efficiencies, may also use the results of the Periodic Cost Review when 

considering the conditions for granting an Award Term. If Periodic cost Review are 

not required in the Contract, the optional clause can be deleted and replaced with 

‘Not used’. 

Periodic Cost Reviews involve financial investigation and can be a relatively 

expensive exercise, accordingly Periodic Cost Reviews, if included, should only be 

conducted when they can provide necessary benefits. For example, in a contract 

with Renewal Terms, an individual Periodic Cost Review may not be held if the 

contract is to end in the near term for some other reason (eg, system withdrawal 

from operational service), or if the scope of Services are to be changed in order to 

break up the contract into components that can be competed. 

Drafters need to insert either Award Term or Renewal Term into the clause as 

appropriate, and also insert the notification period, regarding the outcomes of the 




Periodic Cost Review. When tailoiring this clause for contracts with Award Term 

the drafter needs to ensure that results can be fed into the Award Term Review. 

COC clause 1.8, Contract Term, which includes Renewal Term provisions. 




3.5 Subcontractor Management 

3.5.1 Subcontractor Planning 



Purpose: To obtain visibility, through the Contractor, of the Approved Subcontractors’ 

processes as a means of reducing Contract risk. 

Policy: Nil 

Guidance: Drafters should only omit this clause if the Contractor is unlikely to be utilising 

Approved Subcontractors. Generally, the clause should be retained, even if the 

initial Contract does not involve Approved Subcontractors, to cover the likelihood 

that Approved Subcontractors will become applicable at some time during the 

Contract. If deleted, the clause should be replaced with ‘Not used’. 



Attachment H, Schedule of Approved Subcontractors. 

SOW clause 3.2.1, Support Services Management Plan. 

3.5.2 Subcontractor Status Reporting 



Purpose: To obtain visibility, through the Contractor, of the Approved Subcontractors’ 

processes as a means of reducing Contract risk. 

Policy: Nil 

Guidance: Drafters should only omit this clause if the Contractor is unlikely to be utilising 

Approved Subcontractors. Generally, the clause should be retained, even if the 

initial Contract does not involve Approved Subcontractors, to cover the likelihood 

that Approved Subcontractors will become applicable at some time during the 

Contract. If deleted, the clause should be replaced with ‘Not used’. 



Attachment H, Schedule of Approved Subcontractors. 

SOW clause 3.4.1, status reviews and reporting. 

3.6 Co-ordination and Co-operation 


Status: Core 

Purpose: To set out the requirement for the Contractor to co-ordinate and co-operate with 

other parties (both Commonwealth and other contractors) who may also need to 



Policy: Nil 

perform work on the Products being supported, or who may be working on 

products that interface or interact with the Products being supported. 

Guidance: Clause 3.6.1 ensures that the Contractor acknowledges that it may need to interact 

with the Commonwealth or other contractors during the period of the Contract. The 

other parties are grouped as either ‘Other Capabilities’, being parties working with 

other systems that interface or interoperate with the Products, or ‘Associated 

Parties’ who work with the same Products as the Contractor but who are not 

Subcontractors. 

Clause 3.6.2 requires the Contractor to co-operate with all parties that need to 

interact or interface with the Contractor and/or the Products being supported, such 

as: 

a. another contractor requiring access to a Mission System being Maintained 

by the Contractor to install a modification; 

b. the Contractor’s Maintenance activities having to be programmed in 

conjunction with the Commonwealth’s operational and operational level 

Maintenance activities to ensure overall system availability requirements are 

achieved; or 

c. the Contractor having to coordinate an external interface modification with 

the support agency for the other side of the interface to ensure that both 

systems continue to interoperate. 

Clause 3.6.2d requires the Contractor to advise the Commonwealth 

Representative of any causes, or likely causes, which could interrupt the operation 

of the Mission System or to the performance of the Services. 

No tailoring of these clauses is required because it is envisaged that these clauses 

will have general applicability over the life of any Product being supported. 

Optional clauses 3.6.3 – 6 apply only to Associated Parties. For the majority of 

Mission System support contracts, the Commonwealth will retain an overall 

management responsibility associated with the Technical Integrity and 

Configuration Control of the system. Other system-level responsibilities may also 

be retained or, in a number of cases, referred to a third party (eg, through a 

system-level support contractor or through FMS support). In these cases the 

Associated Party is likely to have responsibilities that span all aspects of Materiel 

System support, and require coordination and certain inputs from the Contractor. 

The optional clauses define these responsibilities of the Associated Party, and 

require acknowledgement of them, particularly where they impact and/or interact 

with the Services provided by the Contractor, particularly for Engineering Services 

such as Configuration Management. If this situation is not applicable to the 

Contract, the optional clauses should be deleted. 

When including the optional clauses, drafters need to insert the name of the 

applicable Mission System in several locations. Where there are multiple Mission 

System types, but with differing Commonwealth responsibilities, clause 3.6.3 may 

need to be modified or repeated for each type. Drafters should include the 

applicable system-level responsibilities held by the Commonwealth (or indirectly by 

a third party, via the Commonwealth) in the sub-clause list under clause 3.6.3. 

Other responsibilities, in addition to those listed, may include: 

a. system availability (ie, coordination of all inputs for availability); 

b. Technical Data management (ie, in relation to the, standards for developing 

and updating, distribution and control of all Technical Data); 

c. fleet / class Maintenance plan(s); 

d. Cannibalisation; 



e. use of non-standard or alternative parts and deviating from approved 

Maintenance processes; 

f. aircraft weight and balance / ship stability; 

g. system security; 

h. electromagnetic environmental effects; 

i. reliability, maintainability and testability; 

j. Obsolescence management; 

k. Life Cycle Cost; 

l. Codification and Cataloguing; and 

m. Disposal of Commonwealth-owned Stock Items. 

Drafters should amend the list of responsibilities, as appropriate to the Contract. 

The remaining optional clauses should require little or no tailoring. 

Related Clauses: COC clause 3.18, Co-ordination and Co-operation with other Commonwealth 

Contractors. 


3.7 Risk and Issue Management 

3.7.1 Risk Management 


Status: Core Option 

Purpose: To define: 

a. the Contractor's procedures for identifying, capturing, analysing, assessing, 

prioritising, monitoring and reviewing risks associated with the Contract 

(Support) and to describe the Contractor’s procedures to manage those 

risks; and 

b. the implementation of the Risk Register and procedures for using the Risk 

Register to capture the dynamic elements of the risk-management process. 

Policy: DMO Project Risk Management Manual (PRMM) 

Guidance: Contractors are required to manage risk in all contracts. The need for a separate 

Risk Management Plan (RMP) and Risk Register in accordance with the RMP 

depends on the perceived risk inherent in the Contract. The alternative is to roll-up 

risk-management requirements into the SSMP, with the choice between a 

standalone RMP or rolled-up into SSMP being a Core Option. Drafters will need to 

assess the likely level of risk taking into account factors such as: 

a. technical complexity; 

b. experience and skill level of Contractor and its team; 

c. delivery schedule and impact of late deliveries; and 

d. safety issues. 

Drafters should consult with other staff, who have had experience with similar 

contracts, to determine the likely level of risk. Drafters should then decide whether 

a standalone RMP is required, and tailor the SOW accordingly. No tailoring of 

either the RMP DID or SSMP DID is considered necessary; the SSMP DID is selftailoring 

to include risk management planning based on the selection of the core 

option clause in the SOW. 

The requirement for a Risk Register is defined in the RMP and SSMP DIDs; hence, 

the Contractor’s implementation and ongoing use of the Risk Register should be in 

accordance with the Approved RMP or SSMP, as chosen. 





3.7.2 Issue Management 

Drafters should be aware that, in addition to the Contract Status Report, most of 

the other reports specified in the SOW (eg, Combined Services Summary Report 

components) require risks to be included, and these risks should be derived from, 

and consistent with, the Contractor’s Risk Register. 

DID-SSM-RMP and DID-SSM-SSMP, which specify the requirements for planning 

risk management. 

CDRL Line Number MGT-400 for the RMP. 

TDR E-5 of the COT, Risk Assessment and Strategy. 


Status: Core 

Purpose: To ensure that day-to-day Contract Issues are being adequately managed. 

Policy: Nil 

Guidance: Issues in this context are items that do not appear in the Risk Register because 

they are either too short-term or too insignificant, or do not represent a cost or 

schedule risk. The effective management of Issues, however, requires ongoing 

effort to ensure the continued effective operation of the Contract and the reliable 

provision of Services. The SSMP should address how the Contractor proposes to 

manage these types of Issues. Typical Issues include: 

a. action items from meetings; 

b. corrective actions; 

c. Issues arising from the collection and analysis of measurement data; 

d. Issues arising from deviations from expected progress; 

e. Issues arising from reviews of process application; and 

f. Issues arising from correspondence. 

The aim of this clause is to ensure that the Contractor has a rigorous process in 

place to address important Issues in a timely manner. 

The requirement for an Issue Register is defined in the SSMP DID; hence, the 

Contractor’s implementation and ongoing use of the Issue Register should be in 

accordance with the Approved SSMP. 

Related Clauses: DID-SSM-SSMP, which specifies the requirements for Issue management. 


3.8 Maintenance of Contractual Documents 

3.8.1 Configuration Management of the Contract 


Status: Core 

Purpose: To impose a contractual obligation on the Contractor to apply strict configuration 

control to contract documents. 

Policy: DPPM, Section 6, Chapter 6.7 

Guidance: This clause obligates the Contractor to maintain a configured copy of the Contract, 

which incorporates all approved CCPs, and maintain an archive of all superseded 

versions of the Contract. 





It should be noted that the requirement for the Contractor to maintain the 

configuration of the Contract does not remove the need for the Commonwealth to 

do the same. It is imperative that the Commonwealth maintains copies of the 

current and past versions of the Contract, as described in this clause. 

3.8.2 Subcontract Configuration Management 


Status: Core 

Purpose: To impose a contractual obligation on the Contractor to apply strict configuration 

control to subcontract documents. 

Policy: DPPM – Section 6, Chapter 6.7 

Guidance: The same reasons for maintaining the configuration of the Contract apply to 

Subcontracts. This clause ensures that the Contractor maintains subcontract 

documents with the same rigour as maintaining Contract documents. 



3.9 Independent Verification and Validation 



Purpose: To ensure that the Contractor will assist a third-party entity to investigate aspects 

of the Contractor’s performance on the Commonwealth’s behalf. 

Policy: Nil 

Guidance: This clause should only be used for complex contracts (eg, where softwareintensive 

development is being undertaken) and for those with safety-critical 

aspects, where specialist expertise is essential to determine performance. 

The Commonwealth may use an Independent Verification and Validation (IV&V) 

Agent to: 

a. undertake investigation of the Contractor’s performance by a person who 

has specialist expertise not available to the Commonwealth in-house; and/or 

b. provide objective inputs (independent of both Commonwealth and 

Contractor personnel) to the Commonwealth on aspects of the work 

performed by the Contractor. 

The scope of IV&V activities must be clearly indicated to enable the tenderer to 

estimate the scope of work imposed on the tenderer in supporting the IV&V 

activities. If the scope of IV&V activities is unknown, then a fixed man-hour level of 

effort should be considered (ie, to be individually estimated on an S&Q basis). 

Drafters should bear in mind that this clause would give an IV&V Agent access to 

IP owned by the Contractor. The IV&V Agent might be an actual or potential 

competitor to the Contractor. Therefore, drafters should consider adding clauses 

that address confidentiality and safeguard the Contractor’s IP and other 

commercial-in-confidence information, such as knowledge about its internal 

processes. Clause 10.4 of the COC addresses these issues and should be 

reviewed before adding additional clauses. 

Related Clauses: COC clause 10.4, Commercial-in-Confidence Information 


The Commonwealth may appoint IV&V agent to verify and validate any aspect of 

the Contractor's activities at any stage of the Contract. 



3.10 Life Cycle Cost (LCC) 

The Contractor shall facilitate the work of the IV&V agent by: 

a. providing access to the Contractor's facilities; 

b. providing access to all documentation regarding the Contract, including 

requirements, source code, review records, design and test data, and 

information management systems used for the Contract; 

c. providing access to any tools required to review the project data; and 

d. providing the IV&V agent access to Contractor staff in order to clarify issues 

when necessary. 



Purpose: To: 

a. assist the Commonwealth in the whole-of-life objective to minimise cost 

while providing the required level of capability; and 

b. provide a basis from which to evaluate the LCC impact and value for money 

of changes proposed by the Commonwealth and/or Contractor. 

Policy: DI(G) LOG 4-5-004 Defence Policy on Life Cycle Costing Analysis 

Guidance: Life Cycle Costing Analysis (LCCA) undertaken by the Contractor is generally 

applicable to larger materiel support programs and/or those where the LCC impact 

of system changes will need to be analysed by the Contractor and reported to the 

Commonwealth. Accordingly, the LCC clause will be mostly applicable to example 

support Scenarios #1 and #2 where the Contractor has Mission System 

responsibilities, and in some cases, Scenario #3 for high-value sub-systems (refer 

Annex A of this SOW Tailoring Guide). In other cases, the Commonwealth may 

undertake the LCCA, identifying the Contract cost as a component in the LCC 

Model. 

The LCC model and analysis undertaken by the Contractor is reported as a 

measure of the on-going cost of the system. This information can be used to verify 

that the Contractor is continuing to assist the Commonwealth in reducing the cost 

of ownership and can assist the Commonwealth with updating long-term budget 

forecasts. Accordingly, LCCA is important for documenting the cost baseline from 

which Continuous Improvements and Efficiencies can be evaluated – regardless of 

whether this is undertaken by the Contractor or Commonwealth. 

Aside from budgeting, the main purpose of the LCC model is to assess the LCC 

impact of changes to the Mission System and/or Support System. For example; 

when parts become obsolete, the Commonwealth may need to choose between 

establishing a new repair capability or modifying the system to use alternate 

components. In more expensive cases, the information will help the 

Commonwealth to consider the economic benefits of a major upgrade or the need 

for system replacement. 

Analyses of system changes are tasked through the Engineering Support DSDs. 

LCCA may be specifically requested through DSD-ENG-SERV, clause 6.2.10, for 

specific activities identified by the Commonwealth Representative. LCC should 

also be required in the evaluation of Engineering Change Proposals (ECPs). 

Accordingly, DSD-ENG-SERV includes LCCA to evaluate a proposal or 

preliminary ECP or other evaluations. Areas where LCCA would be expected to 

be undertaken (or LCC used as a factor) include: 

a. Supportability and Engineering Analyses (in DSD-ENG-SERV); 

b. assessment of whether or not an RI should be classified as Beyond 

Economic Repair (in DSD-MNT-MGT); 

c. obsolescence management (in DSD-SUP-SERV); 



Related Clauses: DSD-ENG-SERV. 


d. Support System Supportability Analyses (in DSD-SUP-SERV); and 

e. Stock Assessment (in DSD-SUP-SACC). 

To enable both budget forecasts and a basis for evaluating ECPs and other 

changes, this LCC clause is required to establish and maintain the baseline (even 

if this is limited to the scope of Contractor tasks, while the DMO tracks LCC as a 

whole). 

DSD-MNT-MGT. 

DSD-SUP-SERV. 

DSD-SUP-SACC. 

3.10.1 Life Cycle Cost Program Management 



Purpose: To set out the governing plan for the LCC program. 


Guidance: Clause 3.10.1 sets out the governing plan for the LCC program. The clause does 

not need to be tailored by the drafter. 

Related Clauses: All other sub-clauses within SOW clause 3.10. 


3.10.2 Life Cycle Cost Modelling and Analysis 



Purpose: To identify the LCC model to be used and set out the activities required to be 

undertaken by the Contractor with respect to LCCA. 


Guidance: The drafter needs to insert the name of the applicable LCC tool (model) and the 

need to ‘develop and maintain’ a new model, or just ‘maintain’ an existing one, as 

indicated in the draft SOW clause and Note to drafters. 

In some cases, it may be preferable to define a version number for the LCC tool; 

however, this could lead to contract changes for subsequent versions. It would be 

preferable to have the Approved SSMP identify the current version of the LCC tool. 

A note to tenderers may be added to identify the current version of the tool for the 

purposes of tendering. 

To be effective, clause 3.10.2.1.c may require the Commonwealth to provide cost 

data to the Contractor in order to complete the LCC model scope. If the 

Commonwealth cannot provide this additional cost data (eg, because other 

Defence contracts for the system have commercial-in-confidence cost data), then 

this clause may need to be removed and the scope of the LCC model reduced. In 

this circumstance, the Commonwealth may require the Contractor to deliver the 

LCC model data to the Commonwealth to enable the Commonwealth to complete 

the LCCA. Alternatively, the Contractor may be able to conduct a sufficient LCCA 

without this other data (eg, by conducting a difference analysis only) and, in this 

circumstance, clause 3.10.2.1.c may be able to remain as currently drafted. 





3.10.3 Life Cycle Cost Program Reviews and Reports 



Purpose: To set out the review and reporting requirements in relation to the Contractor’s 

ongoing LCC program. 


Guidance: This clause should be tailored to select the applicable review meeting, as per the 

note to drafters and draft SOW clause. 



3.11 Government Furnished Material and Government Titled Items Management 

3.11.1 Provision and Management of Government Furnished Material 


Status: Optional. To be used when GFM is to be supplied to the Contractor. Clauses 

3.11.1 and 3.11.2 are optional but interdependent and must be inserted, amended 

or omitted as a package. 

Purpose: To impose contractual obligations on the Contractor for the delivery, receipt, 

inspection and use of GFM. 

Policy: DEFLOGMAN Part 2, volume 5, chapters 17 and 18 

Guidance: Under clause 3.11.1, the Commonwealth must deliver or provide the Contractor 

with access to GFM at the places and times stated in Annex A to Attachment E. If 

the Commonwealth fails to deliver or provide access to GFM at the places and 

times stated in Annex A to Attachment E, the COC states that the Contractor will 

be entitled to claim a postponement of the date for provision of Services and to 

recover postponement costs unless the failure to deliver or provide access was 

caused by a default or an unlawful or negligent act or omission of the Contractor, 

its officers, employees, agents or Subcontractors. It is important, therefore, to 

ensure that all GFM can be supplied by the Commonwealth at the time and place 

specified in Annex A of Attachment E. 

On receipt of the GFM, the Contractor must inspect the GFM for physical damage, 

defects, and deficiencies within the timeframes specified in Annex A of Attachment 

E and report its satisfaction or dissatisfaction with the GFM to the Commonwealth 

Representative in writing. Clause 3.11.1.4 places an additional requirement on the 

Contractor to carry out appropriate functional testing of GFE. It is important that 

these inspections and tests are carried out so that the parties are able to determine 

who is responsible for any later defect in GFM. 

Clause 3.11.1.4 requires that GFE is tested by the Contractor at least 15 Working 

Days prior to the utilisation of the GFE in connection with the provision of the 

Services to determine that the GFE is serviceable for use as required by the 

Contract. The words ‘to the extent feasible’ have been included so that the 

Contractor will not be rendered in breach of contract where it is not feasible for the 

GFE to be functionally tested (eg, where the GFE must operate with Services 

which have not yet been completed). However, it is important that the Contractor 

functionally tests GFE as early as possible to ensure that the Services are not 

affected. If a Contractor submits a postponement claim under COC clause 6.2 in 

relation to deficient GFE, the Contractor’s actions, including in relation to the 

functional testing of the deficient GFE, will be taken into account in determining 

whether the postponement claim should be granted. If the Contractor fails to 

inspect the GFM or carry out the functional tests as required by clause 3.11.1.4 the 

Contractor will be in breach of Contract. The Commonwealth’s remedy in respect 

of such a breach will depend upon the circumstances and effect of the breach. In 

accordance with COC clause 3.5.6, the Commonwealth's warranty in relation to the 



fitness for purpose of Commonwealth Mandated GFM will also not apply where the 

Contractor fails to inspect and test the GFM as required by clause 3.11.1.4. 

If the GFM provided by the Commonwealth is damaged, deficient or defective, 

clauses 6.2 and 6.3 of the COC will apply to determine whether the Contractor will 

be entitled to claim a postponement of the date for the provision of Services and to 

recover postponement costs. It is important, therefore, to ensure that all GFM 

provided by the Commonwealth is not damaged, defective nor deficient and is 

serviceable for its intended use. However, if the Contractor fails to inspect GFM or 

functionally test GFE as required by clause 3.11.1.4 the Contractor’s entitlement to 

a postponement claim may be affected. 

Related Clauses: TDR E-9 of the COT requests tenderers to provide details of the GFM that they 

require to perform the Contract, including the quantity, date required, location and 

intended purpose. 


3.11.2 Care of GFM and GTI 

Attachment M contains definitions of GFD, GFE, GFI, GFM, Commonwealth 

Mandated GFM and GTI. 

COC clauses 3.4 to 3.6 contain additional GFM provisions. 

COC clauses 6.2 and 6.3 detail when the Contractor is entitled to claim a 

postponement of the date for provision of the Services and/or a Milestone date and 

to recover postponement costs. 


Status: Optional. To be used when Government Furnished Material (GFM) and 

Government Titled Items (GTI) is to be supplied to the Contractor. Clauses 3.11.1 

to 3.11.2 are optional but interdependent and must be inserted, amended or 

omitted as a package. 

Purpose: To impose a contractual obligation on the Contractor to provide Facilities for the 

storage and handling of GFM and to conduct the required Maintenance of GFE. 

Policy: DEFLOGMAN Part 2: volume 5 chapters 17 and 18 

Guidance: Clause 3.11.2.1 places a contractual obligation on the Contractor to Facilities for 

the storage and handling of GFM as it is received. 

Clause 3.11.2.2 requires the Contractor to carry out Maintenance on items of GFE 

and GTI in accordance with the requirements of the applicable clauses identified. 

GTI are Items that are owned by the Commonwealth but not warranted like GFM – 

hence clause 3.11.1 does not apply. GTI are Items like spare parts, which are not 

furnished to the Contractor as an enabler to the Services but, rather, may actually 

be the reason for the Services; hence, the Commonwealth would be warranting 

these Items as fit for purpose when the very reason for the Contract is to repair 

them. There are other circumstances where this also applies, such as when the 

spares have recently been acquired, through an acquisition Contract or DSD-SUP- 

PROC and the Commonwealth has no ability to functionally test them prior to the 

Contractor receiving them. Nonetheless, these GTI still need to be cared for in 

terms of handling, storage and maintenance. 

Where the responsibility is split between the Commonwealth and the Contractor 

(eg, the Contractor performs operational Maintenance and the Commonwealth 

tasks deeper levels of Maintenance through a common support contract), the 

drafter should ensure that the entries for each GTI and GFE item in SOW Annex A 

define the levels of Maintenance that are included in the Services. 

Drafters should be aware that SOW clause 3.22 addresses the stocktaking of GFM 

and GTI, as well as the requirement for the Contractor to use a system for the 

accounting for and control, handling, preservation, protection and Maintenance of 

Contractor Managed Commonwealth Assets, which include GFM and GTI. 



Related Clauses: TDR E-9 of the COT requests tenderers to provide details of the GFM that they will 





Attachment E lists GFM and GTI. 

Attachment M contains definitions of GFD, GFE, GFI, GTI, GFM and 

Commonwealth Mandated GFM. 

SOW clause 3.22, Assurance and Stocktaking of Contractor Managed 

Commonwealth Assets, describes applicable accounting and asset management 

requirements. 

SOW clause 6, applicable subclauses of clause 9, and SOW Annex A are used to 

define the Contractor’s Maintenance responsibilities for GFE and GTI. 

3.11.3 Shared Government Furnished Material 


Status: Optional. To be used when GFM is to be supplied to the Contractor and if GFM is 

required to be shared with other Commonwealth organisations and contractors. 

Purpose: To ensure the Contractor acknowledges that GFM may be utilised by the 

Commonwealth and other Commonwealth contractors during the period of the 

Contract. 


Guidance: Clause 3.11.3.1 ensures that the Contractor acknowledges that Commonwealth 

provided GFM may be required for use by the Commonwealth, or other contractors 

during the period of the Contract. Clause 3.11.3.2 sets out the procedures to be 

followed when a dispute arises as to the use of the shared GFM. The guiding 

principle, when the Commonwealth Representative is called upon to resolve 

disputes, is to determine the relative operational priority of the two claims to the 

GFM. Clause 3.11.3.2 ensures that the Commonwealth Representative’s decision 

on the relative operational priority is final and binding. 

Clause 3.11.3.3 clearly articulates that it is the Commonwealth’s responsibility to 

perform Maintenance on the GFM while the GFM is in the Commonwealth’s care, 

custody and control. 

Related Clauses: TDR E-9 of the COT requests tenderers to provide details of the GFM that they 




Attachment M contains definitions of GFD, GFE, GFI, GFM and Commonwealth 

Mandated GFM. 


COC clauses 6.2 and 6.3 detail when the Contractor is entitled to claim a 

postponement of the date for provision of the Services and/or a Milestone date and 

to recover postponement costs. 

3.11.4 Update of Contract GFM and GTI 


Status: Optional. To be used when. 

Purpose: To require the Contractor to provide lists of GFM and GTI to facilitate update of 

Attachment E. 




Guidance: Attachment E lists GFM and GTI; however, during the course of a contract 

additional GFM and GTI may be included for S&Q Services, and S&Q orders 

include lists for additional of GFM and may introduce new GTI. Together, 

Attachment E and S&Q lists are referred to as GFE Schedules, GTI may also be 

added through purchases of new RIs (eg, under DSD-SUP-PROC) or changes in 

Contract scope. 

After a period of time and, potentially, many S&Q orders, it may be appropriate to 

consolidate the lists by updating GFM and GTI listed in Attachment E. This clause 

requires the contractor to prepare these consolidated lists. 

If there is unlikely to be changes to the list, or only minor changes that will be 

tracked and updated by Defence, then this clause would not be required and can 

be replaced with ‘Not used’. 

Related Clauses: TDR E-9 of the COT requests tenderers to provide details of the GFM. 


Attachment E, which lists GFM and GTI. 

Attachment M contains definitions of GFD, GFE, GFI, GTI, GFM and 

Commonwealth Mandated GFM. 

3.12 Australian Industry Capability (AIC) Management 

Sponsor: Industry Division 

Status: Core 

Purpose: Under its defence policy for industry, the Commonwealth has established the AIC 

program, which aims to: 

a. generate and sustain indigenous industrial capabilities essential to meeting 

Australia’s sovereign military self-reliance needs, as required in support of 

ADF operational capability; and 

b. create competitive opportunities for local industry to provide goods and 

services, domestically and internationally, as part of global supply chains, 

based on best value for money. 

Policy: DPPM, Chapter 3.12 

AIC Toolkit 

Guidance: Guidance on the AIC program is contained in the AIC Toolkit at 

http://www.defence.gov.au/dmo. A full AIC Plan is required if Industry 

Requirements are identified or if the expected value of any one contract related to 

the Capability exceeds $50 million. For all other contracts, only a shorter version 

of the AIC Plan is required, as specified in the COT. 

The AIC Plan is the principle document that defines the Contractor's commitment 

and responsibilities for meeting the set Industry Requirements and the AIC levels 

negotiated. 

Clause 3.11.4.1 requires the Contractor to comply with the AIC Plan. 

Clauses 3.11.4.2 – 3.11.4.4 provide two options, depending upon whether or not 

the full AIC Plan is required. 

If a change to the AIC Plan is required, clause 3.11.4 obligates the Contractor to 

raise a CCP in accordance with clause 10.1 of the COC. 

If required, the AIC Plan is reported against, using the Australian Industry 

Capability Progress Report (DID-SSM-AICPR). CDRL MGT-710 is to be annotated 

once the appropriate reporting periodicity is determined for each contract. 

Clause 3.11.4 is to be included in the RFT without alteration, except where the 

Contract value is likely to be less than $50m and there are no Industry 

Requirements. If the resultant contract is accords with these lesser criteria, only a 



subset of the AIC Plan is required (as per the Note to drafters) and there is no 

requirement for AIC progress reporting. Drafters should amend clause 3.11.4 

accordingly. 

Prior to Contract signature, drafters must insert the negotiated AIC Plan at 

Attachment F. The tendered AIC information proposed in Annex H to Attachment 

A of the COT forms the basis for the AIC Plan, which is amended as necessary 

during negotiations. 

Related Clauses: Annex H to Attachment A of the COT requires tenderers to submit a draft AIC Plan, 

as applicable. 


COC clause 4 sets the contractual framework for the AIC Plan. 

Attachment F contains the agreed AIC Plan based on the requirements set out in 

DID-PM-AIC-AICP (from ASDEFCON (Strategic Materiel)). 

CDRL Line Numbers MGT-700 (AIC Plan) and MGT-710 (AIC Progress Report) 

define delivery requirements for updates to data items relating to AIC. 

3.13 Intellectual Property Management 

3.13.1 Intellectual Property Plan 


Status: Core 

Purpose: To require the Contractor to: 

a. comply with the Intellectual Property (IP) Plan; and 

b. further develop, deliver and update the IP Plan. 

Policy: The management of IP under the Contract shall be clear, consistent and traceable. 

DPPM, Section 3, Chapter 3.6. 

Defence Intellectual Property Policy 2008. 

Guidance: The IP Plan is the principle document that defines the Contractor's plans, 

processes and responsibilities for meeting the IP and Technical Data requirements 

of the Contract. The management and monitoring section of the IP Plan outlines 

the scope of the IP program. The IP Schedule within the plan details all limitations 

(including on the Commonwealth's rights) in respect of the IP and Technical Data 

requirements of the Contract. 

It is of paramount importance that the integrity of information in the IP Schedule be 

examined and qualified at key points during the Contract period. This is because 

Contract provisions place a clear onus on the Contractor to define the IP required, 

and to highlight the limitations on the Commonwealth’s (or another party’s) rights of 

usage or access to the IP and related Technical Data in the context of the actual 

items of IP and Technical Data. This ensures that agreed limitations on use of or 

access to IP and Technical Data can be fully understood by the parties. 

Clause 3.13.1.1 and clause 3.13.1.2 require the Contractor to: 

a. conduct the IP program in accordance with the IP Plan; and 

b. further develop, deliver and update the IP Plan. 

If the Contractor proposes a change to the IP Plan, clause 3.13.1.3 obligates the 

Contractor to raise a CCP in accordance with clause 10.1 of the COC. 

The management and continued development and updating of the IP Plan is an 

integral part of the Contractor’s obligations under the Contract. 

Clause 3.13.2.2 requires the Contractor to document progress against the IP Plan 

in each CSR. 



Clause 3.13.1 is to be included in the RFT without alteration. The only tailoring 

required for the IP Plan is the selection of the appropriate DID in the CDRL, either 

DID-SSM-IPP (Complex) or DID-SSM-IPP (Strategic). The two DIDs are similar; 

however, DID-SSM-IPP (Strategic) provides the option to use IP Records in the IP 

Schedule. If IP Records are required, they must be requested through clause 

3.13.2.1 and the CDRL. 

Related Clauses: Annex C to Attachment A of the COT requires tenderers to submit a draft IP Plan. 


Attachment G contains the agreed IP Plan based on the requirements set out in 

the chosen DID. 

The baseline DID-SSM-IP-IPP (Complex) or the alternative option DID-SSM-IP-IPR 

(Strategic) sets out requirements for the IP Plan. 


SOW clause 3.13.2.1 and CDRL Line Number MGT-810 when requiring IP 

Records for the IP Plan defined by DID-SSM-IPP (Strategic). 

SOW clause 3.13.2.2 requires the Contractor to document progress against the IP 

Plan in each CSR. 

3.13.2 IP Records, Progress Reports and Reviews 


Status: Optional. To be included where IP records are required. 

Purpose: To require the Contractor to provide progress reports on IP issues. 

Policy: DPPM, Section 3, Chapter 3.6. 

Defence Intellectual Property Policy 2008. 

Guidance: The inclusion of optional SOW clauses for IP Records, Progress Reports and 

Reviews should be considered based on the levels of complexity of both the 

contracted scope of work and the Capability. These clauses need to be selected 

and applied consistently within themselves and also consistent with the selection of 

a complex or strategic level IP Plan for clause 3.13.1. 

The selection of clause 3.13.2.1, for IP Records, must be supported by the 

selection of DID-SSM-IPP (Strategic) in the CDRL, in support of clause 3.13.1. If 

the complex level IP Plan is included in the CDRL, then this clause should be ‘not 

used’ as IP Records are not used at this level. CDRL Line Number MGT-810 lists 

the requirements for the IP Records (using DID-SSM-IPR) and must be tailored 

consistent with this clause. Note that the CDRL should also be tailored to ensure 

an update of the IP Plan in preparation for the end of a Contract (before Off Ramp 

Date). 

Clause 3.13.2.2 may be omitted (‘not used’) if IP Progress Reports (IPPRs) will not 

be required, and retained if IPPRs will be required. Note that clause 3.13.2.2 is 

optional and can be included without clauses 3.13.2.3 - 3.13.2.5, but 3.13.2.2 must 

be included if the clauses 3.13.2.3 - 3.13.2.5 are to be included. 

Clauses 3.13.2.3 to 3.13.2.5 provide the Commonwealth with access to review and 

confirm compliance with IP requirements, as reported. These clauses should be 

retained for strategic level IP programs, or deleted (or replaced with ‘not used’) in 

other cases. 

Prior to Contract signature, drafters must insert the negotiated IP Plan at 

Attachment G. The IP Schedule proposed in Annex C to Attachment A of the COT 

will form the basis of the IP Plan. 

The following circumstances will require ‘strategic level’ IP provisions (based on the 

ASDEFCON (Strategic Materiel) template IP provisions) to be used across the 

template instead of the ‘complex IP’ provisions: 



a. the Contract is for the support of Capability that includes complex, softwareintensive 

systems, or which may integrate with or inter-operate with other 

complex, software-intensive systems; 

b. significant Foreground IP is anticipated under the Contract; or 

c. the Contract will be signed concurrently with an acquisition contract, 

particularly if the acquisition contract is based on the ASDEFCON (Strategic 

Materiel) template. 

Related Clauses: Annex C to Attachment A of the COT requires tenderers to submit a draft IP Plan. 


Clause 5 of the COC sets the contractual framework for IP ownership, and 

licensing arrangements relating to IP and Technical Data – this clause is also 

tailored for complex and strategic level IP provisions. 

Attachment G contains the agreed version of the IP Plan (which based on the 

requirements set out in DID-SSM-IPP (Complex) or (Strategic), as defined in the 

CDRL). 

Annex A-5 and A-6 to the SOW defines software and key Technical Data relevant 

to this Contract, which are included as Products to be supported. 

Clause 9.2 of the SOW defines Technical Data (including delivery) requirements. 

CDRL Line Numbers MGT-800 (IP Plan), MGT-810 (IP Records, if required) and 

SR-100 (Technical Data List) define delivery requirements for updates to data 

items relating to IP and Technical Data. 

DID-SSM-IP-IPR sets out requirements for the optional IP Records. 

3.14 Defence Security Compliance 

3.14.1 Defence Security – General Requirements 

Sponsor: Defence Industrial Security Authority 

Status: Core 

Purpose: To define the security requirements applicable to the Contract. 

Policy: Defence Security Manual 

Guidance: This clause requires that the Contractor has all the necessary security procedures, 

training, facilities, fittings and clearance requests in place in the timeframe to 

ensure that security issues do not impede the progress of the work. This clause 

provides the method for capturing the work involved when complying with COC 

clause 10.10, for the general requirements regarding Personnel, Contractor 

facilities and membership of the Defence Industry Security Program (DISP). 

Drafters will need to draft the Contract to ensure that the Contractor has Personnel 

with the necessary clearances, appropriately cleared Facilities, and procedures for 

handling classified material and equipment, as applicable to the work requirements 

under the Contract – many of these will need to be completed before the Operative 

Date. Drafters should refer to the relevant clauses under COC clause 10.10, which 

must be tailored, and develop clauses for the draft SOW to cover any specific 

activities the Contractor is required to take to comply with security requirements. 

Clause 10.10 of the COC covers all Defence security compliance aspects, 

including communication security equipment and Information Systems security. 

Within the SOW, the work effort is divided between the clauses 3.14.1, 3.14.2 and 

3.14.3 to simplify tailoring and to better identify the cost breakdown of the 

associated work effort. 

Each ‘system’ is required to have a Security Risk Management Plan (SRMP), 

which is the highest level security plan for a system. The SRMP should have been 

prepared previously by the Contractor (Acquisition) or Defence but may be 

embedded within a project Risk Management Plan. The SRMP would be 



maintained by Defence, particularly if the Contractor does not have full system 

responsibilities (ie, not support scenario #1 described at Annex A). However, if the 

Contractor does have system-level responsibility, the Contractor may be tasked to 

maintain the SRMP by including the optional clause below. Note that the initial 

SRMP would need to be provided to the Contractor by the Commonwealth. If 

Defence maintains the SRMP, then the SRMP, or relevant parts of it, will need to 

be provided to the Contractor in order for them to prepare System Security Plans 

(SSPs). 

Related Clauses: COC clause 10.10, Defence Security. 


SOW clauses 3.14.2 and 3.14.3. 

Note to drafters: Insert the following clause only if the Contractor has 

responsibility for maintaining the SRMP. 

The Contractor shall maintain, for the duration of the Contract, the Security Risk 

Management Plan for the Products to be supported. 

3.14.2 Communications Security 



Purpose: To define security management requirements for secure communications and 

cryptographic equipment. 

Policy: Defence Security Manual 

Australian Government Information Security Manual 

Guidance: The following clauses may be applicable when the Contractor is required to handle 

cryptographic equipment and related secure communications equipment and 

documents. The clauses contain references to plans and other documents 

developed under the Contract (Acquisition). 

Drafters should determine what relevant documents have been generated under 

the Contract (Acquisition) and which ones should be maintained and followed by 

the Contractor (Support). 




The Contractor shall maintain a COMSEC Account with Defence Signals 

Directorate for the purposes of handling cryptographic equipment, accessing 

relevant documentation, and negotiating key material generation. 

Note to drafters: Insert reference to the plan that defines the COMSEC policy 

and procedures for the Products to be supported. 

The Contractor shall maintain, for the duration of the Contract, the System Security 

Plan developed under the Contract (Acquisition) for secure communications 

equipment and related materials. 

Note to drafters: Insert reference to the relevant document that defines the 

Information System – Security Practices and Procedures relevant to the 

Products to be supported. 

The Contractor shall maintain the Standard Operating Procedures developed 

under the Contract (Acquisition) for secure communications equipment and related 

materials. 



Note to drafters: Insert reference to the relevant document that defines the 

Key Management Plan relevant to the Products to be supported. (‘Key’ in 

this context refers to both physical keys and software keys.) 

The Contractor shall maintain, for the duration of the Contract, the Key 

Management Plan developed under the Contract (Acquisition). 

3.14.3 Information Systems Security 



Purpose: To set out the security management requirements for information systems. 

Policy: Defence Security Manual (DSM), based on parts 2-4, 2-40 and 2-42. 

Australian Government Information Security Manual (ISM) 

Guidance: The clause should be used when the Contractor will have access to Defence 

information systems, or will be linked to Defence information systems. Security 

accreditation and certification for an information system will also include security for 

the Facility (or Facilities) in which the physical components (ie, computers, 

terminals, routers, etc) will be located (refer to DSM part 2-4). The extent of 

system security documentation, and the applicable accreditation and certification 

authorities, depend upon the ownership of the system (ie, contractor system or 

only for access to Commonwealth Systems such as MILIS), and the security 

classification of data (refer to DSM part 2-40 and ISM part 2). The Contractor will 

also need to be a member of the Defence Industry Security Program (refer to DSM 

part 2-42). If the Contractor is a foreign entity, further requirements apply. 

Drafters need to ascertain the applicable Facility and Information System 

requirements under the Contract and then seek advice from the Regional Defence 

Security Authority point of contact (refer DSM Annex A to part 1). 

SOW clauses should be drafted along with COC clause 10.10, whereby the COC 

clause captures the security compliance requirements while the SOW captures the 

associated work requirements. 




Note to drafters: The following clauses should be considered as the starting 

point for further development. Refer to your Regional Defence Security 

Authority for further advice. 

The Contractor shall prepare in accordance with the Defence Security Manual, and 

maintain for the duration of the Contract, the System Security Plan(s) for the 

information systems used by the Contractor for this Contract. 

The Contractor shall prepare in accordance with the Defence Security Manual, and 

maintain for the duration of the Contract, the Standard Operating Procedures for 

the information systems used by the Contractor for this Contract. 

The Contractor shall, upon request, make the Contractor’s System Security Plan 

and related Standard Operating Procedures available to the Commonwealth 

Representative, 

3.15 Maintenance of Support Agreements 



Purpose: To require the Contractor to update the list of organisations with which it has 

support agreements. 



Policy: Nil 

Guidance: Agreements with companies and other organisations such as OEMs for support of 

the Products to be supported are likely to have been established during the 

acquisition phase or previous support period. Such agreements include Product 

Support Agreements, Technical Assistance Agreements, MOAs, sub-licences or 

agency agreements and the like. If appropriate, the Contractor should be required 

/ encouraged to continue these Agreements or establish equivalents. 



3.16 Resident Personnel 

If the Contractor is not required to maintain support agreements to enable Services 

under the Contract then the clause can be deleted and replaced with ‘Not used’. 

If this clause is required, then the drafter will need to prepare an appropriate annex 

to the SOW, listing the companies involved and the agreements that are to be 

maintained. Drafters should then insert reference to this new annex and the types 

of agreements into clause 3.15 where indicated. 

The Commonwealth may identify particular agreements with nominated vendors for 

the Contractor to put into effect through clause 3.15. If there are no particular 

agreements to be specified, this individual clause may be removed or replaced with 

‘Not used’. If an agreement is essential and required by OD, then it should also be 

referenced by COC clause 1.4, Once established, the agreement is maintained in 

accordance with clause 3.15.4. 

Drafters should understand the provisions of COC clause 3.2 when using this 

clause in relation to import / export approvals, and COC clause 5 in regard to IP 

licenses or sub-licenses.. 

COC clause 1.4, Operative Date, where agreements are essential for the provision 

of Services. 

COC clause 3.2, Export Approvals. 

COC clause 5, Intellectual Property. 



Purpose: To require the Contractor to provide facilities and other support for Resident 

Personnel. 

Policy: Nil 

Guidance: This clause is likely to be required for larger, more-complex support contracts, 

where representation from the DMO support agency will be resident with the 

Contractor to coordinate matters between the Commonwealth (eg, end-user 

Service) and the Contractor. If Resident Personnel will not be used in support of 

the Contract, then the clauses should be deleted and replaced with ‘Not used’. 

If Resident Personnel are required, then: 

a. the optional clauses should be retained in the SOW; 

b. Attachment L should be developed to suit the requirement; and 

c. the following issues for GFF and ‘Authorised Persons’ should be considered. 

In some cases, the Contractor’s premises may include GFF. GFF are provided to 

the Contractor in accordance with a Licence for the Use of Commonwealth 

Premises (refer Attachment I, Annex D). Where the Contractor is required to 

provide support to the Resident Personnel in the GFF, drafters should consider 

including in the Licence that part of the premises that is to be for the use of the 

Resident Personnel. Drafters’ attention is drawn to COC clause 3.7 for GFF. 



If any Resident Personnel will be a delegate of the Commonwealth Representative 

for the purposes of making decisions about the management of the Contract, then 

the Resident Person will also be an Authorised Person for the purposes of COC 

clause 2.1. In this case, drafters must also satisfy the Commonwealth’s obligations 

under COC clause 2.1.3 (and, potentially, this can be achieved by including the 

scope and limits of authority in Attachment L). 

Drafters should also consider the facilities required for Attachment L, including 

telephone and facsimile machine connections, access to office equipment 

(Defence or Contractor provided), and the need for access to the Contractor’s 

DMS. If DMS access is required the drafter should ensure access and training 

have been covered by draft SOW clause 2.3. 

Related Clauses: COC clause 2.1, Commonwealth Representative (if the Resident Personnel are to 

be Authorised Persons). 


COC clause 3.7, GFF. 

Attachment L, Resident Personnel. 

SOW clause 2.3, DMS (if Resident Personnel require access to the DMS). 

3.17 Environmental Management 

Sponsor: Environment Heritage and Risk Branch, Defence Support Group 


Purpose: To obtain a description of how the Contractor proposes to manage environmental 

issues and comply with environmental requirements. 

Policy: The Commonwealth Government requires all departments and agencies to 

develop and implement an Environmental Management System (ENVMS), which is 

compliant with the ISO 14001 requirements. The Defence ENVMS has been 

developed to meet this requirement. The Defence Environmental Policy endorsed 

the establishment of an ENVMS, which supports ADF capability, promotes 

environmental sustainability, and achieves the Government’s broader 

environmental objectives. 

The Defence ENVMS is a continual cycle of planning, implementing, reviewing and 

improving the processes and actions that Defence undertakes to meet its 

environmental, legislative and other obligations, and to demonstrate Defence’s 

stewardship of the environment. 

The Defence ENVMS has been modelled on the ISO 14001 requirements. It has 

been designed to fit the unique structure of Defence and provides the overarching 

environmental policy, strategy, and guidance to assist Groups and Services 

integrate environmental planning or processes into their activities. For Defence 

sites, the Defence ENVMS provides a number of ISO 14001 compliant tools to 

assist with the development and implementation of a site-specific ENVMS. 

If possible, Defence expects all contractors to either have ISO 14001 certification 

or be able to demonstrate their commitment and application of environmental 

management throughout their organisation including consideration of how this is 

applied to subcontractors under their control. 

To this end, the following documents are applicable to Environmental 

Management. Drafters will need to determine those that are relevant to their 

particular requirements. Drafters should not see this list as exhaustive. It is the 

responsibility of drafters to ensure that they include all relevant references. The 

easiest way to find all relevant environmental references is by accessing the 

Defence Environmental Management System on the Defence Intranet. 

a. DI(G) ADMIN 40-2, Environment and Heritage Management In Defence; 

b. Defence Environmental Policy, http://defweb.cbr.defence.gov.au; 



c. Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act); 

d. Departmental Environment Instructions (DEIs); 

e. Defence Environmental Strategic Plan; 

f. Defence National Environment Legal Register; 

g. Defence Service Charter; 

h. DI(G) OPS 16-2, The Management of Electromagnetic Environmental 

Effects; 

i. DI(G) OPS 16-4, Management of Electromagnetic Environmental Effects in 

Airborne Systems; 

j. DPPM Section 3, Chapter 3.16; 

k. AS/NZS ISO 14001:2004 – Environmental Management Systems – 

Requirements with Guidance for Use; 

l. AS/NZS ISO 14031:2000 – Environmental Management – Environment 

Performance Evaluation – Guidelines; 

m. other environmental legislation such as the Hazardous Wastes Act; and 

n. DID-SSM-ENVMP. 

Drafters should consult with the sponsor for information on other relevant 

documents. 

Guidance: Contractors are obliged to comply with relevant legislation, which includes 

environmental legislation (see clause 11.5 of the COC). This optional clause is 

required when the Contractor will perform activities on Defence sites (including 

ships alongside or at sea, if applicable) and meet the additional environmental 

obligations of working on those sites, or where other significant environmental 

issue may be involved. 

Environmental advice and requirements will not normally be required where the 

work specified in the SOW will be undertaken at the Contractor’s own facilities. 

Under these circumstances, the Contractor should comply with normal legislative 

requirements and Defence would not normally have environmental requirements 

additional to compliance with these. 

If there is no Contract work to be conducted on Defence sites and no other special 

environmental requirements, the draft clauses under 3.17.1 and 3.17.2 may both 

be deleted and replaced with ‘Not used’. 

If work at the Contractor’s site (only) has the potential to impact Services due to 

environmental issues, draft clauses under 3.17.1 may be replaced with ‘Not used’ 

and 3.17.2 replaced by the optional clause contained at the end of this section. 

If there are no Defence requirements but special environmental requirements (ie, 

may need ministerial approval) for work to be conducted at Contractor Facilities, 

drafters should read the information below and seek further guidance from DSG 

regarding the needs for environmental management. 

Where work on Defence sites is applicable, the drafter should insert the names of 

those sites in the various locations identified through clauses 3.17.1 and 3.17.2. 

Note for the maritime environment. Environmental reports and additional 

Defence environmental management requirements may apply to ships at sea or 

alongside in a similar manner to other Defence sites. Where this is applicable to 

the Contract the drafter should determine if explicit inclusion of ships is required 

and include them in the ‘sites’ listed. 

Acknowledgement of Environmental Advice. SOW clause 3.17.1 requires the 

Contractor to acknowledge the identified environmental reports relevant to the sites 

where work may be conducted under the Contract. Drafters should only list those 

reports for the expected location(s) that Contractor Personnel will occupy. Drafters 



should seek advice regarding applicable reports from DSG Regional Environmental 

Offices (REOs) for the bases or other locations applicable to the Contract. 

The reports or other documents listed at clause 3.17.1 may be provided as 

Government Furnished Data (GFD) or GFI at Annex A to Attachment E. If the 

information is essential for the Contractor to comply with legislation, manage 

liability, or if it contains particular decisions made by Defence that are in addition to 

legislative requirements, then the documents will most likely be GFD. This is 

appropriate if, for example, any inconsistency with legislation was found within the 

documents, and it would be the responsibility of Defence to correct and provide 

those corrected documents (or replacement reports) to the Contractor (and other 

parties outside the Contract). When providing documents as GFD, drafters must 

ensure that the applicable scope and purpose for the use of those documents is 

described explicitly within Annex A to Attachment E. In other cases, where the 

information is accessible in the public domain or for information purposes rather 

than required for compliance or managing liability, reports and other documents 

should be included as GFI. 

Environmental Requirements. SOW clause 3.17.2 identifies the Defence 

requirements for the Contract that are in addition to environmental legislation. It is 

the responsibility of drafters to ensure that they include all relevant references 

under clause 3.17.2.1. These references may include sections of the documents 

identified in the policy section above. The easiest way to find all relevant 

environmental references is by accessing the Defence Environmental Management 

System on the DEFWEB. 

Drafters should select only those references that are applicable to the Contract, 

then add them to the list and ensure that they are available to tenderers and the 

Contractor. Drafters should refer to individual sections in the referenced 

documents, not whole documents unless the whole document is applicable. DID- 

SSM-ENVMP and DID-SSM-SSMP (as selected under clause 3.17.2) refer to this 

list of references. 

The requirement for an Environmental Management Plan (ENVMP) would normally 

only arise when the Contractor is required to meet Defence environmental 

requirements additional to those in the legislation. Although there may be relatively 

few situations where Defence environmental requirements could be considered to 

be ‘additional’ to legislative requirements, an ENVMP, or environmental planning 

within the SSMP, ensures coordination with Defence and local site requirements at 

a procedural level. An ENVMP also provides greater certainty in any situation 

where there exists a reasonably high risk of legislative breach that a breach will not 

occur because of documented environmental management measures to which the 

Contractor must adhere. 

Under the EPBC Act, any Defence activity that has, will have, or is likely to have a 

significant impact on the Environment requires the approval of the Minister for the 

Environment and Heritage. Defence Environment Instruction DEI 16/2002 

describes the process for determining whether a proposed activity is to be referred 

to the Environment Minister, or cleared within the Department of Defence. Drafters 

should refer to DEI 16/2002 to assist in determining whether the proposed contract 

will involve activities that could have significant environmental impact. 

Environmental issues should have been addressed during the Capability 

Development and Acquisition phases. Drafters should refer to documentation 

developed during these phases, which can provide valuable information on 

environmental issues relating to the Services. The principal reference document is 

the Project Environmental Plan. The Contractor (Acquisition) may also have 

produced an Environmental Impact Assessment (at the commencement of the 

Contract (Acquisition)) and a Contractor ENVMP. 

Drafters should consider the environmental impact of the Services and ensure that 

these are aligned with Defence environmental policy, which includes a requirement 

to comply with environmental legislation. The Directorate of Environmental 

Stewardship (DES) is responsible for providing advice on the level of 



environmental clearance required. It is the responsibility (financially and from a 

contract management point of view) of Defence proponents to take all necessary 

steps to gain approval as required by DES. 

If environmental issues are likely to be significant and on-going (NB: in these 

circumstances the Environment Minister’s approval is required), drafters should 

consult with the DMO support agency manager and other relevant stakeholders 

(including DES) about the need for Defence to produce a Commonwealth 

Environmental Management Plan for the support phase. Should such a plan be 

produced, it will provide guidance on the issues to be addressed in the Contractor 

ENVMP and the requirements under clause 3.17.2. 

The degree of complexity and extent of the environmental management 

requirements will depend on the extent of the environmental risks involved. To 

assist in determining the environmental management requirements to be placed on 

the Contractor, the DMO support agency or other relevant authority should conduct 

an environmental risk assessment. 

Drafters should consider including a requirement for the Contractor to provide a 

stand-alone ENVMP in situations where the Contractor might be working in an area 

that is especially sensitive to environmental issues or at Commonwealth facilities, 

such as on a base or at sea. REOs/DES should be consulted to determine this 

requirement. 

Drafters should consider a range of factors when deciding whether a stand-alone 

ENVMP is required or if environmental requirements are sufficiently straightforward 

to be managed through the SSMP. The overarching concern is whether 

there is a risk of significant environmental impact, which can be determined 

through DEI 16/2002). Categories of specific environmental issues identified within 

the Defence Environmental Strategic Plan 2002-2003 are: 

a. Sustainable Management of Ecosystems: 

(i) Land use (including use of Defence Training Areas and Defence 

training on non-Defence land); 

(ii) Interaction with Marine Environment; 

(iii) Interaction with Aquatic Environment; and 

(iv) Flora and Fauna Interaction. 

b. Natural Resource Consumption: 

(i) Energy Use; 

(ii) Water Use; and 

(iii) Waste Generation. 

c. Pollution Prevention: 

(i) Soil and Water Contamination; 

(ii) Waste Treatment and Disposal; 

(iii) Air Emissions; and 

(iv) Noise, Vibration and Electromagnetic Radiation Generation. 

d. Climate Change and Ozone Depletion: 

(i) Use of Ozone Depleting Substances; and 

(ii) Greenhouse Gas Emissions. 

e. Stewardship: 

(i) Procurement and Acquisition - new direction towards 'Green 

Procurement' related to renewable resources and ecologically 

sustainable development principles; 



(ii) Infrastructure Development and Support; 

(iii) Stakeholder Management; 

(iv) Business Practices; and 

(v) Heritage Management. 

Other factors that drafters should consider include: 

a. health and safety; 

b. geology, hydrogeology and soils; 

c. indigenous, cultural and natural heritage; 

d. traffic and transportation; 

e. water quality – ground, riparian, estuarine and marine; 

f. contamination; 

g. hazardous substances; and 

h. infrastructure development and support. 

Examples where an ENVMP may be required are: 

a. testing of equipment that emits high-intensity electromagnetic radiation 

b. work that generates high levels of noise; 

c. test and trials involving high energy underwater sonar; 

d. testing of vehicles in an environmentally sensitive area; and 

e. activities that may cause pollution (eg, use of solvents). 

If an ENVMP is required, drafters should: 

a. identify any clearances that may be required, including those that may be 

required during test and trials; 

b. identify applicable state, federal and territory laws; 

c. determine environmental issues (including heritage) applicable to the 

Services; and 

d. identify relevant Defence site environmental management plans/systems 

that may be in place. 

The drafter should determine if an ENVMP is required as a stand-alone plan and in 

this instance, select Option A from clause 3.17.2. Alternatively, the drafter may 

determine that environmental management can be ‘rolled up’ into the SSMP, 

depending on its likely size and complexity, and in this case Option B should be 

selected. If the Contractor has an existing ENVMS with suitable scope, either the 

ENVMP or SSMP would largely refer to the ENVMS for the required detail. 

Drafters should note that some tenderers may be pre-qualified, being already 

assessed for compliance with Defence environmental requirements and the 

suitability of their ENVMS. If this is likely and the tenderer becomes the 

Contractor, then the SSMP referring to the Contractor’s established ENVMP and 

ENVMS may be a suitable alternative to a separate ENVMP. In this instance, 

drafters may retain both options A and B in the draft SOW and replace the ‘note to 

drafters’ with a ‘note to tenderers’ included in the optional clauses below. 

Tenderers must confirm that they have identified the environmental impacts of 

proposed Contract activities and have planned prevention measures through 

provision of proof of their ENVMS and associated ENVMP. Where appropriate, 

tenderers should be asked to demonstrate that appropriate mitigation measures 

have been developed for the specific activity proposed. 





The Contractor is required to have an ENVMS, which can be either be Certified to 

AS/NZS ISO 14001:2004 or not Certified. If the ENVMS is to be Certified or it is 

otherwise known that all tenderers will have a Certified ENVMS, the optional 

clauses for a Certified ENVMS should be included. Fields in subsequent clauses 

must be edited consistent with the requirements for a Certified EVMS, or 

otherwise. If an ENVMS compliant with ISO 14001 is not essential, then the 

optional clauses are not required and may be deleted. An acceptable alternative to 

a Certified ENVMS is proof by the tenderer of its 'quality environmental process' 

currently in place to achieve a compliant ENVMS – which would be subsequently 

covered by the ENVMP or SSMP under Contract. 

The Contractor should be required to maintain and work in accordance with its 

ENVMS and the Approved ENVMP or SSMP, as applicable. 

Drafters should also consider requirements for the Contractor to monitor and report 

on compliance with environmental requirements. Reporting on environmental 

management issues would normally be covered in the CSR (although such issues 

are not specifically addressed in DID-SSM-CSR they can be included under the 

generic ‘Problem Report’), but where environmental issues are especially 

significant, drafters should consider the need for a stand-alone report. Drafters 

should be familiar with DEI 8/2002, Reporting of Environmental Incidents within 

Defence, and should reflect in the draft SOW any special requirements that arise 

from this DEI and the related departmental documents listed in it. 

Drafters should also determine whether the Contractor is required to participate in 

meetings/reviews conducted by the relevant Defence site or regional authority. 

Details of these meetings (location and frequency) are to be inserted into the 

applicable clause under 3.17.2. 

The Contractor is required to propose changes to the Contract via the CCP 

process if it becomes aware that changes to the Contract are, or will be, necessary 

to enable compliance with environmental legislation. 

There may also be a need for the Commonwealth to conduct surveillance and 

audits for Environmental purposes, these are addressed in clause 11.5 of the COC 

and drafters should make themselves familiar with this clause. Suitable clauses 

are included in the draft SOW if the Contractor is required to participate in these 

activities. Note that DMO support agency staff, who will carry out audit and 

surveillance activities, must be suitably qualified. Suitable qualifications should be 

determined by the DMO support agency in consultation with DES. 

If the Contract work will be performed within Government Furnished Facility (GFF), 

drafters should check the environmental requirements applicable to the use of the 

GFF. Standard requirements are contained in the GFF Licence for use at Annex D 

to Attachment I. Tenderers must be made aware of these requirements which 

must be flowed down to the Contractor. Drafters should determine whether 

additional environmental requirements should be added to the GFF Licence 

included in the draft SOW. 

COC clause 11.5, Environmental Obligations. 

TDR G-4 of the COT, Environmental Management Statement. 

SOW clause 3.18, Occupational Health and Safety. 

For when the need for a stand-alone ENVMP or environmental management within the SSMP 

will be determined in response to tenders: 

Note to tenderers: The requirement for a stand-alone ENVMP or environmental management 

included in the SSMP will be determined in response to tenders. Where an existing ENVMS is 

suitable and accessible to the Commonwealth Representative, the preference will be to refer to 

that system from the SSMP. 



For use when no work under the Contract will be performed on Defence Property but Contract 

work has significant environmental issues, replace clauses under clause 3.17.2 with: 

The Contractor shall inform the Commonwealth Representative as soon as 

practicable after becoming aware of required changes to the Contract to enable 

compliance with changes to environmental legislation and COC clause 11.5. 

3.18 Occupational Health and Safety 

Sponsor: Defence Safety Management Agency 


Purpose: To obtain a description of how the Contractor proposes to meet and manage 

Defence Occupational Health and Safety (OHS) requirements. 

Policy: Relevant policy documents are: 

a. Defence Safety Manual; 

b. Contract Safety Management – A framework for safety in the Defence 

contract process (Defence Safety Management Agency). 

Guidance: Contractors are obliged to comply with relevant legislation, which includes OHS 

legislation (see clause 11.4 of the COC). Under the OHS Act, Defence has a duty 

to take all reasonably practical steps to protect the health and safety of Defence 

employees, contractors and their staff, and other persons at or near Defencecontrolled 

workplaces. 

If all aspects of OHS for the Services required can be covered by the applicable 

legislation, then the inclusion of this clause becomes optional. If OHS clauses are 

not required because the Contractor will not undertake work on Defence sites and 

there are no requirements in addition to compliance with government legislation, 

then the clauses under clause 3.18 may be deleted and replaced with ‘Not used’. 

Where work is to be performed by the Contractor on Defence sites, the clause 

must be included and the Defence sites inserted within the relevant sub-clauses to 

clause 3.18. 

Note for the maritime environment. OHS requirements may apply to ships at 

sea or alongside in a similar manner to other Defence sites. Where this is 

applicable to the Contract the drafter should determine if explicit inclusion of ships 

is required and to insert the names or class(es) of ships, as appropriate. 

Acknowledgement of OHS Advice. SOW clause 3.18.1 requires the Contractor 

to acknowledge the problematic substances that exist at Defence Properties, 

relevant to the work under the Contract. This is intended to ensure that the 

Contractor is made aware of and can address these substances in OHS planning 

and compliance with legislation. 

Where the Contractor will occupy Defence Property (including ships) for the 

performance of Contract work, the drafter needs to identify the known problematic 

substances and other hazards and identify these in Table 1. Drafters should also 

include other known generic hazards in clause 3.18.1.5. If Radiation Hazard 

(RADHAZ) is present, applicable reports or other references (eg, standing 

instructions identifying danger zones) should be added to table 2. 

If there are no OHS issues on the applicable Defence sites requiring advice, 

drafters may replace clause 3.18.1 with ‘Not used’. 

The reports or other documents listed in tables 1 and 2 may be provided as GFD or 

GFI at Annex A to Attachment E. If the information is essential for the Contractor 

to comply with legislation, manage liability, or if it contains particular decisions 

made by Defence that are in addition to legislative requirements, then the 

documents will most likely be GFD. This is appropriate if, for example, any 

inconsistency with legislation was found within the documents, and it would be the 

responsibility of Defence to correct and provide the corrected documents (or 

replacement reports) to the Contractor (and other parties outside the Contract). 



When providing documents as GFD, drafters must ensure that the applicable 

scope and purpose for the use of those documents is described explicitly within 

Annex A to Attachment E. In other cases, where the information is accessible in 

the public domain or for information purposes rather than required for compliance 

or managing liability, reports and other documents should be included as GFI. 

OHS Requirements. Defence has the obligation to ensure that Defence 

employees, who work at or near Contractor-controlled workplaces, are not exposed 

to hazards created by the activities of the Contractor. This can be particularly 

relevant when it is likely that a Resident Person and/or MRU will work on 

Contractor-controlled premises. 

The requirement for an H&SMP would normally only arise when the Contractor is 

required to meet OHS requirements additional to those in the legislation, such as 

might occur when the Contractor is working at Defence premises and coordination 

with Defence OHS policies and local procedures apply (eg, inclusion of sitespecific 

OHS training and audits in Contractor plans). A H&SMP may also be 

required when Defence personnel are working at Contractor-controlled workplaces. 

Examples include where a contractor might be working on-board a ship, or 

engaged in hazardous work on an aircraft, such as the F-111 de-seal/reseal task. 

In accordance with Defence policy, the Contractor is required to work in a manner 

that does not create a risk to the health and safety of any person. The Contractor 

is also responsible for the safety performance of its Subcontractors. 

The degree of complexity and extent of the health and safety requirements will 

depend on the extent of the health and safety risks involved. To assist in 

determining the health and safety requirements to be placed on the Contractor, the 

DMO support agency or other relevant authority should conduct a safety hazard 

risk assessment. Guidance on what determines a high or low safety risk contract 

is contained in the booklet ‘Contract Safety Management’ (paragraph 7) and 

SAFETYMAN Vol 1, Ch 8 Annexes B and C. DSMA should be consulted for 

guidance on determining health and safety requirements. 

If it has been determined that the Contract has significant health and safety risks, 

drafters should include a requirement for the Contractor to produce an appropriate 

H&SMP and to work in accordance with this plan. 

Drafters should refer to SAFETYMAN Vol 1 Ch 8 for responsibilities of Defence 

and the Contractor associated with work in Contractor-controlled and Defencecontrolled 

workplaces. Drafters should note that, in accordance with 

SAFETYMAN, the Contractor is required to provide an agreed and appropriate 

safety management plan, specifying the elements of the Contractor’s safety 

management system (paragraph 8.7). Defence has a responsibility where work is 

performed in Defence-controlled workplaces to ensure that the Contractor’s system 

of work does not place Defence employees at risk of injury/illness (paragraph 8.8 

f.). 

SAFETYMAN Vol 1, Ch 8 Annex A deals with Contractor Safety Management 

Process. Drafters should note the requirements described in this Annex and reflect 

those that are relevant in the draft SOW. Drafters should also ensure that 

appropriate clauses are inserted in the COC and that requirements are reflected in 

the Tender Evaluation Criteria. 

Drafters should also consider requirements for the Contractor to participate in 

monitoring and review of health and safety, including record keeping, site 

inspections, reporting requirements and participation in meetings. 

Before commencing work at Defence premises, Contractor personnel are required 

to participate in safety induction training, which is provided by Defence, and a site 

safety induction briefing. 

If Commonwealth personnel will be required to work within the Contractor’s 

workplace (eg, where the Contract requires the Contractor to employ MRU), the 




Optional Clauses: Nil. 

Contractor should be asked to describe those OHS procedures that will apply to 

these personnel. 

Policy document b, Contract Safety Management, contains two sample Checklists. 

Site Workplace Inspection - Checklist 5 is to identify potential hazards within the 

workplace site introduced by the employer (Defence). This may apply in 

circumstances where a Contractor was required to perform Services at Defence 

premises (eg, on board a ship). Drafters should consider the need to prepare such 

a list and provide it to tenderers. 

Site Workplace Inspection - Checklist 6 is to identify potential hazards within the 

workplace site introduced by the employer (the Contractor). Tenderers should be 

asked to prepare such a list if significant potential hazards are likely. 

If the drafter is to decide on the type of plan, either stand-alone or embedded in the 

SSMP, and select the clause under optional A or B accordingly. The drafter should 

then amend the clauses that follow, for applying the selected plan, ensuring to 

insert the name of the selected plan, as appropriate. 

Drafters should note that the Health and Safety Management Plan (H&SMP) 

covers OHS requirements in the workplace relating to the performance of the 

Services. The Systems Safety Program requirements cover safety requirements 

for the systems supported under the Contract. System safety planning is 

addressed in DSD-ENG-SERV (Routine Engineering Services). 

If Contract work is conducted only at Contractor premises, but particular OHS 

issues apply to the Products to be supported, drafters may decide to retain 

requirements for OHS planning. In this case, the appropriate planning option (ie 

stand-alone H&SMP or an SSMP that refers to the existing H&SMP for the 

Contractor’s Facility) should be selected and the following two clauses tailored for 

the applicable plan. Subsequent clauses that are specific to Defence Property may 

be deleted. 

COC clause 11.4, Occupational Health and Safety. 

SOW clause 3.17, Environmental Management. 

DSD-ENG-SERV clause 6.2.8, Safety Engineering. 

TDR G-5 of the COT, Health and Safety Management Statement. 

3.19 Training in Defence Information Systems 



Purpose: To ensure that all relevant employees, agents and Subcontractors are trained in 

the operation of mandated Defence information systems. 

Policy: DI(G) PERS 05-34, Policy Framework for Defence Training Support to Contractors 

Guidance: Drafters should note the intent of clauses 3.16.2 to 3.16.6, is that the 

Commonwealth will provide initial training in Defence information systems and 

additional training when those systems are updated, otherwise such training 

becomes the responsibility of the Contractor. 



Drafters’ attention is also drawn to the Operative Date clause (COC clause 1.4) 

which states that the parties have no obligation to perform the Contract until the 

first day on which a number of events have occurred. Additionally training in 

Defence information systems will probably be provided as GFS. 



3.20 Access to Foreign Military Sales 



Purpose: To provide the Contractor with access to Stock Items that are available via Foreign 

Military Sales (FMS) and that may not be available commercially. 

Policy: TBA 

Guidance: Drafters should note that the FMS clause is not intended to provide an automatic 

program for FMS access, and is to be initiated by the Contractor. Alternatively, if 

the Contract follows a Contract (Acquisition) and the drafter knows that a number 

of Stock Items will only be accessible via FMS, then the clause may be amended 

to establish a standing arrangement for on-going FMS access. 

Related Clauses: DSD-SUP-MILIS. 


FMS for RIs and Non-RIs is usually accessed via the MILIS FMS module, with the 

link to the United States and order processing under the management of SOFMS 

in Melbourne. Items ordered via FMS must be acquired against an FMS case with 

appropriate scope and funding provisions. Depending on the individual 

requirements, arrangements put in place by the Defence Logistic Manager, and the 

Contractor’s authorised access to MILIS, various options for FMS access may be 

possible. Advice should be sought from the Support Office Foreign Military Sales 

(SOFMS) located within the Common Services System Support Office of ASD 

regarding further tailoring of this clause. 

3.21 Business Resource Planning 


Status: Core 

Purpose: To require the Contractor to conduct Business Resource Planning in accordance 

with the Approved SSMP and to allow the Commonwealth to conduct reviews and 

audits of the Contractor’s progress in doing so. 

Policy: Nil 

Guidance: In seeking ongoing information on the Contractor’s corporate business plan, the 

Commonwealth will determine whether the Contractor has effective strategies in 

place to deal with other commitments and to ensure that it meets all current and 

future work requirements. The Commonwealth is entitled to expect that other work 

commitments will not impede or effect work conducted under the Contract. 

Accordingly the Contractor is to manage an effective business resource balance, 

as agreed in the Approved SSMP, and the Commonwealth will review the SSMP to 

ensure remaining obligations under the Contract are adequately resourced. 

Related Clauses: TDR C-7 of the COT will request the tenderer identify how it will manage its 

financial, physical, organisational and intellectual resources to meet competing 

project commitments, and to illustrate how the tenderer will utilise strategies and 

plans to deal with subcontractors, other suppliers and human capital impacts on 

work capacity 


3.22 Assurance and Stocktaking of Contractor Managed Commonwealth Assets 


Status: Core 

Purpose: To require the Contractor to undertake the necessary stocktaking and accounting 

of Commonwealth owned assets held by the Contractor. 

Policy: DI(G) LOG 4-1-003, Defence Inventory and Assets Manual 



DEFLOGMAN part 2, volume 5, section 17, Stocktaking of Defence Assets 

DEFLOGMAN part 2, volume 5, section 18, Assurance Checks of Defence Assets 

Guidance: This clause is applicable to all Contracts, including those where no GFM is 

provided. A Contractor Managed Commonwealth Asset is defined in the Glossary 

at Attachment M as follows: 

“means any item owned by the Commonwealth which is in the care, custody or 

control of the Contractor, its officers, employees, agents or Subcontractors. CMCA 

includes GFM but does not include items of Supplies unless those items have 

been: 

a. Accepted by the Commonwealth in accordance with the Contract; and 

b. identified in the Contract, or otherwise by the Commonwealth 

Representative to the Contractor, as being items that are required to be held 

by the Contractor as CMCA.” 

This clause is not to be amended, except where particular items of CMCA are 

being managed on MILIS. In this situation, the stocktaking processes built into 

MILIS are required to be used. 

Related Clauses: COC clause 3.6, Government Furnished Material Ownership and Restrictions. 


COC clause 3.7, Government Furnished Facilities. 

COC clause 3.8, Use of Commonwealth Property. 

COC clause 8, Insurance and Liability. 

Attachment M, Glossary, for the definition of ‘Contractor Managed Commonwealth 

Assets’. 

SOW clause 3.11, Government Furnished Material and Government Titled Items 

Management. 

DID-SSM-SSMP (the CAASP is included as part of the SSMP). 

DID-SSM-CSR (the CAASR is included as part of the CSR). 

DSD-SUP-SERV, in relation to the Contractor Supply Management System. 

CDRL Line Number MGT-350 (CAASR portion of the CSR). 



4. OPERATING SUPPORT 


Status: Optional (but must be used when Operating Support Services are required under 

the Contract (Support)) 

Purpose: To define the requirements for Operating Support Services to be provided as part 

of, or in direct support to, Defence operations. 

Policy: DI(G) LOG 4-5-005, Defence Policy on Integrated Logistic Support 

DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force 

Materiel 

DI(G) OPS 05-3, Civilians in Support of Australian Defence Force Operations 

(applicable only if Operating Support is to be provided in the area of operations) 

Guidance: This clause should be included if the Contract (Support) requires the provision of 

Operating Support Services. Operating Support Services, in the ASDEFCON 

context, include the operation of the Mission System, or Services that directly 

enable operation of the Mission System by a Defence user. Operating Support is 

not a support element in an ILS context; however, Operating Support utilises 

Support Resource elements, such as personnel, support equipment, facilities, etc. 

Operating Support is not a Maintenance or Supply activity provided in the area of 

operations, or any ‘operational’ level of Maintenance or Supply; these should be 

included under clauses 6 and 7 of the SOW. 

Examples of Operating Support include (but are not limited to): 

a. operation of a communications facility, where the Contractor’s staff 

undertake operational communications; 

b. operation of a radar or other surveillance facility, where the Contractor’s staff 

plot track, and report targets or operate other surveillance equipment in its 

operational role; 

c. provision of meteorological and pre-flight briefings to aircraft pilots; 

d. provision of a help-desk providing direct advice to system users (not part of 

a training course); 

e. preparation of Mission System software libraries with operational terrain 

data; and 

f. operation of a simulator, such as loading of scenarios and inserting threats 

or emergency conditions (when the simulator is treated as a Mission System 

under the Contract). 

All of these examples either directly involve, or directly enable, the operation of the 

Mission System in performing its mission. 

If the Contract (Support) does not contain any Operating Support requirements, 

then the heading should be retained, but the words ‘Not used’ should be inserted in 

brackets at the end (eg, “Operating Support (Not used)”). All of the lower-level 

clauses of clause 4 may then be deleted. 

Related Clauses: Maintenance Support (clause 6), for Contractor-provided Maintenance Services at 

the operational level. 


Supply Support (clause 7), for the provision of Supply Services at the operational 

level. 

The following diagram shows the general structure of SOW clause 4 and its 

associated DSDs and DIDs: 



4.1 Operating Support Management Planning 


Status: Core (if Operating Support required) 

Operating Support SOW Structure 

Purpose: To identify the requirements for the Operating Support planning document. 

Policy: Nil 

Guidance: The drafter must determine whether Operating Support planning requirements can 

be included in the SSMP, or if a separate Operating Support Plan (OSP) is 

required. This decision is often discretionary, and dependent upon the scope of 

the workload (eg, if the Contract (Support) covers several SSCCs), and the need to 

manage Operating Support functions separate from other support functions. 

Drafters should also refer to the previous guidance for SOW clauses 3.2 and 3.2.1 

regarding the ‘roll-up’ of management plans. 

If the scope of Operating Support for the Contract is concise (eg, Operating 

Support Services are relatively static and straightforward), then embedding the 

basic OSP requirements in the SSMP should be sufficient. If the Contract covers 

several types of Operating Support activities, and other activities under 

Engineering Support, Maintenance Support, Supply Support, and Training Support, 

then a separate OSP may be more practical. 

Having determined whether or not a separate OSP is required, the optional SOW 

clauses should be chosen and reference to the appropriate selected plan edited, 

as per the ‘Notes to drafters’ in the draft SOW. 

DID-OPS-OSP provides generic clauses to define the requirements for an OSP, 

making it adaptable to the management of many Operating Support Services 

without the need for tailoring. This supports the ASDEFCON guiding principle to 

work in the Contractor’s domain where suitable 8 , by having the Contractor describe 

their ‘best practice’ processes for the required Services in the OSP. However, if 

the scope of Operating Support planning has specific requirements that cannot be 

captured in this manner, then DID-OPS-OSP will need to be tailored accordingly. 

If planning for the management of Operating Support is to be included in the 

SSMP, then the drafter must review DID-SSM-SSMP. Drafters should be aware 

that DID-SSM-SSMP identifies the need to address Operating Support 

8 See ASDEFCON Handbook Philosophy Volume. 



management in the SSMP if the SOW requires it and, by default, the DID does not 

require tailoring. However, if the scope of Operating Support planning is reduced 

in the SSMP or specific requirements are needed, then the DID-SSM-SSMP will 

need to be tailored accordingly. 

Related Clauses: DID-OPS-OSP, which defines the requirements for an Operating Support Plan. 


DID-SSM-SSMP, which defines the requirements for a Support Services 

Management Plan including Operating Support if a separate OSP is not required. 

CDRL Line Number OPS-100 for the OSP. 

4.2 Operating Support Reporting 



Purpose: To identify the requirements for reporting the performance of Operating Support 

Services. 

Policy: Nil 

Guidance: Operating Support reporting is managed as a sub-report for the CSSR. This report 

may also be delivered separately from the rest of the CSSR, if required, by tailoring 

the CDRL. This report would typically be delivered for review in preparation for a 

CSPR, or a separately held Operating Support Performance Review (OSPR), as 

requested by clause 4.3 of the SOW. The report primarily addresses the 

Contractor’s performance in providing Operating Support Services against the 




Reports and reviews do not need to be coordinated on a one-for-one basis (eg, the 

Operating Support component of the CSSR could be scheduled for every six 

months with every second report scheduled for an annual OSPR or CSPR). The 

frequency for delivery of reports may vary from one contract to the next, depending 

upon the level of visibility and Operating Support activity expected or the frequency 

of payment for these Services. 

Refer to the guidance for SOW clause 3.4 in regard to rolling-up reports and 

reviews as part of the communications strategy. 

Drafters do not need to change SOW clause 4.2, but must tailor the CDRL for the 

delivery of the Operating Support component of the CSSR individually or as part of 

the combined report. 

DID-SSM-CSSR, which defines requirements for a Combined Services Summary 

Report. 

SOW clause 4.3 in relation to Operating Support Reviews. 

SOW clause 3.4.1, which addresses the inclusion of a CSSR. 

CDRL Line Number MGT-350d, for the separate delivery of the Operating Support 

portion of the CSSR, if required. 

4.3 Operating Support Reviews 



Purpose: To identify the requirements for Operating Support Performance Reviews 

(OSPRs). 

Policy: Nil 



Guidance: There is only one level of Operating Support review in the SOW, the OSPR, which 

may be scheduled independently or rolled up into the CSPR. If necessary for 

larger-scale contracts, two levels of review can be achieved if the CSPR acts as a 

higher-level review to the OSPR. 



The drafter needs to determine the appropriate level of review activity for Operating 

Support. If the OSPRs are to be rolled up into the CSPRs, then Option A should 

be selected. If separate OSPRs are required, then Option B should be selected 

and the review frequency inserted, as per the notes to drafters. If two levels of 

review are required, the OSPR clause (Option B) should be selected, and the 

requirements for the CSPR amended, if required, to include a higher-level review 

of Operating Support Services. 

Depending on the plan option selected under clause 4.1, drafters should edit the 

clauses referring to plans accordingly. 

SOW clause 3.4.2, Combined Services Performance Review. 

SOW clause 4.2, Operating Support Reporting. 

4.4 Operating Support Services 


Status: Core (if Operating Support is required; however, individual lower-level SOW 

clauses are optional) 

Purpose: To define the required Operating Support Services. 

Policy: Nil 

Guidance: Drafters should be aware that DSDs are not necessarily independent of each other 

and that the selection of DSDs, and the creation of any new DSDs, should consider 

these relationships. 

Drafters must tailor the subclauses to clause 4.4 for each group of Operating 

Support Services to be included in the Contract (Support), as described by a 

separate DSD listed in the CSRL, SOW Annex B. Details are given below for the 

draft DSDs included in the ASDEFCON (Support) templates. 

Help Desk Services. DSD-OPS-HLPDSK provides an outline DSD for the 

provision of help-desk support to operators. The DSD may be used for information 

systems or other Mission Systems. Drafters should refer to the guidance in section 

1 of DSD-OPS-HLPDSK for further information. If these Services are not required 

under the Contract, then the SOW clause and associated CSRL entry should be 

deleted. 

OPS Template. DSD-OPS-Template provides a template DSD for describing 

Operating Support Services. Drafters should refer to the guidance in section 1 of 

DSD-OPS-Template for further information. Once developed, additional DSDs 

must be added to the CSRL. 

Drafters must add a subclause to clause 4.4 for each additional group of Operating 

Support Services to be added to the Contract (Support), as described by a 

separate DSD listed in the CSRL, SOW Annex B. Each additional subclause 

should be in the form of the optional clause shown below. 

Related Clauses: SOW Annex B, CSRL ‘OPS’ entries 

DSD-OPS-Template. 

DSD-OPS-HLPDSK, Help Desk Services. 

SOW Annex C, CDRL ‘OPS’ entries and associated DIDs that are referenced from 

the ‘OPS’ DSDs. 




SOW Annex D, for referenced manuals that describe Operating Support 

procedures. 

The Contractor shall provide […INSERT SUMMARY DESCRIPTION OF THE 

REQUIRED OPERATING SUPPORT SERVICES…] Services in accordance with 

CSRL Line Number OPS-[…INSERT CSRL NUMBER…]. 



5. ENGINEERING SUPPORT 


Status: Optional (but must be used when Engineering Services are required under the 


Purpose: To define the requirements for Engineering Services and related work for the 

Contract (Support) through both this clause of the SOW and the associated DSDs. 

Policy: DI(G) LOG 4-5-012, Regulation of Technical Integrity of Australian Defence Force 

Materiel 

DI(A) LOG 12-1, Regulation of the Technical Integrity of Land Materiel 

DI(N) ADMIN 37-15, Assuring the Safety, Fitness for Service and Environmental 

Compliance of Naval Capability 

DI(N) ADMIN 37-16, Navy Regulatory System 

DI(N) LOG 47-3, Technical Regulation of Navy Materiel 


Engineering Services. There may be support contracts that exclude Engineering 

Support (eg, these could be exclusively for the provision of Supply or Training 

Services). A Contract (Support), which is primarily for the provision of Maintenance 

Services, will often contain some level of requirement for Engineering Services in 

relation to engineering investigations of defects, Configuration Management (CM), 

or engineering dispositions for temporary and non-standard repairs. 

In-service Engineering Services have a different emphasis to acquisition 

engineering, and involves such activities as: 

a. Technical Data review (known as Technical Information Review under the 

Aerospace TRF); 

b. baseline management; 

c. defect management; 

d. failure/reliability monitoring; 

e. safety management; 

f. supportability analyses; 

g. obsolescence management; 

h. change management; 

i. software ‘maintenance’, and 

j. modification development. 

If the Contract (Support) does not contain any Engineering Support requirements, 


brackets at the end (eg, “Engineering Support (Not used)”). All of the lower-level 

clauses of clause 5 may then be deleted. 

The demand for many Engineering Services can be hard to scope prior to entering 

into a contract; for example, the number and scope of required modifications will be 

unknown. Accordingly, many tasks may be managed as S&Q Services. An 

alternative to some S&Q Services is a Contractor Standing Capability (CSC), 

managed through a separate DSD (refer clause 5.5), and requiring additional 

management procedures. Drafters should consider the optional CSC module 

when developing clause 5. 


associated DSDs and DIDs. 



Engineering Support SOW Structure 

Related Clauses: Maintenance Support (clause 6), for the Maintenance actions associated with the 

implementation of Deviations and Non-Standard Repairs and the incorporation of 

Modification Orders and Technical Instructions. 


Supply Support (clause 7), for the Supply interfaces with Engineering Services (eg, 

in relation to Obsolescence management and Supply aspects of ECPs). 

5.1 Engineering Support Management Planning 


Status: Core (if Engineering Support is required) 

Purpose: To identify the requirement for the Engineering Support planning document. 

Policy: ABR 6492, RAN Regulatory Framework and Certification Manual 

Technical Regulation of Army Materiel Manual 

AAP 7001.053, Technical Airworthiness Management Manual 

Guidance: The drafter must determine whether Engineering Support planning requirements 

can be included in the SSMP, or if a separate Contractor Engineering Management 

Plan (CEMP) is required. This decision is often discretionary, and dependent upon 

the scope of the workload (if the Contract (Support) covers several SSCCs), and 

the need to manage Engineering Support functions separate from other support 

functions. Drafters should also refer to the previous guidance for SOW clauses 3.2 

and 3.2.1 regarding the ‘roll-up’ of management plans. 

If the scope of Engineering Support issues for the Contract is concise, then 

embedding the basic CEMP requirements in the SSMP may be sufficient. A standalone 

plan will often be preferable, however, in order to meet TRF requirements 

(eg, where the Contractor must be an AEO). 

TRF requirements relating to Engineering Support are contained in the policy 

manuals listed above. Drafters should refer to the applicable policies (under the 



main heading), the manuals identified above, and their TRAs for further advice. If 

Engineering Services are to be provided in accordance with TRF requirements, 

then AEO status may also need to be formally established (see guidance for 

clause 5.4). (Note that Approved Maintenance Organisation / Accredited 

Maintenance Organisation (AMO) requirements, which may include a level of 

engineering responsibility, are addressed in clause 6 of the SOW). If the Contract 

covers several areas such as a range of Engineering, Maintenance, and Supply 

Services, then a separate CEMP will usually be more practical. 

Having determined whether or not a separate CEMP is required, the optional SOW 

clause should be chosen and the reference to the selected plan should be edited, 

as per the ‘Notes to drafters’ in the draft SOW. 

DID-ENG-CEMP identifies the major requirements for a CEMP, including those 

needed to manage Engineering Services in the context of the Contract, and TRF 

additional requirements. A note at the start of clause 6 in the DID explains how the 

references to the TRF manuals have been incorporated for providing additional 

guidance. Although further tailoring may not be required, drafters should review 

DID-ENG-CEMP to ensure that all required planning aspects will be covered. 

DSD-ENG-SERV provides a framework for developing system modifications, 

allowing individual modification programs to be scoped within additional DSDs, 

CCPs or as CSC tasks. DSD-ENG-SERV includes clauses for a separate Systems 

Engineering Management Plan (SEMP) and, if engineering changes require the 

application of ILS practices to address Supportability, an Integrated Support Plan 

(ISP). DIDs for both of these plans are available from the standard assets for 

ASDEFCON (Strategic Materiel); however, if the drafter would prefer these to be 

rolled up into the CEMP, then DID-ENG-CEMP will need to be modified to include 

the essential components of each plan and DSD-ENG-SERV tailored accordingly. 

Software-specific engineering-management requirements may be captured in the 

Software Support Plan (SWSP), defined by DID-ILS-SW-SWSP or, if more 

significant development is required, by the Software Management Plan (SWMP) 

defined by DID-ENG-SW-SMP (noting that both of these DIDs are available from 

the standard assets for ASDEFCON (Strategic Materiel)). The SWSP is called out 

by DSD-ENG-SW; however, it may be rolled-up into the CEMP if required. The 

SWMP would normally be called out by a drafter-developed DSD for ECPs, but it 

may be rolled-up into the SEMP with appropriate modification / merging of both 

DIDs. 

Configuration Management (CM) is an important part of Engineering Support that 

also governs Maintenance and Supply activities. The CM Plan (CMP) will be called 

out by DSD-ENG-CM; however, it can also be rolled-up into the CEMP, if required 

by the drafter. This would require the drafter to modify DID-ENG-CEMP to include 

the essential components of a CMP. 

DID-ENG-CEMP may also need to be tailored to include any other subordinate 

engineering plans required for TRF purposes, or to suit other individual 

requirements of the Engineering Services being sought. 

If planning for the management of Engineering Support is to be included in the 

SSMP, then the drafter must review DID-SSM-SSMP and ensure that the selftailoring 

provisions to include Engineering planning are adequate. If the scope of 

Engineering Support planning is reduced or specific requirements are needed, then 

the DID-SSM-SSMP will need to be tailored accordingly. 

Related Clauses: DID-ENG-CEMP, which specifies requirements for the Contractor Engineering 

Management Plan. 

DID-SSM-SSMP, which specifies requirements for the Support Services 


DID-ENG-CMP, which specifies requirements for a Configuration Management 

Plan (may be rolled-up). 




DID-ILS-SW-SWSP, which specifies requirements for a Software Support Plan 

(may be rolled-up). 

DID-ENG-MGT-SEMP (ASDEFCON (Strategic Materiel)), which specifies 

requirements for a Systems Engineering Management Plan (may be rolled-up). 

DID-ENG-MGT-SEMP-2 (ASDEFCON (Complex Materiel) Volume 2), which 

specifies requirements for a Systems Engineering Management Plan (alternative to 

above). 

DID-ILS-MGT-ISP (ASDEFCON (Strategic Materiel)), which specifies requirements 

for an Integrated Support Plan (may be rolled-up). 

DID-ENG-MGT-ISP-2 (ASDEFCON (Complex Materiel) Volume 2), which specifies 

requirements for an Integrated Support Plan (alternative to above). 

DID-ENG-MGT-SMP, which specifies requirements for a Software Management 

Plan (may be rolled-up). 

DSD-ENG-SERV, which may require the SEMP and ISP as subordinate plans. 

DSD-ENG-CM, which requires a CMP, or the CMP to be rolled up into the CEMP 

or SSMP. 

CDRL Line Number ENG-100, for the CEMP. 

5.2 Engineering Support Reporting 



Purpose: To identify the requirements for reporting the performance of Engineering Services. 

Policy: Nil 

Guidance: Engineering Support reporting is managed as a sub-report of the CSSR. This 

report may also be delivered separately from the rest of the CSSR, if required, by 

tailoring the CDRL. This report would typically be delivered for review in 

preparation for an Engineering Support Performance Review (ESPR), as 


Contractor’s performance in providing Engineering Services against the 





Engineering Support component of the CSSR could be scheduled for every six 

months with every second report scheduled for an annual ESPR or CSPR). The 

frequency for delivery of reports may vary from one contract to the next, depending 

upon the level of visibility and Engineering Support activity expected or the 

frequency of payment for these Services. 


delivery of the Engineering Support component of the CSSR individually or as part 

of the combined report. Refer to the guidance for SOW clause 3.4 in regard to 

rolling-up reports and reviews as part of the communications strategy. 

DID-SSM-CSSR, which specifies the requirements for a Combined Services 

Summary Report. 


SOW clause 5.3 in relation to Engineering Support Reviews. 

CDRL Line Number MGT-350e, separate delivery of the Engineering Support 




5.3 Engineering Support Reviews 



Purpose: To identify the requirements for Engineering Support Performance Reviews 

(ESPRs). 

Policy: Nil 

Guidance: There is only one level of Engineering Support review in the SOW, the ESPR, 

which may be scheduled independently or rolled up into the CSPR. If necessary 

for larger-scale contracts, two levels of review can be achieved if the CSPR acts as 

a higher-level review to the ESPR. 



Additional reviews are required to support a Systems Engineering development 

cycle (eg, System Requirements Review, System Definition Review, Preliminary 

Design Review, and Detailed Design Review). These reviews, specific to the 

development process, are addressed through DSD-ENG-SERV managing Major 

Changes (ie, Class 1 ECPs). DSD-ENG-SERV also includes the covering 

management clauses for these System Reviews, which are separate from the 

routine ESPR, but which will be summarised by the CSSR report on Engineering 

activities and therefore included in the ESPR or CSPR, as applicable. 

The drafter needs to determine the appropriate level of review activity for 

Engineering Support. If the ESPRs are to be rolled up into CSPRs, then Option A 

should be selected. If separate ESPRs are required, then Option B should be 

selected and the review frequency inserted, as per the notes to drafters. Note that, 

by default, an ESPR will be rolled up into a CSPR when they fall in the same 

month. If two levels of review are required, the ESPR clause (Option B) should be 

selected, and the requirements for the CSPR amended, if required, to include a 

higher-level review of Engineering Services. 

Depending on the plan option selected under clause 0, drafters should edit the 

clauses referring to the appropriate plan. 


SOW clause 5.2, Engineering Support Reporting. 

DSD-ENG-SERV clause 6.2.11, Conduct of System Reviews. 

5.4 Technical Regulation of Engineering Support 

Sponsor: DAVREG-DGTA (Aerospace) 

Director of Technical Regulation - Navy (Maritime) 

Director Technical Regulation - Army (Land) 

Status: Optional / Special Inclusion (must be included if TRF requirements apply to the 

provision of Engineering Services or if the Contractor is required to be an AEO or 

to be evaluated by an AEO for the suitability of their Engineering processes) 

Purpose: To define the TRF requirements associated with providing Engineering Services 

under the Contract. 


Materiel 

DI(G) OPS 02-02, Australian Defence Force Airworthiness Management 

AAP 7001.048, ADF Airworthiness Manual 

AAP 7001.053, Technical Airworthiness Management Manual (TAMM) 

AAP 8000.010, ADF Operational Airworthiness Manual 



Technical Regulation of ADF Materiel Manual – Land (TRAMM-L) 

ABR 6492, Navy Technical Regulations Manual (NTRM) 


DI(N) ADMIN 37-15, Assuring the Safety, Fitness For Service and Environmental 

Compliance Of Naval Capability 



Guidance: If Engineering Services are to be subject to TRF requirements (eg, seaworthiness, 

mission-worthiness, airworthiness or otherwise being operationally fit for purpose), 

then the appropriate technical regulatory requirements for the applicable 

environment must be applied. For aerospace requirements, a Contractor with 

Mission System or major subsystem responsibilities would need to become an 

AEO. For maritime systems, the Contractor would need to be assessed by an 

AEO; however, the degree of assessment may change between SPOs and in 

relation to safety critical nature of the Products supported. For land systems, there 

may be a need for the Contractor to become an Accredited Engineering 

Organisation (AEO) (same acronym used). In each case, there is generally a need 

to review Contractor plans and some need for an audit or other assurance that the 

relevant TRF manual will be / is being followed. 

Drafters should be aware that DID-ENG-AEO, ‘AEO Application’, has been drafted 

to have application to all TRFs. Under the Aerospace TRF, it is the document that 

applies for the Contractor to become an AEO. Under the Land and Maritime TRFs, 

it includes an “Application to Demonstrate Compliance with the TRAMM-L under 

the Land TRF” and an “Application to Demonstrate Compliance with the NTRM 

under the Maritime TRF”. For the Land and Maritime TRFs, this “application” 

provides the objective evidence that the Contractor is competent to deliver 

compliant Engineering Services, as required under the Contract, in accordance 

with the respective TRF manual. 

If TRF requirements are not applicable to the Engineering Services being provided 

under the Contract (Support), then the standard clauses in the SOW template 

should be replaced with a single clause 5.4.1 stating ‘Not used’. 

If TRF requirements are applicable to the Engineering Services, drafters must seek 

advice from the relevant TRAs to ensure that the Contract clauses included in the 

SOW, DSDs and associated DIDs, represent the most up-to-date requirements for 

contracting. 

Aerospace: The objective of this clause is to ensure an appropriate Engineering 

Support framework is in place to enable the continued technical and operational 

airworthiness of aircraft. All Contracts that include Engineering Support for 

technical equipment that has a technical or functional interface with ADF aircraft 

MUST invoke a contractual requirement for the Contractor to become an AEO and 

comply with Regulations 1, 2 and 3 in Section 2 of the TAMM. Drafters should be 

aware of the SOW clauses for Technical Regulation (part of the special ‘Aerospace 

Module’) that amends clause 5.4 of the ASDEFCON (Support) template when the 

Services include the provision of aerospace-related services. AAP 7001.054 also 

contains DIDs and a DSD for Aircraft Structural Integrity (ASI) aspects. 

DAVREG-DGTA is the primary point of contact for advice regarding the 

applicability of the technical airworthiness regulations to Engineering Support. 

Aerospace Systems Division QMS Procedure 3-2-1-4 contains applicable 

guidance. 

Land: The objective of this clause is to ensure an appropriate Engineering 


mission worthiness of nominated systems. Contracts for the nominated systems 

will require the Contractor to comply with the applicable regulations defined in the 



TRAMM-L. Drafters should also refer to the guidance above in relation to DID- 

ENG-AEO. 

Advice from DTR-A should be sought when applying these clauses. 

Maritime: The objective of this clause is to ensure an appropriate Engineering 


seaworthiness of vessels. ABR 6492 (NTRM) requires Defence organisations (eg, 

DMO support agencies) providing Engineering Support to maritime materiel to 

achieve AEO status. Additionally, “Non ADO organisations [including contractors] 

involved in the design, construction and Maintenance of ADF maritime materiel will 

be required to comply with the NTRF [Navy Technical Regulatory Framework] 

through contractual requirements with the relevant AEO”. 

Consistent with the NTRM, advice must be sought from the ‘engineering authority’ 

for the specific maritime systems (as per ABR 6492, volume 2, section 5) when 

developing clauses for the individual NTRF requirements for a maritime system. 

Drafters should also refer to the guidance above in relation to DID-ENG-AEO. An 

example of a possible clause is provided under the heading, “Optional Clauses”, 

below. 

Electronic: Electronic systems fitted to various platforms may be subjected to 

more than one of these TRF requirements and clause 5.4.1 should be amended 

accordingly to include the relevant references, or a new clause added, to explain 

any particular division of responsibilities for technical regulatory requirements. 

DI(G) LOG 4-5-012 paragraphs 10 and 11 provides policy guidance for systems 

and equipment that are subject to more than one TRF, which usually results in the 

selection of a lead TRF. 

Explosive Ordnance: If, in rare cases, the contractor is to manage or undertake 

Engineering work on guided weapons or munitions, the drafter should seek advice 

from the Directorate of Ordnance Safety (DOS) regarding additional technical 

regulatory or audit requirements that may be applicable. 

All: Drafters should consider COC clause 1.4, Operative Date, and the need for a 

Contractor’s Engineering processes to be evaluated against a TRF, as defined in 

the TAMM, TRAMM-L, or ABR 6492, prior to the delivery of Engineering Services. 

Note that, by using the OD clause, contract termination would be possible if a 

Contractor failed to meet the needs of the applicable TRF by the OD. Compliance 

with an applicable TRF was one of the original reasons for creating the OD clause. 

In developing individual sub-clauses, drafters should also consider the relationship 

with SOW clause 11, Quality Management. It may be suitable that compliance with 

the TRF be integrated with Quality Management activities (eg, sub-clauses to 5.4 

may indicate that TRF compliance audits will be a specific component of quality 

audits, with shortfalls automatically invoking clause 11.3 for non-conformance). 

Related Clauses: DID-ENG-CEMP, which specifies requirements for the Contractor Engineering 


DID-ENG-AEO, which specifies requirements for the AEO application. 

COC clause 1.4, Operative Date. 

SOW clause 6.4, Technical Regulation of Maintenance Support. 

SOW clause 11, Quality Management. 

Optional Clauses: Refer to applicable TRA for guidance. 

For the Maritime TRF, the following clause could form the basis of an appropriate 

clause for the application of the NTRM to a Contract (Support): 

Note to drafters: Amend the following clauses to reflect the required plans 

for the draft Contract: 

5.4.1 Subject to clauses 5.4.2 and 5.4.3, the Contractor shall ensure that 

Engineering Services are performed in accordance with the following Technical 



Regulatory Framework regulations defined in Chapter 1, Section 2, Volume 1 of 

ABR 6492, Navy Technical Regulations Manual: 

a. Regulation No 1, with the words ‘under the NTRF’ replaced with ‘through the 

Approved CEMP and Approved QP’; 

b. all regulations relating to technical risk management; 

c. all regulations relating to engineering change management, with the 

exception of: 

(i) the words in Regulation No 3, ‘requirements in NTRM Vol 2, Sect 2’, 

are replaced with ‘requirements of the NTRM Vol 2, Sect 2 identified 

in DSD-ENG-CM’; and 

(ii) Regulation Nos 3.5 and 3.5.1; 

d. all regulations relating to defective and unsatisfactory materiel, with the 

exception that Regulation No 4 is amended to read, ‘The Contractor shall 

implement appropriate mechanisms to ensure that all Contractor and 

Subcontractor personnel, regardless of position or appointment, report all 

instances of defective or unsatisfactory materiel’; 

e. the engineering aspects of the regulations relating to Maintenance 

management, noting that the authority for deferring either mandatory or nonmandatory 

Maintenance must be an individual with appropriate engineering 

competence; 

f. all regulations relating to delegation of engineering authority, with the 

exception of Regulation No 6.2; 

g. all regulations relating to authorisations of engineering authorities, with the 

exception of Regulation Nos 7, 7.1, 7.3 and 7.3.4.4, and with the following 

amendments: 

(i) in Regulation No 7.3.2, the words ‘defined by the TRA’ are replaced 

with ‘defined by the Contractor in its Approved CEMP’; and 

(iv) in Regulation No 7.3.3, the words ‘that conform to the NTRF’ are 

replaced with ‘authorised through the Approved CEMP and Approved 

QP’; 

h. Regulation No 8.2; and 

i. Regulation No 10. 

5.5 Engineering Services 

5.4.2 For the purposes of this clause 5.4, the following terms from ABR 6492 shall 

be interpreted as follows: 

a. ‘ADF maritime materiel’ means the Products being supported under the 

Contract; 

b. ‘Engineering Management Plan’ or ‘EMP’ means the Approved CEMP; 

c. ‘executive’ or ‘executive authority’ means the Commonwealth 

Representative; and 

d. ‘Authorised Engineering Organisations’ or ‘AEOs’ means the Contractor. 

5.4.3 In interpreting the application of the regulations identified at clause 5.4.1 to 

the provision of Engineering Services, the Contractor shall be guided by the 

requirements of Volume 2 of ABR 6492. 


Status: Core (if Engineering Support is required; however, individual lower-level draft SOW 


Purpose: To define the required Engineering Services. 



Policy: Nil 


and that the selection of DSDs and the creation of any new DSDs should consider 


Drafters must tailor the subclauses to clause 5.5 for each group of Engineering 

Services to be included in the Contract (Support), as described by a separate DSD 

listed in the CSRL, SOW Annex B. Details are given below for the draft DSDs 

included in the ASDEFCON (Support) templates, and for ECPs, which would need 

to be developed by drafters when significant design change activities are 

anticipated under the Contract. 

Routine Engineering Services. DSD-ENG-SERV contains the generic 

Engineering Services that must be performed for all contracts requiring routine 

Engineering Support. Whereas SOW clause 5 is predominantly about planning 

and Engineering Services from a contract and TRF perspective, DSD-ENG-SERV 

relates specifically to the management of individual engineering work activities. 

DSD-ENG-SERV also includes the essential System Engineering program 

requirements for more significant modifications undertaken through a specific DSD 

for a modification, CCP or CSC tasking. Accordingly, this DSD is a ‘head’ DSD for 

Engineering Support, and will almost certainly be required before any other 

Engineering Services can be undertaken. Drafters should refer to the guidance in 

section 1 of DSD-ENG-SERV for further information. 

If a contractor is not required to provide on-going Engineering Services and will 

ONLY undertake other functions such as an ECP program or parts of Configuration 

Management, then the SOW clause and associated CSRL entry should be deleted. 

Contractor Standing Capability. The purpose of the Contractor Standing 

Capability (CSC) is to provide an on-going pool of expertise that is primarily used 

for specialist Engineering, design activities and similar Services. The CSC has 

been aligned to engineering activities but can be expanded for use in other areas 

where: 

a. expertise can be difficult to obtain and maintain; and 

b. the scope of work can be difficult to define upfront. 

If a CSC were not to be implemented, the required work would be undertaken as 

S&Q Services, which is likely to incur higher labour charges and reduced skills 

continuity, due to the stop/start nature of S&Q Services. While a CSC should 

improve efficiency, it is dependent upon a minimum amount of ad hoc work to be 

viable. Including a CSC through draft SOW clause 5.5 and DSD-ENG-CSC does 

not add to the scope of Engineering Services, but allows the work identified in 

other DSDs as S&Q Services to be performed by the CSC. 

Including a CSC requires changes to this clause, the COT, COC, CSRL, CDRL, 

and DID-ENG-CEMP, plus the addition of new DIDs and DSD-ENG-CSC. Drafters 

should refer to the CSC Module, particularly the guidance document “1_Draft CSC 

General – V3.0” for a detailed explanation of the changes required. 

If a CSC is not required (ie, ad hoc Engineering Services can be more efficiently 

managed as S&Q Services), the entries changes for the CSC must be left out. 

Configuration Management Services. DSD-ENG-CM contains the requirements 

for the CM of the Products to be supported under the Contract (Support). Drafters 

should note that CM is fundamental to the effective management, and often the 

safety, of complex Commonwealth assets. Drafters should refer to the guidance in 

section 1 of DSD-ENG-CM for further information. 

If CM is not required (eg, because CM is undertaken by a Commonwealth agency), 

the SOW clause and associated CSRL entry should be deleted. 

Software Support Services. DSD-ENG-SW is specifically intended for the 

support of software. Although often referred to as ‘software maintenance’ software 

support has been included under Engineering Services due to the outcomes being 



a change to the software configuration, even if only minor. Software support 

includes ‘corrective’, ‘adaptive’, ‘preventive’ and ‘perfective’ maintenance. DSD- 

ENG-SW also includes the framework for conducting major software development 

activities, where non-trivial improvements in software functionality or performance 

are sought. Software development may be addressed via CSC tasks, a CCP and 

the ECP DSD discussed below, or a specific software-only development DSD 

created by the drafter to make use of the framework provided in DSD-ENG-SW. 

Drafters should refer to the guidance in section 1 of DSD-ENG-SW for further 

information. 

If software support Services are not required under the Contract, the SOW clause 

and associated CSRL entry should be deleted. 

Engineering Change Proposals. Drafters / in-service managers may develop a 

“DSD-ENG-ECP” for major design and development of enhancements, significant 

modifications, and upgrades to the Products being supported that are beyond the 

scope manageable using DID-ENG-ECP and the standard DSD-ENG-SERV 

clauses. An ECP DSD drafted for each major change program would be added to 

the Contract via CCP. The ECP DSD should contain the specific design and 

development requirements (including specifications) that apply the Systems 

Engineering and software development frameworks from DSD-ENG-SERV and 

DSD-ENG-SW, as applicable. 

Other Engineering Services. Drafters must add a subclause to clause 5.5 for 

each additional group of Engineering Services to be added to the Contract 

(Support), as described by a separate DSD listed in the CSRL, SOW Annex B. 

Each additional subclause should be in the form of the optional clause shown 

below. 

Related Clauses: SOW Annex B, CSRL ‘ENG’ entries. 

DSD-ENG-SERV, Routine Engineering Services. 

DSD-ENG-CM, Configuration Management Services. 

DSD-ENG-SW, Software Support Services. 

SOW Annex A, List of Products to be Supported (for the allocation of engineering 

responsibility, as applicable). 

SOW Annex C, CDRL ‘ENG’ entries and associated DIDs that are referenced from 

the ‘ENG’ DSDs. 

SOW Annex D, for referenced manuals that describe Engineering Support 

regulations and/or procedures. 

DID-ENG-CEMP, which specifies requirements for the Contractor Engineering 


DID-ENG-CMP, which specifies requirements for the Configuration Management 

Plan. 

DID-ENG-AEO, which specifies requirements for an AEO Application (if 

applicable). 

DID-ENG-MGT-SEMP, which specifies requirements for a Systems Engineering 

Management Plan (from ASDEFCON (Strategic Materiel)). 

DID-ENG-MGT-SEMP-2, which specifies requirements for a Systems Engineering 

Management Plan (from ASDEFCON (Complex Materiel) Volume 2). 

DID-ENG-MGT-ISP, which specifies requirements for an Integrated Support Plan 

(from ASDEFCON (Strategic Materiel)). 

DID-ENG-MGT-ISP-2, which specifies requirements for an Integrated Support Plan 

(from ASDEFCON (Complex Materiel) Volume 2). 

DID-ENG-SW-SMP, which specifies requirements for a Software Management 

Plan (from ASDEFCON (Strategic Materiel)). 




DID-ENG-SWSP, which specifies requirements for a Software Support Plan. 

See also SOW clause 9.2 for Technical Data, including Engineering Drawings. 


REQUIRED ENGINEERING SERVICES…] Services in accordance with CSRL 

Line Number ENG-[…INSERT CSRL NUMBER…]. 



6. MAINTENANCE SUPPORT 


Status: Optional (but must be used when Maintenance Services are required under the 


Purpose: To define the requirements for Maintenance Services and related work for the 

Contract (Support) through both this clause of the SOW and the associated DSDs. 

Policy: DI(G) LOG 4-5-009, Maintenance Policy 

DI(G) LOG 4-5-010, Contingency Maintenance 


Materiel 

DI(G) OPS 05-3, Civilians in Support of Australian Defence Force Operations 

(applicable only if Maintenance Support is to be provided in the area of operations) 

AAP 7001.059, ADF Aviation Maintenance Management Manual 


Maintenance Services. There may be support contracts that exclude Maintenance 

Support, such as those exclusively for the provision of Engineering, Supply, or 

Training Services. If Operating Support Services are required, which require 

complementary Maintenance Services then this clause will be required. 

If the Contract (Support) does not contain any Maintenance Support requirements, 


brackets at the end (eg, “Maintenance Support (Not used)”). All of the lower-level 

clauses of clause 6 should then be deleted. 

Related Clauses: Operating Support (clause 4). 


Engineering Support (clause 5), for the Engineering actions associated with the 

development of Deviations, Non-Standard Repairs, Modification Orders and 

Technical Instructions. 

Supply Support (clause 7), for the Supply interfaces with Maintenance Services 

(eg, in relation to the delivery of Non-RIs). 





6.1 Maintenance Support Management Planning 


Status: Core (if Maintenance Support is required) 

Maintenance Support SOW Structure 

Purpose: To identify the requirements for the Maintenance Support planning document. 

Policy: TRF documents applicable to the provision of Maintenance Services (ie, 

TRAMM-L, TAMM, ABR 6492). 

DI(G) LOG 4-5-009, Maintenance Policy 

DI(G) LOG 4-5-010, Contingency Maintenance 


Materiel 

AAP 7001.059, ADF Aviation Maintenance Management Manual 

Guidance: The drafter must determine whether Maintenance management planning 

requirements can be included in the SSMP, or if a separate Maintenance 

Management Plan (MMP) is required. This decision may be discretionary and 

dependent upon the scope of the workload (eg, if the Contract (Support) covers 

several SSCCs), and the need to manage Maintenance Support functions separate 

from other support functions. Drafters should also refer to the previous guidance 

for SOW clauses 3.2 and 3.2.1 regarding the ‘roll-up’ of management plans. 

If the scope of Maintenance Support for the Contract is concise (eg, relates only to 

the deeper Maintenance of similar Repairable Items at a single location), then 

embedding the basic MMP requirements in the SSMP may be sufficient. If 

Maintenance Support must be provided in accordance with TRF requirements, 

then a separate MMP will normally be required and is likely to be more efficient for 

document review purposes. For aerospace systems, an MMP must be submitted 

with the application for gaining AMO status. If the Contract covers several areas 

such as a range of Maintenance activities in various locations, Engineering and 

Supply Services, then a stand-alone MMP will often be more practical. 

Drafters should determine whether or not a separate MMP is required, then select 

the appropriate optional SOW clauses and edit the references to the appropriate 

selected plan, as per the ‘Notes to drafters’ in the draft SOW. 



DID-MNT-MMP identifies the major requirements for an MMP, including those 

needed to manage Maintenance Services in the context of the Contract, and TRF 

additional requirements. A note at the start of clause 6 in the DID explains how the 

references to the TRF manuals have been incorporated for providing additional 

guidance. Although further tailoring may not be required, drafters should review 

DID-MNT-MMP to ensure that all required planning aspects will be covered 

If planning for the management of Maintenance Support is to be included in the 

SSMP, then the drafter must review DID-SSM-SSMP and ensure that the selftailoring 

provisions to include Maintenance planning are adequate. If the scope of 

Maintenance Support planning is reduced or specific requirements are needed, 

then the DID-SSM-SSMP will need to be tailored accordingly. 

Related Clauses: DID-MNT-MMP, which specifies the requirements for a Maintenance Management 

Plan. 


DID-SSM-SSMP, which specifies the requirements for a Support Services 


CDRL Line Number MNT-100. 

6.2 Maintenance Support Reporting 

6.2.1 Maintenance Support Summary Reports 



Purpose: To define the requirements for reporting on the performance of Maintenance 

Services over a major reporting period. 

Policy: Nil 

Guidance: Maintenance Support reporting is managed as a sub-report for the CSSR. This 

report may also be delivered separately from the rest of the CSSR, if required, by 

tailoring the CDRL. This report would typically be delivered for review in 

preparation for a Maintenance Support Performance Review (MSPR), as 


Contractor’s performance in providing Maintenance Services against the 




Maintenance Support component of the CSSR could be scheduled for every six 

months with every second report scheduled for an annual MSPR or CSPR). The 

frequency for delivery of reports may vary from monthly to one year, depending on 

the level of visibility and Maintenance Support activity expected or the frequency of 

payment for these Services. If more regular Maintenance reports are required to 

assist with on-going Maintenance management (rather than for reporting against 

Contract performance), then the Maintenance Progress Reports should be 

considered for inclusion (refer clause 6.2.2). 

Drafters do not need to change SOW clause 6.2.1, but must tailor the CDRL for the 

delivery of the Maintenance Support portion of the CSSR individually or as part of 

the combined report. Refer to the guidance for SOW clause 3.4 in regard to 

rolling-up reports and reviews as part of the communications strategy. 



SOW clause 6.2.2, Maintenance Progress Reports. 

SOW clause 6.3.1, Maintenance Support Performance Reviews. 





CDRL Line Number MGT-350f, for the separate delivery of the Maintenance 

Support portion of the CSSR, if required. 

6.2.2 Maintenance Progress Reports 



Purpose: To define the requirements for regular Maintenance reports to provide oversight of 

more active Maintenance contracts and to assist with the coordination of 

Defence and Contractor Maintenance-related activities. 

Policy: Nil 

Guidance: Maintenance Progress Reports are intended to monitor the provision of on-going 

Maintenance Services that cover a broad scope of Maintenance activities or where 

considerable activity is expected on a monthly basis. The Maintenance Progress 

Report is particularly useful where there is a high degree of interaction between 

Defence and Contractor Maintenance activities and the reporting feeds into 

management planning activities of both Defence and the Contractor for the next 

week or few months, as applicable. 

There is no standard DID for this report. Due to the range of Maintenance 

activities managed by DMO contracts, a standard DID is not possible. A DID 

should be developed by the drafter, or proposed by the drafter and refined during 

contract negotiations. There are no constraints on the content of the report, 

although inclusion of financial or commercial factors should be avoided. The DID 

may seek Maintenance scheduling information for the forthcoming period as much 

as it seeks a performance summary from the preceding time period. Progress on 

the installation of modifications or software changes, throughput of Maintenance 

repairs, results or progress of any Maintenance investigations, and progress 

against Maintenance performance measures would be typical subjects for this 

report. 

The need for Maintenance Progress Reports may be negated by the inclusion of 

Resident Personnel, which may include the Commonwealth Representative. 

Conversely, and if Maintenance activities are geographically dispersed, this report 

may be defined for the purpose of assisting the role of the Resident Personnel. 

The inclusion of a DMS (clause 2.3), which is likely on a Contract requiring this 

level of reporting, should be considered as an alternative to Maintenance Progress 

Reports or as the method for delivery of the required information. It may be 

possible that on-line access to the Contractor’s Maintenance Management System 

(MMS) can be provided through the DMS or that standard reports from the MMS 

can be ‘automatically’ delivered via the DMS. These types of issues should be 

addressed with the Contractor during contract negotiations and / or Phase In, as 

appropriate. 

If the drafter determines that only one level of reporting is required (eg, 

Maintenance Support component of the CSSRs), then the Maintenance Progress 

Reports clause in the draft SOW should remain as ‘Not used’. 

If the drafter determines that a second level of reporting is required (ie, 

Maintenance Progress Reports), then the drafter must copy the optional clause 

below to the SOW. The frequency of the report submission should be edited in the 

CDRL, taking into account any coordination required between Maintenance 

Progress Reports and Maintenance Progress Reviews. 

Progress reports have been included in the template as an option for Maintenance 

but may be used with other SSCCs that have a frequent reporting requirement. To 

apply progress reports to other SSCCs, the structure of clause 6.2 can be imitated 

in clauses 4.2, 5.2, 7.2 and 8.2. That is, create two headings, similar to clauses 

6.2.1 and 6.2.2, demote the existing clause to a level 4 clause (ie, 4.2.1.1, 5.2.1.1, 



7.2.1.1 or 8.2.1.1) and insert a ‘progress report’ clause similar to that below (as 

4.2.2.1, 5.2.2.1, 7.2.2.1 or 8.2.2.1). 

Related Clauses: SOW clause 6.3.2, Maintenance Progress Reviews. 


CDRL line to be added by drafter (eg, MNT-120). 

A Maintenance Progress Report shall be prepared by the Contractor and delivered 

to the Commonwealth Representative in accordance with CDRL Line Number 

MNT-[...INSERT CDRL LINE NUMBER...]. 

6.3 Maintenance Support Reviews 

6.3.1 Maintenance Support Performance Reviews 



Purpose: To document the requirements for Maintenance Support Performance Reviews 

(MSPRs). 

Policy: Nil 

Guidance: MSPRs are held to review the provision of Maintenance Services over a drafterselected 

reporting period in accordance with the communications strategy for the 

Contract (Support) (eg, quarterly, six-monthly or annually). The MSPRs may be 

scheduled independently or rolled up into the CSPR. These reviews also discuss 

issues impacting Maintenance in the next period. 



MSPRs are applicable to small Maintenance contracts, where one annual meeting 

is sufficient to review the Services provided. They are also applicable to larger 

contracts where a high-level review is required to summarise and assess the 

overall performance against the requirements for the provision of Services for the 

period. 

The drafter needs to determine the appropriate level of review activity for 

Maintenance Support. If the MSPRs are to be rolled up into the CSPRs, then 

Option A should be selected. If separate MSPRs are required, then Option B 

should be selected and the review frequency inserted, as per the notes to drafters. 

Note that, by default, an MSPR will be rolled up into a CSPR when they fall in the 

same month. If two levels of review are required, the MSPR clause (Option B) 

should be selected, and the requirements for the CSPR amended, if required. If a 

further, lower-level review is required, drafters should refer to the guidance for 

clause 6.3.2. 



SOW clause 3.4.2, Combined Services Performance Review 

SOW clause 6.2.1, Maintenance Support Summary Reports 

6.3.2 Maintenance Progress Reviews 


Status: Optional (To be used when ongoing Maintenance-related meetings are required) 

Purpose: To define the requirements for regular Maintenance-related review meetings, 

particularly to monitor the provision of ongoing and broadly-scoped Maintenance 

Services. 

Policy: Nil 



Guidance: Maintenance Progress Reviews are held on a regular basis (eg, fortnightly or 

monthly) to review the on-going provision of Maintenance Services and provide a 

regular forum for planning work and scheduling. These reviews provide the means 

to discuss the Maintenance Progress Reports, if included in SOW clause 6.2.2, 

and provide insight into day-to-day Maintenance activities, particularly where 

coordination with Maintenance performed by Defence units is essential. 



These reviews are applicable to larger and more active Maintenance contracts that 

span levels and/or types of Maintenance (eg, whole of ship or aircraft Maintenance, 

or major systems such as aero-engines) or where Maintenance is conducted at 

numerous locations remote from the Commonwealth Representative. If Resident 

Personnel are being used, then there may be no need for these reviews. Drafters 

should be aware that ad hoc meetings (refer SOW clause 3.4.3) can be used to 

cover intermittent issues, but should not be used if regular coordination meetings 

are required (due to their being S&Q Services). 

If the drafter determines that this review is not required, then the optional 

Maintenance Progress Review clauses below should not be transferred to the draft 

SOW, and the existing statement ‘Not used’ should be retained. 

If the drafter determines that a second level of review is required (ie, Maintenance 

Progress Reviews), then the drafter must copy the optional clauses below (without 

the Notes to drafters) to the SOW, insert the frequency of the review, and edit the 

applicable plan governing the conduct of Maintenance Progress Reviews. 

SOW clause 3.4.3, Ad Hoc Meetings. 

SOW clause 6.3.1, Maintenance Support Performance Reviews. 

SOW clause 6.2.2, Maintenance Progress Reports. 

Note to drafters: Insert the required frequency of Maintenance Progress 

Reviews in the clause below. 

The Contractor shall convene with the Commonwealth Representative for 

Maintenance Progress Review meetings every […INSERT PERIOD IN WORD 

AND (NUMBER), E.G., ONE(1), THREE(3) AND MONTHS / WEEKS…]. 

Note to drafters: Select the applicable plan from the clauses below to match 

the plan in clause 6.1. 

The Contractor shall hold Maintenance Progress Review meetings in accordance 

with the Approved […SELECT SSMP/ MMP…]. 

These meetings shall: 

a. discuss the Contractor's performance of Maintenance activities, drawing 

information from the Maintenance Progress Reports; 

b. identify and determine actions arising from the Contractor’s performance of 

activities in the previous period; and 

c. identify and determine actions for near-term Maintenance and related 

engineering and supply activities, including coordination with Commonwealth 

performed Maintenance activities, if applicable. 

Review meetings shall be held at the Contractor's Australian facility, and shall be 

chaired by the Commonwealth Representative. 

6.4 Technical Regulation of Maintenance Support 

Sponsor: DAVREG-DGTA (Aerospace) 

Director of Technical Regulation - Navy (Maritime) 

Director Technical Regulation - Army (Land) 



Status: Optional / Special Inclusion (Must be included if TRF requirements apply to the 

provision of Maintenance Services or if the Contractor is required to be an AMO) 

Purpose: To define the required TRF requirements for Maintenance activities. 


Materiel 

DI(G) OPS 02-02 Australian Defence Force Airworthiness Management 

AAP 7001.053, Technical Airworthiness Management Manual (TAMM) 

Technical Regulation of ADF Materiel Manual – Land (TRAMM-L) 

ABR 6492 - Navy Technical Regulations Manual (NTRM) 


DI(N) ADMIN 37-15, Assuring the Safety, Fitness For Service and Environmental 

Compliance Of Naval Capability 



Guidance: If Maintenance Services are to be subject to TRF requirements (eg, airworthiness, 

seaworthiness, mission-worthiness or otherwise being operationally fit for purpose), 

then the appropriate TRF requirements for the applicable environment must be 

applied. 

For land and maritime systems, the Contractor may not have to become an 

accredited or authorised organisation itself, but may be the subject of compliance 

audit by the applicable Defence AEO. For maritime systems, the degree of 

assessment may change between SPOs and in relation to safety critical nature of 

the Products supported. In this case, drafters should consider any overlap with the 

auditing requirements of clause 11, Quality Management, to avoid any duplication 

of work described within the SOW. For aerospace systems, a Contractor with 

aircraft or aircraft component responsibilities would normally need to be an AMO 

(different requirements can apply to the Maintenance of S&TE). In each case, 

there is generally a need to review Contractor plans and some need for an audit or 

other assurance that the relevant TRF manual will be / is being followed. 

If TRF requirements are not applicable to the Maintenance Services (eg, for a 

commercially-based computer system), then the standard clause in the SOW 

template should be replaced with a single clause 6.4.1 stating ‘Not used’. 

If TRF requirements are applicable to the Maintenance Services, drafters should 

seek advice from the relevant TRAs to ensure that the Contract clauses included in 

the SOW, DSDs, and associated DIDs, represent the most up-to-date 

requirements for contracting. 

Drafters should be aware that DID-MNT-AMO, ‘AMO Application’, has been drafted 

to have application to all TRFs. This includes the maritime environment where the 

Contractor may become an ‘AEO for maintenance’. Under the Aerospace TRF, it 

is the document that applies for the Contractor to become an AMO. Under the 

Land and Maritime TRFs, it includes an “Application to Demonstrate Compliance 

with the TRAMM-L under the Land TRF” and an “Application to Demonstrate 

Compliance with the NTRM under the Maritime TRF”. For the Land and Maritime 

TRFs, this “application” provides the objective evidence that the Contractor is 

competent to deliver compliant Maintenance Services, as required under the 

Contract, in accordance with the respective TRF manual. 

Aerospace: The objective of this clause is to ensure an appropriate Maintenance 


airworthiness of aircraft. All Contracts that include Maintenance Support of 

technical equipment that has a technical or functional interface with ADF aircraft 

MUST invoke a contractual requirement to become an AMO and comply with 

Regulations 4 and 5 in Section 2 of the TAMM. Drafters should be aware of the 




SOW clauses for Technical Regulation (part of the special ‘Aerospace Module’ that 

amends clause 6.4 of the ASDEFCON (Support) template when the Services 

include the provision of aerospace-related services. 

DAVCOMP-DGTA is the primary point of contact for advice regarding the 

applicability of the technical airworthiness regulations to Maintenance. Aerospace 

Systems Division (ASD) QMS Procedure 3-2-1-11 contains applicable guidance. 

Land: The objective of this clause is to ensure an appropriate Maintenance 

Support framework is in place to enable the continued technical and mission 

worthiness of nominated systems. Contracts for the nominated systems will be 

require the Contractor to comply with the applicable regulations defined in the 

TRAMM-L. Review of documented Maintenance processes and record keeping 

may be required, as may audits to ensure compliance with the TRAMM-L. Drafters 

should also refer to the guidance above in relation to DID-MNT-AMO. 

Advice from DTR-A should be sought if applying these clauses. 

Maritime: The objective of this clause is to ensure an appropriate Maintenance 


seaworthiness of vessels. Contracts for the Maintenance of ships and submarines 

will require the Contractor to comply with the ABR 6492, with specific requirements 

defined by the AEO. Review of documented Maintenance processes and record 

keeping may be required, as may audits to ensure compliance with ABR 6492. 

Advice from DTR-N and the ‘engineering authority’ (as defined in ABR 6492, 

volume 2, section 5) for the specific maritime system should be sought if applying 

this clause. Drafters should also refer to the guidance above in relation to DID- 

MNT-AMO. An example of a possible clause is provided under the heading, 

“Optional Clauses”, below. 

Electronic: Electronic systems fitted to various platforms may be subjected to 

more than one of these requirements and draft SOW clause 6.4.1 should be 

amended accordingly, to include the relevant references, or a new clause added to 

explain any division of responsibilities for technical regulatory requirements. DI(G) 

LOG 4-5-012 paragraphs 10 and 11 provides policy guidance on how systems and 

equipment that are subject to more than one TRF should be handled. 

Explosive Ordnance: If, in rare cases, the contractor is to manage or undertake 

Maintenance work on guided weapons or munitions, the drafter should seek advice 

from the Directorate of Ordnance Safety (DOS) regarding additional technical 

regulatory or audit requirements that may be applicable. 

All: Drafters should consider COC clause 1.4, Operative Date, and the need for a 

Contractor’s Maintenance processes to be evaluated against a TRF, as defined in 

the TAMM, TRAMM-L, or ABR 6492, prior to the provision of Maintenance 

Services. Note that, by using the OD clause, contract termination would be 

possible if a Contractor failed to meet the needs of the applicable TRF by the OD. 

Compliance with an applicable TRF was one of the original reasons for creating the 

OD clause. 

In developing individual sub-clauses, drafters should also consider the relationship 

with SOW clause 11, Quality Management. It may be suitable that compliance with 

the TRF be integrated with Quality Management activities (eg, sub-clauses to 6.4 

may indicate that TRF compliance audits will be a specific component of quality 

audits, with shortfalls automatically invoking clause 11.3 for non-conformance). 

COC clause 1.4, Operative Date. 

SOW clause 5.4, Technical Regulation of Engineering Support. 

SOW clause 11, Quality Management. 

DSD-MNT-MGT, Generic Requirements for the Management of Maintenance 

Services. 



DID-MNT-MMP, which specifies requirements for the Maintenance Management 

Plan. 

Optional Clauses: Refer to applicable TRA for guidance. 

For the Maritime TRF, the following clause could form the basis of an appropriate 

clause for the application of the NTRM to a Contract (Support): 

Note to drafters: Amend the following clauses to reflect the required plans 

for the draft Contract: 

6.4.1 Subject to clauses 6.4.2 and 6.4.3, the Contractor shall ensure that 

Maintenance Services are performed in accordance with the following Technical 

Regulatory Framework regulations defined in Chapter 1, Section 2, Volume 1 of 

ABR 6492, Navy Technical Regulations Manual: 

a. Regulation No 1, with the words ‘under the NTRF’ replaced with ‘through the 

Approved MMP and Approved QP’; 

b. all regulations relating to technical risk management; 

c. Regulation No 3.1; 

d. all regulations relating to defective and unsatisfactory materiel, with the 

exception of Regulation No 4; 

e. all regulations relating to Maintenance management, noting that the authority 

for deferring either mandatory or non-mandatory Maintenance must be an 

individual with appropriate engineering competence; 

f. Regulation No 7.2; 

g. Regulation No 7.3.3, with the words ‘that conform to the NTRF’ replaced with 

‘authorised through the Approved MMP and Approved QP’; 

h. Regulation Nos 7.3.4 and 7.4; and 

i. Regulation No 10. 

6.5 Maintenance Services 

6.4.2 For the purposes of this clause 6.4, the following terms from ABR 6492 shall 

be interpreted as follows: 

a. ‘ADF maritime materiel’ means the Products being supported under the 

Contract; 

b. ‘Engineering Management Plan’ or ‘EMP’ means the Approved MMP; 

c. ‘executive’ means the Commonwealth Representative; and 

d. ‘Authorised Engineering Organisations’ or ‘AEOs’ means the Contractor. 

6.4.3 In interpreting the application of the regulations identified at clause 6.4.1 to 

the provision of Maintenance Services, the Contractor shall be guided by the 

requirements of Volume 2 of ABR 6492. 


Status: Core (if Maintenance Support is required; however, individual lower-level draft 

SOW clauses are optional) 

Purpose: To define the required Maintenance Services 

Policy: Nil 


and that the selection of DSDs and the creation of any new DSDs should consider 


Drafters must tailor the subclauses to clause 6.5 for each group of Maintenance 






included in the ASDEFCON (Support) templates. 

Management of Maintenance Services. DSD-MNT-MGT contains the generic 

Maintenance management and task-reporting functions that must be performed for 

all Maintenance of military type equipment (as opposed to commercially-oriented 

computer systems that can be managed using different systems and tools). This 

clause and the CSRL entry calling up this DSD are required whenever the 

Maintenance of military equipment is required as part of the Contract Services. 

The DSD should, once selected, be tailored to the requirements of the individual 

program. Logically, if this DSD is selected, then at least one other DSD related to 

the Maintenance Support of military equipment must also be selected to describe 

the actual Services (eg, DSD-MNT-SERV, Routine Maintenance Services). 

For non-military-specific systems, such as computer systems or other systems that 

are not subject to the rigour of configuration management and reporting placed on 

military equipment, DSD-MNT-MGT may not be required. Drafters should refer to 

the guidance in section 1 of DSD-MNT-MGT for further information. 

If a Contractor is not required to provide Maintenance-management Services, then 


Routine Maintenance Services. DSD-MNT-SERV is intended to be used when 

the Maintenance of military systems (ie, usually excluding administrative and nondeployable 

information systems) is required to be performed under the Contract. 

In these circumstances, the SOW clause and CSRL entry related to DSD-MNT- 

SERV will be required; otherwise, it must be deleted. The DSD should, once 

selected, be tailored cognisant of DSD-MNT-MGT management requirements that 

impact this DSD, and any other related DSDs developed by the drafter. Drafters 

should refer to the guidance in section 1 of DSD-MNT-SERV for further 

information. If routine Maintenance Services are not required under the Contract, 

then the SOW clause and associated CSRL entry should be deleted. 

Information Technology Systems Administration. DSD-MNT-SA is specifically 

intended for the systems administration of information technology systems, where 

‘Maintenance’ is conducted quite differently to the Maintenance of weapons 

platforms and other military systems. Activities include network administration, 

help desk support, user administration, etc. If required, the DSD should be 

reviewed and edited as necessary for the individual program. Drafters should refer 

to the guidance in section 1 of DSD-MNT-SA for further information. 

If systems administration is are not required under the Contract, then the SOW 

clause and associated CSRL entry should be deleted. 

Drafters must add a subclause to clause 6.5 for each additional group of 

Maintenance Services to be added to the Contract (Support), as described by a 

separate DSD listed in the CSRL, SOW Annex B. Each additional subclause 

should be in the form of the optional clause shown below. 

SOW clause 5, Engineering Support, particularly with reference to technical 

regulatory requirements. 

The incorporation of Modifications and Technical Instructions may be dependent 

on the related clauses for (engineering/software/configuration) change proposals 

dealt with under Engineering Support, refer clause 5 also. 

Most Maintenance support contracts will also require some Supply Support 

element; hence clause 7, for Supply Support functions related to the conduct of 

Maintenance, may also be required. 

SOW clause 9.3 for S&TE support. 

SOW clause 9.4, for Training Equipment support. 




SOW Annex A, List of Products to be Supported (for products to be maintained and 

the relevant depth/grades of repair, as applicable). 

SOW Annex B, CSRL ‘MNT’ entries. 

SOW Annex C, CDRL ‘MNT’ entries and associated DIDs that are referenced from 

the ‘MNT’ DSDs. 

SOW Annex D, List of Referenced Manuals (for applicable Maintenance manuals 

or series of manuals). 


Services. 

DSD-MNT-SERV, Routine Maintenance Services. 

DSD-MNT-SA, Information Technology Systems Administration. 

DID-MNT-MMP, Maintenance Management Plan. 

DID-MNT-AMO, AMO Application (if applicable). 


REQUIRED MAINTENANCE SERVICES…] Services in accordance with CSRL 

Line Number MNT-[…INSERT CSRL NUMBER…]. 



7. SUPPLY SUPPORT 


Status: Optional (but must be used when Supply Services are required under the Contract 

(Support)) 

Purpose: To define the requirements for Supply Services and related work for the Contract 

(Support) through both this clause of the SOW and the associated DSDs. 

Policy: Electronic Supply Chain Manual (ESCM) 

DI(G) LOG 4–1–003, Assignment of Australian Defence Force Logistics Managers 

and Their Associated High Level Roles and Responsibilities 

DI(G) LOG 4–1–007, Australian Standard Materiel Issue and Movement Priority 

System Version Two 

DI(G) LOG 4–3–003, Australian Defence Force Requirements Determination and 

Management of Reserve Stocks 

DI(G) LOG 4–3–004, Defence Stock Location Policy 

DI(G) LOG 4–3–005, Defence Procurement Routing Rules 

DI(G) LOG 4–3–008, Disposal of Defence Assets 

DI(G) LOG 4–3–014, Stocktaking of Defence Assets 

DI(G) LOG 4–3–017, Supply Aspects of Contractor Owned Spares 

DI(G) LOG 4–3–018, Defence Policy on Obsolescence Management 

DI(G) LOG 4–3–019, Item Identification and Recording of Defence Assets 

DI(G) LOG 4–3–020, Defence Materiel Entitlements 

DPPI 9/2002, Providing Purchasing Authority and Financial Delegations to 

Contractors 

Single Service Supply-related publications 


Supply Services. There may be support contracts that exclude Supply Support, 

such as those exclusively for Engineering or Training Services, or for Maintenance 

Services, where all Supply Support activities are conducted by the Commonwealth 

or another Contractor (eg, Maintenance on a Commonwealth site). This clause will 

also be required if Operating Support Services require complementary Supply 

Services. 

If the Contract (Support) does not contain any Supply Support requirements, then 

the heading should be retained, but the words ‘Not used’ should be inserted in 

brackets at the end (eg, “Supply Support (Not used)”). All of the lower-level 


Supply Support is governed by a significant number of policies and manuals, as 

indicated by the list above. While every effort has been made to ensure that the 

applicable elements of the ASDEFCON (Support) template accord with these 

policies, they are subject to change over time. Drafters, therefore, need to confirm 

for themselves that their implementation of the template is consistent with the 

policies and practices that are applicable to their environment. 

Drafters should also be aware that, at times, the ASDEFCON (Support) template is 

deliberately inconsistent with the identified policies and manuals. For example 

some of the Supply-related terminology (eg, Non-RIs) and associated definitions 

are inconsistent with the DSCM because the terminology used in the DSCM is not 

appropriate for use in a contract. 

Related Clauses: Operating Support (clause 4). 



Engineering Support (clause 5), particularly with respect to activities supporting 

new items introduced under modifications and determination of authority to fit 

substitute items of Supply. 

Maintenance Support (clause 6), for the provision of items used in Maintenance 

and specifically linked clauses related to items beyond physical or economic repair. 

Support Resources (clause 9), where complementary Supply Services are 

required. 



7.1 Supply Support Management Planning 


Status: Core (if Supply Support is required) 

Supply Support SOW Structure 

Purpose: To identify the requirements for the Supply Support planning document. 

Policy: Nil 

Guidance: The drafter must determine whether Supply Support planning requirements can be 

included in the SSMP, or if a separate Supply Support Plan (SSP) is necessary. 

This decision is often discretionary, and dependent upon the scope of the workload 

(eg, if the Contract (Support) covers several SSCCs), and the need to manage 

Supply Support functions separate from other support functions. Drafters should 

also refer to the previous guidance for SOW clauses 3.2 and 3.2.1 regarding the 

‘roll-up’ of management plans. 

If the scope of Supply Support issues for the Contract is concise (eg, Supply 

Services are relatively static and straightforward), then embedding the basic SSP 

requirements in the SSMP should be sufficient. If the Contract covers several 

areas such as a range of Supply Support activities in various locations, routine and 

ad hoc Services, and other Engineering, Maintenance and Training Services, then 

a separate SSP will often be more practical. 





Drafters should determine whether or not a separate SSP is required, then select 

the appropriate optional SOW clauses and edit the references to the appropriate 


If planning for the management of Supply Support is to be included in the SSMP, 

then the drafter must review DID-SSM-SSMP. Drafters should be aware that DID- 

SSM-SSMP identifies the need to address Supply Support management in the 

SSMP if the SOW requires it and, by default, the DID does not require tailoring. 

However, if the scope of Supply Support planning is reduced in the SSMP or 

specific requirements are needed, then the DID-SSM-SSMP will need to be 

tailored accordingly. 

DID-SUP-SSP, Supply Support Plan. 

DID-SSM-SSMP, Support Services Management Plan. 

CDRL Line Number SUP-100. 

7.2 Supply Support Reporting 



Purpose: To identify the requirements for reporting the performance of Supply Services. 

Policy: Nil 

Guidance: Supply Support reporting is managed as a sub-report for the CSSR. This report 


the CDRL. This report would typically be delivered for review in preparation for a 

Supply Support Performance Review (SSPR), as requested by clause 7.3 of the 

SOW. The report primarily addresses the Contractor’s performance in providing 

Supply Services against the requirements of the Contract. 




Supply Support component of the CSSR could be scheduled for every six months, 

with every second report scheduled for an annual SSPR or CSPR). The frequency 

for delivery of the reports may vary (eg, from one month to one year), depending 

on the level of visibility and Supply Support activity expected or the frequency of 

payment for these Services. 


delivery of the Supply Support portion of the CSSR individually or as part of the 

combined report. Refer to the guidance for SOW clause 3.4 in regard to rolling-up 

reports and reviews as part of the communications strategy. 



SOW clause 7.3 in relation to Supply Support Reviews. 

SOW clause 3.4.1.3, which addresses the inclusion of a CSSR. 

CDRL Line Number MGT-350g, for the separate delivery of the Supply Support 


7.3 Supply Support Reviews 



Purpose: To identify the requirements for Supply Support Performance Reviews (SSPRs). 



Policy: Nil 

Guidance: There is only one level of Supply Support review in the SOW, the SSPR, which 



higher-level review to the SSPR. 



7.4 Supply Services 

The drafter needs to determine the appropriate level of review activity for Supply 

Support. If the SSPRs are to be rolled up into the CSPRs, then Option A should be 

selected. If separate SSPRs are required, then Option B should be selected and 

the review frequency inserted, as per the notes to drafters. Note that, by default, 

an SSPR will be rolled up into a CSPR when they fall in the same month. If two 

levels of review are required, the SSPR clause (Option B) should be selected, and 

the requirements for the CSPR expanded to include a higher-level review of Supply 

Services. 




SOW clause 7.2, Supply Support Reporting. 


Status: Core (if Supply Support is required; however, individual lower-level draft SOW 


Purpose: To define the required Supply Services. 

Policy: Nil 




Drafters must tailor the subclauses to clause 7.4 for each group of Supply Services 

to be included in the Contract (Support), as described by a separate DSD listed in 

the CSRL, SOW Annex B. Details are given below for the draft DSDs included in 

the ASDEFCON (Support) templates. 

Routine Supply Services. Unique to the Supply Support DSDs is a structure that 

allows Supply Services to be scaled. The templates include DSD-SUP-SERV as 

the ‘head’ DSD, and four subordinate DSDs. DSD-SUP-SERV contains the 

generic Supply Support functions that must be performed for all Contracts requiring 

Supply Support. For smaller contracts the subordinate DSDs may not be 

necessary because DSD-SUP-SERV includes a number of optional clauses to 

cover a number of the more important clauses in the subordinate DSDs. These 

clauses are not used if the subordinate DSDs are used. Examples of DSD-SUP- 

SERV clauses replacing subordinate DSDs are: 

a. the ‘Stock Assessment’ clause can be used in lieu of the DSD-SUP-SACC 

for minimal-sized Contracts where Codification and Cataloguing will not be 

required (no modifications); 

b. the ‘Procurement of Non-RIs’ clause may be used as the minimal alternative 

to DSD-SUP-PROC; 

c. the ‘Contractor Supply Management System (CSMS)’ clause may be applied 

for minimal-sized Contracts in lieu of the Contractor having MILIS and the 

SOW requiring DSD-SUP-MILIS (although, the CSMS clause may still be 

required even if MILIS is also required for visibility into Contractor-owned Stock 

Items that need to be delivered to Defence); and 




d. the ‘Delivery of Stock Items’ clauses covers the minimum associated with 

DSD-SUP-W&D, although it does not have to be tailored out even when DSD- 

SUP-W&D is used. 

DSD-SUP-SERV also contains clauses to address maintaining Reserve 

Stockholding Levels (RSLs) and managing Obsolescence. Drafters should refer to 

the guidance in section 1 of DSD-SUP-SERV for further information. 

If a Contractor is not required to provide routine Supply Services, then the SOW 


Stock Assessment, Codification and Cataloguing Services. DSD-SUP-SACC 

is intended for use when the Contractor will be responsible for determining 

appropriate stock holding levels or conducting Codification and Cataloguing and 

identifying stock holding levels for new or modified items introduced via a 

configuration change. Drafters should refer to the guidance in section 1 of DSD- 

SUP-SACC for further information. If these Services are not required under the 

Contract, then the SOW clause and associated CSRL entry should be deleted. 

Military Integrated Logistics Information System (MILIS) Use. DSD-SUP- 

MILIS provides additional clauses for when the Contractor is required to use MILIS. 

Drafters should refer to the guidance in section 1 of DSD-SUP-MILIS for further 

information. If these Services are not required under the Contract, then the SOW 


Procurement Services. DSD-SUP-PROC enables the Commonwealth to task the 

Contractor to buy Stock Items for delivery to Defence, including both Non-RIs and 

RIs, and with specific provisions for safety critical parts. Drafters should refer to 

the guidance in section 1 of DSD-SUP-PROC for further information. If these 

Services are not required under the Contract, then the SOW clause and associated 

CSRL entry should be deleted. 

Warehousing and Distribution Services. DSD-SUP-W&D is for use when the 

Commonwealth has specific warehousing and distribution needs, such as 

maintaining a warehouse accessible by Commonwealth staff, the preparation and 

recovery of items from long-term storage, environmentally controlled storage, 

storage of hazardous materials, and specific distribution requirements. Drafters 

should refer to the guidance in section 1 of DSD-SUP-W&D for further information. 

If these Services are not required under the Contract, then the SOW clause and 

associated CSRL entry should be deleted. 

Drafters must add a subclause to clause 7.4 for each additional group of Supply 

Services to be added to the Contract (Support), as described by a separate DSD 

listed in the CSRL, SOW Annex B. Each additional subclause should be in the 

form of the optional clause shown below. 

SOW clause 3.22, Assurance and Stocktaking of Contractor Managed 

Commonwealth Assets 

SOW Annex A, List of Products to be Supported (for RSLs and Items that the 

Contractor may be required to procure (eg, consumables) and deliver to the 

Commonwealth, as applicable). 

SOW Annex B, CSRL ‘SUP’ entries. 

DSD-SUP-SERV, Routine Supply Services. 

DSD-SUP-SACC, Stock Assessment, Codification and Cataloguing. 

DSD-SUP-MILIS, Military Integrated Logistics Information System Use. 

DSD-SUP-PROC, Procurement Services. 

DSD-SUP-W&D, Warehousing and Distribution Services. 

DID-SUP-SSP, Supply Support Plan 




See also SOW clause 9.2 for Technical Data (which includes Codification Data). 

See also SOW clause 9.5 for Packaging. 


REQUIRED SUPPLY SERVICES…] Services in accordance with CSRL Line 

Number SUP-[…INSERT CSRL NUMBER…]. 



8. TRAINING SUPPORT 

Sponsor: Nil 

Status: Optional (but must be used when Training Services are required under the 


Purpose: To define the requirements for Training Services and related work for the Contract 

(Support) through both this clause of the SOW and the associated DSDs. 

Policy: DI(G) PERS 05-36, Implementation of the Defence Training Model in Defence 

Vocational Education and Training 

ADFP 7.0.2, The Defence Training Model 

Refer also to single Service Training manuals. 


Training Services to Defence / Commonwealth personnel, which can include a 

range of potential Training situations, including but not limited to: 

a. Sustainment Training; 

b. Conversion Training; and 

c. Continuation Training. 

Training Support tasks also include the preparation of individual course materials, 

management of students, reporting and recording student performance, 

preparation of assessment materials, and the on-going development and 

maintenance of training syllabi and materials. DI(G) PERS 05-36 requires that any 

Training Materials provided by contractors must accord with the Defence Training 

Model (ADFP 7.0.2 refers). 

The SOW (including DSDs) covers the general requirement for managing a 

Training program, the delivery of classroom-type training and associated Services, 

and the maintenance of courseware and associated materials. If administrative 

computer-based training or co-ordination of on-the-job training is required, DSDs 

specific to the individual requirements will need to be developed by the drafter. 

If the Contract (Support) does not contain any Training Support requirements, then 

the heading should be retained, but the words ‘Not Used’ should be inserted in 

brackets at the end (eg, “Training Support (Not Used)”). All of the lower-level 


Related Clauses: SOW clause 9.4, Training Equipment 






8.1 Training Support Management Planning 

Sponsor: Nil 

Status: Core (if Training Support is required) 

Training Support SOW Structure 

Purpose: To identify the requirements for the Training Support planning document. 

Policy: Refer to Single Service Training Manuals 

ADFP 7.0.2, The Defence Training Model 

Guidance: The drafter must determine whether Training Support planning requirements can 

be included in the SSMP, or if a separate Training Support Plan (TSP) is 

necessary. This decision is often discretionary, and dependent upon the scope of 

the workload (eg, if the Contract (Support) covers several SSCCs), and the need to 

manage Training Support functions separate from other support functions. 

Drafters should also refer to the previous guidance for SOW clauses 3.2 and 3.2.1 

regarding the ‘roll-up’ of management plans. 


If the scope of Training Support issues for the Contract is concise (eg, Training 

Services are relatively static and straightforward), then embedding the basic TSP 

requirements in the SSMP should be sufficient. If the Contract covers several 

areas such as a range of Training Support activities in various locations, routine 

and ad hoc Services, and other Engineering, Maintenance and Supply Services, 

then a separate TSP will often be more practical. 

Drafters should determine whether a separate TSP is required, then select the 

appropriate optional SOW clauses and edit the references to the appropriate 


If planning for the management of Training Support is to be included in the SSMP, 

then the drafter must review DID-SSM-SSMP. Drafters should be aware that DID- 

SSM-SSMP identifies the need to address Training Support management in the 

SSMP if the SOW requires it and, by default, the DID does not require tailoring. 

However, if the scope of Training Support planning is reduced in the SSMP or 

specific requirements are needed, then the DID-SSM-SSMP will need to be 

tailored. 

DID-TNG-TSP, Training Support Plan. 




DID-SSM-SSMP, Support Services Management Plan. 

CDRL Line Number TNG-100. 

8.2 Training Support Reporting 



Purpose: To identify the requirements for reporting the performance of Training Services. 

Policy: Nil 

Guidance: Training Support reporting is managed as a sub-report for the CSSR. This report 


the CDRL. This report would typically be delivered for review in preparation for an 

Training Support Performance Review (TSPR), as requested by clause 8.3 of the 

SOW. The report primarily addresses the Contractor’s performance in providing 

Training Services against the requirements of the Contract. 


Training Support component of the CSSR could be scheduled for every six months 

with every second report scheduled for an annual TSPR or CSPR). The frequency 

for delivery of the reports may vary (eg, from one month to one year), depending 

on the level of visibility and Training Support activity expected or the frequency of 

payment for these Services. 


delivery of the Training Support portion of the CSSR individually or as part of the 

combined report. Refer to the guidance for SOW clause 3.4 in regard to rolling-up 

reports and reviews as part of the communications strategy. 

Related Clauses: DID-SSM-CSSR, which specifies the requirements for a Combined Services 



SOW clause 8.3 in relation to Training Support Reviews. 

SOW clause 3.4.1.3, which addresses the inclusion of a CSSR. 

CDRL Line Number MGT-350h, for the for the separate delivery of the Training 

Support portion of the CSSR, if required. 

8.3 Training Support Reviews 



Purpose: To identify the requirements for Training Support Performance Reviews (TSPRs). 

Policy: Nil 

Guidance: There is only one level of Training Support review in the SOW, the TSPR, which 



higher-level review to the TSPR. 

The drafter needs to determine the appropriate level of review activity for Training 

Support. If the TSPRs are to be rolled up into the CSPRs, then Option A should be 

selected. If separate TSPRs are required, then Option B should be selected and 

the review frequency inserted, as per the notes to drafters. Note that, by default, a 

TSPR will be rolled up into a CSPR when they fall in the same month. If two levels 

of review are required, the TSPR clause (Option B) should be selected, and the 

requirements for the CSPR expanded to include a higher-level review of Training 

Services. 





8.4 Training Services 




SOW clause 8.2, Training Support Reporting. 


Status: Core (if Training Support is required; however, individual lower-level draft SOW 


Purpose: To define the required Training Services. 

Policy: Nil 





Drafters must tailor the subclauses to clause 8.4 for each group of Training 



included in the ASDEFCON (Support) templates. 

Training Management Services. DSD-TNG-MGT contains the generic 

management Services that must be performed for all Contracts requiring Training 

Support. This DSD is a ‘head’ DSD for Training Support, and will almost certainly 

be required before any other Training Services can be undertaken. Drafters should 

refer to the guidance in section 1 of DSD-TNG-MGT for further information. DSD- 

TNG-MGT included Training evaluations that can lead to Training Material updates 

through DSD-TNG-TMS, or another party. 

If a Contractor is not required to provide on-going Training Services (eg, only nonnationally 

recognised Training courses delivered on an ad hoc basis), then the 


Training Delivery Services. DSD-TNG-DEL identifies the course details and 

delivery requirements, Training Equipment, Training Materials, assessments and 

course evaluation requirements. Where the courses or learning modules are 

defined by Defence Training Management Packages, these may be referred to 

from the DSD. Drafters should refer to the guidance in section 1 of DSD-TNG-DEL 

for further information. If these Services are not required under the Contract, then 


Training Materials Support Services. DSD-TNG-TMS needs the drafter to 

identify the relevant Training courses for which maintenance of the course 

materials and/or Training Management Package applies through SOW Annex A. 

The DSD enables the drafter to select Services such as analysing proposed 

Training program changes and the update of Training Management Packages 

including curriculum documentation and Training Materials, as required. Drafters 

should refer to the notes to drafters in DSD-TNG-TMS for further information. If 

these Services are not required under the Contract, then the SOW clause and 

associated CSRL entry should be deleted. 

Drafters may add subclauses to draft clause 8.4 for each new group of Training 

Services to be added to the Contract (Support), as described by a separate and 

new DSD listed in the CSRL, SOW Annex B. Each additional subclause should be 

in the form of the optional clause shown below. 

SOW Annex B, CSRL ‘TNG’ entries. 




DSD-TNG-MGT, Training Management Services, 

DSD-TNG-DEL, Training Delivery Services. 

DSD-TNG-TMS, Training Materials Support Services. 

DID-TNG-TSP, Training Support Plan. 

See also SOW clause 9.2 for Technical Data (which will include Training 

Materials). 

See also SOW clause 9.4 for Training Equipment. 


REQUIRED TRAINING SERVICES…] Services in accordance with CSRL Line 

Number TNG-[…INSERT CSRL NUMBER…]. 



9. SUPPORT RESOURCES 


Status: Core 

Purpose: To define the requirements for the Contractor to maintain the Support Resources 

that enable the provision of Management, Operating Support, Engineering, 

Maintenance, Supply, and Training Services, as required by clauses 3 to 8 of the 

SOW and associated DSDs. 

Policy: Nil 

Guidance: This clause must be included in all support contracts. Individual clauses will be 

optional, depending on which Support Resources are required to enable the 

Services to be provided. 

Government 

Furnished Materiel 

(GFI, GFD, GFE) 

Contractor 

Furnished Materiel 

Other 

Commonwealth 

Owned (eg, GTI) 

The term ‘Support Resources’ is defined in the Glossary as, “the physical products, 

including spares, equipment, materials, Facilities, Technical Data, Personnel, and 

any other physical resources required to operate and support all or a particular part 

of the Mission System as the case requires”. 

Drafters should note that a difference exists between: 

a. using Support Resources to provide a Service; and 

b. Support Resources being themselves serviced. 

The following diagram shows this difference. 

Providing Services Being Serviced 

An item of GFM being used by the 

Contractor (Support) to provide a Service 

to the Commonwealth in accordance with 

the Contract (Support). 

An item of CFM being used by the 

Contractor (Support) to provide a Service 

to the Commonwealth in accordance with 

the Contract (Support). 

An item of GFM being serviced by the 

Contractor (Support) in accordance with the 

Contract (Support). These items will appear in 

Annex A to the SOW (List of Products to be 

Supported). 

An item of CFM being serviced by the 

Contractor (Support) in accordance with the 

Contract (Support). These items may appear 

in Annex A to the SOW (List of Products to be 

Supported) if significant enough to the 

Commonwealth. 

An item of Commonwealth-owned 'other' being 

serviced by the Contractor (Support) in 

accordance with the Contract (Support). 

These items will appear in Annex A to the 

SOW (List of Products to be Supported). 

Note that this matrix is equally applicable to the Support Resources of Technical Data (GFI, 

GFD), S&TE (GFE) and Training Equipment (GFE). 

Service Provision/Use of Support Resources 

Related Clauses: SOW clauses 3 through 8 and associated DSDs. 


9.1 Personnel 

9.1.1 Personnel (General) 




Status: Core 

Purpose: This clause recognises the Contractor’s responsibility in providing the appropriate 

personnel to perform the Contract Services. 

Policy: Nil 

Guidance: Unless explicitly mentioned elsewhere in the Contract, the Contractor is 

responsible for their training, qualifications, security clearance applications, etc. 

This clause recognises that work effort is associated with these tasks and, when 

the SOW is used as the basis of the Contract WBS 9 , provides a WBS element 

against which a costing may be assigned, instead of hiding these costs elsewhere 

in the Contract. 

Related Clauses: COC clause 3.12, Key Persons and other Personnel. 


9.1.2 Key Persons Management 


Status: Core 

Purpose: The purpose of this clause is to obligate the Contractor to identify Key Staff 

Positions and associated Key Persons, and to clearly place responsibility for their 

selection with the Contractor. 

Policy: Nil 

Guidance: Drafters should understand how the ‘Key Persons and other Personnel’ clause in 

the COC interacts with this SOW clause. 

Clause 9.1.2 of the SOW requires the establishment of Key Staff Positions in order 

that these positions may be filled with Key Persons. Both the Key Staff Positions 

and the associated Key Persons are named in Contractor’s Approved SSMP. 

Clause 3.12 of the COC sets out the process that will be employed in the situation 

where a Key Person becomes unavailable or the Commonwealth considers that a 

Key Person needs to be removed. 

For example, a Key Staff Position identified in the SSMP may be ‘Senior Contracts 

Officer’. The Senior Contracts Officer may be required to have a Bachelor of Law. 

Subject to the Commonwealth’s satisfaction, anyone possessing such a degree 

may fill the Key Staff Position. 

Key Staff Positions 

Key Staff Positions may include positions assigned engineering authority, lead 

software managers, explosives/weapons trained staff, and some specialist trade 

skills that may be unique to the equipment involved. If any of these staff are 

difficult to find, only a few people possess the appropriate skills, or if Defence has 

paid for specific people to attend overseas training courses, then drafters may wish 

to name specific individuals as Key Persons and must indicate which Key Staff 

Positions they will fill. 

Key Staff Positions and Key Person requirements should be flowed down to those 

Approved Subcontractors whose Services are critical to the successful 

performance of the Contract and whose employees have been named Key 

Persons (if any). 

In response to this clause, tenderers should be required to nominate through 

Tender Data Requirement E-4, for both themselves and intended Subcontractors: 

c. positions that are critical to the success of the work to be performed; 

9 An ASDEFCON guiding principle is that the SOW captures all work (refer to principle 3 of the ASDEFCON Handbook 

Philosophy Volume). 





9.2 Technical Data 

d. the duties and responsibilities of those positions; 

e. the competencies and experience needed for the person filling each of those 

positions; and 

f. if required by the Commonwealth, the name of the individual who will be 

considered a Key Person. 

COC clause 3.13, Key Persons and Personnel. 

DID-SSM-SSMP, which include planning requirements for Key Persons. 

DID-ENG-CEMP and DID-MNT-MMP, which specify requirements for Engineering 

and Maintenance plans to manage Personnel, likely to be Key Persons. 

TDR E-4 of the COT, Key Staff Positions. 



Purpose: To specify the work to be performed by the Contractor to effectively manage 

Technical Data, including both physical management and configuration 

management. 


Data 

Guidance: Some form of Technical Data is likely to be required in all support contracts; 

therefore, drafters will usually need to include a number of the draft clauses in the 

SOW clause 9.2 for Technical Data. 

Management of Technical Data (including publications) should be considered in 

conjunction with the management of IP and whether the Contractor will provide 

Engineering Services, including hardware modifications and software engineering, 

which results in updates to Technical Data. The use of the DMS (SOW clause 2.3) 

should also be considered for access to Contractor-sourced Technical Data. Note 

that software is also classified as Technical Data, but it is managed separately as 

an Engineering Service rather than through this clause. 

Management of Technical Data may also be addressed in individual management 

plans for Services and various DSDs. As examples, Configuration Management 

data is addressed through DSD-ENG-CM, and Training Materials are updated or 

redeveloped through DSD-TNG-TMS. The ‘head’ DSD for each SSCC also 

includes requirements for a related information management system that will hold 

considerable Technical Data in electronic form. The drafter needs to be cognisant 

of these other clauses when defining Technical Data support needs through this 

clause and the SOW Annexes. 

These Technical Data clauses do not explicitly separate interactive electronic 

technical manuals from hard copy manuals. Both are considered equally as 

Technical Data. 

Section 6 of SOW Annex A identifies the Technical Data that the Contractor is 

required to support under the Contract; however, Technical Data is identified in a 

number of different places in the template, including: 

a. Attachment E, ‘Government Furnished Material, Government Furnished 

Facilities and Government Furnished Services’, which identifies GFI and 

GFD at Annex A to Attachment E; 

b. Attachment M, ‘Glossary’, which identifies the Referenced Documents called 

up throughout the Contract; 





9.2.1 Technical Data Plan 

c. SOW Annex A, ‘List of Products to be Supported’, which can be used to 

identify the reference manuals that pertain to other Products to be supported 

(eg, Mission System(s) and RIs), as well as the specific Technical Data to be 

supported at Section 6 of SOW Annex A; and 

d. SOW Annex D, ‘List of Referenced Manuals’, which can be used to list the 

referenced manuals used in support of the Products at Annex A to the SOW. 

Each of these different parts of the template has a particular purpose, which may 

result in particular items of Technical Data being identified in multiple locations (eg, 

a Commonwealth-provided RI Maintenance manual, which the Contractor is 

required to support, could be identified in all of these parts). Drafters should 

ensure that each item of Technical Data is appropriately identified in each part of 

the template, commensurate with the purpose of that part of the template. 


Attachment E, Government Furnished Material, Government Furnished Facilities 

Government Furnished Services and Government Titled Items. 

SOW clause 2.3, Document Management System. 

SOW clause 3.13, Intellectual Property Management. 

SOW Annex A, List of Products to be Supported. 

SOW Annex A Section 6, Technical Data. 

SOW Annex D, List of Referenced Manuals. 


Status: Optional. To be included when the scope of Technical Data management and 

development / update effort requires a standalone plan. 

Purpose: To require the Contractor to develop, deliver and update a Technical Data Plan 

(TDP). 

Policy: Nil 

Guidance: Asking the Contractor to prepare and maintain a separate TDP is normally not 

necessary for the majority of support contracts. Management of Technical Data 

may be included in the SSMP where the task is relatively small. However, if the 

Contract requires a large amount of Technical Data and numerous publications as 

a resource and these are likely to be subject to frequent amendments, drafters 

should consider the requirement for a separate TDP. 



9.2.2 Technical Data List 

If a TDP is required, the draft SOW clauses should be retained. If a TDP is not 

required, both clauses under clause 9.2.1 should be deleted and replaced with ‘Not 

used’. 

All other sub-clauses in SOW clause 9.2. 

DID-TDATA-TDP, which specifies the requirements for a TDP. 

DID-SSM-SSMP, Support Services Management Plan (as an alternative to the 

TDP). 





Purpose: To require the Contractor to prepare and maintain a Technical Data List (TDL). 

Policy: Nil 

Guidance: The TDL identifies the Technical Data used and / or generated by the Contractor 

and the Approved Subcontractors during the Contract. The TDL can be used to 

keep track of the changes to Technical Data, applicable to the Commonwealth’s IP 

rights, over the life of the Contract. 



The TDL is an optional clause; however, it should be considered for use for the 

majority of support contracts. Typically, the clause would only be omitted for those 

support contracts at the lower end of complexity or where there was only a minimal 

amount of Technical Data associated with the Contract. 

The TDL may also be used to follow the development of new and modified 

Technical Data during engineering design change programs. This is implied 

through the developmental activities for Major Changes clause in DSD-ENG-SERV 

and management of the TDL is included in the TDP (if required by clause 9.2.1). 

However, explicit requirements should be included in the scope of ECPs, as 

defined using DID-ENG-ECP or a DSD-ENG-ECP developed by the drafter. Such 

additional deliveries of the TDL, or draft TDL changes, are not covered by the 

default ‘delivery schedule’ entry in the CDRL. The TDL also informs the 

Commonwealth of impending changes to the IP Plan or IP schedule; however, this 

does not impact on tailoring clause 3.13. 

When a Contract (Acquisition) and a Contract (Support) are linked, the TDL 

developed during acquisition and the TDL for support are generally not the same. 

The acquisition TDL will identify all Technical Data for the in-service phase, 

including that used by the Commonwealth. Unless the support concept includes 

full contractor support, the initial Contract (Support) TDL will be developed in 

preparation for the OD from a subset of the mature Contract (Acquisition) TDL. 

If the Contractor is not maintaining Technical Data for regular use by the 

Commonwealth, then the Approved TDL may encompass all of Section 6 of SOW 

Annex A and, potentially, SOW Annex D, superseding both of these sections, in 

terms of accuracy, as Technical Data is amended. In this instance the drafter / 

Commonwealth Representative may wish to amend these SOW sections, at the 

OD or via a subsequent CCP, to refer to the Approved TDL for the Technical Data 

to be maintained and / or used by the Contractor and Approved Subcontractors. 



Attachment E, which includes the lists of GFI and GFD for the Attachment M, 

Glossary, which includes the list of Referenced Documents for the Contract. 

DID-TDATA-TDL, which specifies the requirements for a Technical Data List. 

CDRL Line SR-100, for the TDL. 


SOW clause 3.13, Intellectual Property Management. 

DSD-ENG-ECP, Engineering Change Proposals (as developed by drafter). 

9.2.3 Technical Information Library 



Purpose: To require the Contractor to maintain an up-to-date technical information library for 

any policies, regulations, procedures, and task descriptions required for the 

performance of the Contract. 



Policy: Nil 

Guidance: The technical information library may include a mix of GFI and GFD, plus other 

OEM and commercial documents identified in Attachment M, Glossary, that are not 

GFI and GFD (eg, Australian and international standards). 



This clause should be considered for use when there is a considerable amount of 

technical information either associated with the Contract work or being provided by 

the Commonwealth (or both). While the requirement to provide a technical 

information library may appear to be a process requirement, which should be 

unnecessary in an outcomes-based contract, the clause does establish a minimum 

standard to be met by the Contractor. This type of clause can be beneficial in 

situations, such as when an accident occurs, and the responsibilities of the 

respective parties in relation to that accident need to be established. 

Drafters should note the linkage to Phase In and the Commonwealth’s obligations 

to provide a sufficient number of copies of the Commonwealth documents listed in 

Attachment M. While Attachment M primarily provides the Glossary, it also 

provides the consolidated list of Referenced Documents for the Contract. Drafters 

should ensure that, prior to the release of the RFT, Attachment M is updated to 

capture all of the documents referenced in the draft Contract (Support), which 

should include all documents identified in all sections of SOW Annex A and in 

SOW Annex D. Any documents that are identified in Attachment E (ie, either GFI 

or GFD), however, should not be included in Attachment M. 

Section 6 of SOW Annex A identifies the Technical Data to be supported by the 

Contractor, with clause 1 of Section 6 identifying the publications to be supported. 

Clause 9.2.3.4 of the SOW requires the Contractor to maintain these publications, 

which includes “the incorporation of Commonwealth-issued amendments and OEM 

amendments that have been approved by the Commonwealth”. This last part of 

the clause refers to those publications for which the Commonwealth has retained 

publication sponsorship. Drafters should review the requirements of this clause in 

light of the requirements included under clause 9.2.4, ‘Publication Update Service’ 

and under clause 9.2.5, ‘Publication Sponsorship’. 

Attachment M, Glossary, which includes the list of Referenced Documents for the 

Contract. 



SOW clause 2.7, Phase In. 

SOW clause 9.2.4, Publication Update Service 

SOW clause 9.2.5, Publication Sponsorship. 

9.2.4 Publication Update Service 



Purpose: To require the Contractor to provide an update service for the publications 

identified in the list of Products to be supported at Annex A to the SOW. 

Policy: Nil 

Guidance: A Contractor may be required to provide a Service of identifying and incorporating 

updates to publications from OEMs. If required, the clauses below clause 9.2.4 in 

the draft SOW should be retained and suitably amended to meet the specific 

requirements of the Contract, including any Service-specific and / or TRF 

requirements. If this Service is not required, the clauses below clause 9.2.4 should 

be deleted and replaced with ‘Not used’. 





SOW clause 9.2.3.4 states that the “Contractor shall maintain the publications 

identified in Section 6 of Annex A to the SOW, including the incorporation of 

Commonwealth-issued amendments and OEM amendments that have been 

approved by the Commonwealth”. The publications update service differs from this 

obligation in that the Contractor is preparing the updates from notices or updates 

provided by the OEM of the system or component Products. 

Typically the Commonwealth Representative’s organisation would be the 

publication sponsor or a major stakeholder. However, under clause 9.2.5 the 

Contractor may also be appointed a publication sponsorship role, to support 

Commonwealth Representative’s organisation and other Defence users of the 

publication updates. In doing so, the Contractor has a role in supporting 

publications that are in addition (in terms of quantity and location) to those for the 

Products supported by this Contract. Additional clauses may be required to 

identify the additional work that may be generated in providing the publication 

update service when also a sponsor. For example, where a publication update is 

for S&TE used with multiple systems, different publication updates may be required 

where different interfaces or instructions are required. 

Note: where the additional clauses for publications update, when combined with 

the requirements included under clause 9.2.5 for publication sponsorship become 

significant, drafters may consider compiling a Technical Data Services DSD. 

Within the draft SOW clauses, the drafter needs to identify and insert the required 

format type for the updates. This is intended to be the applicable soft copy format 

for the proposed update. This clause may require further development where 

multiple file types are required. The drafter must also insert the frequency for 

regular updates into the last clause. 

SOW clause 9.2.3, Technical Information Library. 

SOW clause 9.2.5, Publication Sponsorship. 


9.2.5 Publication Sponsorship 



Purpose: To require the Contractor to perform the services of a publication sponsor for those 

publications annotated accordingly in the list of Products to be supported at 

Annex A to the SOW. 

Policy: Nil 

Guidance: In some circumstances, the Contractor may be required to be a publication 

sponsor for Defence publications, which involves responsibilities, such as: 

a. preparing material to be incorporated into publications; 

b. liaising with Defence publication authorities for the production of 

publications; 

c. maintaining the distribution lists for the publications; 

d. allocating the appropriate security classification to the publications; 

e. maintaining a master copy of all publications for which the sponsor is 

responsible; 

f. ensuring the relevancy and currency of the publications by the regular 

inclusion of necessary new material and deletion of obsolete material; and 





9.2.6 Engineering Drawings 

g. authorising the withdrawal and disposal of the publications when they are no 

longer required. 

Additional clauses will need to be developed by the drafter, and inserted into 

clause 9.2.5, if the Contractor is to have responsibilities as a publication sponsor. 

Single Service publications (eg, AAP 5030.001, ‘RAAF Publication System – 

Technical and Non-technical Manuals’) can provide a useful source of information 

for the development of these additional clauses. Drafters should ensure that all 

publications for which the Contractor is required to be a publication sponsor are 

identified, and annotated accordingly, in Section 6 of Annex A to the SOW. 

Note that if the additional clauses required for publication sponsorship become 

significant, drafters may consider compiling a Technical Data Services DSD 

The additional clauses also need to be consistent with any related technical 

publication changes developed through ECPs as part of Engineering Support. The 

preceding clauses for the ‘Publication Update Service’ may also require 

amendment if the Contractor is intended to be a publication sponsor. 

SOW clause 9.2.3, Technical Information Library. 

SOW clause 9.2.4, Publication Update Service. 




Purpose: To require the Contractor to maintain and update engineering drawings for which 

they are responsible. 

Policy: Nil 

Guidance: This clause calls up DID-ENG-DWGS, which requires engineering drawings to be 

developed in accordance with standards, such as DEF(AUST) 5085B, Engineering 

Drawings (unless otherwise specified – see the DID). Generally, it would be 

expected that the requirement to update or amend engineering drawings would be 

part of an S&Q Service (eg, developed from an ECP). This clause is required 

where, as part of Engineering Services, the Contractor holds and maintains 

applicable design drawings. 



DID-ENG-DWGS should be tailored as necessary to reflect the Contract 

requirements. Engineering drawing aspects should be addressed in the CEMP or 

the SSMP if the CEMP has been rolled up into the higher level document. 

SOW clause 5, Engineering Support. 


CDRL Line Number ENG-400. 

DID-ENG-DWGS, which specifies requirements for drawings and updates.. 

9.2.7 Technical Data Management System 



Purpose: To require the Contractor to implement and maintain a management system for 

Technical Data. 



Policy: Nil 

Guidance: A Technical Data management system is used to maintain the configuration status 

of Contractor-managed Technical Data and, as such, there are close ties between 

this clause and the Configuration Status Accounting (CSA) system that the 

Contractor would be required to implement under clause 6.2.6 of DSD-ENG-CM (if 

used). In this instance, the requirements of this clause 9.2.7 would simply add a 

number of requirements (ie, for Technical Data management) to the requirements 

for the CSA system. 



There are also close linkages between this clause 9.2.7 and the DMS implemented 

under clause 2.3 of the SOW; however, this clause 9.2.7 is likely to have broader 

coverage than the DMS because it includes all Contractor-managed Technical 

Data (as opposed to being limited to the data agreed to be provided to the 

Commonwealth via the DMS). 

The requirement for a Technical Data management system is an optional clause; 

however, it should be considered for use for the majority of support contracts. 

Typically, the clause would only be omitted: 

a. for those support contracts at the lower end of complexity; 

b. where there was only a minimal amount of Technical Data associated with 

the Contract; and/or 

c. where the management of Technical Data is adequately covered by the CSA 

and DMS clauses. 

In making a decision as to whether or not to include this clause, drafters should 

take due notice of the requirement in 9.2.7.1a to be able to “reconstruct the 

configuration status of Contractor-managed Technical Data at any given date 

during the Contract period (eg, on the date an accident occurs)”. This requirement 

is an integral part of the safety thread for the template and becomes an essential 

consideration when the responsibilities of the respective parties in relation to an 

accident need to be established. There are also links between this provision and 

the next clause relating to Technical Data investigations. 

All other sub-clauses in SOW clause 9.2. 


DSD-ENG-CM, Configuration Management. 

9.2.8 Technical Data Investigation 



Purpose: To require the Contractor to take the necessary actions in relation to Technical 

Data when an investigation is required, such as for an accident investigation. 

Policy: Nil 

Guidance: If the Products being supported are subject to a TRF, it will usually be necessary to 

include a clause in the SOW enabling the Commonwealth to quarantine all 

documentation for the purposes of accident / incident investigations. If 

investigations may be required, the draft SOW clause should be retained. If not 

required, the clause should be deleted and replaced with ‘Not used’. 

Related Clauses: All other sub-clauses in SOW clause 9.2. 


9.2.9 Modification Orders and Technical Instructions 





Purpose: To require the Contractor to only incorporate changes to publications, which arise 

out of the development of Modification Orders or Technical Instructions, when 

authorised to do so by the Commonwealth Representative. 

Policy: Nil 

Guidance: If the Contractor is tasked with Engineering Services that include hardware 

modifications, software Maintenance, or other tasks that may generate changes to 

Technical Data, the draft SOW clause should be retained. If not required, the 

clause should be deleted and replaced with ‘Not used’. 



DSD-ENG-SERV, clause 6.2.5, Developmental Activities for Major Changes, and 

clause 6.2.6, Technical Instruction Development. 

DSD-MNT-SERV, clause 6.2.7, Incorporating Modifications, Alterations, and 

Technical Instructions. 

9.3 Support and Test Equipment 



Purpose: To identify requirements for the management and support of S&TE, which are 

required to enable the Services to be provided. 

Policy: AAP 7001.055, Support and Test Equipment Logistics Management Manual 

(Aerospace) 

Guidance: Clause 9.3 will be applicable in most support contracts. This clause specifies the 

requirements to be met by the Contractor in relation to S&TE, including: 

a. S&TE (used by Defence in performing support activities) for which the 

Contractor provides Services; 

b. GFE that is S&TE (which may or may not overlap with the items under sub 

paragraph ‘a’ above); and 

c. Contractor owned S&TE that is required to provide the services. 

The purpose of including these clauses is to define responsibility and, where the 

SOW is used as the basis to a Contract WBS, to provide a WBS element against 

which a costing may be assigned; instead of hiding these costs elsewhere in the 

Contract (eg, as an overhead in providing Maintenance to the prime equipment, 

such as the Mission System(s)). 

If there is no S&TE provided as GFE, then the clauses will still apply as the 

Contractor is responsible for their S&TE used in supporting Commonwealth-owned 

equipment; however, the drafter should delete / modify the draft clauses to remove 

reference to S&TE that is GFE. 

In the exceptional case where management and support of S&TE is not required, 

the drafter may replace all sub-clauses of 9.3 with ‘Not used’. 

Drafters should ensure that the GFE needed by clause 9.3 is listed in Attachment 

E, and accurately reflects that which is offered to the Contractor. The Contractor’s 

responsibilities in relation to Engineering, Maintenance, and Supply Services for 

each item of S&TE listed, including GFE, should be included in Section 3 of Annex 

A to the SOW, ‘Support System Repairable Items’. 

If specific items of S&TE (eg, a complex suite of Automatic Test Equipment or a 

software integration laboratory) are subject to the same or similar CM, reporting 

and auditing requirements as either the Mission System(s) or the Mission System 

RIs, then, for the purposes of the Contract, these items of S&TE should be treated 





9.4 Training Equipment 

as one or other of these elements. If the items are treated as Mission System(s), 

then the S&TE should be included in Section 1 of Annex A; if the items are treated 

as Mission System RIs, then the S&TE should be included in Section 2 of Annex A. 

This approach ensures that these items of S&TE are subject to the full 

management requirements of the SOW clauses for Engineering, Maintenance, and 

Supply Services. 

SOW clause 3.11.2, Care of GFM. 




TDR E-9 of the COT, Government Furnished Material. 



Purpose: To define the work the Contractor is required to perform in relation to the 

management and support of Training Equipment. 

Policy: Nil 

Guidance: Clause 9.4 will be applicable in support contracts where training is to be provided 

to Defence (ie, if clause 8 is included then clause 9.4 should also be included). 

This clause specifies the requirements to be met by the Contractor in relation to 

Training Equipment, including: 

a. Training Equipment, listed in SOW annex a and used by Defence for 

Training or Training for which the Contractor provides Services; 

b. GFE that is Training Equipment (which may or may not overlap with the 

items under sub paragraph ‘a’ above); and 

c. Contractor owned Training Equipment that is required to provide the 

services (ie, not listed as GFE). 

Note that Training delivery requirement described in DSD-TNG-DEL may also 

include a Training Equipment and Materials List (TEML) or refer to a Training 

Management Package that includes a TEML specific to each Training Course that 

is provided by the Contractor. 

If there is no management or support of Training Equipment required by the 

Contract, then the drafter may delete the draft SOW clauses and replace them with 

a single clause stating ‘Not used’. 

The purpose of including these clauses is to define responsibility for the provision 

and support of Training Equipment. The Contractor may use Training Equipment 

as part of the provision of Training Services or may simply be responsible for the 

provision of Services in support of Training Equipment that is used by the 

Commonwealth. If the SOW is used as the basis to a Contract WBS, the clause 

also provides a WBS element against which a costing may be assigned; instead of 

hiding these costs elsewhere in the Contract, such as an estimated overhead 

added to the delivery of a variable number of individual courses. 

If Training Equipment is required, the drafter should determine whether Training 

Equipment would be provided to the Contractor as GFE. Drafters should ensure 

that the GFE needed by clause 9.4 is listed in Attachment E, and accurately 

reflects that which is offered to the Contractor. Contractor’s responsibilities in 

relation to Engineering, Maintenance, and Supply Services for each item of 





9.5 Packaging 

Training Equipment listed, including GFE, should be included in Section 3 of Annex 

A to the SOW, ‘Support System Repairable Items’. 

Clause 9.4 is intended to cover Training Equipment that is relatively simple and 

supported by straightforward procedures. If specific items of Training Equipment 

are complex (eg, flight, bridge, air traffic or other mission simulators), these items 

may have similar CM, reporting, regulatory and auditing requirements as either the 

Mission System(s) or the Mission System RIs. If the items are treated as Mission 

System(s), then the Training Equipment should be included in Section 1 of Annex 

A; if the items are treated as Mission System RIs, then the Training Equipment 

could be included in Section 2 of Annex A. This approach ensures that these items 

of Training Equipment are subject to the full management requirements of the 

SOW clauses for Engineering, Maintenance, and Supply Services. 

For flight simulators, the simulator is usually subject to the same or similar 

airworthiness requirements as the aircraft because the same flight programs may 

be loaded, and/or modifications tested on the simulator. In these cases, the flight 

simulator must be added to Section 1 of Annex A. Similar requirements apply to 

submarine simulators and other critical and/or hazardous Training Equipment. 

The drafter should determine the nature of management and the support required 

for items of Training Equipment, and then add these to the appropriate list in SOW 

Annex A so that they may be treated accordingly. 

The tenderers/Contractor proposals to manage Training Equipment are included as 

a requirement for the TSP in DID-TNG-TSP. 




and Government Furnished Services. 

DID-TNG-TSP, which defines the requirements for managing Training, including 

Training Equipment. 

CDRL Line Number TNG-100. 




Purpose: To define Packaging resource requirements. 

Policy: DEF(AUST) 1000C, ADF Packaging 

Guidance: If there is no Packaging provided by Defence, drafters should select Option A from 

the optional clauses in the draft SOW. If some of the Packaging is being provided 

by the Commonwealth, such as special packaging designed for protecting 

particular components, drafters should select Option B. 

For Packaging that is provided by the Commonwealth, such as specialised 

packaging and reusable containers, the drafter must make applicable entries in the 

GFE list of COC, Attachment E. Furthermore, if the Packaging item is an RI to be 

maintained by the Contractor, it must be listed in Section 3 of SOW Annex A, 

‘Support System Repairable Items’, under clause 3, ‘Other Repairable Equipment’. 

Related Clauses: SOW clause 7, Supply Support. 






9.6 Facilities 




Sponsor: Defence Support Group (DSG), Director - Property Leasing 


Purpose: To define the Contractor’s obligations in relation to Facilities. 

Policy: DI(G) ADMIN 35-1, Procedures for the Use of Defence Estate Assets by 

Non-Defence Organisations or Individuals including Commercial Contractors 

Guidance: Facilities used to provide Services may be Contractor-owned, GFF, or a 

combination of both. If some or all of the Facilities will be GFF, a Commonwealth 

Licence Agreement for Use by Contractors of Defence Facilities (Facilities Licence) 

must be issued for those Facilities (which may include groups of buildings or only 

part of a building). 

If there is no doubt that the Contractor will be responsible for all Facilities and any 

associated costs, then the optional clauses under 9.6 may be replaced with ‘Not 

Used’ or the drafter may choose the Option A clause in the draft SOW, stating that 

the Contractor shall provide all Facilities. If some or all Facilities may be GFF, then 

drafters should select Option B. 

Fixed plant and some equipment are considered to be part of a Facility. For 

example, this may include air conditioners, standby power generators, cranes, 

vehicle lifts, gantry, etc. In many cases, the Commonwealth will take responsibility 

for the management and Maintenance of these items that are part of the GFF 

(particularly for shared Facilities), and this will be identified in the Facilities Licence. 

However, in some instances for practicality and/or cost, it may be more effective for 

the Contractor to undertake these tasks. 

In this instance, the drafter should discuss with DSG the best way of incorporating 

these requirements into the Facilities Licence (thus providing visibility to both the 

DMO support agency and DSG of the Contractor’s obligations). The drafter will 

also need to ensure that, for Facilities plant and equipment, there are no gaps or 

overlaps between the Facilities listing and the GFM S&TE or Training Equipment 

lists (see clause 9.3 and 9.4). If the Facility performs a test and / or calibration 

function or must be calibrated itself to enable the provision of Services, then 

drafters should refer to the discussion on the optional clause below. 

If the Contractor is also required to perform physical security of the Facility, such 

as providing security guards, this should also be discussed with DSG. 

If the Facility performs a test and/or calibration function: 

Some Facilities (either Government-owned or Contractor-owned) may be used to 

perform a test or calibration function (eg, firing ranges, a radar range, pressure 

chamber, engine build up and test Facility, etc). In these instances and where the 

Facilities are GFF, the calibration of the GFF or its embedded equipment could be 

added to the Facilities Licence or could be included in the draft SOW (by making 

additions to Section 3 of SOW Annex A, under clause 3, ‘Other Repairable 

Equipment’). Inclusion in the draft SOW has the advantage of grouping together 

the calibration requirements for S&TE, Training Equipment, and equipment that is 

considered part of Facilities, and including them on the same calibration register. 

If calibration of Facilities or Facilities’ equipment is required, then the drafter should 

include the optional clause below in the draft SOW. 

In rare instances, the Contractor will be required to support Defence-owned 

Facilities that are not managed by DSG. The template provides the framework for 

identifying these Facilities at Section 7 of Annex A to the SOW. Clause 9.6, and 





9.7 Computer Support 

the Facilities licence / deed would need to be expanded to accommodate the 

scope of this work. 

COC clause 3.7, Government Furnished Facilities. 

SOW clause 9.3, Support and Test Equipment. 

SOW clause 9.4, Training Equipment. 


Attachment E, Government Furnished Material, Government Furnished Facilities, 


Annex D to Attachment I, Government Furnished Facilities Licence Deed. 

If the Facility performs a test and/or calibration function, then include the following 

clauses in the draft SOW: 

The Contractor shall maintain a calibration register that includes GFF employed in 

calibration, test and/or measurement functions and shall, upon request, provide the 

Commonwealth Representative or a delegated representative with access to that 

calibration register. 

The Contractor shall ensure that Facilities and Facilities’ equipment requiring 

calibration is calibrated by an organisation accredited by [...INSERT APPLICABLE 

ACCREDITATION AGENCY...] for the class of testing appropriate to the Facilities 

and equipment, and in accordance with the applicable technical documentation. 



Purpose: To define the Contractor’s obligations in relation to computer support used in the 

process of providing Services and the associated planning and reporting required 

by the Contract. 

Policy: Nil 

Guidance: Computer support clauses may be required where computers are required to 

interface with Defence information systems or as tools to support the provision of 

Services and management functions (eg, Maintenance scheduling, software 

development, and preparing management reports). The computer support clause 

does not cover Software Support, which is addressed under Engineering Support. 

If no support of this nature is required, then the drafter should delete the default 

clause and replace it with ‘Not used’. 

If the computing equipment interfaces with a Defence information system, the 

hardware and software will often be provided and maintained by Defence and this 

will be detailed explicitly elsewhere in the SOW, including DSDs (eg, for MILIS). In 

these circumstances, the drafter may again leave the default clause of ‘Not Used’ 

unchanged. In this situation, the Commonwealth-provided equipment should still 

be listed as GFM because it will be subject to the requirements of the GFM clauses 

and accounting requirements for Commonwealth-owned assets. 

If computing support is a resource required to be provided by the Contractor to 

enable Services, then the drafter may include the optional clause in the SOW as a 

starting point to further identify computer support requirements. In developing the 

further requirements, the drafter should consider: 

a. Information System Security (refer Defence Security Manual); 

b. application programs specific to the Contract Services; 

c. who will be responsible for providing software; 





d. who will be responsible for procuring software updates and annual licences; 

e. what are the restrictions on the Contractor for the use of Commonwealth 

provided software; and 

f. how the Contractor will be informed of changes to the Defence Standard 

Operating Environment (SOE) and who will be responsible for paying for these 

changes. 



SOW clause 3.14.3, Information Systems Security. 




DSD-ENG-SERV, Routine Engineering Services. 

DSD-ENG-CM, Configuration Management. 

DSD-ENG-SW, Software Support Services. 


Services. 

DSD-MNT-IT-SA, Information Systems Administration and Maintenance Services. 

DSD-SUP-SERV, Routine Supply Services. 

DSD-SUP-MILIS, Military Integrated Logistics Information System Use. 

DSD-TNG-MGT, Training Management Services. 



10. VERIFICATION AND VALIDATION 



Purpose: To define the V&V requirements for the Contract, to provide an assessment of 

current performance and as an indication of future performance, compliance, 

process efficiency, and system health. 

Policy: Nil 

Guidance: V&V in a support context differs from the more common application of V&V in 

acquisition, in that Services are assessed, rather than Products. Accordingly, the 

objectives are to determine if Services are being provided as required by the 

Contract (Verification), and if those Services are what the Defence customer 

actually needs (Validation). Note that, in ASDEFCON (Support), while the focus is 

on Services, Products are often delivered as outcomes of those Services. 

The V&V clause in ASDEFCON (Support) is intended for use when the Contract 

involves a complex set of performance measures, or where payments are made for 

performance as measured against Key Performance Indicators (KPIs). The V&V 

clause is required for all PBCs and is therefore a default inclusion for the use of 

this template. If the contract being drafted is not a PBC, and ASDEFCON (Support 

Short) was not a suitable template, and if the Contract does not involve a set of 

Performance Measures that require measurement and reporting, then the 

subclauses under the V&V clause may be replaced with ‘Not used’. 

Transactional and Performance Based Contracts 

The ASDEFCON (Support) template can be adapted to either be a transactionbased 

contract or a PBC. In a transaction-based contracting model, the 

‘transaction’ results in a payment being made for each task performed by the 

Contractor, as listed in the Price and Payment Schedule. For example, a 

Contractor is paid a set fee for each Maintenance task of a particular kind, with 

each event being separate and the costs summed together in an invoice, as in a 

standing-offer. In a PBC model, the Contractor is paid for outcomes defined by 

performance measures that can vary from high-level fleet availability measures to 

lower-level ‘nil stock-outs’, ‘order response times’, or ‘average repair time’ 

measures. In a PBC model, there are usually also a number of transactional 

payments, S&Q services, Task-Priced Services limited to larger tasks or tasks not 

measured by KPIs (eg, delivery of additional training courses) and firm-priced 

services without incentives (eg, for on-going contract management tasks). 

A PBC should be a part of a performance-based framework that includes higher 

level agreements with identified performance outcomes, such as the product 

schedule for a Material Sustainment Agreement (MSA) that defines an agreed level 

of operational capability. Other agreements may also exist within the framework, 

such as other contracts, and service level agreements between DMO support 

agencies or with DSG for facilities. The PBC should contribute to the higher-level 

agreements and be consistent with any other performance-based agreements 

within the Support System. 

Importantly, the drafter / program manager must decide on the approach for the 

Contract (Support), either transaction or performance-based, or if separate parts of 

the Contract are suited to different methods, before tailoring Performance 

Measures and the V&V clause. In general, a transaction-based contract will need 

few if any Performance Measures and is unlikely to require the V&V clause. The 

template aims to accommodate both contracting models, but it cannot provide 

answers regarding the suitable Performance Measures or the transactions for 

individual support program. 

Further guidance on PBCs/PPBCs is included in the ASDEFCON Handbook 

Philosophy Volume and the PPBC Handbook. 



How the Template Works 

Although not a compulsory approach to tailoring, the following explanation 

describes how the V&V clause can work with the remainder of the SOW, including 

DSDs: 

a. The V&V Plan is used to define the Contractor’s overall management plans 

for conducting the V&V program. This includes the required measurements, 

systems, data collection and processing, and reporting requirements. 

b. The Support Services Verification Matrix (SSVM) is used by the report 

performance against the Contract Performance Measures on a regular basis 

(eg, monthly), depending on the Review Periods for KPIs and the 

measurement periods for Other Performance Measures (OPM) . The SSVM 

includes the Achieved Performance and the Adjusted Performance Score and 

supporting data for KIPs (note the Adjusted Performance Score is used to 

convert the Achieved Performance into a percentage, where 100% equates to 

the performance sought by Defence). The SSVM also reports on OPMs. 

OPMs are not used for calculating Performance Payments, but may be used to 

indicate the ‘health’ of the Mission System and/or parts of the Support System, 

or for measuring compliance, for user Validation purposes, process monitoring 

(in support of tracking Efficiencies), or to validate factors used in the calculation 

of KPIs 

c. KPI Results are also included in the Performance Measurement Report, a 

part of the CSR (clause 3.4.1). The frequency of this report (eg, three to six 

monthly or annually) is based on the Review Period over which the 

Performance Payments are based. Accordingly, the SSVM could report of 

‘system availability’ on a monthly basis, but the Performance Measurement 

Report isn’t delivered until the end of each three-month Review Period. The 

Performance Measurement Report includes results from the SSVM and 

calculations from Attachment P and Annex C to Attachment B, used to 

determine Performance Payment Amounts, 

d. Results from the Performance Measurement Report are discussed the 

Performance Assessment Review (clause 3.4.5). Any disagreement regarding 

KPI results may require reference back to the SSVM to resolve. 

e. Results recorded in the SSVM for OPMs would normally be used in other 

analyses or simply to monitor the state of the system and Contract in order to 

inform future planning activities. 

Notably, the V&V clause provides one step in the PBC / PPBC framework that links 

Defence’s desired Outcomes to Contractor payments. Further guidance for the 

PBC mechanisms in this template is included for the Performance Measurement 

Report and Performance Assessment Review for SOW clause 3.4.1, Performance 

Assessment at Attachment P, OPMs in Attachment Q, and Performance Payments 

in Annex C to Attachment B. 

If not applying a performance-based contracting, V&V may still be used for OPMs. 

Tailoring 

This clause should be included if the Contract contains a V&V element that is 

relatively complex or needs to combine a number of Performance Measures (ie, all 

PBCs/PPBCs). If the Contract (Support) does not have a V&V requirement, then 

the heading should be retained, but the words ‘Not Used’ should be inserted in 

brackets at the end (eg, “Verification and Validation (Not used)”). All of the lowerlevel 

clauses of clause 10 should then be deleted or replaced with ‘Not used’. 

Note: Not having a V&V clause does not mean that the quality of Services provided 

is unable to be assessed. It simply means that performance can be managed with 

the performance-measurement clauses and the Attachments. Also, with respect to 

Products delivered as an outcome of Services, the terms for Acceptance (COC 

clause 6.7) and the Quality clause (SOW clause 11), with respect to non- 





conforming products, are still applicable when no Performance Measures are in 

place. 

Refer to the ASDEFCON Handbook Philosophy Volume for additional guidance on 

linking performance measures to the Price and Payment Schedule. 

COC clause 6.9, Acceptance. 

COC clause 7.1, Price and Price Basis (including Performance Payments). 

Attachment B, Annex C, Performance Payments. 

SOW clause 3.4.1, Status Review and Reporting 

SOW clause 3.9, Independent V&V. 

SOW Clause 11, Quality. 

DID-V&V-V&VP, which specifies requirements for a V&V Plan. 

DID-V&V-SSVM, which specifies requirements for a Support Services Verification 

Matrix. 

The following diagram shows the associated DIDs supporting SOW clause 10. 

10.1 Verification and Validation Objectives 


Status: Core (if V&V is included) 

Verification and Validation SOW Structure 

Purpose: To define the V&V objectives for the Contract. 

Policy: Nil 

Guidance: If the V&V clauses are included in the draft SOW, this clause must be included and 

may need to be tailored to match the specifics of the program and contracting 

strategy. Principally, for this clause it involves inserting KPIs and /or OPMs into 

where indicated, however more specific clauses in relation to Outcomes (as 

measured with KPIs) is possible. However, drafters should also tailor Attachment 

P, which specifically requires the Outcomes that Defence wants, the contribution to 

those Outcomes made by the Contract, and the KPIs used to measure them. 

Accordingly, further development of this clause should be consistent with 

Attachment P, or refer to Attachment P. 

Related Clauses: All other sub clauses in SOW clause 10. 




10.2 Verification and Validation Planning 



Purpose: To require the Contractor to define the V&V planning for the Contract. 

Policy: Nil 

Guidance: The V&V Plan should define the organisation and processes to be used by the 

Contractor to record and, if necessary, measure outputs associated with 

performance measures. 



If this template is used for a small Contract, the V&V planning required to 

coordinate the collection and analysis of performance measures may be minimal. 

In these cases, the requirements for V&V planning should be incorporated into the 

SSMP. DID-SSM-SSMP includes requirements to address V&VP topics if the 

SOW requires V&V planning to be included in the SSMP. 

Based on the requirement for a separate V&VP or inclusion in the SSMP, select 

from the optional clauses in the SOW template and update the subsequent clauses 

with ‘V&VP’ or ‘SSMP’ accordingly. 

All other subclauses in draft SOW clause 10. 

COT Attachment A, Annex G, TDR G-2 

DID-V&V-V&VP, which specifies requirements for a V&VP. 

DID-SSM-SSMP, which specifies requirements for a SSMP. 

CDRL Line Number V&V-100. 

10.3 Support Services Verification and Validation Activities 



Purpose: To define the mechanism by which Contract performance measurement results are 

reported, and the current status of performance, applicable to each measure, is 

recorded and delivered to the Commonwealth. 

Policy: Nil 

Guidance: The Contractor is required to measure performance in accordance with the V&VP 

or SSMP, as selected at clause 10.2. The SSVM is used to define and record the 

status of the Contractor’s Verification activities under the Contract. The SSVM 

provides a single focal point for reporting results against the set of Contract 

Performance Measures, including KPIs and OPMs. 

The SSVM also identifies the individual methodology or procedure that is used to 

measure each Performance Measure and calculate and results, and it records 

current and historical performance, trend analyses and reasons for aberrations in 

the collected data. The SSVM can help to group together lower-level Performance 

Measures that must be combined to create a meaningful measure of the Services 

being provided (eg, several measures for the delivery of spares at different order 

priorities and to different locations may be needed in order to produce a single 

Supply Support KPI). 

Results from the SSVM are used to prepare the Performance Measurement Report 

(a part of the CSR), which informs the Performance Assessment Review 

undertaken to determine / confirm Performance Payments for a PBC / PPBC. 

Measurement results and calculations underpinning the SSVM must be retained 

and, if necessary, provided to the Commonwealth Representative, in order to 





support the evaluation of the Performance Measurement Report and conduct of the 

Performance Assessment Review. 

In addition to preparing the SSVM, clause 10.3 also requires the Contractor to 

investigate performance shortfalls and prepare Remediation Plans on any occasion 

that performance measured against a KPI drops from Band I or IV and into Bands 

II and III. The Remediation Plan is to detail the Contractor’s strategy to recover 

performance to more agreeable levels, and once Approved the plan becomes the 

basis for managing that recovery and preventing future shortfalls. 

In support of establishing longer term trend information, and to resolve any 

discrepancies at Performance Assessment Reviews, SOW clause 10.3 requires 

the Contractor maintain and provide, on request, measurement data collected 

through the V&V process. 

In a PBC, the drafter needs to insert the selected plan into clause 10.3, while all 

other sub-clauses should be effective without need for change. 

If the Contract is not a PBC, the SSVM may still be used to report OPMs. 

Accordingly, some of the initial clauses regarding the SSVM could be retained but 

many of those that are strictly part of the performance-management framework 

(eg, Remediation Plans) would need to be replaced. 

COC clause 6.10, Remediation of Performance Problems. 

All other sub clauses in SOW clause 10. 

DID-SSM-CSR, which defines requirements for the CSR, including the 

Performance Measurement Report. 

DID-V&V-SSVM, which defines requirements for the SSVM. 

10.4 Performance Implementation Period 



Purpose: To address the work effort involved in the Performance Implementation Period 

(PIP), including the PIP Completion Review. 

Policy: Nil 

Guidance: The PIP is an initial period in a PBC / PPBC when the full performancemanagement 

framework and linkages to all or part of the Performance Payments 

are suspended while the new contract stabilises. Often this period includes the 

initial deliveries of systems intended to form part of a much larger fleet, abnormal 

use patterns as platforms undergo Validation activities (eg, user / sea trials, post 

Acceptance), and while the Contractor is still establishing elements of support (eg, 

new functions and integrating large numbers of newly trained personnel). The PIP 

also enables the performance measurement methods and reporting systems to be 

proven. Parameters for the PIP, including duration and whether it is divided up into 

two or more stages, are described in Annex C to Attachment B. 

To confirm and adjust the performance measurement and reporting system, and 

the success of the PIP overall, a PIP Completion Review is held just prior to the 

end of the PIP, in preparation for the commencement of the full performance 

management framework. 

If there is no PIP, then the clause should be deleted and replaced with ‘Not used’. 

If a PIP is required then the governing plan for V&V, either the V&VP or SSMP, 

should be inserted into the clause as indicated. The clause could be expanded if 

there were specific work requirements for the PIP described by Annex C to 

Attachment B, or Attachment P. 





10.5 Adjustment 

All other sub clauses in SOW clause 10. 





Purpose: To define the allowable scope and process for managing updates to the 

performance-management framework, as may be required during the Contract 

Term. 

Policy: Nil 

Guidance: During the course of the Contract the performance-management framework may 

require updating. There may be a number of reasons for this, including changes in 

user demand and the required Outcomes, changes (increases or decreases) in 

Contract scope, the initial Performance Measures proving to be ineffective due to 

difficulties in data collection, changes in Defence information systems used for data 

collection, more effective data collection methods being found (eg, changing the 

specified process for data collection), or for some other reason. To accommodate 

such adjustments, this clause outlines aspects of permissible scope for adjusting 

the performance-management framework and the process by which adjustments 

are incorporated via CCP. 

The set of OPMs may be the subject of regular adjustment, adding new OPMs and 

deleting old ones, as the Commonwealth and Contractor seek to measure and 

evaluate various processes in order to find Efficiencies or to measure the 

effectiveness of recently implemented Efficiencies. Additional OPMs may also be 

introduced to monitor system health, particularly as systems age. 

Adjusting KPIs requires careful consideration, and often negotiation, due to the link 

between KPIs and Performance Payments. Although each situation will be 

different, there are some common principles for adjusting KPIs, such as; 

a. KPIs should be linked to the contribution made by the Contract to achieve 

required Outcomes; hence, changes in KPIs must also be linked to those 

requirements; 

b. KPIs should not be changed in order to accommodate Contractor shortfalls 

or to make the Contractor work harder as such changes are not linked to 

required Outcomes; 

c. KPIs, like all Performance Measures, should be “SMART” (Specific, 

Measureable, Attainable, Relevant and Timely), and any changes should 

maintain or enhance these qualities; and 

d. KPIs need to be clearly documented and understood by all parties involved. 

Specific advice regarding both the setting and adjustment of KPIs is beyond the 

scope of this document and specialist advice should be sought for these activities. 

The performance-management framework will often require adjustment following 

updates to the MSA Product Schedules negotiated between the DMO and 

Capability Manager. These changes will often require Contractor input to assess 

to cost impact of changing the Rate of Effort, operating locations, or other 

parameters. The performance-management framework may also be updated for 

Award Terms or Renewal Terms if the scope of the Contract changes through the 

implementation of Efficiencies, or other changes, for that Term. Accordingly, 

adjustments under this clause may be related to discussions at Award Term 

Reviews and Periodic Cost Reviews, where these apply to the Contract. 





Drafters do not need to tailor this clause. 

COC clause 10.1 Change to the Contract. 


SOW clause 3.4.7, Periodic Cost Reviews. 



Attachment Q, Other Performance Measures. 



11. QUALITY MANAGEMENT 


Status: Core 

Purpose: To define the quality-related requirements for the Contract through both this clause 

of the SOW and the associated DIDs. 

Policy: DPPM, Section 3, Chapter 3.5 Quality Assurance 

DI(G) LOG 4-5-001, Defence Policy on Quality Assurance 

AS/NZS ISO 9001:2000 Quality Management Systems - Requirements 

AS/NZS ISO 9000:2006 Quality Management Systems – Fundamentals and 

Vocabulary 

Guidance: All ASDEFCON (Support) RFTs and contracts are to contain a requirement for 

Quality Management. 



Drafters need to establish the Quality requirements for the draft SOW based on 

cost and Quality requirements for managing the system as a whole. 

11.1 Contractor Quality Responsibilities 


Status: Core 

Purpose: To define the quality-related requirements for the Contract. 

Policy: As above 

Guidance: These clauses must be included as they ensure that: 



a. the Contractor has a Certified QMS in place at the Operative Date; 

b. Approved Subcontractors have a QMS appropriate to the work required 

under any Subcontract; and 

c. the Commonwealth has access to the Contractor’s and Subcontractor’s 

facilities for the purposes of performing Audit and Surveillance activities, if 

required. 

COC clause 10.7, Commonwealth Access and Records. 

SOW clause 5.4, Technical Regulation of Engineering Support. 

SOW clause 6.4, Technical Regulation of Maintenance Support. 

11.2 Quality Management Planning 


Status: Core 

Purpose: To define the quality-related requirements for the Contract. 


Guidance: Requirements for the Quality Plan are defined in DID-SSM-QP, which references 

out to AS/NZS ISO 10005:2006 Quality management – Guidelines for Quality 

Plans and AS 3925.1:1994 Software Quality Assurance Part 1: Plans, when the 

software support is applicable to the Contract. 





For smaller Contracts (Support), it may be possible to roll-up the Quality Plan into 

the SSMP. Optional clauses A or B should be selected and the subsequent 

clauses should be tailored accordingly. 

DID-SSM-QP, which specifies requirements for a Quality Plan. 

DID-SSM-SSMP, which specifies requirements for the SSMP, including Quality 

planning if rolled up into the SSMP. 

CDRL Line Number MGT-140 

11.3 Quality Systems, Process and Product Non-Conformances 


Status: Core 

Purpose: To specify the quality processes to be followed by the Contractor for the Contract 

when non-conformance with respect to Quality Systems, Process or Product is 

determined. 


Guidance: These clauses must be included. The drafter needs to determine whether the 

particular draft SOW involves a significant technical risk element, such as if a 

significant engineering change or software support program is likely. If significant 

technical risk elements are identified, the option in SOW clause 11.3.3 should be 

included. 



11.4 Commonwealth Representative Approval of Non-Conforming Services 


Status: Core 

Purpose: To specify the quality approval processes to be followed by the Contractor for the 

Contract when non-conforming materials or work in the Services are identified. 


Guidance: These clauses should not be tailored. Drafters should review the CDRL details for 

the delivery of the Form SG2. 



DSD-ENG-CM, Configuration Management clause 6.2.5, with respect to 

Configuration Control of Deviations. 

DSD-MNT-SERV, Routine Maintenance Services clause 6.2.6, for Implementing 

Non-Standard Repairs and Deviations. 




Support Services 

Requirement 

Mission System 

Responsibilities 

SOW TAILORING GUIDE – ANNEX A 

SUPPORT CONCEPTS AND CONTRACT REQUIREMENTS 

Support Scenario #1 Support Scenario #2 Support Scenario #3 Support Scenario #4 

• Contractor has total responsibility for 

supporting the Mission System. 

• Mission System may be handed over to a 

Defence operator to use (eg, flight simulator), 

or may be operated by the Contractor for 

Defence (eg, satellite ground station). 

• Commonwealth has almost no role in 

supporting the Mission System. 

• Contractor has responsibility at the Mission 

System level, which may include meeting 

availability targets (systems available to 

Defence) and / or conducting deeper levels of 

Maintenance. 

• Contractor has no Mission System 

responsibilities. 

• Commonwealth either has full Mission 

System responsibility or this responsibility 

rests with another contractor. 

• The ‘Mission System’ is a relatively simple 

item of equipment (not a major platform) and 

can be treated as a family of Repairable 

Items. 

Possible Template(s) • ASDEFCON (Support) • ASDEFCON (Support) • ASDEFCON (Support) where greater 

governance or more in-depth Services are 

required. 

Key Support System 

Responsibilities 

• Contractor manages almost all of the Support 

System. 

• Commonwealth manages the Contract and 

any exclusions from the Contract (eg, 

cryptographic equipment). 

Examples • Lead-in Fighter where the Contractor was 

required to provide a set number of available 

aircraft for student pilots. 

Basis of Performance 

Measurement 

• The Commonwealth provides no 

Maintenance. 

• JORN. 

• Contractor operated and supported satellite 

ground stations. 

• Performance measurement for Mission 

System is based on the availability of the 

Mission System for Defence use. 

• Performance measurement for Stock Items 

may include meeting Reserve Stockholding 

Levels (RSLs). 

• Likely to be additional performance measures 

• Contractor has responsibility for Stock Items 

in addition to the Mission System. 

• Contractor has responsibility for managing 

Reserve Stockholdings and for Requirements 

Determination of Stock Items. 

• F-111 Weapon System Business Unit 

(WSBU) where the Contractor was required 

to provide deeper Maintenance of the aircraft 

and a range of other services including total 

support of the flight simulator. 

• For the F-111, the Commonwealth provides 

forward Maintenance. 

• Patrol Boats, where Navy Maintenance is 

only ‘at sea’. 

• Performance measurement for Mission 

System may be through availability of 

Mission System or through delivery within 

requisite timeframes (eg, Mission Systems 

provided within agreed Maintenance 

schedule). 

• Different types of Mission System 

performance measures could apply between 

• ASDEFCON (Support Short) for more routine 

contracts, with less governance and a broad 

but limited depth of Services. 


only. 

• Contractor has responsibility for managing 

Reserve Stockholdings and for Requirements 

Determination. 

• F-111 Avionics Business Unit (AVBU) where 

the Contractor was required to provide a 

range of services relating to Repairable 

Items. 

• Common support contracts for Repairable 

Items fitted to larger platforms (eg, 

communication terminals) or individual 

equipment. 


(both RIs and Non-RIs) is based on demand 

satisfaction (eg, delivery within the 

Scheduled Delivery Date (SDD)) and meeting 

RSLs. 

• For Stock Items, demand satisfaction 

performance measures could include Spares 

Availability, Average No of Backorders, etc. 

• Contractor has no Mission System 

responsibilities. 

• Commonwealth either has full Mission 

System responsibility or this responsibility 

rests with another contractor. 

• ASDEFCON (Support Short) for lower value 

contracts with a broad scope of Services. 

• ASDEFCON (Standing Offer for Goods and 

Maintenance Services) for contracts that 

require Maintenance and limited Supply 

Support Services only. 

• ASDEFCON (Support) is only considered if 

there is a need for a high level of governance 

or a detailed definition of Services. 


only. 

• Commonwealth has responsibility for 

managing Reserve Stockholdings and for 

Requirements Determination 

• Any number of Standing Offer arrangements 

where the Commonwealth feeds the RIs into 

the Contractor on an ‘as required’ basis. 

• May also include the provision of Non-RIs to 

the Commonwealth. 

• For RIs, performance measurement is likely 

to be based around an RI Turn Around Time 

(TAT), with the Commonwealth feeding the 

RIs into the Contractor, as required. 

• TAT is that time under the control of the 

Contractor; as such, the Contract must be 

clear on the elements under the control of the 

Contractor (eg, pick-up point to delivery 

ASDEFCON (Support) V3.0 A-1



Requirement 


for Engineering Support (eg, schedule). 

• Could also be Maintenance Support 

performance measures, such as for 

on-equipment Maintenance (eg, response 

times) or depot Maintenance scheduling 

effectiveness (as an adjunct to system 

availability to avoid Maintenance shortcuts). 

General • If possible, Commonwealth is not part of the 

process. 

• May be a requirement for the Commonwealth 

to be ‘in the process’ where common items 

are involved. 

• Generally, Commonwealth not interested 

how Contractor meets performance 

measures (except for TRA requirements). 

• Commonwealth does not perform any 

Maintenance. 

• Deployment of asset not required (in 

peacetime or wartime) or assets and 

Contractor can deploy to a safe neighbouring 

region supporting the area of operations. 

• Surge required (for example) to meet 

increased operating tempo associated with 

readiness timeframes (which could include 

increased training requirements). Surge 

requirements included in Contract as 

planning requirements – Contractor’s ability 

to meet Surge requirements assessed during 

tender evaluation and subsequent 

negotiation. Also needs to be assessed on a 

regular basis (eg, annually). Separate Surge 

Management Plan (SMP) likely to be 

required. 

• If Maintenance (or other support) is 

differing Mission Systems and between 

peacetime and wartime. 


(both RIs and Non-RIs) is based on demand 

satisfaction (eg, delivery within the 

Scheduled Delivery Date (SDD)) and meeting 

Reserve Stockholding Levels (RSLs). 

• For Stock Items, demand satisfaction 

performance measures could include Spares 

Availability, Average No of Backorders, etc. 






times). 

• Commonwealth conducts forward-levels of 

Maintenance; hence, Contractor is unable to 

provide a total support solution (with the 

Contractor (or a set of Contractors) providing 

all other Maintenance.) 

• Assets are deployable in both peacetime and 

wartime. 

• Wherever possible, Commonwealth is not 

part of the process. 

• May be a requirement for the Commonwealth 

to be ‘in the process’ where common items 

are involved. 


increased operating tempo associated with 

readiness timeframes. Surge requirements 

included in Contract as planning 

requirements – Contractor’s ability to meet 

Surge requirements assessed during tender 

evaluation and subsequent negotiation. Also 

needs to be assessed on a regular basis (eg, 

annually). Separate Surge Management 

Plan (SMP) likely to be required. 

• If Maintenance (or other support) is 

conducted on a Defence establishment, then 

there may be services that the base needs to 

provide (eg, disposal, cleaning, phones, 

security, LAN). 






times). 

• Commonwealth conducts forward-levels of 

Maintenance. 

• Other contractor(s) responsible for deeper 

levels of Maintenance. 


increased operational tempo (eg, from 10 

items/month to 15 items/month). Surge 







Management Plan (SMP) unlikely to be 

required. 

point). The drafter should be aware of the 

administrative time which may be taken 

getting the item to the pick-up point and from 

the delivery point. 

• For Non-RIs, performance measurement is 

likely to be measured by order response 

times. TATs and order response times would 

be addressed as part of tender evaluation 

and subsequent negotiations. 

• While unlikely, there may be Reserve 

Stockholding requirements under the 

Contract, in which case, meeting RSLs would 

also be a requirement. 

• Could also be additional performance 

measures for Engineering Support (eg, 

schedule). 


increased operational tempo (eg, from 10 

items/month to 15 items/month). Surge 







Management Plan (SMP) not required. 




Requirement 


conducted on a Defence establishment, then 

there may be services that the base needs to 

provide (eg, disposal, cleaning, phones, 

security, LAN). 

Engineering Support • TRA requirements likely to apply. 

Maintenance Support: 

• Maintenance Planning 

• Maintenance 

Management 

• Maintenance Services 

• Which Engineering Services are included in 

the firm-priced portion of the contract as 

specific line items for which the 

Commonwealth requires visibility (eg, is the 

Commonwealth interested in recurring 

defects?)? 

• Contractor is the configuration manager and 

holds the master copies of the CSAD and (if 

applicable) LSAR. 

• Mods & upgrades unlikely to be included in 

the firm-priced portion of contract. 

• Contractor conducts all Maintenance, 

including Maintenance planning. 

• Contractor provides all Non-RIs in support of 

Contractor Maintenance (but not visible to 

Commonwealth). 

• All on-equipment Maintenance conducted at 

‘home base’ or port/dock or, in rare cases, 

deployed to ‘safe’ location. 

• Cannibalisation unlikely to be an issue. 

• Maintenance of common items will need to 

be addressed through the relevant item 

managers (note – Commonwealth is in the 

process here). 

• TRA requirements likely to apply. 

• All Engineering Services likely to apply, 

including mods and upgrades (although 

these may not be included in the firm-priced 

portion of the Contract). 

• Either the Commonwealth or the Contractor 

could be the configuration manager and hold 

the master copies of the CSAD and (if 


• Contractor conducts all Maintenance not 

conducted by the Commonwealth or another 

contractor. 

• Contractor likely to provide Non-RIs in 

support of both Contractor and 

Commonwealth Maintenance (and, perhaps, 

Maintenance conducted by other 

contractors). 

• Contractor conducts Maintenance planning 

for assigned Maintenance activities, with 

visibility provided to the Commonwealth 

because of the implications for Contract price 

and preparedness. Also, Maintenance 

planning may need to feed back into 

Commonwealth Maintenance planning. 

• Maintenance may be included within the firmpriced 

portion of the Contract or may be 

included on an item-priced basis. 

• On-equipment Maintenance may be required 

in deployed locations during peacetime. 

• Embedded MRU may be required to cover 

deployed Maintenance during wartime. 

• Cannibalisation may be an issue. 





• Some level of Engineering Services likely to 

apply, including mods and upgrades for the 

Stock Items included in the Contract 

(although these may not be included in the 

firm-priced portion of the Contract). 

• The Contractor could be the configuration 

manager for the Stock Items included in the 

Contract, but, equally, this could be another 

contractor (including the OEM). Either the 

Commonwealth or another contractor could 

hold the master copies of the CSAD and (if 


• Contractor conducts all Maintenance for 

assigned RIs under the Contract. 

• Contractor likely to provide Non-RIs in 

support of Contractor and, perhaps, 

Commonwealth Maintenance. 

• Contractor conducts Maintenance planning 

for assigned RIs, based on the higher-level 

Maintenance plan (eg, the Mission System 

Maintenance plan) provided by the 

Commonwealth or another contractor. 

• RI Maintenance could be included within the 

firm-priced portion of the Contract, but more 

likely to be included on an item-priced basis. 

• On-equipment Maintenance unlikely to be 

required. 

• Embedded MRU may be required to cover 

deployed Maintenance during wartime. 






• May be additional requirements for 

Engineering Services (eg, defect 

investigation) for the Stock Items included in 

the Contract. 

• Commonwealth conducts Maintenance 

planning. 

• If an RI Maintenance contract, 

Commonwealth conducts RI requirements 

determination. 

• Contractor conducts Maintenance of 

assigned RIs. 

• Contractor may or may not provide Non-RIs 

in support of this Maintenance. 

• RI Maintenance based on an item-priced 

basis. 

• On-equipment Maintenance unlikely to be 

required. 

• Embedded MRU unlikely to be required. 

• Maintenance of common items unlikely to be 

an issue here. 




Requirement 

Supply Support: 

• Integrated Supply Chain 

Planning: 

o Time Phased 

Replenishment 

Planning 

o Requirements 

Determination 

o Plan Supply 

o Plan Contingency 

Demand 

o Plan Contingency 

Supply 

• Supply Chain Support 

• Item Life-Cycle 

Management: 

o Entitlements 

o Introductions & 

Codifications 

o Defence Catalogue 

o Segmentation 

o Strategic Sourcing 

o Manage Equipment, 

Assets & RIs: 

� Manage RIs 

� Manage Loans 

� Manage Loan 

Pools 

� Manage Items, 

Assets and Item 

Tracking 

o Write-offs & Disposals 

• Order Fulfilment 

• Customer Service 


• Integrated supply chain planning would be 

conducted by Contractor (does the 

Commonwealth need any visibility into this 

(eg, for preparedness reasons?)) 

• Commonwealth may not own any Stock 

Items. 

• Codification and use of MILIS may not be a 

requirement if no Stock Items are owned by 

the Commonwealth. 

• TRA requirements may apply (eg, for 

traceability and CofCs). 

• Contractor conducts RI management and RI 

pipeline management to meet end-item 

availability requirements (Commonwealth not 

interested in this aspect – included in firm 

price). 

• Contractor provides all Non-RIs to meet 

Maintenance requirements (Commonwealth 

not interested in this aspect – included in firm 

price). 

• Reserve Stock Items managed by the 

Contractor and not necessarily visible to 

Commonwealth. 


• Integrated supply chain planning would be 

conducted by Contractor, with visibility 

provided to the Commonwealth because of 

the implications for Contract price and 

preparedness. Supply chain between 

Contractor and Defence may be predefined. 

• Generally, Commonwealth would own those 

RIs and Non-RIs used by the Commonwealth 

for its own Maintenance activities (although 

this does not have to be the case). 

• Commonwealth may own all RIs and Non-RIs 

if the previous circumstances dictate this 

approach (eg, through the acquisition 

contract or through prior ISS arrangements). 

• Contractor likely to be required to conduct 

procurement of Non-RIs and additional RIs. 

• For Non-RIs provided by the Contractor, 

Commonwealth owns Non-RIs after 

Acceptance and payment. 

• Codification required for all Commonwealthowned 

Stock Items IAW DI(G) LOG 4-3-019. 

Therefore, Contractor would be required to 

provide Codification and Cataloguing data for 

any new items. 

• Justification for new RIs provided through 

Stock-assessment tool (eg, OPUS). 

• Contractor likely to use MILIS for inventory 

management of Commonwealth-owned 

Stock Items. 

• Contractor will require its own inventorymanagement 

system for Contractor-owned 

Stock Items, and Commonwealth may 

require visibility of these items. 

• Use of MILIS for procurement may be 

appropriate. 

• Use of MILIS for Requirements 

Determination for RIs and Non-RIs may be 

appropriate (although the Contract will need 

to ensure that these tools are not mandated – 

may cut across performance measures). 

• TRA requirements likely to apply (eg, for 

• Overall integrated supply chain planning 

would be conducted by the Commonwealth; 

however, Contractor would need to conduct 

some level of supply chain planning for 

assigned RIs and Non-RIs. 

• Generally, Commonwealth would own those 

RIs and Non-RIs used by the Commonwealth 

for its own Maintenance activities (although 

this does not have to be the case). 

• Commonwealth may own all RIs and Non-RIs 

if the previous circumstances dictate this 

approach (eg, through the acquisition 

contract or through prior support 

arrangements). 

• Contractor may be required to conduct 

procurement of Non-RIs and additional RIs. 

• For Non-RIs provided by the Contractor, 

Commonwealth owns Non-RIs after 


• Codification required for all Commonwealthowned 

Stock Items IAW DI(G) LOG 4-3-019. 

Therefore, Contractor would be required to 

provide Codification and Cataloguing data for 

any new items. 

• Contractor may or may not use MILIS for 

inventory management of Commonwealthowned 

Stock Items. If not, Commonwealth 

likely to require visibility of these items. 

• Contractor will require its own inventorymanagement 

system for Contractor-owned 

Stock Items and may also use this system for 

Commonwealth-owned Stock Items. The 

Commonwealth is likely to require visibility of 

Commonwealth-owned Stock Items and may 

require some visibility of Contractor-owned 

Stock Items. 

• Use of MILIS for procurement may be 

appropriate. 

• Use of MILIS for Requirements 

Determination for RIs and Non-RIs may be 

appropriate (although the Contract will need 

to ensure that these tools are not mandated – 

• Commonwealth conducts integrated supply 

chain planning. 

• Commonwealth manages supply chain to 

pick-up point and from delivery point. 

• Commonwealth owns RIs. 

• Commonwealth owns Non-RIs after 


• Contractor will probably not have access to 

MILIS – Commonwealth will manage RI 

induction. 

• Contractor would provide Stock Items and 

some Non-Stock Items such as software to 

nominated location(s) (eg, DNSDC, ‘home’ 

base or ‘home’ port). 

• Commonwealth manages Item Life-Cycle 

Management, with the exception of partial 

involvement of Contractor in RI pipeline 

management. 

• Contractor would be expected to dispose of 

Non-RIs arising out of Maintenance, including 

sullage. 

• Non-RIs used in Maintenance or supplied to 

the Commonwealth may be subject to TRA 

requirements (eg, traceability and CofCs). 




Requirement 

• Supply Chain 

Performance 




pipeline management to meet Contract RI 


• The Contractor provides all Non-RIs (except 

those owned by the Commonwealth) to meet 

its own Maintenance requirements 

(Commonwealth not interested in this aspect 

– included in firm price). 

• RSLs must be maintained by the Contractor, 

although the Contract will need to address 

the use of these Stock Items during wartime. 

• Contractor may be required to share assets 

with other users (eg, GFE may need to be 

shared with the FEG). 

• Contractor may be required to dispose of 

items on behalf of the Commonwealth. 

Contractor would be expected to dispose of 


sullage. 

• Contractor could be required to conduct 

warehousing and distribution services on 

behalf of the Commonwealth. 

• Maintenance of items held in store may need 

to be provided. 

• Management of special items (eg, classified, 

hazardous and shelf-lifed items) may be a 

requirement. 

• In peacetime, Contractor would provide items 

of supply to nominated location(s) (eg, 

DNSDC, ‘home’ base or ‘home’ port). ‘Home’ 

port could be a variety of locations (eg, refer 

Pacific Patrol Boats). 

• In wartime, Contractor would not be expected 

to deliver Items into theatre. This aspect of 

distribution would be covered by the 

Commonwealth. 

• Stocktaking of Commonwealth-owned and 

Contractor-managed items (including GFE) 

would be a firm requirement IAW DI(G) LOG 

4-3-014, Item identification and recording of 

Defence assets. 

may cut across performance measures). 

• TRA requirements likely to apply (eg, for 



pipeline management to meet Contract RI 


• The Contractor provides all Non-RIs (except 

those owned by the Commonwealth) to meet 

its own Maintenance requirements 

(Commonwealth not interested in this aspect 

– included in firm price). 

• RSLs may need to be maintained by the 

Contractor, although the Contract will need to 

address the use of these Stock Items during 

wartime. 

• Contractor unlikely to be required to share 

assets with other users (such as GFE 

needing to be shared with the FEG). 

• Contractor may be required to dispose of 

items on behalf of the Commonwealth. 

Contractor would be expected to dispose of 


sullage. 

• Contractor unlikely to be required to conduct 

warehousing and distribution services on 

behalf of the Commonwealth. 

• Maintenance of items held in store may need 

to be provided. 

• Management of special items (eg, classified, 

hazardous and shelf-lifed items) may be a 

requirement. 

• In peacetime, Contractor would provide items 

of supply to nominated location(s) (eg, 

DNSDC, ‘home’ base or ‘home’ port). ‘Home’ 

port could be a variety of locations (eg, 

Pacific Patrol Boats could be at a number of 

defined locations in the Pacific). 

• In wartime, Contractor would not be expected 

to deliver Items into theatre. This aspect of 

distribution would be covered by the 

Commonwealth. 

• Stocktaking of Commonwealth-owned and 




Requirement 

Training Support • Contractor may be required to provide 

training on the operation of the Mission 

System(s) and/or other items of equipment. 


• Contractor unlikely to be required to provide 

Maintenance training to the Commonwealth. 

• Commonwealth may need to provide training 

on Commonwealth Logistic Information 

Management Systems (LIMS), if used by the 

Contractor. 

Operating Support • Contractor may be required to operate the 

Mission System (eg, satellite communications 

ground station). 

Support Resources • Key Persons Management likely to be an 

issue. 

• Commonwealth may supply strategic or 

expensive Support Resources (eg, Specialist 

S&TE). Otherwise, Contractor provides all 

Support Resources for the scope of work 


• Commonwealth may need to provide any 

items excluded from the Contract (eg, 

cryptographic equipment). 

• Contractor may be required to provide 








Contractor. 

• Contractor may be required to operate the 

Mission System (eg, satellite communications 

ground station). 

• Key Persons Management likely to be an 

issue. 






• If an outsourcing contract, Commonwealth 

may provide large quantities of GFE. 

• Commonwealth may provide Embedded 

MRU. 

• Packaging of items that have special 

Defence requirements must be IAW DEF 

(AUST) 1000C. 

Contractor-managed items (including GFE) 

would be a firm requirement IAW DI(G) LOG 

4-3-014. 









Contractor. 

• Contractor unlikely to be required to provide 





Contractor. 

• No Operating Support requirements. • No Operating Support requirements. 

• Key Persons Management likely to be an 

issue. 






• If an outsourcing contract, Commonwealth 

may provide large quantities of GFE. 

• Commonwealth may provide Embedded 

MRU. 

• Packaging of items that have special 

Defence requirements must be IAW 

DEF(AUST) 1000C. 

• Key Persons Management may be an issue. 






• May not be any special packaging 

requirements. For packaging of items that 

have special Defence requirements, must be 

IAW DEF(AUST) 1000C. 



SOW TAILORING GUIDE – ANNEX B 

USE OF ASDEFCON (SUPPORT) EITHER STANDALONE OR IN CONJUNCTION WITH A 

CONTRACT (ACQUISITION) 

1 DEVELOPING A DRAFT SOW TO FOLLOW AN ACQUISITION PHASE 

When the DMO releases a combined RFT (ie, an RFT that includes both a draft Contract (Acquisition) 

and a draft Contract (Support)) to ensure competition for the Contract (Support), the two contracts 

need to be linked to ensure a smooth transition from acquisition to support. Often, the one company 

would bid for both contracts; however, different business entities can still exist within one corporate 

structure (eg, separating production and support services companies structured below a common 

parent), which means that transition and handover of responsibility from the Contractor (Acquisition) to 

the Contractor (Support) still needs to be planned and facilitated through the commercial provisions 

and work activities of both contracts. 

Contract (Support) Phase In activities, leading up to the Operative Date (OD), must be cognisant of 

the transition of the Contract (Acquisition) while considering that both contracts may have been signed 

years before the actual event, and with only limited activity under the Contract (Support) in the 

meantime. This is especially so when the Contract (Acquisition) is for a developmental program and 

the Products to be supported and the Support Resources for the Contract (Support) were not defined 

when the contracts were signed on the same Effective Date (ED). 

In tailoring the two contracts, the following points identify some of the considerations for linking the two 

contracts together: 

a. The draft master schedules from the two contracts, particularly the transition and Phase In 

schedules, should be consistent. 

b. The Contractor (Support) may be required to attend Contract (Acquisition) system reviews, 

particularly those related to definition of the ‘physical’ Support System and defining the 

quantities of Support Resources to be acquired. 

c. A Contract (Acquisition) Transition Requirements Review (TXRR) should be held that 

includes the Commonwealth, the Contractor (Support), and (optionally) Approved 

Subcontractors (Support). 

d. The Contractor Transition Plan (CTXP) from the Contract (Acquisition) and the Phase In 

Plan (PHIP) from the Contract (Support) should be consistent with each other. 

e. Transition working groups, including the Contractor (Acquisition), Contractor (Support) and 

the Commonwealth may be held. 

f. Any support undertaken by the Contractor (Acquisition) (eg, Maintenance during Verification 

and Validation (V&V) activities) needs to be coordinated with the Phase In of the Services 

being provided by the Contractor (Support). 

g. Details of the Products defined under the Contract (Acquisition) must be transferred to the 

Contract (Support), as appropriate to the scope of the Services (eg, lists of Products to be 

Supported and identified acquisition deliverables that become support products, such as 

technical manuals). 

h. The delivery of Products from the Contract (Acquisition) must be consistent with establishing 

the Contract (Support) (eg, newly acquired S&TE or Technical Data must be delivered and 

Accepted before it can be provided to the Contractor (Support) – potentially as Government 

Titled Items (GTI)). 

i. The transfer of Configuration Management data and responsibility from the Contractor 

(Acquisition) to either the Commonwealth or Contractor (Support) must be both timely and 

sufficient to enable the support agency to provide the required Services when needed. 

The ASDEFCON (Support) Attachments and SOW Annexes, which require updating as a result of the 

activities of the Contractor (Acquisition), are mostly based on ILS program documents, as the 

Contractor (Acquisition) is required to define and establish the basis of the Support System. The 

applicable ILS activities and documents, to the extent required by the particular requirements of the 

Contract (Acquisition), include: 

ASDEFCON (Support) V3.0 B-1


a. development of the Support System Specification (SSSPEC), which informs in-service 

planning and performance specifications; 

b. development of the Support System Design Description (SSDESC), including support 

resource requirements and procedures; 

c. undertaking human resources planning, including the specification of skill sets and 

competencies (including Contract (Support) skills and Commonwealth skills that may require 

Training Support Services); 

d. undertaking a training needs analysis to specify training requirements and to develop 

Training Management Packages; 

e. producing Technical Data; 

f. specifying and acquiring or manufacturing Support and Test Equipment (S&TE) and Training 

Equipment; 

g. specifying and possibly acquiring or implementing facilities requirements; 

h. developing a Supply Support Development Plan (which may include considerations of 

packaging, handling, storage and transportation) and may specify and acquire Life Of Type 

(LOT) stock of RIs and initial non-RIs; 

i. defining Intellectual Property (IP) and Australian Industry Capability (AIC) requirements that 

become the basis for the in-service plans that become Contract (Support) Attachments; 

j. developing disposal and software management plans for in-service use; and 

k. specifying and (if required) acquiring computer support. 

To coordinate the two contracts, the OD milestone is usually linked to the System Acceptance Audit 

(SAA) for the first major system to be delivered by the Contractor (Acquisition). The SAA requires that 

support be ‘in place’ for the delivered systems (essentially the prerequisites for OD) and OD require 

the SAA requirements be achieved. 

While much of the effort here, and discussion above, focuses on the two Contractors (or two parts of 

one company), it is also important to recognise Commonwealth obligations in enabling the transfer 

from the Contract (Acquisition) to the Contract (Support). Some of these activities should be identified 

in the CTXP, PHIP, and OD clauses; however, the Commonwealth’s transition plan should also 

provide sufficient detail, which should be consistent with the linkages between the two contracts. 

Of note to drafters wishing to better understand the linkages between acquisition and support, the 

ASDEFCON Handbook Philosophy Volume contains a section that explains the development of a 

Support System under a Contract (Acquisition) and how this relates to the Services provided under a 

Contract (Support). 

Finally, a draft ‘ASDEFCON Linkages Module’ to link together a Contract (Acquisition) with a Contract 

(Support) has been developed,. The ASDEFCON Linkages Module includes the amendments, 

additional clauses, new DIDs and checklists commonly needed to link contracts – it also contains 

guidance explaining how the components of the module are intended to work. Use of the ASDEFCON 

Linkages Module requires guidance from DMO Commercial Policy and Practice Branch. 

2 DEVELOPING A DRAFT SOW TO FOLLOW A CONTRACT (ACQUISITION) THAT IS 

NOT LINKED 

The situation may arise where the Commonwealth chooses not to release a joint RFT, but to buy the 

equipment and to seek support separately either because there was no in-country support (eg, items 

from overseas without an in-country support contractor, such as Foreign Military Sales (FMS)), or 

because the system is able to be supported by a number of contractors and there is no need for a 

combined RFT to provide adequate competition. This situation can also occur when the intended 

Contract (Support) is an established common support contract; in which case, the focus is on 

amending the existing contract, rather than drafting a new Contract (Support). 

The general concept for transferring Products and information from the acquisition program to the 

support program, which was described for the linked contracts in the preceding section, still applies; 



however, instead of Contractors taking on much of the responsibility, the Commonwealth is 

responsible for the transfer. Also different, and most important, is that information from the Contract 

(Acquisition) or the associated tender response should be available at the time of drafting the Contract 

(Support). 

The Commonwealth Representative will need to determine what Products and information need to be 

obtained from the Contractor (Acquisition) and transferred to the Contractor (Support). The Contractor 

(Support) would be expected to source common Support Resources on its own accord. Hence, the 

Commonwealth needs to focus on unique aspects, such as access to, and release of, IP, technical 

manuals, special to type / peculiar S&TE, training materials, software and licenses, and system-unique 

spare parts. Importantly, the Contractor (Support) may require Products and information that the 

Commonwealth does not use itself, such as Technical Data and S&TE for deeper levels of 

Maintenance, which might need to be provided as GFI and GFE. Alternatively, the Commonwealth 

Representative may require that the Contractor (Acquisition) establish an agreement (eg, MOU) with 

the Contractor (Support) to facilitate the required transfer. 

With these considerations in mind, the drafter needs to develop the ASDEFCON (Support) SOW and 

relevant Attachments with information from the Contract (Acquisition) or its tender response. 

3 DEVELOPING A DRAFT SOW TO FOLLOW ANOTHER SUPPORT CONTRACT 

With a system that is already in-service, the ASDEFCON (Support) contract templates can be used to 

develop a replacement contract. One of the first questions the drafter should ask is: ‘Was the current 

contract based on ASDEFCON (Support)?’ If so, then the drafter should attempt to validate that the 

Services requested and provided by the current contract actually met the users’ requirements. If 

‘valid’, then the existing Contract (Support) can make a good template for the new Contract; otherwise, 

deficiencies will need to be addressed. Where there are areas of deficiency, the current version of the 

template and this tailoring guide should be consulted in the first instance. The drafter should check for 

all changes between the existing contract and the current templates, as the templates will pick up 

standard policy changes that have occurred during the contract period. 

If the existing contract was not based on the ASDEFCON (Support) template, then the same need for 

validation arises, but more effort will be required to transfer work requirements into the ASDEFCON 

format. Typically, non-ASDEFCON-based support contracts use a different philosophy, framework 

and are often not performance-based. As such, there can be considerable work required to translate 

across to the ASDEFCON (Support) template. In this situation, it is recommended that drafters should 

develop a support concept and support procurement strategy (based on the ASIS) first, which lay out 

the support requirements and associated interfaces with the Commonwealth, before starting to tailor 

the template. 

The next question the drafter should ask is: ‘What provisions for Phase Out have been included in the 

existing contract?’ If the existing contract used the ASDEFCON (Support) template, then it may 

include a number of activities for Phase Out (clause 2.8), as described in the Approved Phase Out 

Plan (PHOP). A PHOP may not need to be delivered until an appropriate time before the end of the 

current Contract Term (eg, two years). This requirement is built into the template CDRL and Off Ramp 

provisions of the Contract (COC clause 13). 

Like the CTXP from a Contract (Acquisition), the PHOP should inform the development of the new 

contract’s PHIP and will help to coordinate the transfer and the Phase In activities in preparation for 

the OD for the new Contract (Support). Example activities that may need coordination include: 

a. the handover of RIs and other GTIs, in a serviceable state, and a complete stocktake of 

supplies held; 

b. the handover of S&TE and Training Equipment, in a serviceable state; 

c. the handover of Technical Data, including any GFI and GFD; 

d. the transfer of software tools and licenses; 

e. the transfer of Configuration Management data and records (either directly or via the 

Commonwealth); and 

f. the departure of one Contractor (Support) from GFF, and the arrival of the other. 



The requirement for handover of Items in a serviceable state is important, as the new Contractor 

(Support) may need to accept Items of GFM as if they were delivered by the Commonwealth. This 

may require clause 3.11.1.4, as an example, to be amended, as it may not be possible for the new 

Contractor (Support) to accept GFE 15 Working Days before work commences. Other clauses for 

GFE, in the SOW and clause 3 in the COC, will require careful review and amendment, as necessary. 

GFF can have similar challenges, as it is usually difficult for one Contractor (Support) to depart and the 

other to arrive on the same day, while ensuring continuity of Services. In addition to the PHIP and 

PHOP, the drafter may also need to draft, for inclusion in the tender documents, any constraints 

associated with, for example, the transfer of GFF during the Phase In period. For GFF, the deed (or 

license) at Attachment I for out-going and in-coming contractors should be reviewed also. 

The Commonwealth Representative may be required to ensure that the IP schedules are up-to-date at 

transfer, and that the related Technical Data is also up-to-date. 

One advantage of transferring from one Contract (Support) to another is that management plans and 

procedures that describe the Support System, or at least the part related to the required Services, 

should be proven and available to inform prospective tenderers. Additionally, performance measures 

should either be established from the existing Contract (Support) or, if not established because the 

current Contract is transactional in nature, then it can be used as a basis for measurements to help the 

drafter set performance measures for the new Contract (Support) in the performance-management 

sections of the draft Contract. 

The Phase In period for the new Contract (Support) can also be used as a due diligence period; 

however, advice from DMO Commercial Policy and Practice Branch should be sought where this 

approach is being considered due to the complexities involved. 

The costs of Phase Out activities in the PHOP are likely to be difficult to scope and cost at the start of 

a Contract, hence S&Q rates may need to be used. This may be viewed as an unnecessary cost; 

however, properly managed, Phase Out can enable a greater level of competition for the replacement 

Contract (Support), rather than leaving the Commonwealth in a sole-source situation. 

Note: even if the current Contractor (Support) wins the replacement contract, there are still benefits in 

having a PHOP and a clearly defined transfer to the new contract, particularly if the scope of work is 

different and / or the performance-management framework is different. 

4 DEVELOPING A DRAFT SOW TO FOLLOW DEFENCE SUPPORT 

In the instance where the Commonwealth has decided to outsource support functions that are 

currently performed by Defence, the emphasis is on the Commonwealth to provide all of the relevant 

support and planning information to develop the draft Contract (Support) and to enable tenderers to 

prepare effective responses. 

The drafter will need to compile Attachments and SOW Annexes from in-service sources, including for 

example, for the identification of: 

a. the Mission System / equipment Products to be supported, from a Configuration 

Management database, Maintenance Management System, or illustrated parts breakdown 

(IPB) (note: the IPB could be referred to from SOW Annex A if the approach is adopted to list 

the Mission Systems and exemptions – refer to guidance within SOW Annex A); 

b. the software Products to be supported, from a Configuration Management database or 

separate software list; 

c. the S&TE Products to be supported, from unit tool and/or calibration lists (noting that, where 

these items are provided to the Contractor (Support) as GFE, they would also need to be 

entered into Attachment E, GFM and GTI); 

d. the Technical Data and reference manuals, from technical data libraries, and this information 

may also need to be entered into Attachment E (if GFI / GFD), SOW Annex A (if the 

document is maintained by the Contractor), and SOW Annex D (or SOW Annex A, if it is 

referenced by the Contractor in performing work); and 

e. Key Staff Positions, from existing duty statements. 

Other lists may need to be compiled in preparation for the Contract, such as IP schedules. 



An Contract (Acquisition) would normally provide an overall description of the Support System, either 

as a proposed Support System solution, Support System specification, or Support System description. 

These types of documents may be suitable as advisory documents for inclusion in the RFT for the new 

Contract (Support). Where the system is already in-service, in-service support system or logistics 

plans, such as the Army’s ILS Instruction – 3 (ILSI-3), may be appropriate. Without these, a Support 

Concept (eg, from within an earlier OCD) may be suitable as a starting point. If these are not 

available, drafters should produce the information, necessary for tenderers to plan the required 

Services, for possible inclusion with the RFT, but (as a minimum) to assist with developing the SOW. 

These types of documents can provide valuable information to tenderers when developing their plans 

for the provision of Services. 

The managing DMO support agency should also compile a transition plan suitable for release to 

tenderers. The transition plan needs to detail: 

a. the assembly of resources such as GFE and RIs, 

b. the schedule for moving into facilities and undertaking the full stocktake and handover of 

existing Items, 

c. any available training for the Products and any mandated Defence IT systems, and 

d. the ramp-up of Maintenance and other support activities where these occur over a period of 

time. 

This type of information will help the tenderers develop the PHIP and make preparations for the OD, 

which would typically depend heavily on Commonwealth activities. 

The Phase In period for the new Contract (Support) can also be used as a due diligence period; 

however, advice from DMO Commercial Policy and Practice Branch should be sought where this 

approach is being considered due to the complexities involved. 

The current Defence activity may be used as the basis for developing performance measures. If so, 

the drafter must ensure that any necessary adjustments are made; for example, if a change of tempo, 

role, or location affects the performance of Services at the commencement of the Contract. 

Finally, for a large Contract (Support), the drafter may consider including Offer Definition Activities 

(ODA) as part of the tender and contract preparation process. These are typically intended for large 

acquisition contracts, but the concept can be adapted to in-service support. Refer to the ODA section 

at the start of this Tailoring Guide for further explanation.

SOW Tailoring Guide - Department of Defence

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