Statement of Work (SOW) Template

For orders placed under the

Federal Strategic Sourcing Initiative
Telecommunications Expense Management Contract

In order to receive a proposal from the three vendors it is necessary to prepare a

SOW that completely describes your requirements. It is not advantageous to rely
on the contractor’s commercial description for this purpose.

The following outline provides a template for development of your individual

SOW and can be tailored to meet your individual needs.

SOW Format
The SOW format and contents should be tailored to the requirement. If your
agency does not prescribe a particular format, the following template is offered
as a guide.
Background
Scope
Objectives
Tasks
Delivery
Government-furnished property
Security Requirement
Place of performance
Period of performance

SOW Format: Background

Often identified as the “Introduction,” this section should provide information
needed to acquaint the reader with the planned acquisition.

The background information should identify the requirement in very general

terms; describe why the project is being pursued, and how it relates to other
projects. Summarize any statutory authority or regulations affecting the overall
requirement; and identify any background materials attached to the SOW.

SOW Format: Scope

This section should provide a brief statement of what the agency expects to
accomplish under the contract — the breadth and limitations of the contract
effort. It should not include specific work tasks or a description of deliverable
products since this will be included in the “Tasks/Requirements” section
described below.

SOW Format: Objectives

This section should provide a concise overview of the contract effort goals and
objectives; and how the results or end products will be used.
SOW Format: Tasks
Sometimes identified as “Requirements” or “Work Requirements,” this section
defines the tasks that the contractor must complete during contract performance.
The description of task requirements will depend on the approach that is selected
to describe the required effort. This section should specify requirements clearly
so that all readers can understand them. Reference only the absolute minimum
applicable specifications and standards needed. Tailor specifications and other
documents and separate general information from direction. For a Performance-
Based Work Statement, this section should describe requirements in terms of
results required rather than the methods for completing the work. This latitude
will permit the contractor to develop new and innovative ways to complete those
tasks. This section must also describe requirements in a way that permits
contractor personnel to perform the service without direct Government
supervision. The SOW should not include words that appear to indicate that the
Government is managing day-to-day operations.

SOW Format: Delivery

This section should clearly state what the contractor must deliver. If different
tasks have different delivery requirements, they must be clearly identified along
with times within which the contractor must deliver. This may be stated using
actual dates, days after contract award, or using some other method that clearly
marks the required delivery date, and where the contractor must deliver the
service. This may be stated as a location, an organization, a person identified by
position (e.g., Contracting Officer’s Representative, a person identified by name
or using some other description). What documentation (if any) the contractor
must obtain from the Government to verify Government receipt of the delivery.

SOW Format: Government-Furnished

Property
This section should identify any government-furnished property provided to the
contractor. This includes all government-furnished property, such as government
furnished material, equipment, or information. If the list of property is extensive,
this section should identify where that list can be found. Before offering to provide
any property, make sure that it will be available when required, where required,
and in the condition required by the contract. Failure to meet government
furnished property requirements often lead to a contractor claim for an equitable
adjustment to contract price, delivery, or other requirements. Specific
requirements about providing government furnished property can be found in
FAR 45, government property, and related agency policy.

SOW Format: Security Requirements

This section should identify any unique security requirements associated with
contract performance (when applicable). These requirements may include, but
are not limited to, such items as:
Special pass or identification requirements; Special security clearance
requirements; or Special escort requirements.
SOW Format: Place of Performance
This section should identify where the contract will be performed. If performance
will occur at multiple government locations, this section should indicate which
tasks must be completed where. If performance will be at the contractor’s facility,
the SOW need only state that requirement.

SOW Format: Period of Performance

The period of performance may be stated using actual dates, days after contract
award, or using some other method. If different periods of performance will apply
to different tasks, the tasks and related periods of performance should be clearly
identified.

SOW Language Tips

A variety of people with different perspectives and life experiences will read your
SOW. Readers typically include government and industry contracting personnel,
managers, technical experts, accountants and lawyers. All these readers need to
understand the SOW in a clear and concise manner; therefore, language
selection is very important. Below are tips that you should consider when
reviewing the SOW.

Use simple words, phrases, and sentences whenever practical. Be concise,

precise, and consistent. Keep sentences short and to the point. Normally the
longer the sentence, the harder it is to understand. Use verbs in the active voice.
A verb is in the active voice when it expresses an action performed by its subject.
For example, “The contractor shall report contract progress quarterly.” Avoid
using verbs in the passive voice. A verb is in the passive voice when it expresses
an action performed upon its subject or when the subject is the result of the
action. For example, “Contract progress shall be reported quarterly by the
contractor.” Use “shall” or “must” when writing a requirement binding on the
contractor. Avoid “should” or “may” because they leave the decision on
appropriate action up to the contractor. Use “will” to indicate actions by the
government.

Be consistent when using terminology. Use the same word to mean the same
thing throughout your SOW. Avoid using different words to indicate the same
type of action. Avoid redundancy. At best, requiring the contractor to do the same
thing in different parts of the SOW will add needless words to the SOW. At worst,
there may be subtle differences in the requirements that will lead to a dispute
during contract performance.

Avoid vague or inexact phrases and generalizations. Avoid catchall and open-
ended phrases, such as, “is common practice in the industry,” “as directed,” or
“subject to approval.” If you want to give the contractor an opportunity to use their
standard commercial practices, require each offeror to identify its commercial
practices in a proposal and then include that proposal as part of the
order/contract.

Define technical terms. Avoid using government jargon. Assure that it is clearly
defined whenever jargon must be used. Only use “any,” “either,” “and/or,” “etc.”
when allowing the contractor to select an alternative. Use abbreviations or
acronyms only after spelling them out the first time they are used [e.g., National
Aeronautics and Space Administration (NASA)]. Spell them out even if they are
commonly used by the user’s agency because a commercial contractor may not
be familiar with them. Identify the date or version of any document referenced in
your SOW. Advise readers from industry where they can obtain referenced
documents.