Procurement workflow surface

DoD Responsible AI Strategy and Implementation Pathway — vendor disclosure form

This is a sample disclosure form a procurement team can adapt for vendor RFPs and ITTs evaluating systems against DoD Responsible AI Strategy and Implementation Pathway. The provision-specific questions below were derived from the catalog's coverage cells; before issuing, a qualified procurement lawyer should review the adapted version against your jurisdiction's contract law. This form is NOT legal advice (see charter §7.4).

Export:use your browser's Print → Save as PDF to produce a printable copy. Native .docx / .pdf export ships on the roadmap (see /wiki/roadmap); for now, browser print-to-PDF is the supported flow.

1. Vendor identification

Vendor legal name

Jurisdiction of incorporation

Primary contact (name, role)

Primary contact (email, phone)

RFP / ITT reference number

Response submission date

2. AI system identification

System name

Version / build identifier

Underlying model(s) + provider(s)

Intended use(s) within this engagement

Jurisdiction(s) of deployment

Other AI-governance instruments the system claims compliance with

3. Provision-specific questions

Transparency Obligations. Provide the documentation required under the transparency obligations of DoD Responsible AI Strategy and Implementation Pathway (Ethical Principle 'Traceable' + Tenet 2 (Warfighter Trust) — documentation + explainability requirements integrated into T&E + V&V lifecycle) — including (as applicable) model card, system card, training-data summary, evaluation results, and known limitations.
(Cite: Ethical Principle 'Traceable' + Tenet 2 (Warfighter Trust) — documentation + explainability requirements integrated into T&E + V&V lifecycle)
National Security Carveouts in AI Regulation. Identify whether any component of the offered system or its use case falls within the national-security carveouts of DoD Responsible AI Strategy and Implementation Pathway (The S&IP IS the DoD-specific RAI framework; tenets + ethical principles operationalise the national-security AI use case rather than carving out from a civilian framework) and the resulting compliance posture.
(Cite: The S&IP IS the DoD-specific RAI framework; tenets + ethical principles operationalise the national-security AI use case rather than carving out from a civilian framework)

4. Documentation enclosures expected

Tick each enclosure attached to the vendor response. Missing enclosures should be explained in the “Variances” field below.

Copies of submitted regulatory reports / registrations
End-user redress + complaint-channel procedure
Vendor company registration + insurance certificates
Sub-processor / supply-chain list (including model upstream)

Variances (enclosures not attached + reason)

5. Vendor attestation

The undersigned, on behalf of the vendor, attests that the disclosures above are true and complete to the best of their knowledge at the date signed, and undertakes to notify the buyer in writing within 30 days of any material change to those disclosures.

Signatory name

Signatory role / title

Signature

Date

This is a sample form derived from the catalog at /wiki/dod-rai-strategy. Adapt before issuing. Not legal advice; not jurisdiction-specific. See charter §7.4.

DoD Responsible AI Strategy and Implementation Pathway — vendor disclosure form

3. Provision-specific questions

Transparency Obligations. Provide the documentation required under the transparency obligations of DoD Responsible AI Strategy and Implementation Pathway (Ethical Principle 'Traceable' + Tenet 2 (Warfighter Trust) — documentation + explainability requirements integrated into T&E + V&V lifecycle) — including (as applicable) model card, system card, training-data summary, evaluation results, and known limitations.

(Cite: Ethical Principle 'Traceable' + Tenet 2 (Warfighter Trust) — documentation + explainability requirements integrated into T&E + V&V lifecycle)

National Security Carveouts in AI Regulation. Identify whether any component of the offered system or its use case falls within the national-security carveouts of DoD Responsible AI Strategy and Implementation Pathway (The S&IP IS the DoD-specific RAI framework; tenets + ethical principles operationalise the national-security AI use case rather than carving out from a civilian framework) and the resulting compliance posture.

(Cite: The S&IP IS the DoD-specific RAI framework; tenets + ethical principles operationalise the national-security AI use case rather than carving out from a civilian framework)

4. Documentation enclosures expected

Tick each enclosure attached to the vendor response. Missing enclosures should be explained in the “Variances” field below.

Copies of submitted regulatory reports / registrations

End-user redress + complaint-channel procedure

Vendor company registration + insurance certificates

Sub-processor / supply-chain list (including model upstream)