DOCUEENT RESIE 02623 - A1852870j [Proposed Procurement of Equipment for the Department of Agriculture's Kansas City Computer Center]. LCD-77-114; B-146864. Jure 23, 1977. 3 pp. + 2 enclosures (8 pp.). Report to Rep. Jack Brooks, Chairman, House Committee on Government Operations; by Elmer B. Staats, Comptroller General. Issue Area: Automatic Data Processing: Acquiring and Using Resources (102); Federal Procurement of Gocds and Services: Definition of Performance Requirements in Relation to Need of the Procuring Agency (1902). Contact: Logistics and ommunications Div. Budget Function: Miscellaneous: Automatic Data Processing (1001). Organization Concerned: Department of gricultue; General Services Administration. Congressional Relevance: ouse Committee on Government Operations; Senate Committee on Agriculture and Forestry. Cooperative efforts among officials of GAO, the Farmers Home Administration, and the Department of Agriculture's Office of Automated Data Services to work out the details for a feasibility study have resulted in a better understanding of the problem and a more deliberate approach to meeting tae information processing needs of the Farmers Home Administration. Finings/Conclusions: The Farmers Home Administration decided to proceed with its Unified Management Information ystem without the on-line terminal network that would have included terminals in every county office. The scope of the current plan for implementing the Unified Management Information System and for testing the concept has been narrowed from the multi-state test originally planned and will be departmentwide, rather than single-agency oriented. GAO supports the plan because it contains the safeguards suggested earlier by GAO, allows Agiculture to proceed with procuring equipment for its Kansas City Computer Center, allows for development of the National Operating Center concept as the basis for implementing the Unified Management Information System, and does not require that contract options be used for additional computer capacity until such nerds have been satisfactorily demonstrated. (SC) 03ffiDa COMTROLLR GENERAL OF THE UNITED TAT WASHINGTON. D.C. 4 N . B-146864 JUN 2 3 1977 The Honorable Jack Brooks Chairman, Committee on Government Operations House of Representatives Dear Mr. Chairman: Our January 28, 1977, letter informed you that the Department of Agriculture generally agreed with our sugges- tions on its proposed acquisition of equipment for its Kansas City Computer Center. Our suggestions, made to your office on November 23, 1976, were included in your DecembeL 21 letter.to the Acting Secretary of Agriculture. In response to our suggestion that telecommunicstions requirements for the full field service concept be eliminated from the proposed procurement, Agriculture requestei that the computer equipment request for proposals contain otions to expand computer capacity to support potential teleprocessing requirements of the Agricultural Service Centers. We told you that if Agriculture performed suitable tests and prepared the necessary feasibility studies, we would agree with such options being included in the proposals. We also told you that we were working with Agriculture officials to develop a feasibility study that would indicate whether using term- inals in its county office operations would benefit the Farmers Home Administration. We agreed to report the re- sults of our efforts to you. Since January 1977, we hae had many discussions nd working sessions with officials of the Farmers Home Admin- istration and Agriculture's Office of Automated Data Serv- ices .o work out the details for the study. These coopera- tive efforts have resulted in a better understanding of the problem and a more deliberate approach to meeting the information processing needs of the Farmers Home Adminis- tration. The Farmers Home Administration has decided to proc¢ed with its Unified Management Informaticn System withuut the on-line terminal network (full field service concept) that would have included terminals in every county office. ILCD-77-114 B-145864 In an April 29 letter (see enc. I), the Farmers Home Administration formally notified us of the change in its planned method for implementing the Unified Management Information System and its acceptance of the suggested safeguards included in ycur February 14, 1977, letter to us. Briefly, the Farmers Home Administration plans to: -- Implement and begin field testing the National Operating Center concept 18 months after release of the request for proposals for the new computer system. -- Participate in the Agricultural Service Center program and in the terminal test tentatively planned for the State of Illinois. The existing terminal conability will be used to test the full field service -incept at that time (18 to 24 months after release of the, request for proposals). -- Expand the terminal test to other locations (within the Agricultural Service Center concept) only after the Illinois test demonstrates to Agriculture and your Committee that county office automation is desirable. The scope of the above plan has been narrowed from the multi-State test originally contemplated and will be departmentwide, rather than single-agency oriented. Agricul- ture ndicates tnat it plans to conduct the test without ex- ercisiny any of the communications options contained in its request for proposals. We agree with the plan because it (1) contains the sug- gested safeguards, (2) allows Agriculture to proceed with procuring equipment r.eeded for its Kansas City Comuter Center! (3) allows for development of the National Operat.ng Center concept as the basis for implementing the Unified Management Information System and (4) does not require that contract options be used for additional computer capacity until such needs have been satisfactorily demonstrated. This plan is included as part of the delegation of procurement authority granted by the General Services Administration on April 8, 1977. (See eric. II.) The Farm.ers Home Administration plans to proceed shortly with the feasibility study which we proposed in our January 28 letter. we believe that it will hel.p define the opera- tional environment for terminals and identify those processes 2 B-146864 for which automation could he cost effective. however, the Farmers Home Administration has made substantial modifications in its Unified Management Information System implementation plans and the feasibility study will now address only Farmers Home Administration applications rather than the departmentwide applications ultimately intended. Therefore, we plan to discontinue monitoring the feasibility study. We will, however, keep abreast of he State of Illinois test if and when it is conducted, As discussed with your office, we are sending copies of this letter to the chairmen of congressional committees interested in Agriculture's activities, the Secretary of Agriculture, and the Administrator of Genera:. Services. Sincerely yours, Comptroller Genral of the United States Enclosures - 2 3 ENCLOSURE I ENCLOSURE I UNITED STATES DEPARTMENT OF AGRICULTL;RE FARMERS HOMe ADM'NISTRATION D.C. WASWINON.C. 202SO PR 29 1977 Mr. Fred J. Shafarr, Director Logistics and Communication Division General Accounting Office 441 G Street, NW, Room 5850 Washington, D.C. 20598 Dear Mr. Safer: The purpose of this letter is to convey to you our current plant for testing and implementation of our Unified Management Information System and to indicate actions underway within the Office of Automated Data Systems (ADS) that interact with our plans. Farmers Home Administration is now planning to implement the Ntional Operating Center (NOC) environment as our initial ationwide Unified Management Information System operational concept. Implementation of NOC is proceeding well and operational field testing should begin 18 months after release of the Kansas City Computer Center request for proposals by ADS. Nationwide implementation is scheduled during the succeedin- six months. It is our understanding that ADS i developing plans for a county office automation project o be coordinates with all agencies, including Fm/iA, that are participants in the Agricultural Service Center (ASC) program. We understand further that an initial step in this project would be a Statewide test, now currently being considered for Illinois. It is our intention to actively participate in this effort and to take advantage of such terminal capability to conduct a Statewide test of our Full Field Serlice approach in UMIS. We would rely on ADS to provide terminals in offices designated as ASC's, augmenting the non-ASC locations with FmHA terminals currently installed in selected county offices. Concurrently, we would convert the system which now supports our county offices equipped with terminals (13 by the time of the ADS test in Illinois) to the FFS environment since the St. Louis Computer Center will close when NOC becomes operational nationwide. Results in these counties will be included with the evaluation of the Illinois test. ENCLOSURE I ENCLOSURE I It is or understanding that implemsitation of this test would not require ADS to exercise ay of the communications options included in the Kansas City Computer Center RFP. As requested by Congressman Brookr, suchn initiative would be accomplished only after it had been demonstrated to our joint satisfaction that county office automation had been'"proved desirable based on the above easibility testing and after review of the evaluation by Mr. Brooks' committee. Any expansion of testing to other locations or conversion of NOC to FFS would be done only in conjunction with Departmentally coordinated extension of terminal capabilities into Agricultural Service Centers. We are hopeful that this approach will permit the Department to proceed with a realistic test vehicle for county office automation while preserving the future option f FmPIA to implement its Full Field Service should that prove justified. I would appreciate your con- currence in the above plans. If you have any questions, please call me on 447-7013 Sinzerely, MARTIN J/,.hGLLRAN cting eputy Administrator Itnancial and Administrative Operations 2 ENCLOSURE II ENCLOSURE II GENERAL SERV!CES ADMINISTRA.TON W, - .4utomaced Data and Telecomrunirations Service g'ashiton, DC 20405 Mr. Edu-ard C. autbher APR 1977 Ch-:ef, Procure=ai-t Division O'fice of Operations r. S. epartment of Agriculture W'ashington, DC 2C250 Dear Mr. Gauthier: In accordance with the provisions of ederal Procurenmnt Regulations 1-4.1105, v-e are ranting our ageancy a delegation of rrocurerent authority (DPA) to acquire a .ew co=puter system for your Kansas City Computer Center (KCCC) as set for,.. in your letter of larch 3, 1977, and as clarified during the revie7 nmee-g with your agency on March 22, 1977. This also acknowledges the receipt on April 1, 1977, of the adderdtu= (same date) to the KCCC/St. Louis Conputer Center Requiremenus Study (FMC 74-'). This DPA is beiag granted for the acquisition of the computer system on a fully competicive basis and is subject to the a;tached nornal limitations plus the special li.ations contained in this letter. Failure to follow the normal a=d special limitations will render this DPA voidable. The special limitaions are as follows: 1. We are witholdiug approval under Federal Property M.anagement Regul.tions CF2:') 101-32.11 and F..IR 101-35 for any data coamruications facilities associated with the KCCC pending completion of the following: a. Submi-ttal of an agency procurement request (APR) for data terinals to support the 'atonal Operations Center (CC concept th .-as reference in your letter of March 3, 1977, and attac27ed soliciration docu.rant. The AR shall include a data con-c-icatic-.s study in accordance wi.:h the require-e:;ts of "F 2T. 01-32.1. The stu~ s-a.l include the specific data trans--ission require-ents for all data terminals that are required to support the .70C concept and the most econo-cal system plan for fulfilling the data transmission requirements. b. Sukbittal of Pn ,n-' w-ith a feasibility study that contains both the data co- unicaticr ,central processor wcrkload require- -- ments for the full Agricul.ural Service Center (ASC) concept -zd .':e .a -:2 ' S-!~ z'ib~---'f- j :i1-:-:i -n :---cCeedl.-. with a pilot test of data co3ucications facilities for the 3 ENCLOSURE II ENCLOSURE II ASC cncept. The AP shal be lii to tt nbe -- pf data tenrsals thrc vll ha requx.lad to ipleat the .lot test. The feasibility stud shall be prnepared in accordar.e with instructio s fm tne GAD "d shall also fulfill the ruircmants of PMT 101-32.11 As requ&ested by the Congress, the f sbility study. shall be evaluated by the GAO. Copies of the GAO evaluation shall be set to Co-cress:: Broo', and to the GCetal Services Ad-nistratioc (GSA) for review prior to -?lzr.tation of the pilot test progrm and prior to exarcisin; radatory option 1 in the XCCC solicitation. c. tf it is detearmine that . pilot teat is justified by the initial feasibility stud!, the results of the pilot test shall be reported in an pdated version of the study. The updated study shall be sub-itted to the GAD for evaluation. The update= study shall include an AP for the total mher of dats terinals that will be required to inpleant the full ASC cocpt. Copies of the =G evaluation of the tilot test prorem shall be sent t Conressnvm Brooks and to GSA for reviu(i prior to i:plee3 tation cf the data comicatins yste to eupport the full ASC concept tha. w-s referenced fn vour letter of Hzrch 3, 177, ad prior to erarcisn; =namdetor optior. 2 im the 1CCC solicitation. Ths uvdAte study shall follow the requireents of F.T. 101-32.11 and shall include the total costs of :plezl3nting the data comir=rcations sstem to support the full ASC concept. 2. Our DPA inclues authorization to rlease a separate solication for software conversion at the se time the solicitation for he hardware is released. our evaluation of softvare conversion proposals shall asrsre tat in no event w1il a separate conversion aard for the equi.ent FTr- conversion line ite be for a rice ZSeater than the difference betveem the -4- 0n. vendor's total costless conversion nd the next lowest O;0.'s total cost. The solicitation for soft-re cc-version i11 be subject to the attached limitations, except for 4a,b,d and 5, ncluding subhrision to SAk for final reriec prior to release to industry. 3. Since your agency has detercined that the use of the Remtc Terina.l ulnutor (rL.j is a endatorv recureent to perfor: the live test demonstrations (LTD), your agency shall give dvrance notice to industry, 30 days prior to release of the R?, indicating that you intend to use a iT wvith the LTD. This advance notice shall consist of pre-release of the detailed LTD instructions specifying the csact nanner in whiclh the r is to be ilem.C..cd. Xotice of the avla'il'ty of this rt:tcrizl fcr revi.. and c .- ,ernte shall be publilhed in the Cc-rce Eusinss nDaly. Tour arency shall rt-vide to GS.. Tc/s.?S, !as..'-:ton, DC 2n4^: d:tcilec' justificztioA for the use of thc .- nd 11 relatcd T_ proviston at the time of the industry notice. A ENCLOSURE II ENCLOSURE II 4. 'Tour agency shall not .fy GSA, ADS/CPS Ia writing of &nv I'- es you may receive from vendors concerning the data security requirmnats of the solicitatim. Thir notiication shall nclude the precise nature of the inquiry plus any a -Ln'ts that your agency plan to make to the data ecurity part of the solicitation. 5. Tor agency shall notify SA. ADTS/CPS in riting prior to issuing any prch se arders against GSA rcuiremenr orderschedule contracts for data terminals that are inrnded for use vith the .CC. This ritten notification shall be mde at least 20 vorkiuZ days prior to csuln a purchase order. Tour. intenton to use teranls acquired through excess ;s, from either inside or outside SIDA, shall also be reported to SA. This delegation is based imon the ssu=ption that the system cFipuratin contained in the solicitation ncluding the data commica-tions ports specifie as madatory procureent EtiLon oae and t and the ster czacity requirement outlined in your bencark fultl both the intent ard spirit of the Congressional revie and guidance for the TCCC. Sincerely, Assistant Co--issioner for Agency asistance, _larmnn. and Policy Enclosure ENCLC SURE II ENCLOSUP.E II Znclosure 1 LIMITATIONS FOP DELEGATION OF ADPE PROCU RE!NT AUTHORITY A?.ncyArc ItttezC.'.Case Nu er: CPS- n _ - _ _ II. You shall follow the policies contained in Federal .anac'l- men: Circula (C) 74-5. This FC pertains to the Mt?.nagement, Accuisition, and Utilization of ADPE. #* 2. You shall follow the provisions of edera Procurement Regulation ~FPR) 1-4.11. This FPR pertains to Procurement a-. Contracincr for Government-wide Auto.mated Data Processing Ecg=ment, Softwa.re, aintenance Se--vices, and Supplies. if inir:ialed, the modifications to FPR 1-4.11 set forth below a- _'. a. n adcition to the GSA centralize- Bidd-cs M:ailing tLi: '_'iL) Cbtai-.ed i. accor2ance ith :he =rovisions of F.- 1-411.0,- (b), an/or FPR 1-4.1107-3(d), as aplicable, V- S.hall use the a-:lhed info~rai B:. _. Because cf =-e urgency of your re-. 'r-.., you re reeved of he requirements set forth in -PR 1-4.1107-3(b) z./r PR -4.1107-3 (d), as a icaile. In-.stead, you shall makte informLr (elehonic or telegra-h ic; solicitatzion relati'.e to hi s prcpose-. prccuree..,n to t- e ori:.nal euin men.t anu- fac-:uer, to all knon- active bidders, and to thcse comanies set forth on the attached informal Bidders .Mailing List. 3. You shall follow the provisions of such other procurement regulations as may apply. 4. You shall follow the provisions o such Federal Propertv :nea-e.ent Reulations (P!.LR) as ;aay apply. Of particular oi.portance are the FP!t.'s set for-h below. a. FP'R 101-32.2. This FPMR pertains to the Automatic Data Processing Resources Utilization ProgrL. b. FPMR 101-32.3. This FP' ertains to the eutilizaticon rP"of Auto-atic Data Processing c an a Su=.lies Procram. ENCLOSURE II ENCLOSURE II c. FPMR 101-32.4. This FP.IR pertains to ADP Management Responsibilities Related to Procurement. d. FPML 11-32.13. ';his FPR pert-ains to the Implementa- 7 h of Federal inormaticn Processing Sandards Publications tion (FIPS PUBS)., e. FP,%M 101-35.2. This FP.R pertains to major changes to and/or new installations of teleco=unica:ions services. 5. Y:u sh.all follow the prnlicies containe- in GSA Bulletin rr-63, if applicable. This Bulietin ertains to the Maintenance of GoVernment-3.%ned A?r. 6. T:-is DPA is i:..ited by the rvi-si.s cf Office of ;ir.--e-ent. a.d 3Bu'et (0MB) Circular ;_:-sr -10., and Trans- =.i::rl '.e=r_ _ N.-~,ber 1 t-ereto. cc ,_ing;y: a. This DPA is not valid until 60Q d'-s followi.-g the sussio cf_ the re-i-r e i_ -s's-te..s r-Etrt to :he Congress, -..--. -* ^-, -- a*-:licaie, and tahe fffice c_ ;,..--, .:_ i r. .e b. This DPA shall be susrended, in the event that an obje-ic o the new: system is received as a result of the O!---irec=e a-ticn i-r.tif ie- in sa-rc a. above. In adition, vour suspendinc acrtion shall e reorted to the General Services A n_-i istration, (ttenzicn: CD?D), Washinsgon, DC, 2C405, as soon as it occurs. c. Upon resolution of anv objection received as a result o' the subissicn o a new-syste report-., all of the pertinent ac.ts shall be submitted to the General Ser-,ices A'iistrati . - -(Attention: CD?D), ashington., DC, 20405. GSA sall notify you of the receipt of such resoluticn docu-.entation within eighsi wrkd.' aefter receipt. Unless oblec-io cr. the part of GSA is raise at thnat time, this J'-A shall be considered as having been removed Zrom suspension status. 7. This is an Interim DPA. :t is vali= for a period of mon':.s cc....enc n with the ate of issue. Further, it is valid and m- be used only if you accect this schedule for full rec-m-e:-itrn, to include the allocaticn f the necessary resources o ensure --he ti-ely ccn._leticn of such rocuremunt 7 ENCLOSURE II ENCLOSURE II act.ron, and all ocer conditions set forth in this Interim DPA and its limitat=ons. If at any tire duriDr the life of this nterim DPA, presently uforeseen events or circ.Stan-.ces arise which would impact (delay) the reprocurem n action, the General Services Administration (Attention:: CDPD), W.rshington, D.C., 20405, shall be notified inedza-slv, so that an appropriate, r.tuallv agreed to modification to this Interim DPA can be established. 8. Conversion costs relating to your present data systems, ap,.iicatics .,rogras, an-.d ecuimen.t may be considered in the evaluazion phase of the follow-onr., fullv cometitive procuren.ent. In addition, conversion costs relr.tinc to all new data systetm and/or new alications programns which you may evelo;, r.ay be considere', if, from the ate- c this DzA f;---.*:ar, such develo.men is ilemente-d b. vour usin- ea ad:ll Standard hich level lancuatce. I thins canno -_ =:.e, suc-. cnVe:=si.o costs wich result"from the evelo.-.e.nt ef r =r-.s in. n.on-str.Aard la.uace(s) may not be cs-.sidere i.-. :e evalu=ation -.ase of -c- r rcu en._. Ccn-.ersic.- ccs:s relai.nc pure:v to the r:ys =al aspects ca r.y euip- mr.n: -: £ as. a-.. res._ o-u-.- ' n:.c-' c::i-__e:e_. '-., e-:!-ua'ic:A cr r.'. -r.csi re:e.'i :- - a vendcr f th ecu;i-.ent line cf the. instaL ed 3Y-e. ss s.-e which 5.v~s' c^ prooses oCS :ich ecuimen- which esecu_...e .-. is program is ... t.ble, procran cc.-.? b:. is o f ib-e, ac-. adrieecure than the isall e Ulip-ent. shal consider costs cr -procr-. -nd/or syse ccnversion, m__if-ation., or chanes which are eouired, in orde- to take adevnta=e o improvements in operation, as a result of such .- ifferences. 9. Yo_ aency shall prepare and su'-.it progress reports relative to the follow-on rocurenent. These reports shall be s-..itted to the General Services AminiFtration (Attention: CDPD) , ashingcon, DC, 20405. he first such report shall be due on or before and shall cover the period through _and coIntinue thereafter n-. a quarterly baszs until the follow-on procurement has been completed. S i
Proposed Procurement of Equipment for the Department of Agriculture's Kansas City Computer Center
Published by the Government Accountability Office on 1977-06-23.
Below is a raw (and likely hideous) rendition of the original report. (PDF)