CONTENT OF PROJECT CONTRACT MEMORANDA

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP71B00822R000100070041-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 16, 2016
• Document Release Date: November 15, 2004
• Sequence Number: 41
• Publication Date: March 21, 1966
• Content Type: MF

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21 March 1966
2. We can improve the ease with which our proposals are under-
stood by following a common format in preparing forwarding documents.
Some variation may be required depending upon the project, and I
anticipate we will want to introduce modifications in the format from
time to time- which may appear to be desirable as we' gain experience.
3. The memorandum recommending project approval should,
insofar as possible, conform to the following format and contain the
indicated information:
a., Statement of where-the recommendation or request is
found in the memo.
Statement of the problem or need.
A discussion of the proposed project.
d. Identification of any supporting action. required.
The expected follow-on action.
Specific request for recommendation.,;
MEMORANDUM. FOR: DD/S&T Office. Directors,
SUBJECT : Content of.Project Contract Memoranda
1. Considerable improvement has been made in the organizatio-i
of DD/S&T memoranda describing programs presented for approval to.
the DCI. There continues to be, however, some confusion which is
created by the fact that our paper work is not uniform in its structure
and content.. This is understandably due in many instances to great
familiarity for work on the part of those who prepare the forwarding;
documents, and a correspondingly great lack of familiarity on the part
of those in the office of the DCI.
f. Identification of the project officer.
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Item .a. The first paragraph should be the well known standard
paragraph "This` memorandum contains a request (or recommendation).
Such recommendation is stated in paragraph .11
Item b. The second paragraph should indicate why this work is needed
and the particular problem and/or the part of the problem which the pr c.-
posed effort would solve. This need not be over long but should be facia
.and understandable ,at the DCI level.
Item c. The third paragraph should present the general plan arid
organization' of the work, and -the schedule of` the work to be perfot:ried.
Reference should be made to the goal and program in the DD/S&T elan to
which this work relates; any logical connection between the propose-d work
and the preceding work should be spelled 'o?t. High risk areas, `either ir.
,terms of schedule ?oi'technology, should'be spelled out, together w:th an
estimate.'of the seriousness of .the problem. The items to be deiiv red as
:a result of this work should be stated, such as reports, operational proto..
types, etc. This section should conclude with a statement of why aad hew
the particular contractor was selected, and the.estimated price of this work.
Item d. The fourth paragraph should spell out the need for any con-
current supporting action such as GFE which may have'to be suppli`yd under
the contract, operator training, or other such items.- 'If `the conduct of the
work involves ?coordination, with elements of the'Department of Defense or
other agencies, this should be clearly stated and any arrangements that
have been made should be =described.
Item e. The fifth paragraph should discuss what follow-on action may
result from the conduct of this work. This may range from a simple con-
tinuation in the case of level-of-effort study contracts,' to the procurement
of operational equipment or the conduct of operation. If possible, some
estimate of the magnitude of the follow-on effort implied should be -?iven:
for example, if an airborne recorder is to be developed with the intent of
introducing it into a number of collection systems as a common element
in order to reduce maintenance, etc. problems, the estimate of the
number of items which may have to be procured and their estimated cost
should be given.
Item f. The sixth paragraph should name the project officer 'and
describe all .security and contractual procedures required.
Item g. The last paragraph should state the request or recommenda-
tion. The requestmay be for ' concurrence, or.,approval.,' etc.
In the preparation of these memoranda, particular, care should be
given to spelling out any acronyms which may' be peculiar to the office
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or to thw J.i:rec:tor,t Co. To :,voi(l repetition of a lengthy phrase or n;,me
it should be spelled out when first used, followed by the desired acrony n
in parenthesis, after which the acronym may be used. Use of technical
jargon should be avoided whenever possible. When complex problems,
techniques, relationships, etc. , are involved in a project, rcferetace n:.;V
be made to an attached proposal, or to an attachment to the memo, whic"I
provides appropriate detail; however, this procedure should not be usec
as a dodge for spelling out what is proposed in simple, complete, mean-
ingful language in the basic memoranda, particularly when finding the
desired particulars in a proposal may be most difficult, if not impossible,
for anyone not intimately familiar with the work.
4. I encourage you to discuss the objective of this format with those
of your staff who are primarily concerned with the preparation of tzese
memoranda so that what is desired may be clearly appreciated and
understood. I intend to request recommendations for modifications or
amendments to this format after we have tried using it for two to three
months, and I know you will give careful thought to identifying those im-
provements that may be desirable or necessary in your Office.,
25X1
Albert D. Wheelon
Deputy Director
for
Science and Technology
Distribution: AB
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Checklist for Memo to Approving Authority
Reference DD/S&T 1591-66 21 Mar 66
Para 1 Location of request or recommendation
Para 2 Statement of reason for need-associated R&D goal
or objective
Extent to which the project is expected to satisfy
the need
Para 3 Work organization & plat:
Schedule of work
Relation to any pre.ceedinng work
Areas of high risk in schedule, technology, etc.;
estimate of s~rLjusness
Items to be delivered
Method and reason-for contractor selection
Para 4 Need for concurrent support-other contracts
Need for Gov't furnished equipment (GFE)
Requirements for special. operator or technician
training
Military support requires, i any, vehicles,
personnel, cor,.p;.me..tary R&D contracts, etc. ,
and a description of the arrangement extent
expected.
Para 5 Anticipated follow-on action if contract is
successful/unsuccessful
Estimate of cost of follow-on action
Para 6 Project Officer's name
Security procedures required
Special contractual procedures required
Para 7 Request or recommendation
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