MIL-HDBK-245 Preparation Of Statement Of Work SowThis handbook applies to the preparation of Statements of Work SOWs for projects and programs that have deliverables and /or services performed. It is written to implement the acquisition policies established in DODD 5000.1. It covers the preparation of SOWs which correlate to the acquisition such as DoDI 5000.2. This handbook is for SOWs in DoD solicitations and contracts and covers work requirements , in conjunction with applicable performance/design requirements contained in specifications, but also data deliverables contained in Contract Data Requirements Lists CDRLs. The Federal Acquisition Regulations FAR and Defense Federal Acquisition Regulation Supplements DFARS discuss the essentiality of the SOW for sound contracting. Ab offeror submits a proposal based on his perception of the Governments needs as defined in the RFP.

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MIL-HDBK-245D

FIGURE 4. Sample Table of Contents.

3.6.7  Language Style.  SOW requirements should be written in language understandable to all potential program participants.  Requirements should be stated explicitly in a topical, logical, chronological, or similarly structured order, avoiding words which allow for multiple interpretations.  Use technical language sparingly with simple wording predominating in concise sentences.  Use "shall" whenever a provision is mandatory.  "Will" expresses a declaration of purpose or intent; for example, "The Government will review all recommendations and provide direction within thirty calendar days".  Use active rather than passive voice; for example, "The contractor shall establish a program", not "A program shall be established by the contractor."

Spell out acronyms and abbreviations the first time and put the abbreviated version in parentheses after the spelled-out phrases.  This will define them for each subsequent use. Acronyms and abbreviations may be defined in a glossary.  Many of the common acronyms used are found in Appendix A.

Use verbs that identify work and performance task requirements (See Appendix B) and answer the explicit question:  "What are the work requirements?"  When selecting the appropriate work word which properly expresses the degree of contractor involvement, the SOW writer must explicitly define the total nature of the work requirement.

Avoid using "Any," "Either," "And/Or,"  as these words imply that the contractor can make a choice which may not support the intent of the SOW.  Do not use pronouns.  Repeat the noun to avoid any misinterpretation. Terminology should be consistent throughout the SOW.  When referring to a specific item, use the same phrase or word, particularly when referring to technical terms and items.  Where words can be spelled in several different ways, employ the most

common spelling.  Make every effort to avoid ambiguity.  A list of ambiguous phrases is provided in Appendix C.

3.7  Data Management.  As the contractor performs and completes the SOW tasks, data may be developed.  Submissions of this data are generally expensive. Proper tailoring and scheduling of data submission items requires particular attention by the SOW preparers.  Data costs can be minimized by selectively eliminating unnecessary reports and requiring appropriately phased submissions.  A review of anticipated data requirements should therefore include definition of a time line defined for data submission.  The contractor's format may be the acceptable form for submission of data products.  The SOW preparer should make every effort to ensure that the CDRLs and DIDs reflect the anticipated need for data and to ascertain whether the specific data required will in fact be generated and available prior to the proposed delivery date stated on the proposed CDRL.

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