PREPARATION OF A DD/S&T R&D PROJECT OFFICER'S MANUAL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70B00501R000100060030-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: May 29, 2001
• Sequence Number: 30
• Publication Date: April 27, 1966
• Content Type: MF

Approved For Release 2001/07/26 : CIA-RDP70B00501R000100060030-6
2? April 1966
MEMORANDUM `OR: Executive Officer, Dl?/S&T
SUBJECT Preparation of a DD/S&T R&D Project
Officer's Manual
The scope of Dl7/S4T contractual actions and the number of
people involved have reached the point where specific and uniform
guidance is needed for the Project Officers who are responsible for
the conduct of R&D contracts. This manual should include material
an the following items:
eluiremeents for R&D
This section should spell out the guidance which is available to
Project Officers on the needs for R&D, both as expressed by various
customers and as developed within the Directorate. The relatiion
ship of requirements to the R&D planning cycle should be explained.
Specific instructions should be given as to the level at which an
authoritative statement of a requirement can be obtained.
Reiationsk4 sr and Cordacts
The rules involved in intra-Agcy, Inter-Agency, and industrial
contact with regard to obtaining technical information and investigating
the availability of assistance or participation on the part of any other
organizations in the conduct of R&D should be clearly stated. The
limitations oa cor tact, what constitutes legitimate requests, and the
borders between these items and explicit or implicit requests for
proposal, should be clearly derlineat od.
Basic Proposal Content
Instruction to the Project Officers on what constitutes miniraurxn
content for &a acceptable proposal wvaether solicited or unsolicited
i E.'Wl v from aura c
Approved For Release 2001/07/26: CIA-R42:101 R00010006003d 6 s ' ?,~
 Approved For Release 2001/07/26 : CIA-RDP70B00501 R000100060030-6
Page 2
is required. It is anticipated that ham outs for use with industrial
organizations may be developed to clarify this section further.
This section should also spell out the relationship of the proposal
to the type of information which the Project Officer will be expected
to provide in having a contract negotiated. It may also contain
cautionary advice against having the proposal disclose any past.
present, or anticipated operational activities. and similar sensitive
information.
Contract Processi r
This will be a very important part of the Handbook for
the Project Officer. It should stress avoidance of favoritism,
the use of the Office of Logistics and technical officers in
determining passible sources for the contracts, the criteria
for making a sole source selection versa* a competitive bid.
etc.
Ii.uest for Prup9sel
Guidelines for the content of regmast for proposals as
well as guidelines for the personal conduct of the Project
Officers should be spelled out in this important section. The
legal ramifications of briefing and deabriefb g should be cited.
An explanation of the cost of proposals to industrial arganisa-
tioni and the allowance of costs for these proposals should be
provided.
This section should spell out acceptable evaluation pro-
cedures for DDI$&T, including the selection of Office of
Logistics personnel, consultants. or people from other offices
of the Directorate, or other Directorates to participate in
valuation. Th,3 requirement for setting up the weighting
factors to be used in proposal evalwation in advance of evaius
& Ad the required documentation should be described.
Approved For Release 2001/07/26 : ClP I ' 00501R000100060030-6
 Approved ForBelease 2001/07/26 : CIA-RDP7030O5OtF;:000100060030-6
Approval Request
This should be cornsistent with DD/S&T letter 1591-66 of
March 1966.
Relations with the Office of .La afire
This section should detail the relative roles of the Proje
Officer and the representatives of the Office of Logistics in
selecting contractors in requesting AFP's, in the negotiation
of contracts, and in other related areas.
Contract 1'fegotiatima
bfi.~.~?b P
Basic Content
This section sho3ald provide guidance as to the minimum
content which is acceptable in a contract, it should include all.
of the DI/S&T "boilerplate" items as well as the reasons for
these items.
l articipattioons
This section should wcplain the prerogatives, the re-
sponsibilitiies, and the authorities of the Project Officer what-
working with the Office of Logistics in the negotiation of a
contract.
Contract Monitoring
w-.l fll MM..11 b ?M
The responsibUities, duties, and authorities of the Project
Monitor should be specifically defined for various types of contracts.
A discussion of the ramifications of change of scope, or modification
of contract should be included here along with the procedures for
these modifications made. Particular emphasis should be
given to the matter of overruns. This should define the Agency's
position with regard to overruns and a discussion of the actions of
the Project Officer which may contrikLte to overruns. The ADP
procedures which apply to contract monitoring should be described.
Approved For Release 2001/07/26 : CIA-RDP70BOO501 R0001 00060030-6
 Approved For Release 2001/07/26 : CIA-RDP70B00501R000100060030-6
Page 4
Contract of Perf?rrnance valuation
This section slwould establish formal procedures for the uniZcrxn
evaluation of all caiitractors by the Project Officer.
$;erts or Deliverable Items
The duties and responsibilities of the Project Officer for
inspecting and certifying that material produced under contract
is acceptable shouk! be clearly defined. Methods by which the
Project Officer may Obtairn assistance in the form of consultants,
design review boars, etc., if needed, should be discussed.
Administration
The ADP Contract Form
This section should explain the use o the form and
include definitions for the various terms that may be used
therein, such as applied research, advaaced development,
and the breakdown of technical areas such as optics, electronics,
etc.
Contract piles
This Section should describe how uniform files will be
maintained, the required content e.f these files, how they are
closed out, etc.
The procedures and uses of both personal cover and Agency
cover as it may be t4valve in contractual work should be defined.
Guidance as to ;'hen cover should be used, sad on what kind of
contracts, should be given.
of Ynterest
I anticipate that every new Project Officer would certify that
ad read and und,>'-rstood this manual prior to being designated
Approved For Release 2001/07/26 : CIA' t 1& 00501 R000100060030-6
 Approved For-Release 2001/07/26 : CIA-RDP70B00501R000100060030-6
Page 5
as a Project Officer, and that all Project tfficess would be requite
a recertify on an annual basis in order to insure that the DDIS&T
eduree and contract administration remain current and uniform.
I would like very much to have this manual available to the
Project Monitors by I June 196+6 together with whatever sections
may be available ant complete at that time.
cc: DDJS&T
Approved For Release 2001/07/26 : CIA-Rl3l '0 00501 R000100060030-6