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

d.  As applicable/As necessary.  If the Government does not know what is necessary or applicable, it must not leave to the contractor the responsibility for determining the minimal needs of the contract.  The SOW should forthrightly state the requirements so that the contractor can comply with the requirement using his best efforts and expertise to accomplish the tasks.

e.  As directed.  This condition, as a part of a work task in a SOW, connotes a personal services situation in which the contractor is placed under direct supervision.  "When directed" may be used in conjunction with a task order contract to indicate that specific tasks may be initiated at various times during the period of contracted performance.

f.  Including but not limited to.  This term is generally inserted when the drafter is unsure of requirement or criteria.  However, it creates an unspecific requirement which creates ambiguity.  Only list known requirements.

g.  Etc.  This word also introduces potentially more unidentified ambiguous requirements.

4.2.3  Word Usage.  Another area of concern in establishing the SOW for non-personal services is the overuse of the words and phrases "support" and "engineering and technical services".

a.  Support is an ambiguous term.  Specify the specific type of support needed.

b.  The terms "engineering and technical services" encompass a broad area of expertise.

The SOW must state the minimal needs, even if it means broadening the work limitations to cover anticipated work tasks.  For clarification, the SOW may include some examples of typical work

to be done.

c.  Perhaps one of the most vexing problems in contracting is the problem of loopholes. Contractors and inspectors go by the letter of the contract SOW.  In one instance, an engineer intended to have a damaged roof edge repaired and repainted.  He wrote "match existing," but did not specify "repaint."  The contractors who did the work matched the existing metal flashing strip but refused to paint the new flashing.  The inspector could only agree with the contractor, since the engineer had not adequately described what was intended.  The writer and reviewers at all levels of review have a responsibility to ensure that loopholes do not exist in the final SOW.

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