FOREWORD This Manual is reissued under the authority of DoD Instruction 4120.24, "Defense Standardization program (DSP)," June 18, 1998. It prescribes the policies and procedures for implementing the DSP as required by 10 U.S.C. 2451-2457. DoD 4120.3-M, "Defense Standardization Program Policies and Procedures," July 1993, is hereby canceled. This Manua1 applies to the Office of the Secretary of Defense (OSD), the Military Departments, and the Defense Agencies (hereafter referred to collectively as "the DoD Components"). This Manual is effective immediately and is mandatory for use by all the DoD Components. It is designed for direct use at the standardization operating levels without supplementary instructions. Send recommended changes to the Manual to: Defense Standardization program Office ATTN: DLSC-LM 8725 John J. Kingman Road Fort Belvoir, VA 22060-6221 Copies of this Manual can be obtained from the DoD Single Stock Point, Standardization Document Order Desk, 700 Robbins Avenue, Building 4D, Philadelphia, PA 19111-5094, or online copies may be viewed or down loaded from the following web sites: http://web7.whs.osd.mil http://www.dsp.dla.mil http://www.dodssp.daps.mil David Oliver Principal Deputy Under Secretary TABLE OF CONTENTS Page FOREWORD2 TABLE OF CONTENTS3 REFERENCES6 ABBREVIATIONS AND/OR ACRONYMS8 CHAPTER 1 - GENERAL INFORMATION10 C1.1. PURPOSE10 C1.2. "CATLOGING AND STANDARDIZATION ACT"10 C1.3. STANDARDIZATION IN SUPPORT OF THE WARFIGHTER10 C1.4. DSP GOALS11 C1.5. DSP PROCESS12 C1.6. DSP PRODUCTS12 CHAPTER 2 - ORGANIZATION OF THE DSP13 C2.1. GENERAL13 C2.2. RESPONSIBILITIES AND ASSIGNMENTS14 CHAPTER 3 - STANDARDIZATION IN THE ACQUISITION PROCESS22 C3.1. GENERAL22 C3.2. MANDATORY STANDARDIZATION CONSIDERATIONS22 C3.3. STANDARDIZATION CONSIDERATIONS FOR PROGRAM OFFICES23 C3.4. STANDARDIZATION CONSIDERATIONS FOR BUYING COMMANDS24 C3.5. WHEN NOT TO STANDARDIZE24 C3.6. STANDARDIZATION AS JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION25 C3.7. PRODUCT DESCRIPTIONS26 C3.8. APPLICATION OF STANDARDIZATION DOCUMENTS27 C3.9. TAILORING OF STANDARDIZATION DOCUMENTS30 CHAPTER 4 - STANDARDIZATION MANAGEMENT31 C4.1. DSP MANAGEMENT STRUCTURE31 C4.2. STANDARDIZATION PROJECTS34 C4.3. APPROVED STANDARDIZATION DOCUMENTS36 CHAPTER 5 - STANDARDIZATION DOCUMENT POLICIES37 C5.1. GENERAL37 C5.2. TYPES AND USES OF STANDARDIZATION DOCUMENTS38 C5.3. DRAFT DEVELOPMENT41 C5.4. COORDINATION43 C5.5. COMMENT RESOLUTION47 C5.6. DOCUMENT APPROVAL48 C5.7. DOCUMENT NUMBERING49 C5.8. STANDARDIZATION DOCUMENT ACCESS AND INFORMATION50 C5.9. DOCUMENT MAINTENANCE52 CHAPTER 6 - U.S. PARTICIPATION IN THE DEVELOPMENT AND RATIFICATION OF INTERNATIONAL STANDARDIZATION AGREEMENTS INTENDED FOR USE IN DEFENSE ACQUISITIONS58 C6.1. GENERAL 58 C6.2. RESPONSIBILITIES58 C6.3. PARTICIPATION59 C6.4. RATIFICATION60 C6.5. ISA IMPLEMENTATION61 C6.6. CANCELLATION OF AN IMPLEMENTING DOCUMENT62 C6.7. WITHDRAWAL OF ISA RATIFICATION63 C6.8. PERIODIC REVIEW63 C6.9. INDEXING AND DISTRIBUTION64 APPENDIXES AP1. APPENDIX 1 - DEFINITIONS65 AP2. APPENDIX 2 - QUALIFICATION78 AP3. APPENDIX 3 - NON-GOVERNMENT STANDARDS117 AP4. APPENDIX 4 - COMMERCIAL ITEM DESCRIPTIONS129 AP5. APPENDIX 5 - FEDERAL SPECIFICATIONS AND STANDARDS133 AP6. APPENDIX 6 - DEFENSE SPECIFICATIONS, STANDARDS, AND HANDBOOKS138 AP7. APPENDIX 7 - GUIDE SPECIFICATION141 AP8. APPENDIX 8 - ITEM REDUCTION PROGRAM144 AP9. APPENDIX 9 - ENGINEERING PRACTICE STUDIES173 AP10. APPENDIX 10 - STANDARDIZATION PROJECT JUSTIFICATION175 AP11. APPENDIX 11 - INDEX 178 FIGURES FigureTitle Page C2.F1.DSP Management Structure 14 C5.F1.Typical Standardization Document Development Process 38 AP2.F1.Qualification Process Management 103 AP2.F2.Example of a QPL 104 AP2.F3.Example of a QPL for a NGS 106 AP2.F4.Example of a QPL Amendment 107 AP2.F5.Example of a Modified Method for Listing Manufacturers 108 AP2.F6.Example of a QPL Listing CAGE Number 111 AP2.F7.Example of a QML 112 AP2.F8.Example of a QPL Cancellation Notice 115 AP2.F9.Example of a QPL-NATO 116 AP3.F1.Example of an Adoption Notice 126 AP3.F2.Example of an Adoption Notice with Supersession Information 127 AP3.F3.Example of Withdrawal of Adoption Notice 128 AP4.F1.Typical Development Process for CIDs 132 AP5.F1.Typical Development Process for Federal Specifications and Standards 137 AP6.F1.Typical Development Process for Defense Standardization Documents 140 AP8.F1.Typical Process for Item Reduction Study 166 AP8.F2.Sample Format for Cover Sheet for Proposed Item Reduction Study Listing 167 AP8.F3.Sample Format for Criteria and Guidelines Development Sheet 168 AP8.F4.Sample Format for Proposed Item Reduction Study List Index 169 AP8.F5.Sample Format for Proposed Item Reduction Study Listing 170 AP8.F6.Sample Format for Summary Cover Sheet 171 AP8.F7.Sample Format for Executive Summary of Item Reduction 172 REFERENCES (a) Sections 2451-2457 of title 10, United States Code (b) DoD Instruction 4120.24, "Defense Standardization Program," June 18, 1998 (c) DoD Directive 5000.1, "Defense Acquisition," March 15, 1996 (d) DoD 5000.2-R, "Mandatory Procedures for Major Defense Acquisition Programs (MDAPS) and Major Automated Information System (MAIS) Acquisition Programs," March 1998 (e) Joint Chiefs of Staff Publication, "Joint Vision 2010," undated (f) SD-1, "Standardization Directory," current edition (g) DoD 8910.1-M, "DoD Procedures for Management of Information Requirements," June 1998 (h) Section 7 of Executive Order 12344, February 1, 1982 (i) DoD Joint Technical Architecture, current edition (j) Federal Acquisition Regulation, current edition (k) SD-15, "Performance Specification Guide," June 29, 1995 (l) Federal Standardization Manual, 1994 (m) SD-4, "Status of Standardization Projects," current edition (n) MIL-STD-961D, "DoD Standard Practice for Defense Specifications," March 22, 1995 (o) MIL-STD-962C, "DoD Standard Practice for Defense Standards and Handbooks," October 20, 1995 (p) DoD 5010.12-L,"Acquisition Management System and Data Requirements Control List," current edition (q) MIL-STD-963B, "Data Item Descriptions (DIDs)," August 31, 1997 (r) DoD 5200.1-R, "Information Security Program," January 1997 (s) DoD 5220.22-R, Industrial Security Regulation, December 1985 (t) Department of Defense Index of Specifications and Standards, current edition (u) Section 2319 of title 10, United States Code (v) SD-6, "Provisions Governing Qualification," August 1999 (w) Section 552 of title 5, United States Code (x) NATO STANAG 4093, "Mutual Acceptance by NATO Member Countries of Qualification of Electronic and Electrical Components for Military Use," Edition No. 4, January 22, 1993 (y) Section 12(d) of Public Law 104-113 (z) OMB Circular A-119, "Federal Participation in the Development and Use of Voluntary Standards and in Conformity Assessment Activities," February 10, 1998 (aa) SD-9, "DoD Interaction With Nongovernment Standards Bodies," April 1984 (bb) DoD Directive 5500.7, "Standards of Conduct," August 30, 1993 (cc) SD-2, "Buying Commercial and Nondevelopmental Items: A Handbook," April 1996 (dd) SD-5, "Market Research," July 1997 (ee) Construction Specification Institute MP2.2, "Construction Specifications, Three-Part Section Format for," October 6, 1988 (ff) DoD 4130.2-M, "Federal Catalog System Policy Manual," March 1975 (gg) DoD 4100.39-M, Volumes 1-18, "Federal Logistics Information System (FLIS) Procedures Manual," Dates Vary Per Volume (hh) AFMCI 20-101, AMC-R 700-30, NAVSUP 4410.57, MCO 4410.24A, and DLAR 4140.66 "Elimination of Duplication in the Management and Logistics Support of Interchangeable and Substitutable Items," August 30, 1984 (ii) DoD 4140.26-M, "Defense Integrated Materiel Management Manual for Consumable Items," May 1997 AL1. ABBREVIATIONS AND ACRONYMS AL1.1. ACAT Acquisition Category AL1.2. AMSC Acquisition Management System Control AL1.3. ASCC Air Standardization Coordinating Committee AL1.4. ASD(C3I) Assistant Secretary of Defense (Command, Control, Communication, and Intelligence) AL1.5. ASSIST Acquisition Streamlining and Standardization Information System AL1.6. CAGE Commercial and Government Entity AL1.7. CID Commercial Item Description AL1.8. CIRL Completed Item Reduction Listing AL1.9. CNAD Conference of National Armament Directors AL1.10. DepSO Departmental Standardization Office AL1.11. DID Data Item Description AL1.12. DLA Defense Logistics Agency AL1.13. DLIS Defense Logistics Information Service AL1.14. DMA Document Management Activity AL1.15. DoD Department of Defense AL1.16. DoDISS DoD Index of Specifications and Standards AL1.17. DoDSSP DoD Single Stock Point AL1.18. DSP Defense Standardization Program AL1.19. DSPO Defense Standardization Program Office AL1.20. DTRA Defense Threat Reduction Agency AL1.21. FAR Federal Acquisition Regulation AL1.22. FII Federal Item Identification AL1.23. FIIG Federal Item Identification Guide AL1.24. FIPS Federal Information Processing Standards AL1.25. FLIS Federal Logistics Information System AL1.27. FSC Federal Supply Class AL1.28. FSG Federal Supply Group AL1.29. GIDEP Government Industry Data Exchange Program AL1.30. GSA General Services Administration AL1.31. ICP Inventory Control Point AL1.32. IEC International Electrotechnical Committee AL1.33. IRA Item Reduction Activity AL1.34. ISA International Standardization Agreement AL1.35. ISC Item Standardization Code AL1.36. ISO International Organization for Standardization AL1.37. JTA Joint Technical Architecture AL1.38. LSA Lead Standardization Activity AL1.39. MAS Military Agency for Standardization AL1.40. MCA Military Coordinating Activity AL1.41. MDAP Major Defense Acquisition Program AL1.42. MOE Major Organizational Entity AL1.43. NATO North Atlantic Treaty Organization AL1.44. NDI Nondevelopmental Item AL1.45. NGS Non-Government Standard AL1.46. NGSB Non-Government Standards Body AL1.47. NIIN National Item Identification Number AL1.48. NQA National Qualification Authority AL1.49. NSA National Security Agency AL1.50. NSN National Stock Number AL1.51. OPR Office of Primary Responsibility AL1.52. ORD Operational Requirements Document AL1.53. PICA Primary Inventory Control Activity AL1.54. QML Qualified Manufacturers List AL1.55. QPL Qualified Products List AL1.56. SMA Standardization Management Activity AL1.57. STANAG NATO Standardization Agreement AL1.58. TIR Total Item Record AL1.59. TMSS Technical Manual Specifications and Standards AL1.60. U.S.C. United States Code AL1.61. USD(AT&L) Under Secretary of Defense (Acquisition, Technology, and Logistics) C1. CHAPTER 1 GENERAL INFORMATION C1.1. PURPOSE This Manual establishes the policies and procedures to achieve the standardization objectives required by 10 U.S.C. 2451-2457, DoD Instruction 4120.24, DoD Directive 5000.1, and DoD 5000.2-R (references (a) through (d)). C1.2. "CATALOGING AND STANDARDIZATION ACT" The Defense Standardization Program (DSP) is conducted under the statutory provisions of reference (a), which requires the Secretary of Defense to maintain a unified defense standardization program for: C1.2.1. Standardizing on like products and technologies; C1.2.2. Using a common set of specifications and standards; C1.2.3. Cooperating with industry in the development of standards; C1.2.4. Assigning standardization responsibilities in the Department of Defense (DoD); C1.2.5. Resolving disputes between the Military Departments and Defense Agencies; and C1.2.6. Making final decisions in all DSP-related matters. C1.3. STANDARDIZATION IN SUPPORT OF THE WARFIGHTER Standardization is an enabling strategy, which through the auspices of the DSP, can help program offices and buying activities achieve the goals of Joint Vision 2010 (reference (e)) to provide the warfighter with equipment that is interoperable, reliable, and technologically superior. Standardization is at the heart of Joint Vision 2010, which is the guiding template for future direction in warfare in the Department of Defense. The following are key Joint Vision 2010 doctrines that require standardization to be successful: C1.3.1. Interoperability with multinational partners and among the Military Departments requires standardization of physical, electronic, and functional interfaces and performance requirements. C1.3.2. Information superiority demands standardized data and equipment interfaces and performance requirements to permit information to be shared among systems and personnel. C1.3.3. Rapid new technology insertion requires standard interfaces and performance requirements. Since the Department of Defense must retain existing systems for decades beyond their planned life, affordable technology refreshments will depend in part on our ability to define standard solutions across systems based on performance and interface requirements. C1.4. DSP GOALS The goals of the DSP are to: C1.4.1. Improve military operational readiness by: C1.4.1.1. Achieving interoperability of systems, subsystems, and equipment with our allies and among the Military Departments. C1.4.1.2. Improving logistics support by reducing the variety of supply items. C1.4.1.3. Improving the reliability, maintainability, and safety of systems and supply items. C1.4.1.4. Modernizing existing systems, subsystems, and equipment through insertion of new technology and parts. C1.4.2. Reduce total ownership costs by: C1.4.2.1. Reducing the number of nonstandard parts. C1.4.2.2. Facilitating competition. C1.4.2.3. Promoting the use of common processes and open systems. C1.4.2.4. Promoting standard commercial processes and practices. C1.4.2.5. Reducing training costs. C1.4.2.6. Optimizing systems engineering requirements by reaching consensus on requirements. C1.4.3. Reduce cycle time by: C1.4.3.1. Using readily available standard items. C1.4.3.2. Identifying interchangeability and interoperability requirements to permit rapid introduction of new technologies. C1.5. DSP PROCESS The DSP process is an important element of the overall defense system and materiel management process. It uses numerous tools, including the systems engineering process, to identify those technical parameters necessary for acquisition, support, and use of defense systems and materiel throughout the entire product life cycle. Specific procedures for the DSP process are defined in this Manual. C1.6. DSP PRODUCTS The products from the DSP are those decisions reached in terms of the technical parameters established for systems, subsystems, items, and related materiel required by the Military Departments and Defense Agencies. These decisions are captured in the various forms of standardization documents described in this Manual. C2. CHAPTER 2 ORGANIZATION OF THE DEFENSE STANDARDIZATION PROGRAM (DSP) C2.1. GENERAL The Under Secretary of Defense for Acquisition, Technology, and Logistics (USD(AT&L)) is responsible for DSP policies. DoD Instruction 4120.24 (reference (b)) designates the Director of the Defense Logistics Agency (DLA) as the DoD Executive Agent for the DSP. The Director of DLA assigned the execution of DSP Executive Agent responsibilities to the DoD Standardization Executive and the Defense Standardization Program Office (DSPO). DSPO provides centralized management of the DSP through the issuance of DoD-wide policies, procedure, guidance, and oversight. The execution of the program is assigned to the DoD Components listed in the SD-1 (reference (f)), which are collectively referred to as Standardization Management Activities (SMAs). Figure C2.F1., below, depicts the management structure of the DSP. Figure C2.F1. DSP Management Structure C2.2. RESPONSIBILITIES AND ASSIGNMENTS C2.2.1. The DoD Standardization Executive shall: C2.2.1.1. Have authority over all functions of the DSP. C2.2.1.2. Chair the Defense Standardization Council. C2.2.1.3. Act as the Standardization Executive for the DoD Components without a designated Standardization Executive. C2.2.1.4. Represent the Department of Defense on the Interagency Committee on Standards Policy. C2.2.2. The Standardization Executives shall: C2.2.2.1. Serve on the Defense Standardization Council. C2.2.2.2. Assist in the development of DSP policies and procedures. C2.2.2.3. Approve or disapprove new or reinstated defense standards. C2.2.3. The Defense Standardization Council shall: C2.2.3.1. Direct the implementation of business process improvement initiatives that relate to specifications and standards. C2.2.3.2. Develop policies to improve acquisition through the use of standardization, commercial and nondevelopmental items, acquisition streamlining, and other related functions. C2.2.3.3. Identify goals and resources necessary to accomplish those goals. C2.2.3.4. Influence resource commitment decisions to implement the DSP. C2.2.3.5. Support the development and use of interoperability standards for national and international use. C2.2.3.6. Resolve issues that cannot be resolved at a lower level. C2.2.3.7. Establish ad hoc working groups, as required, to conduct studies or recommend solutions to problems. C2.2.4. The DSPO shall: C2.2.4.1. Manage the formulation, issuance, and implementation of the DSP policies, procedures, and guidance. C2.2.4.2. Prepare, maintain, and disseminate documents covering DSP policies, procedures, and guidance. C2.2.4.3. Establish, consolidate, or disestablish standardization areas. C2.2.4.4. Assign Lead Standardization Activity (LSA) responsibilities to the Military Departments and the Defense Agencies. C2.2.4.5. Resolve inter-Departmental standardization issues. C2.2.4.6. Interface with non-Government standards bodies (NGSBs) on standardization policy issues. C2.2.4.7. Provide interface with defense treaty organizations on materiel standardization policy. C2.2.4.8. Serve as the U.S. National Coordinating Activity in the North Atlantic Treaty Organization (NATO). C2.2.4.9. Serve as the U.S. National Qualification Authority (NQA) in the North Atlantic Treaty Organization. C2.2.4.10. Establish procedures for the printing, distribution, and indexing of standardization documents by the DoD Single Stock Point (DoDSSP). C2.2.4.11. Serve as the DoD proponent for standardization training courses. C2.2.5. The Departmental Standardization Offices (DepSOs) shall: C2.2.5.1. Plan, direct, advocate, and monitor the DSP in their Department or Agency. C2.2.5.2. Ensure implementation of DSP policies and procedures in their Department or Agency. C2.2.5.3. Assign standardization responsibilities in their Department or Agency. C2.2.5.4. Designate the LSAs, Participating Activities, Document Management Activities (DMAs), and Item Reduction Activities (IRAs) with their Department or Agency and ensure that they properly implement the policies, procedures, and goals of the DSP. C2.2.5.5. Provide Department or Agency positions on DSP policies, procedures, and guidance. C2.2.5.6. Submit standardization issues that require higher DoD-wide consideration to the Defense Standardization Council. C2.2.5.7. Implement decisions of the Defense Standardization Council. C2.2.5.8. Resolve standardization issues in their own Department or Agency and work with the other DepSOs and the DSPO to resolve inter-Departmental standardization issues. C2.2.5.9. Approve or disapprove requests for the inclusion of qualification requirements in new specifications or addition of qualification in existing specifications. C2.2.5.10. Serve as their Department or Agency proponent for DoD standardization training courses. C2.2.6. The LSAs, in an assigned Federal Supply Group (FSG), Federal Supply Class (FSC), or standardization area, shall: C2.2.6.1. Working with the Participating Activities, manage and coordinate standardization efforts to ensure the optimal degree of standardization across the Department of Defense to: C2.2.6.1.1. Ensure interoperability with our allies and among the Military Departments. C2.2.6.1.2. Reduce total ownership costs. C2.2.6.1.3. Allow for rapid insertion of new technology to promote modernization of equipment. C2.2.6.1.4. Reduce cycle time for the development of systems and acquisition of parts. C2.2.6.2. Maintain awareness of standardization needs and activities in the Department of Defense. C2.2.6.3. Serve as the DoD-wide technical focal point. C2.2.6.4. Evaluate and approve or disapprove requests for standardization projects, assign numbers for approved projects, and ensure that no standardization documents are developed or revised that do not comply with the policies and procedures of the DSP. C2.2.6.5. Suggest alternative approaches to requestors when standardization projects are disapproved. C2.2.6.6. Recommend changes to standardization policies and procedures to their DepSO. C2.2.6.7. Resolve standardization problems between SMAs, or elevate the problem to their DepSO for appropriate action. C2.2.6.8. Identify chronic standardization problems or noncompliance with policies and procedures to their DepSO. C2.2.6.9. Help Preparing Activities identify standardization document Custodians. C2.2.6.10. Help NGSBs to identify DoD personnel to serve on technical committees or adopting activities. C2.2.7. The Participating Activities, in an assigned FSG, FSC, or standardization area, shall: C2.2.7.1. Work with the LSA to manage and coordinate standardization efforts to ensure the optimal degree of standardization across the Department of Defense. C2.2.7.2. Serve as their Department- or Agency-wide technical focal point. C2.2.8. The DMAs shall manage and coordinate standardization efforts to ensure the optimal degree of standardization in their activity. To carry out this function, DMAs shall perform the duties associated with one or more of the associated subfunctions listed below: C2.2.8.1. The Preparing Activities shall: C2.2.8.1.1. Develop, update, inactivate for new design, cancel, and validate standardization documents. C2.2.8.1.2. Coordinate standardization documents with Custodian, Review Activities, other DoD activities, civilian agencies, and industry, as appropriate. C2.2.8.1.3. Consider all comments and incorporate or resolve essential comments. C2.2.8.1.4. Submit any essential comments that cannot be resolved to the responsible LSA. C2.2.8.1.5. Approve standardization documents after resolving all essential comments. C2.2.8.1.6. Submit documents to the DoDSSP for printing, distribution, and indexing. C2.2.8.1.7. Prepare and submit standardization project status data, including initiation, updates, completion, and discontinuation of standardization projects. This reporting requirement has been assigned Report Control Symbol DD-A&T(AR)759 in accordance with DoD 8910.1-M (reference (g)). C2.2.8.1.8. Respond to user feedback. C2.2.8.1.9. Create, maintain, and archive official case files for their standardization documents. C2.2.8.2. The Adopting Activities shall: C2.2.8.2.1. Participate on non-Government standards (NGS) committees to develop standards that will meet DoD acquisition and engineering design needs. C2.2.8.2.2. Coordinate draft NGSs within the Department of Defense. C2.2.8.2.3. Evaluate DoD comments and submit acceptable and consolidated DoD comments to the NGS committees. C2.2.8.2.4. Adopt NGSs that meet DoD needs. C2.2.8.2.5. Serve as the DoD technical focal point for adopted NGSs and report any problems with the adopted standard to the NGS technical committee. C2.2.8.2.6. Prepare and submit adoption notices to the DoDSSP. C2.2.8.3. The Military Coordinating Activities (MCAs) shall: C2.2.8.3.1. Coordinate Federal specifications, standards, or Commercial Item Descriptions (CIDs) prepared by civilian agencies among interested SMAs and submit consolidated DoD comments back to the appropriate civilian agency. C2.2.8.3.2. Work with the cognizant civilian agency to resolve essential DoD comments on Federal documents. C2.2.8.3.3. Ensure that the cognizant civilian Preparing Activity submits a copy of the approved standardization document to the DoDSSP for printing, distribution, and indexing. C2.2.8.3.4. Serve as the DoD technical focal point and report any problems with a Federal standardization document back to the cognizant civilian Preparing Activity. C2.2.8.4. The Custodians shall: C2.2.8.4.1. Represent their Military Department or Defense Agency on technical issues involving a standardization document or study. C2.2.8.4.2. Assist the Preparing Activity in identifying Review Activities in their Military Department or Defense Agency. C2.2.8.4.3. Resolve and consolidate Review Activity comments in their Military Department or Defense Agency and present a unified position on a standardization document to the Preparing Activity. C2.2.8.4.4. Work with the Preparing Activity to resolve their Military Department or Defense Agency's essential comments. C2.2.8.5. The Review Activities shall provide technical review of standardization documents and submit comments to their Military Department or Defense Agency Custodian. C2.2.8.6. The Qualifying Activities shall approve products for listing on qualified products lists or manufacturing processes for listing on qualified manufacturers lists. C2.2.9. The IRAs shall: C2.2.9.1. Determine the cost benefit of conducting an item reduction study. C2.2.9.2. Develop item reduction studies. C2.2.9.3. Coordinate item reduction studies with the Custodians, using activities, and the General Services Administration (GSA). C2.2.9.4. Resolve comments. C2.2.9.5. Approve item reduction studies after resolving comments. C2.2.9.6. Print and distribute approved item reduction studies. C2.2.9.7. Submit item standardization code changes to the Defense Logistics Information Service. C2.2.10. The DoDSSP shall print, distribute, and index standardization documents, and maintain an automated standardization information system. C2.2.11. The Director, Naval Nuclear Propulsion shall have authority over all aspects of specifications and standards under the cognizance of the Naval Nuclear Propulsion Program in accordance with Executive Order 12344 (reference (h)). C3. CHAPTER 3 STANDARIZATION IN THE ACQUISITION PROCESS C3.1. GENERAL The program manager must balance the decision to standardize against specific mission requirements, technology growth, and cost effectiveness. Under the Department of Defense's performance-based acquisition policies, it is primarily the contractors responsibility to recommend the use of standard materials, parts, components, and other items needed to meet performance requirements and satisfy other program elements, such as parts management and logistics support. However, interoperability, compatibility, and integration are key standardization goals that must be satisfactorily addressed for all acquisitions. These goals shall be specified and validated during the requirements generation process and throughout the acquisition life cycle. This Chapter provides policies on when to standardize, how to document standardization decisions, and tailoring of standardization requirements. C3.2. MANDATORY STANDARDIZATION CONSIDERATIONS C3.2.1. Operational Requirements Document (ORD). As required by DoD 5000.2-R (reference (d)), the Military Departments shall identify standardization requirements in the ORD necessary to ensure compatibility and interoperability with other Service and allied systems. C3.2.2. DoD Joint Technical Architecture (JTA) (reference (i)). As required by DoD 5000.2-R (reference (d)), program offices shall use the DoD JTA for all new and upgraded systems, as applicable. The Component Acquisition Executive may grant waivers to the standards in the JTA with the concurrence of the USD(AT&L) and the ASD(C3I). C3.2.3. Open Systems. As required by DoD 5000.2-R (reference (d)), program offices shall apply open system principles to standardize on physical and functional interfaces. C3.2.4. Parts Management. Program offices shall ensure that a parts management process is used to reduce the proliferation of parts and associated documentation and promote the use of parts with acceptable performance, quality, and reliability. C3.3. STANDARDIZATION CONSIDERATIONS FOR PROGRAM OFFICES The following provides guidance on the types of issues and questions that program offices need to address when deciding where, when, how, and to what level to standardize. If the answer is "yes" to any of these questions, then consideration shall be given to standardizing the system, subsystem, assembly, subassembly, equipment, or components, as appropriate. These issues and questions are primarily intended to relate to new system design and upgrades. C3.3.1. Does a U.S.-ratified international standardization agreement (ISA), such as a North Atlantic Treaty Organization Standardization Agreement (NATO STANAG), exist that is applicable? If so, the applicable ISA or U.S.-implementing document should be identified early in the design process to ensure interoperability with allied systems and equipment. C3.3.2. Must the system or subsystem interoperate with other systems, subsystems, or equipment? C3.3.3. Must form, fit, function, or interface be defined to permit interoperability or connectivity between discrete items? C3.3.4. Is uniform configuration necessary for ease of operation or safety? C3.3.5. Is design control necessary because predictable performance is an essential requirement? C3.3.6. Do organic logistics support considerations demand that form, fit, function, or interface be identical to replace or substitute for an equivalent item (interchangeability)? C3.3.7. Are there military-unique environmental requirements (such as radiation hardness, vibration, or shock) that will affect many different systems and would there be a benefit to having a standard methodology, measurement, or solution? C3.3.8. Would commonality improve training for operation, maintenance, or repair? C3.3.9. Would research and development costs, engineering time, or procurement time be reduced? C3.4. STANDARDIZATION CONSIDERATIONS FOR BUYING COMMANDS The following provides guidance on the types of issues and questions that buying commands need to address when deciding where, when, how and to what level to standardize. If the answer is "yes" to any of these questions, then consideration shall be given to standardizing the item. These issues and questions are primarily intended to relate to the procurement of end items or reprocurement of components and piece parts. C3.4.1. Is physical uniformity a minimum essential requirement? C3.4.2. Is uniform configuration necessary for ease of operation or safety? C3.4.3. Must form, fit, function, or interface be defined to permit interoperability or connectivity between discrete items? C3.4.4. Will the item be used in a variety of applications? C3.4.5. Is design control necessary because predictable performance is a minimum essential requirement (reliability, maintainability, survivability, and safety)? C3.4.6. Must form, fit, function, or interface be identical to replace or substitute for an equivalent item (interchangeability)? C3.4.7. Are there unique environmental requirements, such as radiation hardness and shock? C3.4.8. Will there be economies of scale (consolidated buys)? C3.4.9. Are there stocking and storage considerations (item will be in inventory)? C3.4.10. Would training for operation, maintenance, or repair be improved by standardization? C3.4.11. Would research and development costs, engineering time, or procurement time be reduced? C3.5. WHEN NOT TO STANDARDIZE The following provides guidance on when it may not be a good idea to standardize. If the answer is "yes" to any of these questions, then standardization should not be a primary consideration. C3.5.1. Is the technology unstable? Is it preferable not to freeze design in order to take advantage of technological advances? It may not be practical or desirable to standardize on a set of items if the technology involved is rapidly evolving, and acquiring the state-of-the-art technology is desirable or items go out of production after a short period of time. On the other hand, it may be beneficial to standardize on interfaces or protocols for these types of items. For example, under the open systems initiative, you would not want to standardize on the equipment, but you do want to standardize on the information architecture and the cable attachments to permit interfacing with existing equipment. The tremendous flexibility offered by the open systems approach is only possible by having a standardized plug-and-play capability among the physical and electronic interfaces, while still permitting equipment upgrades to keep pace with technological advances by not standardizing on the internal parts of the equipment. C3.5.2. Is the primary goal to satisfy customer preferences? If customers can and do turn easily to other sources when their specific preferences are not honored, it may not be practical to standardize at more than a very generic level. Some examples are tools, food products, and medical equipment. While it may be possible to buy standardized products to meet the customers requirements, customer preference for specific brand items may be the overriding consideration. This is particularly relevant with the initiation of the credit card purchasing authority, and the new higher thresholds for using simplified buying procedures. C3.5.3. Will standardization unacceptably inhibit design flexibility and innovation? If a primary goal of an acquisition is to allow the developer maximum design flexibility and innovation, standardization is not appropriate. C3.6. STANDARDIZATION AS JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION Generally, standardization emphasizes and supports competition through the development and use of performance-oriented standardization documents. However, section 6.302-1(b)(4) of the FAR (reference (j)) allows buying commands to use standardization as justification for other than full and open competition if it can be demonstrated that only specific makes and models of an item from the same manufacturing source will satisfy the Department of Defense's needs. C3.7. PRODUCT DESCRIPTIONS It is important to develop and use the right type of product description to satisfy the immediate technical and acquisition needs, and to support such broader and long-term acquisition objectives as logistics support, competition, quality, use of commercial products and processes, best value, and standardization. In developing the right type of product description, it is DoD policy to write it in performance terms. The SD-15 (reference (k)) provides guidance on writing performance requirements. While this Manual addresses only the policies and procedures for standardization documents, the following briefly discusses the different types of product descriptions to assist the user in making the correct selection for document development. C3.7.1. Standardization Documents. Standardization documents shall be developed and used for products, materials, and processes that have multiple applications; to promote commonality and interoperability among the Military Departments and the Defense Agencies, and between the United States and its allies; and to limit the variety of items in the military supply system. The Acquisition Streamlining and Standardization Information System (ASSIST) database identifies approved defense and Federal standardization documents and adopted non-Government standards (NGSs). Standardization documents include: C3.7.1.1. Defense specifications and standards developed under the consensus procedures established by this Manual; C3.7.1.2. Commercial item descriptions (CIDs) and Federal specifications and standards developed under the consensus procedures of the Federal Standardization Manual (reference (l)); and C3.7.1.3. NGS developed under the consensus procedures of private sector standards organizations. C3.7.2. Program-Unique Documents. Program-unique documents apply only to a particular weapon system or program, and little or no potential exists for the application of these documents to other systems or programs. Because of this uniqueness or because a design is still under development and has not stabilized to an extent to warrant standardization, there are no significant advantages to developing a standardization document. Generally, system and development-type specifications will be program-unique documents. Program-unique documents may be developed for products, materials, and processes unique to a specific program, or if they are intended to control configuration during the development phases. Once production begins, consider converting any program-unique documents for products, materials, or processes to a standardization document so that it may better support reprocurement, and gain visibility among other potential users by being identified in the ASSIST database. C3.7.3. Purchase Descriptions. Purchase descriptions may be used when no satisfactory standardization document exists to buy products. Use of purchase descriptions shall be limited to one-time buys, small purchases, or when the development of a standardization document is not considered cost effective. C3.8. APPLICATION OF STANDARDIZATION DOCUMENTS C3.8.1. General. The Department of Defense prefers performance-based specifications to detail specifications, and NGS to defense and Federal specifications and standards. For those cases when a detail Government specification or standard is needed to define an exact design solution for Acquisition Category (ACAT) Programs I-III, the DoD program office or buying command may use a detail Government specification or standard, but only if a waiver is granted. The Director, Naval Nuclear Propulsion shall determine the specifications and standards to be used for naval nuclear propulsion plants in accordance with Executive Order 12344 (reference (h)). C3.8.2. Documents with No Restrictions for Their Use. Prior to any development contracts, standards or specifications may be incorporated into the operational requirements for a system. These documents (primarily interface standards) are part of the systems performance requirements, and may be included in the solicitations. Other types of standards may also be used without restrictions. Use of these standards is encouraged depending on the situation. The following list is the types of documents that can be used without restrictions: C3.8.2.1. Any document required by law or regulation. C3.8.2.2. NGS (except those that mandate using management or manufacturing processes in a Major Defense Acquisition Program (MDAP)). C3.8.2.3. CIDs listed in the ASSIST database. C3.8.2.4. Standard Practices listed in the ASSIST database. C3.8.2.5. Interface standards listed in the ASSIST database. C3.8.2.6. Defense specifications designated in the ASSIST database as performance specifications. C3.8.2.7. Federal Information Processing Standards (FIPS). C3.8.2.8. Guide specifications listed in the ASSIST database. C3.8.2.9. ISAs. C3.8.2.10. Handbooks listed in the ASSIST database (not to be cited as a requirement). C3.8.3. Documents Requiring Waivers. The DoD program office or buying command must obtain a waiver to cite a detail Government specification or standard as a requirement in a solicitation for an ACAT program, or any type of specification or standard that mandates management or manufacturing processes in a MDAP solicitation or contract. The waiver approval authority and process shall be as specified in the DoD Components implementing instructions. DoD program offices and buying commands shall obtain waivers when citing as requirements in solicitations, the following types of documents: C3.8.3.1. Detail defense specifications. C3.8.3.2. Program-unique detail specifications and standards that define exact design solutions. C3.8.3.3. Defense test method standards, design criteria standards, and manufacturing process standards. C3.8.3.4. Federal specifications and standards. C3.8.3.5. Any type of Government or non-Government specification or standard that describes management or manufacturing processes in a MDAP. C3.8.4. Exemptions to Waivers. Except as specified by the Component Acquisition Executive, it is not mandatory to obtain a waiver to use the types of documents identified in paragraph C3.8.3., above, for the following conditions: C3.8.4.1. For reprocurement of an item not requiring major modification or upgrade, as defined in DoD 5000.2-R (reference (d)). C3.8.4.2. If the offeror proposes the use of a specification or standard in response to a solicitation (except for management and manufacturing process specifications or standards in a MDAP, which do require a waiver to be cited in solicitations or contracts). C3.8.4.3. For the following exempted categories of specifications and standards: C3.8.4.3.1. Federal Supply Group 11 for Nuclear Ordnance. C3.8.4.3.2. Federal Supply Class 4470 for Nuclear Reactors. C3.8.4.3.3. The Standardization Area for Technical Manual Specifications and Standards (TMSS). C3.8.4.4. When a non-DoD customer requires the use of a specification or standard. C3.8.4.5. For combined or joint acquisition programs where a civilian agency or another country has the lead in the design or acquisition of an item. C3.8.4.6. If the specification or standard is cited for guidance only, it must be clearly stated in the solicitation what performance criteria will be used in evaluating proposals, and that the specification or standard represents only one possible acceptable solution. The waiver decision authority should challenge excessive listing of specifications and standards used for guidance only, since it may send the wrong message to potential contractors and does not promote acquisition cultural change. C3.8.5. Department-Wide or Agency-Wide Exemptions from Waiver Process. The Standardization Executives may exempt any specification or standard from the waiver process for use by their Component in solicitations. DoD Components that do not have a Standardization Executive may request a similar exemption from the Chairman of the Defense Standardization Council. These exemptions must be renewed at least every 2 years. C3.8.6. Waiver Approval Process. Program offices and buying commands shall submit waiver requests to the cognizant waiver decision authority. Waivers shall only be approved if: C3.8.6.1. An exact design solution is required and a technically acceptable non-Government standard does not exist; or C3.8.6.2. The use of a performance specification or non-Government standard would not meet user needs, be cost effective, or be practicable. C3.9. TAILORING OF STANDARDIZATION DOCUMENTS Tailoring is the process of evaluating individual requirements to determine if they are pertinent and cost-effective for a specific acquisition, and then modifying the requirements to ensure they are kept to a minimum to meet actual needs and that they contribute to a balance between needs and costs. Rewriting, extracting, or eliminating requirements accomplishes tailoring of standardization documents. C3.9.1. Rewriting Requirements. If a standardization document is generally acceptable, it may be referenced and changes made to certain paragraphs through the contract to tailor requirements to the specific application. If those rewritten requirements are likely to be used repetitively in the future, submit the rewritten requirements to the document's Preparing Activity to prepare a permanent change or recommend the preparation of a new standardization document to meet the recurring need. Use caution when rewriting requirements in a specification since certain changes may alter the standard item of supply unnecessarily and undermine any standardization efforts. C3.9.2. Extracting Requirements. When only a small portion of a standardization document is needed, extract the requirements rather than unnecessarily referencing the entire document. C3.9.3. Selected Application. When only portions of a standardization document are needed, but the requirements are too extensive to extract, specify only the applicable requirements. To help in that effort, document preparers should structure standards in a sectionalized format (or a similar format that facilitates tailoring) as much as possible. Sectionalization is the structuring of requirements in several individual sections. Each section contains a separate and distinct group of requirements intended for a defined application. C4. CHAPTER 4 STANDARDIZATION MANAGEMENT C4.1. DEFENSE STANDARDIZATION PROGRAM (DSP) MANAGEMENT STRUCTURE DoD standardization policies and procedures are managed centrally by the Defense Standardization Program Office (DSPO), and in the Military Departments and the Defense Agencies by the Departmental Standardization Offices (DepSOs). The process for making standardization decisions and documenting those decisions is decentrally executed by the Standardization Management Activities (SMAs) listed in the SD-1 (reference (f)). C4.1.1. Federal Supply Groups (FSGs), Federal Supply Classes (FSCs), and Standardization Areas. DoD standardization management responsibilities are divided along product and technology lines. The Federal Cataloging System organizes products into logical families known as "Federal Supply Groups (FSGs)," and then subdivides the FSGs into "Federal Supply Classes (FSCs)." Technologies, such as human factors, safety, information processing, and nondestructive testing are organized into standardization areas. Reference (f) identifies the FSGs, FSCs, and standardization areas. Proposed changes to the FSGs, FSCs, and standardization areas must be submitted through the appropriate DepSO to DSPO. C4.1.2. Assignment of Management Responsibilities C4.1.2.1. Assignment of DepSOs. The Military Departments and Defense Agencies designate the office in their Department or Agency that shall serve as the DepSO. C4.1.2.2. Assignment of LSAs. In consultation with the DepSOs, DSPO shall designate the Military Department, Defense Agency, or OSD to manage each FSG, FSC, and standardization area. These assignments shall be made on the basis of overall technical expertise, interest, and resources. Reference (f) lists the responsible Lead Standardization Activity (LSA) for each FSG, FSC, and standardization area. If a LSA has not been assigned, DSPO shall assume temporary management responsibilities. C4.1.2.3. Assignment of Participating Activities. Each DepSO shall designate a SMA to serve as a Participating Activity for each FSG, FSC, and standardization area for which their Military Department or Defense Agency has an interest. These assignments shall be made on the basis of overall technical expertise, interest, and resources. Reference (f) lists the responsible participating activity for each FSG, FSC, and standardization area. C4.1.2.4. Assignment of Item Reduction Activities (IRAs). In consultation with the DepSOs, DSPO shall designate IRAs to conduct item reduction studies. The assignments shall be made on the basis of overall technical expertise, interest, and resources. Reference (f) lists the responsible IRA for each FSC. C4.1.2.5. Assignment of Document Management Activities (DMAs). Each DepSO shall designate DMAs to manage, prepare, adopt, and review standardization documents. The assignment of specific DMA functions is given below. C4.1.2.5.1. Assignment of Preparing Activities (or Adopting Activities). Only activities that have been designated as "DMAs" by their DepSO and listed in the SD-1 (reference (f)) may be Preparing Activities. By approving a standardization project action, the LSA also approves the Preparing Activity for that standardization document. A DepSO or DSPO through a DepSO may also assign Preparing Activity responsibility. C4.1.2.5.2. Assignment of Custodians. There is no formal method for assigning Custodians. Only coordinated documents shall have Custodians. Only activities listed in the reference (f) may be a Custodian. Usually, the Preparing Activity shall act as the Custodian for its Military Department, and shall request a DMA from each of the other Military Departments to serve as Custodian based on technical expertise or procurement use. If a Military Department does not have an interest in a document, there shall be no Custodian. DLA may also be designated as a Custodian if there are multiple DLA activities having an interest in a document. The Preparing Activity may consult the LSA or the appropriate DepSOs to assist in identifying Custodians. C4.1.2.5.3. Assignment of Review Activities. There is no formal method for assigning Review Activities. Any SMA listed in the reference (f) may be a Review Activity. Usually, the Preparing Activity will select Review Activities based on technical expertise or procurement use. The Preparing Activity may consult the Custodians or the LSA to assist in identifying Review Activities. C4.1.2.5.4. Assignment of Military Coordinating Activities (MCAs). Where the Department of Defense has an interest in a Federal specification or a standard prepared by a civilian agency, the cognizant LSA shall assign a MCA to coordinate the document in the Department of Defense and provide consolidated DoD comments or concurrence back to the civilian Preparing Activity. C4.1.3. Transfer of Assignments C4.1.3.1. Transfer of LSA Assignments. If an activity no longer has the capability or interest to continue as a LSA, it may request to DSPO through its DepSO to transfer the assignment. That request must state the reasons for the proposed transfer and recommend another activity to assume LSA responsibilities. C4.1.3.2. Transfer of Participating Activity Assignments. If an activity no longer has the capability or interest to continue as a Participating Activity, it may request its DepSO to transfer the assignment. That request must state the reasons for the proposed transfer and recommend another activity to assume Participating Activity responsibilities. C4.1.3.3. Transfer of IRA Assignments. If an activity no longer has the capability or interest to continue as an IRA, it may request DSPO, through its DepSO, to transfer that assignment. The request must state the reasons for proposed transfer and recommend another activity to assume IRA responsibilities. C4.1.3.4. Transfer of Preparing (or Adopting Activity) Assignment. A Preparing Activity may transfer responsibility for a document to another SMA on receipt of a letter of acceptance from that SMA. The Preparing Activity shall notify the DoD Single Stock Point (DoDSSP), the LSA, and the Custodians by letter, e-mail, or fax, and send the document files to the new Preparing Activity. DSPO, in consultation with the DepSOs, or the cognizant DepSO may also change Preparing Activity assignment. C4.1.3.5. Transfer of Custodian Assignment. A Custodian may transfer responsibility for a document to another SMA on receipt of a letter of acceptance from that SMA. The Custodian shall notify the Preparing Activity, the DoDSSP, the LSA, and the other Custodians by letter, e-mail, or fax, and send the document files to the new Custodian. The DepSOs may also change Custodian assignment. C4.1.3.6. Transfer of Review Activity Assignment. Since any SMA may be a Review Activity, there is no need to transfer Review Activity assignment. A SMA may add or delete itself as a Review Activity by notifying the Preparing Activity, the DoDSSP, the LSA, and its Custodian by letter, e-mail, or fax. C4.1.3.7. Transfer of MCA Assignment. MCA transfer of responsibility may occur in one of three following ways: C4.1.3.7.1. The MCA and another SMA agree to the transfer. C4.1.3.7.2. The DepSO may transfer the MCA assignment to another SMA in its Military Department or Defense Agency. C4.1.3.7.3. DSPO may transfer the MCA assignment. The MCA shall notify the DoDSSP, the LSA, the GSA, and the civilian Preparing Activity by letter, e-mail, or fax. C4.2. STANDARDIZATION PROJECTS To develop a new standardization document or make changes to an existing one, the Preparing Activity shall contact the LSA and request authorization to begin a standardization project. The establishment of a standardization project is a cooperative effort between the Preparing Activity and the LSA to ensure that standardization projects are needed and will achieve the objectives of the DSP in a timely and cost-effective manner. The LSA must ensure compliance with DoD standardization policies, but must also be sensitive to each DoD activity's acquisition and technical needs. The LSA's management involvement shall continue throughout the life of a standardization project. As the standardization manager for a FSG, a FSC, or a standardization area, the LSA should assist, if necessary, the Preparing or Adopting Activity in determining Custodians, resolving standardization problems, raising standardization issues to higher authority, and promoting the timely completion of standardization projects. C4.2.1. Approval of Standardization Projects. Before requesting approval of a standardization project, the Preparing or Adopting Activity shall ensure the need for a standardization document, and that the project supports the DSP policies and objectives. The LSA shall keep a record of all approved standardization projects. As a minimum, the records shall include the information required in Appendix 10 as tailored by the LSA. The LSA shall not approve a standardization project if, based on responses to the standardization project justification determination, a standardization project is not necessary or does not support the DSP policies and objectives. The LSA should try to offer an alternative approach for any disapproved standardization project requests. If a standardization project request is disapproved, the Preparing or Adopting Activity may appeal the decision through its DepSO to DSPO. C4.2.2. Assignment of Standardization Project Number. Assignment of a standardization project number indicates LSA approval of the standardization project for a coordinated, limited coordinated, or interim standardization document or study. The project number shall appear on all drafts and correspondence until document completion and approval. C4.2.2.1. Standardization Documents Requiring Project Numbers. All DoD Preparing Activities must get standardization project numbers to revise, amend, change, reinstate, inactivate for new design, cancel, or develop a new standardization document. The Adopting Activity must get a standardization project number for the adoption or withdrawal of adoption of a NGS. Item reduction studies and engineering practice studies also require standardization project numbers. The only type of standardization document that does not require a project number is a validation notice. C4.2.2.2. Standardization Project Number Structure. The standardization project number shall consist of two parts. The first part is the applicable FSG, the FSC, or the standardization area. The second part shall be a nonsignificant four-digit number serially assigned in each FSG, FSC, or standardization area (for example: 2620-0023, 15GP-1590, or CMAN-0934). Once all of the nonsignificant four-digit numbers have been assigned in a FSG, a FSC, or a standardization area, the numbering sequence shall start again with "-0001." Closely related projects initiated in the same timeframe may be identified by a project number followed by a dash and sequentially assigned subproject numbers (for example, 5960-0001-001, 5960-0001-002, and 5960-0001-003). C4.2.3. Preparation and Submittal of DD Form 1585 "Standardization Project Transmittal Sheet." On assignment of a standardization project number, the Preparing or Adopting activity shall prepare and submit a DD Form 1585 in accordance with the instructions given in the SD-4 (reference (m)), with a copy to the LSA. The DoDSSP publishes the information on the DD Form 1585 in reference (m) to advise users of proposed new documents, revisions, amendments, cancellations, and other changes. Report Control Symbol DD-A&T(AR)759 has been assigned to this reporting requirement. C4.2.4. Monitoring Standardization Projects. The LSA shall monitor the progress of approved standardization projects to ensure timely completion and continued adherence to DSP policies and procedures. The Preparing or Adopting activity shall send the LSA copies of all coordination drafts and the final approved document. The LSA shall work with the Preparing or Adopting activity to ensure compliance with the DSP policies and procedures, but may unilaterally discontinue any standardization project that is not in compliance. A Preparing or Adopting activity may appeal a decision to discontinue a standardization project through its DepSO to DSPO. C4.3. APPROVED STANDARDIZATION DOCUMENTS The Preparing or Adopting activity has the authority to approve standardization documents, except for new defense standards (including reinstated standards or other types of standardization documents being converted to a defense standard), which must be approved by the cognizant Standardization Executive. This approval is conditional on compliance with the DSP policies and procedures. If adherence to a DSP policy or procedure would not be in the best interests of the Department of Defense, the Preparing or Adopting Activity may request an exception through its DepSO from the DSPO, with a copy of the exception request sent to the appropriate LSA for information. The Preparing Activity is primarily responsible for ensuring that approved standardization documents comply with DSP policies and procedures, but the cognizant LSA also shares this responsibility. If an approved standardization document does not comply with the DSP policies and procedures, the LSA, cognizant DepSO, or DSPO may unilaterally cancel the document. However, it is preferable to develop a corrective strategy that will have minimal impact on the users or any acquisition effort. C5. CHAPTER 5 STANDARDIZATION DOCUMENT POLICIES C5.1. GENERAL This Chapter addresses policies that must be considered during the standardization document development process. Appendices 3 through 7 provide supplementary or tailored information for each type of standardization document. Figure C5.F1., below, gives a general representation of the standardization document development process. The steps in this figure may vary depending on the situation. Figure C5.F1. Typical Standardization Document Development Process C5.2. TYPES AND USES OF STANDARDIZATION DOCUMENTS C5.2.1. International Standardization Agreements (ISAs). ISAs are international agreements developed by multi-national treaty organizations to promote equipment interoperability and commonality among the allies. Since interoperability among the allies is one of the key priorities in the Department of Defense, preference shall be given to using U.S.-ratified ISAs or the national document that implements the ISA. The national implementing document may be a non-Government standard (NGS) or any type of Federal or defense specification or standard. C5.2.2. NGSs. Except for documents required by law or international treaty, it is DoD policy to first consider using an existing NGS or support revising or developing a NGS to meet DoD needs. The use of NGSs supports the DoD commercial acquisition goals, conserves DoD resources, supports the U.S. industrial base, allows for dual-use technology, and improves the Department of Defense's mobilization capabilities. Do not confuse NGSs with company standards. NGSs promote competition and usually provide a broad base of suppliers, whereas company standards tend to limit competition to a single supplier. Appendix 3 gives the policies, procedures, and responsibilities for the development, use, and adoption of NGSs. C5.2.3. Commercial Item Descriptions (CIDs). If a suitable NGS is not available or could not be revised or developed in time to satisfy an acquisition need for a commercial product, then develop a CID. CIDs shall be written in performance terms. Besides the general requirements of this Chapter, Appendix 4 gives supplementary information for the development of CIDs. C5.2.4. Federal Specifications. Preparing Activities shall develop or update Federal specifications to establish requirements for commercial products, if specific design, performance, interface, or other essential characteristics cannot be described adequately by a NGS or a CID. If a NGS exists that contains the basic technical requirements for a product or process, it should be referenced in the Federal specification, and the Federal specification should contain only those additional requirements needed by the Department of Defense. The requirements in Federal specifications shall be written in performance terms to the greatest extent possible. Besides the general requirements of this Chapter, Appendix 5 gives supplementary information for the development of Federal specifications. C5.2.5. Federal Standards. Preparing Activities shall develop or update Federal standards to establish requirements for commercial processes, procedures, practices, or methods, if specific requirements cannot be described adequately by a NGS. If a NGS exists that contains the basic technical requirements for a product or process, it should be referenced in the Federal standard, and the Federal standard should contain only those additional requirements needed by the Department of Defense. The requirements in Federal standards shall be written in performance terms to the greatest extent possible. Besides the general requirements of this Chapter, Appendix 5 gives supplementary information for the development of Federal standards. C5.2.6. Federal Information Processing Standards (FIPS). FIPS are Government-wide standards and guidelines developed by the National Institute of Standards and Technology for Federal computer systems. C5.2.7. Defense Specifications. Preparing Activities shall develop or update defense specifications to establish requirements for military-unique products or commercial products that must be substantively modified to include military-unique requirements. If a NGS exists that contains the basic technical requirements for a product or process, it should be referenced in the defense specification, and the defense specification should contain only those additional requirements needed by the Department of Defense. Performance specifications are preferred over detailed specifications. Besides the general requirements of this Chapter, Appendix 6 gives supplementary information for the development of defense specifications. C5.2.8. Guide Specifications. Preparing Activities may develop or update guide specifications (also known as specification guides) as an alternative to defense specifications to identify the functional or performance characteristics for subsystems, equipment, or components. Guide specifications are a type of performance specification used to identify recurring essential requirements for types of systems, subsystems, equipment, or assemblies that must be determined for each acquisition before solicitation or contractor selection. Guide specifications offer the advantage of standardizing on the essential requirements that must be determined for each acquisition without imposing restrictive, single-solution requirements. If the reprocurement strategy requires identical form, fit, and function from competitive sources, then a defense specification is preferable. Besides the general requirements of this Chapter, Appendix 7 gives supplementary information for the development of guide specifications. C5.2.9. Defense Standards. Preparing Activities shall develop or update defense standards to establish requirements for military-unique processes, procedures, practices, or methods, or commercial processes, procedures, practices, or methods that must be substantively modified to include military-unique requirements. If a NGS exists that contains the basic technical requirements for a product or process, it should be referenced in the defense standard, and the defense standard should contain only those additional requirements needed by the Department of Defense. The requirements in defense standards shall be written in performance terms to the greatest extent possible. Besides the general requirements of this Chapter, Appendix 6 gives supplementary information for the development of defense standards. C5.2.10. Defense Handbooks. Preparing Activities shall develop or update defense handbooks to provide guidance on procedural, technical, or design information for products, processes, practices, and methods. Preparing Activities may also develop or update defense handbooks to provide guidance on the selection or application of commercial products, processes, practices, and methods. Do not use defense handbooks to specify mandatory requirements. Besides the general requirements of this Chapter, Appendix 6 gives supplementary information for the development of defense handbooks. C5.2.11. Consortium Standards. These standards are developed by a group of companies from a common industrial sector, such as the automotive industry, to standardize on common interfaces, items, and processes. Since they are not developed by consensus with due process procedures, they are not considered NGS and not formally adopted by the Department of Defense. However, if a consortium standard meets the Department of Defense's requirements and is readily available to all Government and industry users, preference shall be given to using the consortium standard instead of developing or using a Government specification or standard. C5.2.12. De Facto Standards. A de facto standard is something that has gained widespread acceptance in the market place, but is not officially sanctioned by some international, national, or Government organization. Since de facto standards represent widely accepted commercial practices, the Department of Defense encourages their use. Before citing a de facto standard, however, DoD users must make sure that the standard is readily available. C5.2.13. Company Standards. While DoD users can cite company standards, their use by the Department of Defense is discouraged since it tends to restrict competition. Before citing a company standard, DoD users must make sure that the standard is readily available. C5.3. DRAFT DEVELOPMENT Once the Lead Standardization Activity (LSA) has authorized a standardization project, draft development should begin. Table C5.T1., below, identifies the documents that govern the format and content requirements for standardization documents. For complex documents or those with wide applicability, a working group composed of representatives from interested DoD activities and private sector organizations and civilian agencies can be an efficient means of developing a suitable draft, thereby minimizing conflicts arising from coordination comments. Besides technical and format considerations, table C5.T2., below, lists several administrative requirements that the Preparing Activity must address for every standardization document. Table C5.T1. Format and Content Guides for Standardization Document Type of Standardization Document Requirement Document Governing Content and Format NGS Each NGSB has its own content and format guide or rules. Appendix 3 gives format for the adoption and withdrawal notices. CID Federal Standardization Manual (reference (l)) Federal specification or standard Reference (l) Defense specification MIL-STD-961 (reference (n)) Defense standard or handbook MIL-STD-962 (reference (o)) Guide specification Appendix 7 Table C5.T2. Matrix for Determining Standardization Document Administrative Requirements NGS CID Federal Spec or Standard Defense Handbook Defense Spec or Standard Guide Spec AMSC NUMBER N N * N * CUSTODIANS UR UR UR UR UR UR GSA PROJECT AUTHORIZATION N N R N N N FOR FSG 89 DEPT OF AGRICULTURE AUTHORIZATION N R R N N N PROJECT NUMBER R R R R R R QUALIFICATION REQUIREMENT M N M N M N SECURITY CLASSIFICATION N N N M M M * = AMSC NO. ONLY REQUIRED IF SOURCE DOCUMENT FOR DATA ITEM DESCRIPTION M = MAY BE REQUIRED N = NOT REQUIRED R = REQUIRED ALWAYS UR = USUALLY REQUIRED C5.3.1. Acquisition Management System Control (AMSC) Number. For a new or revised specification or standard that serves as a source document for a data item description (DID), the Preparing Activity shall submit the final numbered document to the appropriate approval authority indicated in DoD 5010.12-L (reference (p)). The DID approval authority shall ensure compliance with MIL-STD-963 (reference (q)). The DoDSSP shall issue AMSC numbers and DID numbers to the approval authorities. The Preparing Activity shall not submit amendments or change notices for these documents to approval authorities, but they shall reflect the same AMSC number. The Preparing Activity shall cite either the assigned AMSC number or "AMSC N/A" in the lower left-hand corner of the first page of standardization documents (for NGSs, the "AMSC N/A" only appears on the adoption or withdrawal notice). Defense handbooks, CIDs, and NGSs shall not be source documents for DIDs. Approval authorities shall forward approved DIDs in Portable Document Format, with a paper copy as well, to the DoDSSP, 700 Robbins Avenue, Building 4D, Philadelphia, PA 19111-5094. C5.3.2. Security Classification. If applicable, the Preparing Activity shall determine the security classification of standardization documents in accordance with DoD 5200.1-R (reference (r)). Since NGSs, CIDs, and Federal specifications and standards describe commercially available products and processes, the Preparing Activity shall not place a security classification on these documents. C5.3.3. Qualification. The Preparing Activity must send all requests to include qualification in new specifications or add qualification to existing specifications to its Departmental Standardization Office (DepSO) for approval. If the DepSO agrees, the DepSO shall send a copy of their approval along with the specification and supporting justification to Defense Standardization Program Office (DSPO). The policies and procedures for qualification are in Appendix 2. C5.4. COORDINATION The extent of coordination depends on whether a standardization document is a coordinated, limited coordinated, or interim document. Coordination shall be accomplished by electronic means over the Internet, if practical. C5.4.1. Coordinated Documents. Coordinated documents are those that are used by more than one Military Department or Defense Agency. Most standardization documents should be coordinated ones. As a minimum, the Preparing Activity shall coordinate new, updated, and canceled standardization documents as shown in table C5.T3., below. Any DIDs associated with a standardization document shall be coordinated with the document during the development process. Addresses for the LSA, Custodians, and Review Activities, as well as the addresses for civilian agency standardization offices and many industry associations and non-Government standards bodies (NGSBs) are in the SD-1 (reference (f)). C5.4.1.1. Preparing Activity. The Preparing Activity shall electronically transmit or send a copy of the draft document to the LSA and each Custodian and Review Activity shown on the document or listed in the Acquisition Streamlining and Standardization Information System (ASSIST) database. For new documents, the Preparing Activity can usually determine the Custodian and Review Activities by checking the ASSIST database and seeing what activities are interested in similar documents. If the Preparing Activity needs help, the LSA may suggest some Custodians and Review Activities. The coordination letter shall give as a minimum: the dates when comments are due to the Custodians and Preparing Activity; where to send comments; a point-of-contact; and identify the major document changes and the expected benefits. C5.4.1.2. LSA. If requested, the LSA shall assist the Preparing Activity in determining Custodians and Review Activities. The LSA shall also review standardization documents to ensure compliance with Defense Standardization Program (DSP) policies and procedures. C5.4.1.3. Custodians. All comments in a Military Department or Defense Agency shall be sent to the Custodian for resolution and consolidation. The Custodian shall inform their activities of comments that were not submitted to the Preparing Activity. This may be done with an e-mail, telephone call, telefax, or letter. The Custodian shall also review the Preparing Activity's distribution list. If another activity should be included in the distribution, the Custodian should call the Preparing Activity to send copies. The Custodian response to the Preparing Activity shall identify Review Activities and essential and suggested comments, and if applicable, transfer Custodian responsibility to another activity. The Custodian shall send all of their Review Activities a copy of the response sent to the Preparing Activity. C5.4.1.4. Review Activities. Review Activities shall send their comments to their cognizant Custodian, marking the comments essential or suggested, as applicable. C5.4.1.5. Civilian Agencies. The Preparing Activity shall coordinate Federal specifications and standards with the civilian agencies identified by the Government Services Administration, the Department of Veterans Affairs (for FSG 65 documents), and the Department of Agriculture (for FSG 89 documents). CIDs are coordinated with civilian agencies, as required. The Preparing Activity shall coordinate defense standardization documents with civilian agencies, where appropriate. C5.4.1.6. Private Sector. The Preparing Activity shall coordinate draft documents with a representative cross-section of manufacturers and other private sector users. Coordination with industry associations or technical and professional societies may fulfill this requirement, if the Preparing Activity determines that such organizations can provide a representative cross-section. For documents with qualification, the Preparing Activity shall coordinate the draft specification with the manufacturers listed on the qualified products list (QPL) or the qualified manufacturers list (QML). Preparing Activities should consider sending drafts to other private sector organizations, such as distributors, laboratories, NGSBs, and universities, but it is not mandatory. C5.4.1.7. Coordination Time. The Preparing Activity shall allow a minimum of 45 days for coordination time if coordination is accomplished using electronic means. If traditional mail service is used, then the Preparing Activity shall allow a minimum of 60 days for coordination time. Coordination time can be shortened if the LSA and the Custodians agree and is encouraged for processing minor changes. The Preparing Activity may extend the coordination time to accept late comments. Table C5.T3. Required Coordination for Coordinated Documents Type of Standardization Document Coordinate With Adoption Notices for NGS Custodians Review Activities LSA Other users,* if applicable CIDs Custodians Review Activities LSA Civilian Agencies, if applicable Other users,* if applicable Private sector Federal Specifications and Standards Custodians Review Activities LSA Civilian Agencies Other users,* if applicable Private sector Defense Standardization Documents Custodians Review Activities LSA Civilian Agencies, if applicable Other users,* if applicable Private sector *Other users are DoD activities that use the document, but are not Standardization Management Activities (SMAs). Examples would include laboratories, shipyards, depots, repair facilities, and procuring activities. C5.4.2. Limited Coordinated Documents. Limited coordinated documents are those used by only one Military Department or Defense Agency and do not have Custodians. Limited coordinated documents should be the exception rather than the rule since they do not promote inter-Departmental standardization. The LSA shall require strong justification before approving a standardization project for a limited coordinated document. Limited coordinated documents shall follow the same procedures as coordinated documents, except as follows: C5.4.2.1. The Preparing Activity must allow a minimum of 30 days coordination time. C5.4.2.2. As a minimum, limited coordination should include the LSA, the DoD users in the Military Department or the Defense Agency, and manufacturers. C5.4.2.3. Minor technical, editorial, or administrative changes may be issued without coordination if the LSA concurs with the Preparing Activity's request for simultaneous initiation and completion project approval. C5.4.2.4. To meet urgent acquisition needs or correct a serious safety problem, a limited coordinated document may be issued or revised without coordination. This practice is discouraged since it indicates poor planning. If the LSA is convinced of the need, two project numbers should be issued: one to meet the immediate need and a second for the document to be coordinated. C5.4.3. Interim Documents. Interim documents allow for quick changes to be made to coordinated documents when time does not permit normal coordination. Interim documents shall follow the same procedures as limited coordinated documents, except as follows: C5.4.3.1. The LSA shall assign two standardization project numbers for all interim document requests: one for the interim document and a second for the coordinated document that will supersede the interim. C5.4.3.2. The LSA shall assign a standardization project number for the coordinated document having a project completion date not exceeding 2 years from the date of the project assignment for the interim document. C5.4.3.3. No coordination is required for the interim document. C5.4.3.4. Only one interim document shall exist at a time for a coordinated document. C5.4.3.5. The interim document must be superseded by a coordinated document within 2 years of the interim document's approval date or it shall be canceled by DSPO. C5.5. COMMENT RESOLUTION The Preparing Activity shall consider all comments received during coordination, but need only incorporate or resolve "essential" comments. A standardization document shall not be approved by the Preparing Activity with unresolved essential comments. The Preparing Activity should resolve comments as quickly as possible, requesting arbitration from higher authority, if necessary. The following criteria shall be used for handling coordination comments: C5.5.1. Essential Comments. Only the LSAs, the Custodians, the Review Activities, the DepSOs, and the Office of the Secretary of Defense may make essential comments. Civilian agencies may make essential comments on documents in which they have a recorded interest or serve as the buying activity. For a comment to be essential, it must be of such an important technical nature that its acceptance is necessary to meet the mission needs of a Military Department or a Defense Agency. Comments about noncompliance with DSP policies may also be designated as essential. Essential comments must be justified or they will be treated as suggested. Custodians shall review all of the essential comments in their Military Department or Defense Agency, and change any comments inappropriately marked as "essential" to "suggested" after notifying the comment submitter. Review Activities may appeal the Custodian's action to their DepSO. If the Preparing Activity receives comments inappropriately marked as "essential," the Preparing Activity may change the comments to "suggested" after notifying the submitting activity. Activities submitting essential comments may appeal the Preparing Activity's disposition of their comments to the appropriate LSA. If the LSA is unable to resolve the matter, it may raise the issue to the Preparing Activity's DepSO for resolution. If the DepSO is unable to resolve the matter, it may raise the issue to DSPO for final resolution. C5.5.2. Suggested Comments. Suggested comments include editorial changes, questions, general observations, and technical content preferences that are not absolutely necessary to meet mission requirements. Normally, most comments should be suggested. Suggested comments do not require resolution. C5.5.3. Responding to Comments. Preparing Activities should advise the Custodians of their intent to accept an essential comment if, in their opinion, it would substantially impact the other activities position on the document. If the comments are few, the Preparing Activity should use the telephone to advise submitters how their comments were handled. For numerous or complex comments, the Preparing Activity shall respond with an electronic message, by letter, or hold a comment resolution meeting. C5.5.4. Resolving Essential Comments. The Preparing Activity may resolve essential comments in one of the following ways: C5.5.4.1. The Preparing Activity may accept the comment. C5.5.4.2. The Preparing Activity may accept the comment with modification. The Preparing Activity shall tell the comment submitter of the modification and give the submitter at least 30 days to rebut the modification. If no reply is received in 30 days, the Preparing Activity may issue the document. C5.5.4.3. When justified, the Preparing Activity may downgrade the comment to "suggested." The Preparing Activity shall tell the comment submitter of the change and give the submitter at least 30 days to rebut the action. If no supportable objections are received in 30 days, the Preparing Activity may treat the comments as suggested. C5.5.4.4. When justified, the Preparing Activity may reject the comment, allowing the comment submitter at least 30 days to rebut the rejection. If no supportable objections are received in 30 days, the Preparing Activity may issue the document without incorporating the essential comment. C5.5.4.5. A working group composed of representatives from interested DoD activities and other private sector organizations and civilian agencies can be an effective means of resolving comments on a complex or controversial document. C5.5.4.6. If the Preparing Activity cannot resolve the comment in a timely manner, the Preparing Activity may ask the LSA to mediate. If the LSA cannot resolve the disagreement, the Preparing Activity shall submit the unresolved comments to its DepSO to take appropriate resolution action. If the DepSO cannot resolve the disagreement, it shall submit the unresolved comments to DSPO for arbitration. C5.6. DOCUMENT APPROVAL Except as noted in paragraphs C5.6.1. and C5.6.2., once the comments are resolved, the Preparing Activity may approve the document and date it. The Preparing Activity shall submit a DD Form 1585 and copy of the approved document to the LSA to indicate completion of the standardization project. If the LSA discovers that the approved document does not comply with DSP policies, it should contact the Preparing Activity immediately. If the Preparing Activity does not take corrective action or the LSA is not satisfied with the Preparing Activity's explanation, the LSA may unilaterally cancel the document. The Preparing Activity may appeal any cancellation action through its DepSO to DSPO. C5.6.1. Approval of New Defense Performance Specifications. Each Military Department and Defense Agency shall establish procedures for certifying new defense performance specifications that will be listed in the ASSIST database. Preparing Activities may approve updates to existing defense performance specifications without certification. When a new defense performance specification is sent to the DoDSSP for distribution and indexing, an approval letter signed by the authorized certifier must accompany the document. C5.6.2. Approval of New Defense Standards. The cognizant Military Department or Defense Agency Standardization Executive shall approve all new defense standards that will be listed in the ASSIST database. This is the executive that sits on the Defense Standardization Council and not a command standardization executive. Preparing Activities shall consult with their DepSO before undertaking any new defense standard development. Preparing Activities shall submit their final new defense standards to their DepSO to obtain Standardization Executive approval. Preparing Activities may approve updates to existing defense standards without approval by their Standardization Executive. When a new defense standard (including reinstated standards or other types of standardization documents being converted to a defense standard) is sent to the DoDSSP for distribution and indexing, an approval letter signed by the cognizant Standardization Executive must accompany the document. C5.7. DOCUMENT NUMBERING C5.7.1. Defense Standardization Documents, CIDs, and DIDs. For new DoD performance and detail specifications, standards, handbooks, CIDs, and DIDs, the Preparing Activity shall request the DoDSSP to assign a document number only after document approval, and not during the draft stages. The Preparing Activity may make this request by telephone, e-mail, fax or letter. The Preparing Activity shall send the newly approved document to the DoDSSP within 30 days of document number assignment, or the DoDSSP may rescind the document number. C5.7.2. Guide Specifications. Preparing Activities shall assign new guide specification numbers in accordance with Appendix 7 of this Manual. C5.7.3. Federal Specifications and Standards. For Federal specifications and standards, the General Services Administration, the Department of Veterans Affairs (for FSG 65 documents), and the Department of Agriculture (for FSG 89 documents) shall assign the document number upon approval of the document. C5.8. STANDARDIZATION DOCUMENT ACCESS AND INFORMATION Consistent with the policies and procedures in this Manual and under the direction of DSPO, the DoDSSP shall make Government standardization documents available over the Internet and shall enter information about the documents into the ASSIST database. The DoDSSP shall also print and distribute standardization documents, as necessary. The DoDSSP shall send one copy of all DoD-prepared Federal specifications, standards, and CIDs to the GSA. The DoDSSP's printing and operational costs shall be borne by the Military Departments and the Defense Agencies, which, unless other arrangements have been made with the DoDSSP, shall submit quarterly to the DoDSSP a document citing funds for the financial support of their requirements. C5.8.1. Submitting Documents to the DoDSSP. The Preparing Activity shall send the approved and dated document to the DoDSSP within 30 days of dating the document in Portable Document Format (PDF). A paper copy of the document shall also be submitted at the same time. C5.8.2. Distribution. The DoDSSP shall distribute standardization documents using the following criteria: C5.8.2.1. The DoDSSP shall maintain automatic distribution lists for standardization documents based on the Federal Supply Classes (FSCs) and the standardization areas. The public and private sector organizations and individuals that subscribe to a FSC or a standardization area shall receive all of the new documents and changes to documents as they are published, except those that have restricted distributions. C5.8.2.2. The DoDSSP shall update the automatic distribution lists annually to determine need and subscription quantities. C5.8.2.3. Classified standardization documents are not distributed automatically and shall be issued only on a "need-to-know" basis in accordance with DoD 5220.22-R (reference (s)). C5.8.2.4. Standardization documents with restrictive distributions will only be issued consistent with the distribution restrictions selected by the Preparing Activity. C5.8.2.5. Government and private sector requestors may obtain copies of canceled standardization documents from the DoDSSP, if available. C5.8.2.6. Copies of NGSs shall only be distributed to DoD activities. Other Government activities and the private sector must obtain copies from the issuing NGSB or other private sector source. C5.8.3. Indexing. The DoDSSP shall index all unclassified standardization documents in the ASSIST database. The DoDSSP shall index classified standardization documents in a separate listing, which is available to DoD activities and DoD contractors only. The DoDSSP shall: C5.8.3.1. Publish the DoDISS (reference (t)) annually in four parts: C5.8.3.1.1. Part I - alphabetical listing. C5.8.3.1.2. Part II - numerical listing. C5.8.3.1.3. Part III - FSC and standardization area listing. C5.8.3.1.4. Part IV - canceled documents listing. C5.8.3.2. Update reference (t) quarterly with supplements. C5.8.3.3. Issue notices to reference (t) twice a month to list new, updated, adopted, inactivated for new design, canceled, reinstated, or validated standardization documents received by the DoDSSP for inclusion in the ASSIST database. C5.8.4. Changes to the ASSIST Database C5.8.4.1. Preparing Activity. The Preparing Activity shall submit a DD Form 1865 to the DoDSSP, with a copy to the LSA and Custodians, to change or correct a documents identifier, title, FSC or standardization area, date, or Preparing Activity symbol. The DoDSSP shall only make these changes to the ASSIST database if the DD Form 1865 is submitted by the Preparing Activity recorded in the ASSIST database. C5.8.4.2. Custodian. Custodians shall submit a DD Form 1865 to the DoDSSP, with a copy to the Preparing Activity, to change the Custodian symbol. The DoDSSP shall only change the symbol if the DD Form 1865 is submitted by the Custodian recorded in the ASSIST database. For documents where there is not a Custodian for a Military Department or Defense Agency, a DMA may submit a DD Form 1865 to the DoDSSP, with a copy to the Preparing Activity, to identify itself as the Custodian. C5.8.4.3. Review Activity. Review Activities shall submit a DD Form 1865 to the DoDSSP, with a copy to the Preparing Activity and cognizant Custodian, to change the Review Activity symbol. The DoDSSP shall only change the symbol if the DD Form 1865 is submitted by the Review Activity recorded in the ASSIST database. Any DMA may submit a DD Form 1865 to the DoDSSP, with a copy to the Preparing Activity and cognizant Custodian, to add itself to the ASSIST database as a Review Activity. C5.9. DOCUMENT MAINTENANCE Standardization documents affect the initial acquisition of new systems and equipments and the required logistic support. These documents must contain valid requirements that accurately describe the users' needs, current technology, modern industrial practices, and relevant testing methods. The Preparing Activity is responsible for maintaining its standardization documents. As a result of user feedback and the overage document review, the Preparing Activity must update or validate the requirements in its standardization documents until the document is inactivated, superseded, or canceled. C5.9.1. User Feedback. User feedback from industry, program offices, inspection offices, procuring activities, and other users who must comply with a standardization document is an important indicator of the document's effectiveness in meeting a requirement. Preparing Activities shall encourage and respond to user feedback in a timely manner. C5.9.1.1. DD Form 1426, "Standardization Document Improvement Proposal." The DD Form 1426 is the primary communication link between the users of standardization documents and the Preparing Activities. The Preparing Activity shall include a DD Form 1426 as the last page of all Government specifications, standards, and handbooks. The DD Form 1426 is optional on CIDs and specification sheets. The DD Form 1426 shall not be attached to amendments or notices, except to change the responsible activity or its address. Preparing Activities shall reply to submitters of DD Forms 1426 within 30 days from receipt. That reply should indicate what action will be taken on the proposal. Replies indicating the comment will be considered at the next update should be avoided. C5.9.1.2. Deviations and Waivers to Defense and Federal Specifications and Standards. Deviations and waivers should not be approved without ensuring that the defense or Federal specification or standard reflects valid technical requirements. Procuring activities shall notify the appropriate Preparing Activity and the LSA of a deviation or waiver to a defense or Federal specification or standard that was approved to correct an invalid requirement. Repeated use of a deviation or waiver to correct an invalid requirement in a defense or Federal specification or standard is prohibited unless the Preparing Activity begins a standardization project to correct the invalid requirement. C5.9.2. Overage Document Review. All documents identified as active in the ASSIST database must be reviewed within 5 years from the time they were last updated or validated. The DoDSSP shall mail an annual listing of defense and Federal standardization documents that are 5 years or older to the appropriate Preparing Activities, the DepSOs, and DSPO. The Preparing Activities shall review these lists and take one of the following actions: C5.9.2.1. The overage document list is generated from the ASSIST database. If the information is incorrect, the Preparing Activity shall send a letter, e-mail, or fax to the DoDSSP to make the correction. C5.9.2.2. For Government standardization documents, if the document is technically current and conforms to DSP policies, the Preparing Activity shall issue a validation notice with a copy to the LSA. C5.9.2.3. For NGSs, a validation notice is not required since each NGSB conducts its own overage document review to ensure technical currency. The adopting activity need only ensure there is still a need for the NGS. C5.9.2.4. Establish a standardization project to update the document. C5.9.2.5. Inactivate the document for new design. C5.9.2.6. Cancel the document. C5.9.3. Failure to Take Action on Overage Documents. If a Preparing Activity does not take appropriate action to validate, update, inactivate for new design, or cancel an overage document after 1 year, the LSA may cancel the document, or if another SMA agrees to accept Preparing Activity responsibility, transfer the document. Before taking such unilateral action regarding a document, the LSA shall notify the delinquent Preparing Activity of its intention to cancel or transfer the overage document and shall allow at least 30 days for the Preparing Activity to initiate corrective action. C5.9.4. Revisions. A revision to a standardization document is part of the basic maintenance process. The revision process is the same as the basic document development process discussed throughout this Chapter. The format for revising a standardization document is discussed in the applicable format and content guides shown in table C5.T1, above. A new document shall be prepared, rather than revised, where requirement changes would significantly affect applicability or scope. C5.9.5. Amendments. Amendments make short, simple changes to defense and Federal specifications. No other Government standardization document may be amended. If the number of amendment pages exceeds 25 percent of the basic document page count, the Preparing Activity shall revise the specification. The amendment process is the same as the basic document development process discussed throughout this Chapter. The Federal Standardization Manual and MIL-STD-961 (references (l) and (n)) address amendment format and content for Federal and defense specifications. C5.9.6. Change Notices. Change notices transmit page revisions for defense standards and, handbooks and Federal standards. The change notice process is the same as the basic document development process discussed throughout this Chapter. MIL-STD-962 (reference (o)) addresses the change notice format and content for defense standards, and handbooks. The Federal Standardization Manual (reference (l)) addresses the change notice format and content for Federal standards. C5.9.7. Validation Notices. Validation notices indicate the Preparing Activity has reviewed an active Government standardization document that has not been updated or validated for 5 years and determined that the requirements are current, meet the users' needs, and comply with the policies of the DSP. The Preparing Activity shall not validate any active document that does not meet all of these criteria. The Preparing Activity shall also review inactive for new design documents every 5 years to validate only that there is still a need for the document. The following policies and procedures shall apply for validation notices: C5.9.7.1. The format for validation notices shall be as specified in MIL-STD-961 or MIL-STD-962 (references (n) and (o)). C5.9.7.2. Validation notices shall not make any changes to the basic document other than to update Custodians and Review Activities. Only revisions, amendments, or change notices can be used to make changes. C5.9.7.3. Validation notices do not require project numbers. C5.9.7.4. The Preparing Activity does not have to coordinate a validation notice, but shall provide the LSA with a copy of that notice. C5.9.7.5. Validation notices shall not be issued for NGSs, but every 5 years, the Adopting Activity shall verify that there is still a need. C5.9.8. Inactive for New Design Notices. Documents shall be inactivated for new design if the intent is to use them to support existing equipment. While DoD procuring activities may not require the use of an inactive for new design document in solicitations for new systems or acquisition category (ACAT)-level major modification or upgrade programs, contractors may use these documents as part of their design proposal. When a contractor in response to a solicitation proposes an inactive for new design document, the resultant contract may cite that document. The process for issuing an inactive for new design notice is the same as the basic document development process discussed throughout this Chapter. The format for inactivating a standardization document is discussed in the applicable format and content document shown in table C5.T1, above. If the Government desires to cite an inactive for new design document in a solicitation for a new system, or for an ACAT-level major modification or upgrade program, they must reactivate the document. Recognizing that many of Department of Defense's current systems will remain in the inventory for years to come, it may be necessary to maintain the currency of inactive for new design documents through revisions, amendments, and notices to support or reprocure existing systems. When updating an inactive for new design document, the document shall comply with MIL-STD-961 or MIL-STD-962 (references (n) and (o)), as appropriate. C5.9.9. Cancellation Notice. The Preparing Activity shall issue a cancellation notice when the Department of Defense no longer needs a standardization document for acquisition, reprocurement, or design. Non-DoD organizations may continue to use a canceled document, but DoD program offices and buying commands shall only cite canceled documents if a waiver has been granted following the Components waiver instructions. The format for canceling a standardization document is discussed in the applicable format and content document shown in table C5.T1., above. The process for issuing a cancellation notice is the same as the basic document development process discussed throughout this Chapter, except as follows: C5.9.9.1. There shall be no expedited coordination to cancel a document. The Preparing Activity shall always allow at least 60 days for the LSA, Custodians, Review Activities, industry, and other users to comment on the proposed cancellation of a coordinated document and 30 days for a limited coordinated document. C5.9.9.2. The Preparing Activity should include a statement in the coordination letter that any Custodian or Review Activity that still requires the document should be willing to assume Preparing Activity responsibility. C5.9.9.3. See Appendices 4 and 5 for additional requirements on canceling CIDs and Federal specifications and standards. C5.9.10. Reinstatement Notices. The Preparing Activity, or with its permission another activity, may reinstate a canceled document by issuance of a notice of reinstatement. The cognizant Standardization Executive shall approve the reinstatement of a defense standard. The format for reinstatement notices is discussed in the applicable format and content document shown in table C5.T1., above. The process for issuing a reinstatement notice is the same as the basic document development process discussed throughout this Chapter, except as follows: C5.9.10.1. If a coordinated document is being reinstated without change, the Preparing Activity need only coordinate with the Custodians and Review Activities to determine their interest in the reinstated document. C5.9.10.2. If a limited coordinated document is being reinstated without change, the Preparing Activity need only coordinate with any Review Activities to determine their interest in the reinstated document. If there are no Review Activities, coordination is not required. C5.9.10.3. The Preparing Activity can amend or revise the document concurrent with the reinstatement action, but must follow the procedures for revision, amendments, or change notices, as applicable. C5.9.10.4. Do not reinstate canceled interim documents. C6. CHAPTER 6 U.S. PARTICIPATION IN THE DEVELOPMENT AND RATIFICATION OF INTERNATIONAL STANDARDIZATION AGREEMENTS INTENDED FOR USE IN DEFENSE ACQUISITIONS C6.1. GENERAL These policies and procedures establish the criteria for U.S. participation in the development, ratification, and implementation of international standardization agreements (ISAs) promulgated by international treaty organizations, which are used by the acquisition workforce in the acquisition process (herein referred to as "intended for use in acquisitions"). Such ISAs are usually implemented through incorporation into defense or Federal standards or specifications, but may be self-implementing and can be cited directly in solicitations, contracts, or other acquisition documents. C6.2. RESPONSIBILITIES C6.2.1. Standardization Executives. The cognizant Standardization Executive shall develop procedures for participation in the development and ratification of ISAs intended for use in acquisitions for his or her Military Department or Defense Agency. Cognizant means the Military Department or Defense Agency in which the National Delegate to a Committee is located. The Defense Standardization Executive shall be the cognizant Standards Executive for the Office of the Secretary of Defense and for Defense Agencies that do not have Standardization Executives. C6.2.2. Departmental Standardization Office (DepSO). The DepSOs shall coordinate the day-to-day actions on behalf of their Standardization Executive. C6.2.3. National Delegates. The National Delegates shall consult with the cognizant Standardization Executive through the Military Department or Defense Agency chain-of-command on issues such as whether the United States should participate in specific ISA working parties, should ratify specific ISAs, or should express reservations to specific ISAs for all ISAs intended for use in acquisitions. C6.2.4. Office of Primary Responsibility (OPR). The OPRs shall: C6.2.4.1. Consult with National Delegates on issues needing coordination with the Standardization Executive, such as whether the Committee should approve an ISA, the United States should state a reservation to an ISA, or whether the United States should ratify a particular ISA. C6.2.4.2. Coordinate any proposed changes to implementing documents or withdrawals of ratification with the International Standardization Offices of the Military Departments and Defense Agencies. C6.2.4.3. Ensure that all ratified ISAs intended for use in acquisitions are implemented, that the Preparing Activity of the U.S. implementing document is notified of any changes to the ISA, and that the ratified ISA is indexed according to the procedures herein. C6.2.5. International Standardization Offices. International Standardization Offices shall: C6.2.5.1. Consult with the Standardization Executive and the National Delegate on the participation, ratification, and implementation of ISAs intended for use in acquisitions within its Military Department or Defense Agency. C6.2.5.2. Coordinate any proposed changes to implementing documents or withdrawals of ratification with the International Standardization Offices of the other Military Departments and Defense Agencies. C6.2.6. Preparing Activities. Preparing Activities shall: C6.2.6.1. Develop and maintain specifications and standards to implement ISAs, where required. C6.2.6.2. Notify and coordinate with the cognizant OPR any proposed changes or cancellations to the U.S. implementing document for an ISA. C6.3. PARTICIPATION C6.3.1. Policy for ISAs Intended to be used in Acquisitions. The United States will only participate in the development and ratification of ISAs that will improve the effectiveness of the multinational forces when operating together, or ensure compatibility, interoperability, interchangeability, or commonality, for U.S.-supplied materiel, and do not conflict with the tenets of acquisition reform. C6.3.2. Responsibility. The Standardization Executive is responsible for coordinating participation on assigned Committees and on Working Parties for ISAs intended for use in acquisitions. Participants at all levels are responsible for identifying and taking action to develop coordinated U.S. positions on issues of importance, and for reporting appropriate activity up the participation chain-of-command. C6.3.3. Procedure. The National Delegate to a Committee shall apprise the cognizant Standardization Executive when the Committee is working on ISAs intended for use in acquisition. Normally, a National Delegate works through the chain-of-command to ensure the cognizant OPR and International Standardization Office personnel provide the appropriate level of support to the Committee's ISA activities. The National Delegate must coordinate the proposed ISA in accordance with procedures of the Military Department or Defense Agency to ensure that it is technically correct and adequate, that it is consistent with U.S. laws and policies, and that it meets identified needs of the U.S. Military. The OPR, in consultation with its International Standardization Office, will work with the International Standardization Offices in the other Military Departments and Defense Agencies to identify appropriate personnel to assist in the development process. C6.4. RATIFICATION C6.4.1. Policy. The United States will generally ratify ISAs that meet identified needs of the U.S. Military. Ratification should only be approved if the procedures of the Military Department or Defense Agency established in accordance with section C6.3., above, have been successfully completed, and if all interested and affected International Standardization Offices have had the opportunity to participate in final review of the document. The cognizant Standardization Executive should approve ratification only if the proposed ISA: C6.4.1.1. Does not conflict with DoD acquisition reform initiatives; C6.4.1.2. Has substance and is technically correct and adequate to meet the U.S. Department of Defense's needs; C6.4.1.3. Will not adversely affect the performance, quality, cost, or reliability of U.S. materiel; C6.4.1.4. Will be consistent with existing DoD standardization documents; C6.4.1.5. Will not require extensive reservations; C6.4.1.6. Will not conflict with U.S. Military or civilian laws or practices, or with other ratified standardization agreements; and C6.4.1.7. Is accompanied by a viable implementation plan. C6.4.2. Responsibility. The cognizant Standardization Executive must concur during the coordination process before an ISA intended for use in acquisitions can be ratified. The Standardization Executive will make determinations as to whether to concur based on the National Delegate's recommendation and the preceding guidelines. The Military Departments and Defense Agencies shall designate the ratifying officials. C6.4.3. Procedure. The National Delegate, in consultation with the OPR, and in accordance with the coordination procedures of the Military Department or Defense Agency, shall provide to the cognizant Standardization Executive recommendations on whether or not the United States should ratify ISAs intended for use in acquisitions, with or without reservations. The recommendation should include a copy of the ISA, a discussion of the pertinent issues, and the proposed implementation plan for the ISA. The Standardization Executive shall notify the National Delegate as to concurrence or reasons for non-concurrence. The ratifying official shall stipulate in the "ratification document" the form that implementation will take (e.g., "MIL-PRF-xxx will be modified to..." or "Buying Activity Z's standard operating procedure will be revised to always cite STANAG xyz in solicitations for ..."). C6.5. ISA IMPLEMENTATION C6.5.1. Policy. All ratified ISAs must either be self-implementing (i.e., can be directly cited in solicitations and contracts) or have a U.S. implementing document. C6.5.2. Responsibility. The OPR, in consultation with the National Delegate, shall determine whether the ISA appears to be self-implementing. The OPR shall consult with the National Delegate to recommend to the cognizant Standardization Executive the appropriate method of implementation and the implementation date. C6.5.3. Procedure. Based on the decision of the appropriate method of implementation, the OPR shall take appropriate action, as follows: C6.5.3.1. If the ISA is self-implementing, no implementing document shall be developed. C6.5.3.2. If the ISA is not self-implementing and there is no existing implementing document, the OPR shall contact its DepSO. The implementing document may be a defense specification or standard, a Federal specification or standard, or a non-Government standard. C6.5.3.3. If the OPR determines that an implementing document already exists, the OPR shall contact the Preparing Activity of the implementing document to determine needed changes to address the provisions of the ISA, and to ensure that the implementing document makes appropriate reference to the ISA. C6.5.3.4. The Preparing Activity of an implementing document shall record the International Standardization Offices from all interested Military Departments and Defense Agencies as Review Activities in the implementing document. C6.6. CANCELLATION OF AN IMPLEMENTING DOCUMENT C6.6.1. Policy. A defense or Federal specification or standard that implements an ISA may not be canceled without ensuring that appropriate consideration is given to its effect on the ISA. C6.6.2. Responsibility. The Preparing Activity for a document that cites an ISA is responsible for informing the OPR of a proposed cancellation. The Standardization Executive, in consultation with the OPR, the National Delegate, and the International Standardization Office, is responsible for determining the appropriate response to the proposed cancellation. C6.6.3. Procedure. If a defense or Federal specification or standard that implements an ISA is proposed for cancellation, the Preparing Activity shall review it for ISA implementation requirements prior to cancellation. If the document is found to contain a citation of a current agreement, the Preparing Activity, in consultation with the OPR, the National Delegate, the interested International Standardization Offices, and the cognizant Standardization Executive, shall determine an appropriate course of action, as follows: C6.6.3.1. If the ISA can be a stand-alone document and an implementing document is unnecessary, proceed with canceling the implementing document. C6.6.3.2. If the ISA and the implementing document are determined no longer to be necessary, the Preparing Activity shall seek and obtain concurrence of the cognizant Standardization Executive before proceeding with the cancellation of the document and taking action to withdraw U.S. ratification of the ISA. C6.6.3.3. If the ISA is still needed, it is not self-implementing, and retaining the implementing document is undesirable, then the Preparing Activity and the OPR shall incorporate the appropriate provisions of the ISA in another document. C6.6.3.4. If the ISA is still needed to meet U.S. needs, and it is not self-implementing, then the implementing document may need to be retained. C6.7. WITHDRAWAL OF ISA RATIFICATION C6.7.1. Policy. The United States should withdraw ratification of an ISA that conflicts with U.S. law, DoD policy, other essential DoD standardization documents, or other ISAs; fails to meet DoD needs; is superfluous, redundant, or obsolete; or inhibits development or application of new technologies. C6.7.2. Responsibility. The Standardization Executive shall have the responsibility to initiate action to withdraw ratification for ISAs intended for use in acquisitions originating from Committees for which his or her Military Service or Defense Agency has the National Delegate responsibility. The cognizant ratifying official shall have the authority to withdraw ratification for ISAs intended for use in acquisitions. C6.7.3. Procedure. To withdraw ratification of an ISA intended for use in acquisitions, the OPR shall coordinate the proposed withdrawal within its own Military Department or Defense Agency, and with the International Standardization Offices of the other Military Departments and Defense Agencies. Upon agreement that ratification should be withdrawn, the cognizant National Delegate shall send notification to the International Treaty Organization stating that the United States withdraws its ratification of the ISA and the effective date of the withdrawal. The National Delegate shall take appropriate action to ensure the international organization has acknowledged the withdrawal of U.S. ratification. C6.8. PERIODIC REVIEW C6.8.1. Policy. The OPR, in consultation with the National Delegate, shall review ISAs intended for use in acquisition for which they have responsibility at least every 5 years to determine whether they are still needed, and if so, whether they are current. C6.8.2. Responsibility. The National Delegate is responsible for ensuring that the OPR initiates the periodic review and takes appropriate actions resulting from the review. C6.8.3. Procedure. If the periodic review of an ISA shows that action is needed either to update an ISA or to withdraw ratification, the OPR shall initiate the appropriate action. If the ISA is in need of revision, the National Delegate shall propose changes to the Committee. If withdrawal is recommended, the procedures described in section C6.7. shall be followed. C6.9. INDEXING AND DISTRIBUTION The DoD Single Stock Point (DoDSSP) shall be responsible for indexing and distributing all U.S.-ratified ISAs, whether they are materiel, operational, doctrine, or administrative. The National Delegate shall ensure that the OPR forwards the U.S.-ratified ISA to the DoDSSP, 700 Robbins Avenue, Building 4D, Philadelphia, PA 19111-5094, for indexing. This shall be accomplished by sending a camera-ready copy, or electronic version, of the ISA to the DoDSSP. The DoDSSP shall be responsible for maintaining adequate controls on distribution of ISAs, and shall produce and distribute copies of ISAs on an "as requested" basis. AP1. APPENDIX 1 DEFINITIONS AP1.1.1. Acquisition Streamlining and Standardization Information System (ASSIST). The official database containing information about standardization documents used in the Department of Defense. ASSIST also provides electronic access to Government standardization documents over the Internet. AP1.1.2. Activity. One of the organizational elements of the Military Departments, Defense Agencies, or civilian agencies. AP1.1.3. Adopted Non-Government Standard. A non-Government standard that has been accepted for use by the Department of Defense and is identified as adopted in the ASSIST database. AP1.1.4. Adopting Activity. The activity responsible for the adoption of a non-Government standard. AP1.1.5. Agent. An activity that acts for, and by authority of, the Preparing Activity or Adopting Activity in the preparation of standardization documents, item reduction studies, engineering practice studies, and the administration of QPLs and QMLs. The Preparing Activity retains responsibility and approval authority for the work accomplished. AP1.1.6. Applicant. The manufacturer or distributor making application for qualification of a product. AP1.1.7. Civilian Agency. A Federal Agency other than the Department of Defense. AP1.1.8. Commercial Item Description (CID). An indexed, simplified product description managed by the General Services Administration that describes, by functional or performance characteristics, the available, acceptable commercial products that will satisfy the Government's needs. AP1.1.9. Commercial Product. An item of a type customarily used for non-Government purposes and that has been sold or offered for sale to the general public or industry. Commercial products include items that contain minor modifications to satisfy DoD requirements that do not significantly alter the non-Governmental function or essential physical characteristics of the item. They include items which, because of technological or performance advances, will be available in the commercial marketplace. AP1.1.10. Committee. A generic term for a body formally established by NATO, the Australian British Canadian and American Armies, the Air Standards Coordinating Committee, or other multi-national treaty standardization organization to develop ISAs in a defined area of responsibility, and direct and monitor development of appropriate ISAs by its subordinate groups or Working Parties. NATO Military Agency for Standardization (MAS) and NATO Conference of National Armament Directors (CNAD) groups are examples of Committees. AP1.1.11. Commonality. A quality which applies to materiel or systems possessing like and interchangeable characteristics enabling each to be used, operated, or maintained by personnel without additional specialized training. The term also applies to consumable items that are interchangeable without adjustment. AP1.1.12. Compatibility. The ability of two or more items or systems to exist or function as elements of a larger system without mutual interference. AP1.1.13. Consolidated Comments. Comments submitted by a Custodian that reflect a Department or an Agency position. The process of consolidation involves resolving comments so that there is a single position. AP1.1.14. Coordinated Standardization Documents. Documents issued to cover items or services required by more than one Military Department, Defense Agency, or civilian agency and which are coordinated with various activities of the interested Departments and Agencies. AP1.1.15. Coordination. The process of having standardization documents reviewed and commented on by Government and private sector organizations. AP1.1.16. Custodian. The activity responsible for resolving and consolidating coordination comments for standardization documents or studies in its Department or Agency, and submitting those comments to the Preparing Activity. AP1.1.17. Data Item Description (DID). A completed form that defines the data required of a contractor. DIDs specifically define the data content, preparation instructions, format, and intended use. MIL-STD-963 (reference (q)) covers the content and format for DIDs. AP1.1.18. Defense Handbook. A guidance document containing standard procedural, technical, engineering, or design information about the materiel, processes, practices, and methods covered by the DSP. MIL-STD-962 (reference (o)) covers the content and format for defense handbooks. AP1.1.19. Defense Specification. A document that describes the essential technical requirements for purchased materiel that is military unique or substantially modified commercial items. MIL-STD-961 (reference (n)) covers the content and format for defense specifications. AP1.1.20. Defense Standard. A document that establishes uniform engineering and technical requirements for military-unique or substantially modified commercial processes, procedures, practices, and methods. There are five types of defense standards: interface standards, design criteria standards, manufacturing process standards, standard practices, and test method standards. Reference (o)covers the content and format for defense standards. AP1.1.21. Defense Standardization Council. A Council composed of executive-level representatives from the Military Departments and the Defense Agencies, chaired by the Defense Standardization Executive. The Council provides senior management oversight and direction for implementing the DSP and acquisition reform initiatives related to specifications and standards. AP1.1.22. Defense Standardization Executive. The chairperson of the Defense Standardization Council. AP1.1.23. Department of Defense Index of Specifications and Standards (DoDISS) (reference (t)). A publication that lists defense and Federal specifications and standards, guide specifications, and defense handbooks, CIDs, adopted NGSs, and other related standardization documents used by the Department of Defense. The DoDISS is a printed subset of information from the ASSIST database. AP1.1.24. Departmental Standardization Office (DepSO). A top-level office in each Military Department or Defense Agency responsible for managing the Defense Standardization Program and ensuring that its Lead Standardization Activities and Standardization Management Activities properly implement the policies, procedures, and goals of the DSP. AP1.1.25. Design Criteria Standard. A standard that establishes military-unique design or functional criteria that must be adhered to in the development or upgrade of systems, subsystems, equipment, assemblies, components, items, or parts. AP1.1.26. Detail Specification. A specification that specifies design requirements, such as materials to be used, how a requirement is to be achieved, or how an item is to be fabricated or constructed. A specification that contains both performance and detail requirements is still considered a detail specification. AP1.1.27. Distributor. Anyone authorized by the manufacturer to distribute the manufacturer's product. This also includes the distributor authorized by the manufacturer to rebrand and distribute the manufacturer's rebranded product under the distributor's own brand. AP1.1.28. Document Management Activity (DMA). A DoD activity authorized by its DepSO to manage and coordinate standardization efforts to ensure the optimal degree of standardization in their activity and to prepare, adopt, coordinate, and review standardization documents. AP1.1.29. Engineering Practice Study. An engineering analysis conducted for standardizing practices, such as drafting procedures and methods; codes; engineering terms and terminology; dimensional and functional interchangeability; and basic characteristics of equipment and materials. AP1.1.30. Essential Comment. A coordination comment covering requirements or provisions of such importance to the mission of the commenting activity that it must be accepted or reconciled. AP1.1.31. Federal Specification. A specification issued or controlled by the General Services Administration for commercial or modified commercial products, which contains requirements or tests too extensive to be suitable for a CID. AP1.1.32. Federal Standard. A standard issued or controlled by the General Services Administration that is mandatory for use by all Federal Agencies. AP1.1.33. Federal Supply Class (FSC). A four-digit coding structure used to group products into logical families for supply management purposes. As used in the standardization program, the four-digit code is used to group standardization documents associated with products into logical families for sta