Annex B to NATO UNCLASSIFIED

SOW ICE Equipment

978.78.7064.00
Dated 28 August 2018

PUBLICATION OF THE OPERATING AND MAINTENANCE MANUAL, OEM

MANUALS, SUPPORT EQUIPMENT MANUALS AND DRAWINGS
TABLE OF CONTENTS

1. OPERATING AND MAINTENANCE MANUAL ........................................................................................................ 1

1.1. Scope ............................................................................................................................................................... 1
1.2. Contents ........................................................................................................................................................... 1
1.3. Format and Publication Criteria ....................................................................................................................... 4
1.4. Issue ................................................................................................................................................................ 5
2. ORIGINAL EQUIPMENT MANUFACTURER MANUALS (OEM Manuals) .............................................................. 7
2.1. Scope ............................................................................................................................................................... 7
2.2. Contents ........................................................................................................................................................... 7
2.3. Format and Publication Criteria ....................................................................................................................... 7
2.4. Issue ................................................................................................................................................................ 8
3. DOCUMENTATION FOR SUPPORT EQUIPMENT ................................................................................................ 9
3.1. Scope ............................................................................................................................................................... 9
3.2. Contents ........................................................................................................................................................... 9
4. DRAWINGS ............................................................................................................................................................ 10
4.1. General .......................................................................................................................................................... 10
4.2. Contents ......................................................................................................................................................... 10
4.3. Format ............................................................................................................................................................ 10
4.4. Issuance ......................................................................................................................................................... 10
5. MISCELLANEOUS ................................................................................................................................................. 11
5.1. General .......................................................................................................................................................... 11
5.2. Amendments .................................................................................................................................................. 11
5.3. Documentation in Electronic Format.............................................................................................................. 11
5.4. Language – Units ........................................................................................................................................... 11

1. OPERATING AND MAINTENANCE MANUAL

1.1. Scope

The contractor shall develop and provide an Operating and Maintenance (O&M) Manual as
described in this section and other areas of the SOW.

1.2. Contents

1.2.1. The O&M Manual shall thoroughly describe the system and contain appropriate drawings
(illustrations) of the components and sub-components that comprise the various items, and ample
sketches or photos to provide clarity to the operating and maintenance instructions therein. The
O&M manual(s) shall contain instructions for assembly set-to-work, operation, troubleshooting,
disassembly, return to storage, preparation for deployment, and preventive and corrective
maintenance of the complete system.

1.2.2. The O&M Manual shall be formatted and contain the information as follows:
- Table of contents with page and paragraph numbers (Note that each section will also have a
Table of Contents)

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- Section 1: Preface
a) Contractor’s contact information
b) Function of the facility/ equipment
c) Purpose/ limit of the document
d) Listing of supplementing documents (OEM manuals…)
e) Definition of terms and symbols
f) Warranty terms and conditions

- Section 2: Description and specifications

a) General safety and security warnings
b) Component Specifications (performance data, power requirements, acoustic noise,
fluid volumes, etc.)
c) Signed copies of test and certification statements
d) General description (overview)
e) Interoperability: interfaces and relevant characteristics; with photos and data sheets
f) Detailed description (dimensions, weights, capacities, etc)
g) Hazardous material data sheets, etc…

- Section 3: Operating instructions

a) Recommendations for protection of the environment
b) Safety and security warnings
c) Detailed instruction for transportation
d) Detailed instructions for unpacking, assembly and set-to-work.
e) List of tools and equipment required
f) Detailed operating instructions.
g) Detailed instructions for disassembly, repacking and cleaning/preparation for
transportation
h) Troubleshooting techniques

- Section 4: Maintenance Instructions

This section will include Preventive Maintenance Instructions (PMIs) and Corrective
Maintenance Instructions (CMIs)
a) Introduction/ general information/ listing of tools, material required etc…
b) A Table listing the PMIs, each with a PMI number, the title of the maintenance, and
the paragraph number where the PM routine is located. The list shall commence
with 1st level maintenance, following by 2nd level maintenance, and then 3rd level
maintenance (3rd level PMIs will be described in the OEM Manual). Within each
group, the listing shall begin with the routine of lowest periodicity;
c) A Table listing the CMIs, as per the format for the PMIs above;
d) Full description of 1st and 2nd level preventive and corrective maintenance
instructions including:
i. Step by step work description with photos/ sketches/illustrations
ii. Skills Required
iii. Estimated time to conduct work
iv. Specific cross-reference to other documents or other locations in the O&M
Manual where a reference is needed (i.e. document name/number, section #,
paragraph and page #)

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978.78.7064.00
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v. Tools, Cleaning products, Oils and Lubricants and other consumables

required. The tools shall be differentiated by common tools and special tools
and test equipment (STTE);
vi. Spare part name and part number for spares both needed to conduct the
work, or needed if necessary after an inspection is concluded;
vii. Test and Certification Sheets/Instructions and/or log books if required
viii. Preventive Maintenance, Repair, Diagnostic and Calibration Check Lists
ix. Illustrated Parts Diagrams (IPDs) – to contain exploded view diagrams of the
components with an associated table listing part name, part number, and number
on diagram
x. Safety and Hazardous Material Information, specific to the particular
instruction
xi. Recommendation for Protection of the Environment
Note: It is preferred that the maintenance instructions are presented in
“Maintenance cards” format.
e) Cleaning and preparation for storage for all necessary equipment shall have a PMI
organized as sub-paragraph (d) above,
f) Routine maintenance while in storage shall be have a PMI;
g) Preparation of the equipment after removal from storage and for transportation shall
have a PMI.

- Section 5: As-built drawings

As-built drawings, illustrations, photographs; sufficient for NSPA maintainers and equipment
engineers to fulfil their support roles for the 20 year life of the equipment.

- Section 6: Support equipment (Special tools and test equipment, etc…)

a) Description with photos
b) Recommendations
c) Maintenance of support equipment as described in section 4 (If relevant)

- Appendixes:
- Ap.1. Maintenance Plans as per format provided by NSPA, in MS Excel spreadsheet
- Ap.2. Pack-up Kit (PUK) list, in a table with columns entitled name, part number, and
Quantity.
- Ap.3. Recommended Spare Part List (RSPL), format as per the PUK list
- Ap.4. Codification table
- Ap.5. Bill of Material
- Ap.6. Repair Order form

1.2.3 Figures shall be titled and numbered, and the referenced items in the figures shall have
arrows and names/numbers to ensure clarity. Paragraphs shall be numbered in a consistent
manner.

1.2.4 The data in the Manuals shall be of sufficient font size and line quality to be easily
discernible in dim light in the field.

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1.3. Format and Publication Criteria

1.3.1. Manuals shall be provided in loose-leaf form, and presented bound in stiff backed covers
with 4-ringed binders which permit the removal and insertion of individual pages and drawings.
The manual shall lie flat when opened at any page.

1.3.2. Manuals shall include a cover with the following indications:

On the TOP NATO UNCLASSIFIED
(all indications centred) NATO/NSPA logo
OPERATING AND MAINTENANCE MANUAL
In the MIDDLE Name of the project + Project Number
(all indications centred) Designation + (if necessary volume number/ total numbers
of volumes
Illustration/picture of the project
On the BOTTOM Latest revision letter indicated i.e. REV. A + revision date
(all indications centred) NATO UNCLASSIFIED
On the SPINE Name of the project + Project Number (EIN) + CP number
+ (if necessary volume number/ total numbers of volumes

1.3.3. The second page should include the following indications:

On the TOP
(all indications centred)
In the MIDDLE
(all indications centred)
On the BOTTOM
(all indications centred)
Revision number, dates of revision, signature block,
NATO UNCLASSIFIED
Company Logo + address + Point of contact
NSPA Logo + address + Point of contact
Final Issue Checking and approval table:
Company representative name & position
NSPA Representative name & position
date
signature block
comments
Revision table of the document :
comments and approval
NATO UNCLASSIFIED

1.3.4. All the manual pages should have the following indications:
NATO UNCLASSIFIED
On the TOP NSPA + Company Logo
(header)
Indication “OPERATING AND MAINTENANCE MANUAL” +
Project Name and number
Revision letter + Revision dates (On revised pages only)
On the BOTTOM
Page number + number of pages
(footer)
NATO UNCLASSIFIED

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978.78.7064.00
Dated 28 August 2018

1.3.5. Electronic copies of the documentation composed and compiled by the contractor shall be
delivered in DVD format and shall be compatible with MS Office Professional and MS Project. The
content and the revision shall be indicated on the DVD and on the DVD cover.

1.3.6. Although “.pdf format” is acceptable, the use of the “find function” shall be allowed. In
addition, a copy in word, excel or other MS format that will be fully modifiable by NSPA shall be
delivered.

1.3.7. Drawings contained in the manual shall be on a pull-out sheet and so positioned on the
sheet that the complete drawing is clear of the text when the sheet is opened out. As an
alternative, drawings may be published in a separate volume without the pull-out feature. In either
case, drawings should not be folded more than twice and when folded be of normal manual page
size. Horizontal folding shall be avoided.

1.3.8. The manuals, exclusive of covers, should be produced on the best grade white bond or
lithographic paper. All paper used for drawings and calibration curves, etc. should be of a quality
and thickness that will permit repeated folding and opening without tearing and cracking at the
folds.

1.3.9. The individual pages in the manuals shall be DIN A-4 size (210 mm x 297 mm), pre-
perforated and should be so arranged and confined (including the titles and page numbers) within
standard printing size margins for binding. The pages of the manuals shall be consecutively
numbered.

1.3.10. All drawings and schematic diagrams are to be of the same length as other pages of
the manuals. The NATO classification “NATO UNCLASSIFIED” shall be the top and bottom of
each drawing and, in addition, each drawing should also contain the security classification “NATO
UNCLASSIFIED” in the identification block of the drawing.

1.4. Issue

1.4.1. Until the expiration of the warranty, the contractor shall remain responsible for any changes
to the manuals required as a result of any omission or inaccuracy discovered in use or, whenever
changes/modifications in equipment or spare parts are made under the contractor's responsibility.
Changes to the final manual may be in the form of an Amendment List with changed pages,
provided that a suitably updated change-page listing of all changes is supplied with each group of
loose pages changed. The documentation will be provided in accordance with the schedule of the
contract.

1.4.2. The contractor shall produce paper copies and copies on DVD of the documentation in the
quantity required in the SOW; electronic format will include:

a) DVD copies in .pdf format

b) DVD copies including Master copies in MS format fully editable and copies in .pdf
format

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1.4.3. Additionally the contractor shall deliver current edition copies of the final version of each
manual at the time of testing and at the time of commissioning for all components. The contractor
shall also provide the documentation to each trainee (see paragraph concerning training in the
SOW).

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Annex B to NATO UNCLASSIFIED
SOW ICE Equipment
978.78.7064.00
Dated 28 August 2018

2. ORIGINAL EQUIPMENT MANUFACTURER MANUALS (OEM Manuals)

2.1. Scope

OEM manuals are to supplement the O&M Manual and thus are expected to be referenced in the
latter as a way of providing the specific detail on the particular equipment. For all assemblies,
subassemblies, components and parts which the contractor obtains from other
manufacturers/vendors and incorporates into the equipment provided to NSPA, the contractor
shall provide the Original Equipment Manufacturer’s operating and maintenance manuals. These
manuals shall provide the detailed information necessary for operators and/or maintainers to
disassemble and assemble the units down to the lowest replaceable unit level of maintenance (3 rd
level) and provide the necessary drawings/schematics, specifications, wiring diagrams,
instructions, etc., to allow the operators to trouble shoot and fully understand the design and
operation of the particular equipment.

2.2. Contents

2.2.1. Operating Instructions: Although all the information required shall be included in the O&M
Manual, existing OEM user’s manual will be provided.

2.2.2. Maintenance Instructions: As a supplement and in concert with the O&M Manual, OEM
Manuals shall include all information required to perform 3 rd level maintenance.

2.2.3. Existing OEM publications will be accepted providing that they have been developed in a
state of the art manner and are convenient to use in supplement of the O&M Manual

2.2.4. The OEM manuals shall be provided to NSPA as a compilation including:

- Table of content
- Section 1: Preface
a) Contractor’s contact information
b) Function of the facility/ equipment
c) Purpose/ limit of the document
d) Listing of all OEM manuals
- Section 2: Maintenance Plan (identical to the one included in the O&M Manual)
- Section 3: compilation of all OEM manuals

2.3. Format and Publication Criteria

2.3.1. In the case that an OEM manual is specifically developed for NSPA, paragraph 1.3. shall
apply.

2.3.2. If not specifically developed for NSPA, existing OEM publications will be accepted
providing that they are suitable for the intended use by NSPA. Requirements for paragraphs
1.3.1, 1.3.3, 1.3.4, 1.3.7 and publication in fully modifiable version in MS Office Professional will
then not be applicable, but the remaining requirements from paragraphs 1.3 will still apply.

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2.3.3. The OEM Manual compilation will include a cover with the equivalent indications as
described in paragraph 1.3.2

2.4. Issue

In accordance with paragraph 1.4. If not specifically developed for NSPA, changes may not be
necessarily in form of change pages. The OEM manuals will be provided as scheduled for the
O&M Manuals and in the same quantities.

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3. DOCUMENTATION FOR SUPPORT EQUIPMENT

3.1. Scope

The logistic support requirements of the Statement of Work are applicable to all deliverables,
including support equipment (special tools, test equipment etc…) and containers and other
shipping/stowage equipment. The documentation shall therefore provide all the recommendations
required for using and maintaining the support equipment.

3.2. Contents

Depending on the complexity of the support equipment and on their allocation (deployed and
shared between several facilities, not deployable etc…), additionally to section 6 included in the
O&M Manual, specific documentation will be delivered. Guidance is provided below:

3.2.1. For basic support equipment (no maintenance, limited recommendations):

- Documentation will be limited to section 6 of the O&M Manual

3.2.2. For standard support equipment (no preventive maintenance plan, no recommendations
due to the specific use by NSPA):
- OEM manuals will be provided

3.2.3. For complex or specifically developed support equipment:

- A Support Equipment Manual will be developed (similar to the O&M Manual; see paragraph
1)
- OEM manuals will be provided (see paragraph 2)

3.2.4. Based on the support equipment provided, NSPA will determine, after contract award,
which of the options listed above shall apply.

3.2.5. Issuance: in accordance with paragraph 1.4. The documentation for support equipment will
be delivered as scheduled for the O&M Manual.

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4. DRAWINGS

4.1. General

4.1.1. Drawings shall provide full details and contain all necessary information to clearly and
definitely demonstrate that the proposed components, sub-assemblies and assemblies meet or
exceed all technical, functional and ILS requirements of the SOW. The drawings will also clearly
show how all of the assemblies of the supplied equipment are expected to be installed and, if
necessary cleaned and stored. Drawings should be self-sufficient and independent of any other
documents. Drawings will be reviewed by NSPA for general compliance with the project
requirements prior to commencement of manufacturing.

4.1.2. The title of each drawing plus all included text and annotations shall be in English. The
number and scale of each drawing (where applicable) shall be clearly indicated, in addition to the
issue number of each drawing. Definition(s) may be given on the drawing, where used, or on a
summary sheet, or sheets, at the front of the document. All drawings should be to a scale of not
less than 1:50.

4.2. Contents

The drawings shall include, inter alia, general arrangement, set-up and packing drawings, in
addition to detailed mechanical, electrical, piping, electronic drawings, and schematic of sub-
assemblies/sub-systems. The copious use of simple notes and parts lists should be included to
facilitate the understanding of crews who may find the use of the full English text in the Operators
Manual difficult. All drawing shall have a Document Indicator Number (DIN) in the title block plus a
revision table.

4.3. Format

a) The drawings shall be DIN A-3 size (297 mm x 420), provided on DVDs in an
AutoCAD compatible (.dwg/ .dxf) editable format and in Portable Document Format
(.pdf).
b) A consistent numbering system for the drawings shall be adopted which reflects the
contract, project, system, assembly and/or sub-assembly and sequence number.
c) The NATO classification “NATO UNCLASSIFIED” shall be on the top and bottom of
each drawing and, in addition, each drawing should also contain the security
classification in the identification block of the drawing, which should be placed in the
lower right hand corner.

4.4. Issuance

Shop drawings: In electronic format and in accordance with the schedule of the project; No
manufacturing shall take place without NSPA having reviewed and agreed to a shop drawings.
As built drawings: Additionally to the copies included in the O&M Manual, the contractor shall
provide the shop drawings on DVDs in the same quantity and at the same time as for the O&M
Manual.

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5. MISCELLANEOUS

5.1. General

The use of drawings-illustrations-photos to compliment text shall be maximized.

5.2. Amendments

The contractor shall be the responsible authority for the issue, control, and distribution of
amendments to delivered documentation in the format provided for that project until expiration of
the warranty period.

5.3. Documentation in Electronic Format

If possible, the O&M Manual, OEM Manuals and the separated set of As-built drawings shall be
gathered on a single DVD.

5.4. Language – Units

All documentation shall be in the English language; proficiency level 4, in accordance with
STANAG 6001. All dimensions should be indicated in METRIC Units (If not otherwise stated) and
the use of International Symbolism and pictographs should be maximized.

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