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(Documentation should be retained in agency files for such periods as required by applicable law or regulation.)
6. Agency action.
a. Pending the issuance of a permanent amendment to the Federal Procurement Regulations, agencies shall follow the policies and procedures in this temporary regulation. The agency senior designated official shall advise GSA (CPS), Washington, DC 20405, when the alternate APR submission procedure will be used by the agency. Agency notifications already submitted (under F-126 procedures) will be assumed to continue (as modified herein) unless GSA is notified to the contrary.
b. Agencies may elect to use the alternate APR submission procedure set forth in this regulation when submitting ADP equipment or service requests to GSA. However, because the procedure offers agencies broader procurement autonomy than otherwise provided by regulation, it places greater emphasis on the responsibilities of agency officials to ensure that current regulatory provisions are followed before acquisitions take place. In establishing internal procedures, agencies should strive to (i) designate executive level officials to initiate and accept accountability for acquisition actions under this regulation's alternate APR submission procedure and (ii) provide for an independent review to validate agency compliance with regulations.
7. GSA action.
a. When an agency selects the alternate APR submission procedure under paragraph
5b, above, GSA will promptly review and take appropriate action on the APR. When necessary, GSA will conduct a more in-depth review before issuing a DPA under the alternate APR submission procedure. In some instances, this may require the submission of additional information. DPA's will clearly describe the conditions or limitations, if any, of the delegation. GSA will discontinue the practice of issuing DPA's subject to an immediate follow-review.
b. GSA will conduct periodic reviews of current and past agency acquisition actions as it deems appropriate. These
periodic reviews will (i) verify agency compliance with regulations and DPA conditions or limitations, (ii) assess GSA procurement policies and directions given to agencies, and (iii) assess the agency's planning and control mechanisms regarding the use of the delegated authority to accomplish economical and efficient acquisition, use, and management of ADP resources. GSA will take appropriate actions when findings indicate failures to comply with regulations or conditions or limitations of individual DPA's, or unauthorized deviations to regulations. Actions may include voiding a DPA before award and withdrawing an agency's authority to use the alternate APR submission procedure.
C. GSA encourages agencies to establish early planning coordination with GSA's agency planning and authorization officials (CPSA). Often potential delays and problem areas can be identified and remedied in advance of the formal APR submission.
d. For information and assistance in the agency APR submission, GSA authorization, and agency review procedures in this temporary regulation contact: General Services Administration (CPSA), Washington, D.C. 20405; Telephone: FTS or local 566-1566; Commercial toll—(202) 566-1566.
e. When required, the information submitted by an agency may be made available to Government oversight activities.
8. Effect on other directives.
a. The alternate APR submission procedure set forth in this regulation supersedes the procedures set forth in GSA Bulletin FPMR F-126, dated November 4, 1980, which has an expiration date of December 1, 1981.
b. This regulation supersedes and cancels FPR Temporary Regulation 62, dated June 22, 1981.
9. Submission of comments. Comments are invited concerning the effect or impact of this regulation and the policy and procedures that should be adopted in the future. Comments should be forwarded to GSA (CPEP), Washington, DC 20405, not later than May 31, 1982.
RAY KLINE, Acting Administrator of General Services.
ALTERNATE APR SUBMISSION REQUIREMENTS;
AGENCY REQUEST FOR ADP EQUIPMENT OR SERVICES
Agency Information: Provide agency name, address, and location where equipment will be installed or services will be performed. Provide names and telephone numbers of appropriate technical and contracting officials. Identify the position title and organizational identity of the official authorized to conduct the acquisition (see § 14.1104(a)).
Project Title and Description:
a. Provide the project title and a brief but specific description of the primary agency program(s) that the ADP equipment or services will support.
b. Provide a brief but specific description of the current major system components (including ADPE configuration) or services supporting the program(s).
c. Provide a brief but specific description of the major system components or services to be acquired during the systems life of the requirement. This should reflect resources required for system expansion (i.e., anticipated augmentations, upgrades, and other system modifications) during the systems life if such requirements will be included in the solicitation document as evaluated options. The delegation resulting from this submission will be limited to resources described herein. Acquisition Strategy:
a. Indicate whether the proposed procurement approach is competitive or noncompetitive (sole source, including use of specific make and model purchase descriptions); if competitive, whether compatibility limited requirements will be used on either a mandatory or nonmandatory basis; what acquisi. tion plans will be solicited (lease, lease with option, lease to ownership, or purchase plan); and specify the type of contract expected to be used.
b. Identify by fiscal year quarter the fol. lowing planned milestones: Release of solicitation document and contract award.
c. If the request involves a pilot or prototype, the strategy for the follow-on implementation phase must be described.
Estimated Contract Life and Cost:
The estimated contract cost of the acquisi. tion (not the overall system life cost) shall be identified by type of request for the contract life and shall include all anticipated optional quantities, services, and periods. Detailed cost breakdowns may be included when necessary to describe clearly the estimated costs. The estimated contract cost (for all years) should correspond to the planned contract life. The delegation of authority resulting from this submission will
1. Requirement analysis (see FPMR 101-35.207). 2. Comparative cost analysis (see FPMR $ 101
35.209) .. 3. Performance evaluation for the currently installed
ADP system (see FPMR Subpart 101-36.14) 4. Findings to support the use of compatibility
limited requirements (see § 1-4.1109-12)... 5. Software conversion study (see § 1-4.1109-13). 6. Justification to support a contemplated non
competitive (sole source) procurement (including the use of specific make and model purchase
description) (see § 1-4.1105(k))....... 7. Description of those planned actions necessary
to foster competition for subsequent procurements (see FPMR 8 101-35.206-1)
Agency remarks: Provide additional information deemed necessary concerning any of the above items or special conditions associated with this procurement; e.g., required building construction/modification by GSA.
Agency/GSA references: Provide references to previous GSA authorizations (including previous GSA case numbers), meetings, telephone discussions, etc.
Agency authorized signature, position title, organizational identity date.
NOTE.-GSA will process only those agency submissions signed by an authorized official (see § 1-4.1104(a)). The official's position title and organizational identity must be provided.