GUIDANCE
Procurement Toolbox (Added 03/2001)

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Procurement Specification

Guidelines/Template

Title Page: This names the element to be purchased. It is a system only if it includes all pieces needed to deliver the function from end to end. If there is infrastructure that connects the pieces to be purchased it is not a system and must be specified at the level of the pieces expected to be delivered by the contractor. This page includes, in the upper right-hand corner, the document number, the original release date, the revision letter and the revision date. All pages in the document are to include this same item in the top right hand corner. The FAA logo is located in the center of the page. If the program also has a logo it may share the center of the page or go below the FAA logo. The title of the item that is being specified is located above the FAA logo. The format is "Procurement Specification for XXXXXXX". Below the logo is the name of the office of primary responsibility. The logo is followed by "Prepared by: (typed name) – (signed name); Approved by: (typed name) – (signed name). At the center of the bottom of the page enter:

Federal Aviation Administration

800 Independence Avenue, SW

Washington, DC 20591

For procurements from offices located at other sites use the appropriate address.

Change Record: This sheet includes the following columns in landscape format: Change Letter, description of change (including section number if a small change), date, changed by (include office symbol), approved by (include office symbol).

Table of Contents: The format is Section, title, and page numbers. After the complete listing of the document tables are then listed and then figures are listed. Table numbers and figure numbers follow the paragraph numbers from which they are first referenced. On any paragraph that is not used for this specification include the paragraph number and title but after the title state "Not Applicable".

1.0 SCOPE: All major paragraph headings (1.0, 2.0, 3.0 etc.) are in larger font and in all CAPS. This paragraph has no content it is title only. Content is located in the paragraphs below.

1.1 Scope: The title for this paragraph and all paragraphs at lower levels are underlined. Format for this paragraph is as follows: This specification establishes the performance, design and verification requirements for the XXXXXXX. Include a definition of any item that is being definitely omitted from this specification and may be thought to be included.

1.2 Overview and Definitions: This section defines the product to be delivered and the operational setting within the NAS. It also includes definitions of terms that will be used. This paragraph can also be used to distinguish between 2 or more configurations of the deliverable item. Typical format for the initial object is as follows: The XXXXXX element will be used in conjunction with YYYYYYY system components to provide ZZZZZZ for the National Airspace System (NAS).

2.0 Applicable Documents: The format for this section is as follows; The following documents of the exact issue shown form a part of this specification to the extent specified herein. In the event of a conflict between the document referenced herein and the contents of this specification, the contents of this specification shall be considered the superseding requirement. This section includes "ONLY" documents that are used for reference within the body of the specification. When documents references are made in the body they must be made to the specific section of interest. Any tailoring of that section is recommended must be documented in the paragraph where the document is referenced. It is recommended that, unless it is totally unreasonable, the requirement be stated in the paragraph, even if the text of the reference is not modified, and the reference is avoided. In this listing include the document number, the reference document change letter and date of that document, and the paragraph(s) in which the document is referenced.

2.1 FAA Documents:

2.2 Non-FAA Government Documents: – Documents such as military standards.

2.3 Non-Government Documents: – Documents such as industry standards.

3.0 Requirements: – The format for this paragraph is as follows; Except where specifically noted, the XXXXXX shall meet the requirements stipulated herein while operating over the full range of the operating environment in all states and modes specified over the entire life of the element.

3.1 System (Item) Definition: Generally title only. If more definition of the element beyond the overview is needed it can be stated here. These paragraphs are "will" statements.

3.1.1 Functional Layouts: The format for this section is as follows: Figure 3.1.1 (if more than one figure is needed use "a, b, c etc" after the 3.1.1 figure number) provides a functional block diagram of the XXXXXX, its x major components and external interfacing items. This functional layout/schematic needs to show the major components if used in 3.1.3 below. Must be functional in nature. Provide only the details necessary. Do not direct a solution with the figure. The figure can mature with the specification.

3.1.2 Interfaces: The format for this section is as follows: The XXXXXX has functional and physical interfaces with the items listed below: List the items with which the element will interface and the exact characteristic of the interface. As an example the XXXXXX will receive AC power at pins X and Y at 60 plus or minus 10 hz and 110 to 129 volts etc. These interfacing items should appear on the figure 3.1.1. Only identify the inputs to XXXXXX in this section. The outputs from XXXXXX are defined in performance in 3.2 below. The details listed here must match the Interface Requirements Document and Interface Control Document for the program. Provide a matrix here in table 3.1.2 that shows the XXXXXX paragraph and the item in the interface and the IRD/ICD being satisfied. If the failure mode of the interface is unique then it must be defined. There may be different interface figures for different states and modes. Break this into 2 major subheadings (external and internal) if major components are defined in 3.1.3.

3.1.3 Major Components: Provide a name list of the major components of XXXXXX if these exist. This section should only exist if it is in our best interest and technically justifiable to dictate the architecture at the next level. If FAA supplied equipment is used in XXXXXX this section must be used and call out the FAA supplied equipment as a major component. The items listed herein must align with those listed in 3.7. If a COTS item is used in XXXXXX it must also be considered a major component unless it is a thing like a resistor or nut or screw. There must be enough items in this list such that XXXXXX is totally defined by the items on the list. If this section is used then internal interfaces must be defined.

3.1.4 FAA/Government Furnished Equipment: List all equipment supplied to the contractor producing the item in this specification that will be included as a part of that end item. The detailed characteristics of these items must be included in the interface definitions in 3.1.2

3.1.5 States and Modes: The only states or modes which must be listed are those that impact/change the requirements expected from the product to be delivered. Each state and mode must be defined as to when that state or mode stops and starts. All modes must be identified as to which state it occurs in unless there is only one state. This section defines how XXXXXX will recognize a state or mod, such as power applied to a given pin. If there are other procurement specifications on a single program they must use a common definition for a state or a mode. This should define the relation to any higher-level state or mode. States are those conditions that the system in which XXXXXX resides may create. As an example a site in which XXXXXX resides may be in a dormant state and this may change the requirements expected from XXXXXX. The change in requirements must be documented in this section or in the following sections. A mode is a selected condition for XXXXXX, which changes the requirements on the product. As an example XXXXXX may be placed in the "low Power" mode which may change the performance delivered. States and modes must also contain the duty cycle and timelines for system or equipment operation. These must include maintenance, training and operational testing activities. It will also include anything like a mission profile. This section will include details about the element life ( life time in modes and states, shelf life, operating life). This section includes the number of changes of modes and states as well as the time between changes.

3.2 Performance: All paragraphs in this section "MUST" start "The XXXXXX shall . . .". No requirement should appear in more that one location. If states and modes are used then a performance matrix should be included here that state; "The requirements herein shall apply to states and modes as listed in Table 3.2. Those requirements not listed apply during all states and modes."

3.2.1 Operational Performance: All requirements in this section "MUST" be measurable, verifiable, listed in a singular statement (there are no compound requirements), positive, traceable, without the use of adjectives or adverbs, not a specific solution). Avoid the terms "be designed to", maximize, minimize or optimize. This section defines "ALL" the operating performance that is needed from the product. Each requirement will state interdependency with a state or a mode if interdependency exists, if not stated it is assumed that the requirement must be met during all states and modes. This section includes the derived requirements that are necessary to satisfy top level safety, human factors and security requirements that don’t fall into categories of physical, reliability/availability and maintainability listed below. Include noise requirements here and specify the relative location of measurement. These may include attenuation requirements for other items physically located nearby. This section will include levels of transients, memory requirements, timing consumption requirements. This section will contain the requirements for element life, which will factor in the life definitions from 3.1.

3.2.2 Physical: This paragraph defines all physical limitations placed on the delivered product. The limitations include such things as weight, physical dimensions, mass property, material usage/compatibility, handle or other item locations, color, unit production cost, etc.

3.2.3 Reliability/Availability: Availability of the performance items listed in 3.2.1 is the primary driver in this area. Availability of specific elements of that performance may force out requirements in the predominant mode of failure. Safety analysis is also used in the development of availability requirements and the higher level availability may impact the quantity of this element procured. Reliability values required directly reflect the availability requirements and the "time to repair". This will also be impacted by operational cost budgets as well as cost to repair or replace. The terms "mean time to failure", "mean time to removal", "mean time to unnecessary removal", "mean time to remove and replace", etc. may all surface in this section. Item, wire or component isolation requirements show up in this section. This section also states the requirements as to the minimum acceptable percentage of proper failure indications.

3.2.4 Maintainability: This section defines allowable maintenance actions. It defines people and skill level limitations. It defines the limitations on preventive/scheduled maintenance frequency and access time. It defines maintenance cost per operating or life hour. It defines the variety and types of support equipment. It defines the maximum down times. It defines the maintenance type man -hours per specific type of maintenance. Derived requirements from this and the reliability/availability requirements are the fault isolation time and success rate requirements. Built-in-Test (BIT) should not be a requirement. If BIT is used or could be a potential solution then in this section add the requirements for types of actions, indications and direction. This section includes testing access and type limitations as well as tool use limitations. This section specifies the requirements related to the type of maintenance to be performed. As will be stated in 3.2.5 all the requirements listed in this section must be satisfied under all the weather conditions listed in 3.2.5 below.

3.2.5 Environments Typically this is title only.

3.2.5.1 Natural Environments The format for this section is as follows: The XXXXXX shall meet the requirements specified in 3.2 and 3.3 herein after exposure to the non-operating natural environments and during and after exposure to the operating natural environments. This section applies only to items exposed to the natural environments during some phase of the program life. In most cases all items must survive the non-operating environment as a result of shipping or storage. Locating the items within some type of enclosure (a building, etc.) may mitigate the operating environment. In the case that the environment is mitigated it will be found in the induced environment section. Proper selection of the environment listed herein will provide a cost-effective solution. Based on availability requirements, item costs, safety implications, redundancy of function and other solution characteristics determine the environment to be used.

3.2.5.1.1 Operating: The format for this section is as follows: The applicability of combined Natural operating environments is specified in table 3.2.5.1.1. Selecting only those environments that can physically exist in nature must be done to avoid unnecessary product cost.

3.2.5.1.1.1 Ambient Pressure:

3.2.5.1.1.2 Ambient Air Temperature: In this area always consider duration of exposure and the thermal mass of the element exposed to the temperature. Always provide a short duration maximum and minimum but in the case of a product with high thermal mass develop realistic exposure profiles which will provide realistic product cost.

3.2.5.1.1.3 Humidity

3.2.5.1.1.4 Fungus

3.2.5.1.1.5 Lightning

3.2.5.1.1.6 Surface precipitation Include Rain (droplet size and accumulation rates for short medium and long term), snow (include maximum loads), hail and ice accumulation

3.2.5.1.1.7 Sand and Dust

3.2.5.1.1.8 Wind

3.2.5.1.1.9 Solar Radiation: (insolation) Provide the details of how this occurs in conjunction with the maximum temperatures listed in 3.2.5.1.1.2. Also include the spectral distribution.

3.2.5.1.1.10 Corrosive Atmosphere

3.2.5.1.1.11 Magnetic

3.2.5.1.1.12 Fog

3.2.5.1.1.13 Seismic

3.2.5.1.2 Non-Operating: The format for this section is as follows: The applicability of combined Non-Operating Natural Environments is specified in table 3.2.5.1.2. The statements made about the subparagraphs in 3.2.5.1.1 above also apply here-in.

3.2.5.1.2.1 Ambient Pressure

3.2.5.1.2.2 Ambient Air Temperature

3.2.5.1.2.3 Humidity

3.2.5.1.2.4 Fungus

3.2.5.1.2.5 Lightning

3.2.5.1.2.6 Surface Precipitation

3.2.5.1.2.7 Sand and Dust

3.2.5.1.2.8 Wind

3.2.5.1.2.9 Solar Radiation

3.2.5.1.2.10 Corrosive Atmosphere

3.2.5.1.2.11 Magnetic

3.2.5.1.2.12 Fog

3.2.5.1.2.13 Seismic

3.2.5.2 Induced Environments : The format for this section is as follows: The XXXXXX shall meet the requirements of 3.2 and 3.3 specified here-in after exposure to the non-operating induced environments and during and after exposure to the operating induced environments. The items listed for induced environments must be reviewed and specific items that may impact function that are not listed in the guidelines must be added for the specific items.

3.2.5.2.1 Operating: The format for this section is as follows: The applicability of combined operating induced environments is specified in table 3.2.5.2.1.

3.2.5.2.1.1 Pressure

3.2.5.2.1.2 Temperature

3.2.5.2.1.3 Humidity (dew point should always be listed and free moisture may also be present and if so needs to be listed.)

3.2.5.2.1.4 Shock and Vibration

3.2.5.2.1.5 Air Velocity

3.2.5.2.1.6 Acoustic

3.2.5.2.1.7 EMI/EMC

3.2.5.2.2 Non-Operating: The format for this section is as follows: The applicability of combined non-operating induced environments is specified in table 3.2.5.2.2.

3.2.5.2.2.1 Pressure

3.2.5.2.2.2 Temperature

3.2.5.2.2.3 Humidity

3.2.5.2.2.4 Shock and Vibration

3.2.5.2.2.5 Air Velocity

3.2.5.2.2.6 Acoustic

3.2.5.2.2.7 EMI/EMC

3.3 System Characteristics: The format of this section shall be as follows: XXXXXX shall meet the requirements specified in 3.2 while being in accordance with the following. The following provide the constraints that apply on the item to be developed. If additional constraints arise they should be added to this section.

3.3.1 Safety: This section includes those system safety requirements that go beyond the performance values listed in 3.2. All safety performance should be included in 3.2. This section also includes personnel safety relative to the handling and operations of the product. This section also includes fail-safe requirements, dormant failures, safety factors and specific criteria relative to the type of product.

3.3.2 Security This section defines specific requirements relative to the product and the necessary constraints to be placed on the product such that NAS security is maintained with the deployment of the product.

3.3.2.1 Physical Security

3.3.2.2 Information Security

3.3.2.3 Personnel Security

3.3.3 Interchangeability: This section should be used with caution and all the cost impacts and performance requirements for must be understood for interchangeable items. This can be a solution and as such defines the product beyond basic performance. This section may also be used to demand internal interchangeability of elements within the product. This is also a solution and must be approached as such.

3.3.4 Human Factors: This section defines the constraints that will be placed on the product such that it will meet standards established for human interface. These can be for maintenance, operation or other personnel accommodation. If reference documents are used specific sections must be applied and tailored to the specific application.

3.3.5 Miscellaneous

3.4 Logistics: This section contains the definition of the categories of maintenance as well as what is needed for supply support and tools and test equipment to be used.

3.5 Personnel and Training: This section defines the nature (e.g. level Y trained individuals) of the individuals that will provide operation of the equipment as well as the various types of maintenance. It also provides definition of the allowance for training that will be applied to both operation and maintenance.

3.6 Documentation: This section specifies specific documentation to be delivered with the product to support operation and maintenance. The format for the documentation can be flexible.

3.7 Major Component Characteristics: This section is only used if section 3.1.3 has listed major components and it must line up exactly to the items listed in that section. The contents of the paragraphs for each of the major components are the functions/requirements that are being allocated to that major component from XXXXXX. Each function/requirement listed must be traceable to the performance sections of this specification. All functions must be allocated.

3.8 Precedence and Combined Characteristics: The precedence section is used to define the relationships of various documents, which may be used or referenced. It is best handled by using a minimum of other documents or references. And in all cases the contents in this document should supercede any other document that is present. The "combined characteristics" section is similar to that which is defined in the "environments" section. This section defines in detail how characteristics can occur in combination with or independent of other characteristics. This section defines combinations that are not to be considered. This becomes an important consideration for verification.

4.0 Verification Correlation: The format for this section is as follows: Unless otherwise specified within this specification verification will be accomplished through analysis accompanied by test, demonstration and/or examination to validate the analytical representations. Analysis shall demonstrate compliance throughout the entire operating envelope specified herein. Requirements to perform tests, demonstrations and/or examinations are given in Table 4.0. To support compliance with the requirements within this specification, tests, demonstrations and/or examinations shall be performed on a XXXXXX that is representative of the approved production design that has been placed in configuration control.

5.0 Delivery and Transition: Specific requirements relative to the delivery of the product and the transition of ownership of the product from the developer to the FAA shall be listed here. All items listed here are subsequent to the verification, which takes place in 4.0 above. The intent is that the product does not leave the supplier until it has been verified that it will satisfy all requirements. Do not include the statement of work paragraphs for delivery or transition here only those specific product requirements.

6.0 Notes: This section is available for special definitions, definitions of existing hardware, special considerations, special guidelines and a glossary