Chapter 3

Writing the Statement of Work

3-1. -- Statements of Work.

Job analysis makes writing a statement of work (SOW) relatively easy.  Once data has been gathered and analyzed, only two things remain to be done.  The first task consists of actually writing a SOW that states what is required.  The second task entails writing a QA surveillance plan that complements the SOW.  This chapter addresses the first task.

3-2. -- Writing the SOW.

Considering all the data gathering, analysis, and decisions that have been done to this point, writing the SOW should be easy.  All that remains is to use a format or outline the compose words that will be used to express the requirement.  Each of these tasks is described below.  A note of caution:  do not repeat material in the SOW that is already included in other parts of the contract, for example, General Provisions, Special Provisions, etc.

3-3. -- Service Contract Format.

Prior to beginning writing the SOW, an outline must be developed to provide structure for the document.  The following major sections provide the basis for an outline and are in Section F in most service contracts.  The standard numbering scheme for service contracts is numeric (for example, 1, 1.1, 1.1.1).

a.       General (Section F-1).  This section provides a broad overview to the SOW.  It contains a part describing the scope of work.  Personnel related matters come under this heading.  Most importantly, this section contains a part that states clearly the contractor’s specific responsibility for quality control.  (This quality control part is in addition to what may be in the standard clauses in the general provisions of a given contract).  This part of the SOW tells the contractor what specific kind of quality control is required for the contract.

b.       Definitions (Section F-2).  A definitions section includes all special terms and phrases used in the SOW.  The definitions must clearly establish what is meant so that disinterested parties will fully understand them.

c.       Government-Furnished Property and Services (Section F-3).  If the Air Force will provide any of these for the contractor’s use in providing the required services, use this section to describe what will be given.  If the list(s) is fairly extensive, make it into a technical exhibit(s) and include at the end of the SOW, rather than in the main body.  Use the data gathered concerning facilities, equipment, and material as the basis for these lists.

d.       Contractor-Furnished Items (Section F-4).  In this section the analyst describes material and equipment that the contractor must provide.  As with government furnished property, if the lists are lengthy, they are made a technical exhibit and referenced in this section.

e.       Specific Tasks (Section F-5).  Specific tasks are the heart of the SOW.  All of the work done under job analysis will find its way into this section.  To write this section, go back to the tree diagrams and activity analysis sheets which were made in chapter 2.

(1)     After the activities that were selected for contracting have been grouped and arranged as they appear in the tree diagram, writing this section is simply a matter of putting the activities down in a logical sequence.

(2)     At the same time this is being done, group the performance indicators, standards and acceptable quality levels together in the same logical way for inclusion on a Performance Requirements Summary.  Include them as a technical exhibit to the SOW.  (See figure 3-1 for an example of this technical exhibit).  At this time, all of the columns can be filled in except the method of surveillance, which is not filled in until the surveillance plan has been developed.  The other entries come from performance analysis and the deduct analysis (figures 2-9 and 2-11).

f.        Applicable Technical Orders, Specifications, Regulations, and Manuals (Section F-6).  During job analysis, the analyst produced a list of applicable directives.  Include the list in this section; include the dates of the directives.  Tell what happens when a directive changes during the life of the contract.  Also, state whether each directive is mandatory or advisory on the contractor.

g.       Technical Exhibits.  Some items are too bulky to include in the main body of the SOW.  Also, the analyst may want to include information helpful to the contractor.  Technical exhibits are used for both these purposes.

3-4. -- Composition.

The SOW becomes a part of the contract and is a contractually binding document on both the contractor and the Government.  Since the written words translate into cost and profit, every word will be scrutinized, and, if each requirement so that the contractor’s advantage does not become the government’s disadvantage.

Figure 3-1. -- Vehicle Operations

a.       Style.  Style may be described as the mode of construction or development which a person uses to achieve an end product.  In particular, the analyst’s style refers to a method of expressing ideas in phrases, sentences, and paragraphs.  Technical style is the way the analyst assembles the technical information into an exact statement of facts.  SOW style revolves around the necessity for technical accuracy.  The analyst must strive to include all the essential information in the simplest presentation.

b.       Language.  The language in a SOW must be exact and concise.  Every effort must be made to use the simplest words, phrases, and sentences possible, so that anyone who reads it can understand its meaning, and avoid the risk of misinterpretation.

c.       Ambiguity.  Perhaps one of the biggest causes of disagreement in a SOW results from the use of indefinite, ambiguous terms, and words with a double-meaning.  If ambiguity is present, a court generally holds the party that drew up the contract responsible.  Since the government writes its contracts, it is responsible for any ambiguity that may arise.

d.       Misused Words and Phrases.  Often the analyst inadvertently changes an intended meaning in the SOW through the misuse of certain words and phrases.  The following are designed to eliminate some of the misuse.

(1)     Use of “shall” and “will”.  The term “shall” is used to specify that a provision is binding.  The word “will” is used to express declaration of future action on the part of the purchaser.

(2)     Use the emphatic form of the verb.  That is, tell the contractors they must or must not do something.  The emphatic form of the verb will insure that one is giving directions, not suggestions, to the contractor.

(3)     Do not use “any”, “either”, “and/or”.  These words imply a choice that the contractor may take.  It is better to avoid them unless a choice is to be made.  The word “both” can often be substituted for those words.

(4)     Use of Pronouns.  The use of pronouns is usually regarded as dangerous in the SOW.  It is better to repeat the noun and avoid misinterpretation.

(5)     Consistent Terminology.  The same words and phrases must be used throughout the SOW.  This is especially true when referring to technical terms and items; for example, always refer to a particular part by the same name.

(6)     Numerals.  When numerals are used on the drawings and illustrations, use them in the SOW, rather than spelling out the number.

e.       Spelling.  Most words have only one acceptable spelling; however, throughout the English language there are words that can be spelled several ways.  To avoid misunderstanding, adopt the standard spelling.

f.        Punctuation.  To keep the SOW clear, use simple, short, and concise sentences, so that only the minimum punctuation is needed.  A well-planned word order will require a minimum of punctuation.  A rule for the analyst should be:  When extreme punctuation is necessary, rewrite the sentence.

g.       Abbreviations.  For the analyst, abbreviations serve as a form of shorthand.  Abbreviations can make complex terms easy and precise.  However, many misunderstandings also arise from the use of abbreviations because the reader is not always familiar with them.  The first time an abbreviation is used in text, show it in parenthesis immediately after the spelled-out word or phrase.  This readily defines the abbreviation for further use.

h.       Sentences.  Sentences in a SOW are often spiced with legal phraseology and high sounding words.  This type of writing is difficult to read and understand.  Clarity is the analyst’s overriding concern.  The analyst must try to construct logical sentences that which are exact and concise.  It is better to eliminate a long and involved sentence by rearranging it into two or three short, simple sentences limited to a single idea or thought.  Good writing of any type is dependent upon natural order.  The word order of a sentence tells the reader the function of each word in the sentence.  The simple sentences one strives for in a SOW are based on the traditional order of subject-verb-complement or object.

i.        Paragraphs.  Use a paragraph to state a single idea and elaborate on it.  Even though it may appear anywhere in the paragraph, it is best to state the idea (topic sentence) at the beginning, so that the reader can grasp it immediately.  The topic sentence, then, is the framework to which other sentences are added to develop and support the original idea.  The ideal length of a paragraph will vary; however, it is generally accepted that the maximum should be from 80 to 100 words.

3-5. -- Data Submissions.

Service contracts often require the contractor to submit data, forms, and other reports.  These requirements are included as an exhibit to the statement of work.  Use a DD Form 1423, Contract Data Requirements List to list them.  Include the description of a data item on DD Form 1664, Data Item Description (see examples in figures 3-2 and 3-3).  Other agencies must use their forms that are equivalent to the DD Forms 1423 and 1664.

Note:         Working Copies of DD Form 1423 and DD Form 1664 are included in the Forms Document, See Hardcopy to view sample forms.