PROCUREMENT BY NEGOTIATION

(3) Equipment Selection-Competitive.

a. Show names and addresses of sources solicited and indicate those submitting proposals.

b. Indicate which proposals were not acceptable and explain why.

for

all

c. Show cost comparisons for lease, lease with option to purchase, and purchase, acceptable proposals.

selected and

d. Indicate which proposal was explain selection criteria used. e. Attach a copy of the request for proposals, one copy of each acceptable proposal, and one copy of the evaluation and selection report. When proposals are voluminous, a summary may be submitted to the Government. Actual proposals wili be kept on file and made available to the Government.

f. State whether the selected ADPE will provide the lowest overall cost to the Government. If not, explain the rationale for its selection over the ADPE which would have provided the least cost. (4) Equipment Selection-Noncompetitive. Show the equipment selection. Include alternatives considered. Show the equipment configuration selected including manufacturer, type and model number of each component, feature, and device; indicate the monthly rental cost (including extra shift), purchase price, and monthly maintenance the resulting

costs.

(5) Cost. State approximately increase or decrease in monthly costs to the Government.

(6) Lease Versus Purchase Analysis.

a. Provide a lease/purchase analysis by component for the selected ADPE. A suggested format for this analysis is shown on the following page.

b. The use of a realistic Useful Life and Residual Value for each component is critical to this analysis. Documentation must be submitted to support the Useful Life pursuant to paragraph 15.205-48 (c) (1) .

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SUGGESTED PURCHASE/LEASE ANALYSIS FORMAT

ACQUISITION OF AUTOMATIC DATA PROCESSING EQUIPMENT

ASP System

(9-11 OF
10-11)

NASA PROCUREMENT REGULATION

PROCUREMENT BY NEGOTIATION

3.1150 Direct Acquisition of Automatic Data Processing Equipment (ADPE).The Administrator of the General Services Administration (GSA) has been authorized and directed to coordinate and provide for the economic and efficient purchase, lease, and maintenance of ADPE by Federal agencies (PL 89-306, 40 U.S.C. 749). The intent of Congress was to provide GSA with exclusive authority to procure all general purpose ADPE and related items subject to each agency's right to determine its requirements, including the development of specifications for, and the selection of, the types and configurations of equipment needed. 3.1150-1 General.

(a) The provisions of these paragraphs 3.1150 through 3.1171 apply to all ADPE, software, maintenance services, supplies, and ADPE time and related services defined in 3.1150-2 except:

(i) ADP equipment, software, or maintenance services acquired as an incidental part of an overall system procurement services

procurement;

or

(ii) ADP equipment procured for applications imposing special design constraints (e.g., weight, temperature, size, shock, reliability, or other ruggedized construction, or specialized packaging for mobile, marine, aircraft, or spacecraft

operation);

(iii)

ADP

equipment,

or

software, hardware/software systems procured under the authority of 10 U.S.C. 2304 (a) (11); or (iv)

ADP

equipment,

software,

or a

hardware/software systems to be used in laboratory, research, or mission environment and where general purpose, commercially available, mass produced products will not meet specification requirements without modification (also see

3. 1151-1 (a).

In procurement of items under (i) through (iv) above, Source Evaluation Board procedures (Ref. NHB 5103.6) are applicable. NHB 5103.6, "NASA Source Evaluation Board Manual," except for Chapter 2, may be used as a guide in procurement of all other ADPE, software, maintenance services and supplies.

(b) The provisions of these paragraphs 3.1150 through 3.1171 also apply to NASA contractors when the equipment or system involved is: (1) Leased and full lease costs are paid by the Government under one or more ADP service contracts, or (2) purchased by an ADP service contractor for the

CFR TITLE 41 CHAPTER 18

ACQUISITION OF AUTOMATIC DATA PROCESSING EQUIPMENT

account of the Government or title will pass to the Government.

(c) Awards of contracts for ADPE and systems covered by these paragraphs shall be made by selecting that equipment or system which meets the contract specifications and which represents the lowest overall cost to the Government. (See 3.1150-2 (m) .)

3.1150-2 Definitions.

As used in these paragraphs 3.1150 through 3.1171 the following terms shall have the meaning set forth below:

me ans

(a) Automatic Data Processing Equipment. Automatic Data Processing Equipment (ADPE) general purpose, commercially available, massproduced automatic data processing components and the equipment systems created from them, regardless of use, size, capacity, or price, that are designed to be applied to the solution or processing of a variety of problems or applications and are not specially designed (not configured) for any specific application. It includes:

(i) Digital, analog, or hybrid equipment; and/or

computer

(ii) Auxiliary or accessorial equipment such as plotters, communications terminals, tape cleaners, tape testers, source data automation recording equipment, optical character recognition

equipment, pa per tape typewriters, magnetic tape cartridge typewriters, and other data acquisition devices, etc., to be used in support of digital, analog, or hybrid computer equipment, either cable-connected, wire-connected, or self-standing, and whether selected or acquired with a computer, or separately; and/or

(iii) Punched Card Accounting Machines (PCAM) used in conjunction with or independently of digital, analog, or hybrid computers.

(b) Software. Software means commercially available proprietary computer programs and routines used to extend the capabilities of ADPE. This includes those software packages available in the commercial market on either a lease or purchase basis. Also included are software packages provided by original equipment manufacturers which are separately priced and separately procured from ADPE.

(c) Maintenance Services. Maintenance services means those examination, testing, repair, or part replacement functions performed to: (i) reduce the

NASA PROCUREMENT REGULATION

PROCUREMENT BY NEGOTIATION

probability of ADPE malfunction (commonly referred to as "preventive maintenance"); (ii) restore a component of ADPE which is not functioning properly to its proper operating status (commonly referred to as "remedial maintenance"); and (iii) modify the ADPE in a minor way (commonly referred to as "field engineering change" or "field modification").

(d) Supplies. Supplies means consumable items designed specifically for use with ADPE, such as computer tape, ribbons, punch cards, and tabulating paper.

(e) ADPE Time and Related Services. (i) ADPE time means that computer time which is general purpose, commercially available in nature and is procured at a fixed unit rate which includes all costs of operation. (ii) Related services means those services associated with above automatic data processing operations such as communications, data conversion, data analysis, training, software development, software maintenance, and system intergration.

(f) Agency Procurement Request. Agency procurement request (APR) means a request by NASA for GSA to procure ADPE, software, or maintenance services or for GSA to delegate the authority to procure these items. It includes applicable requests for proposals (RFP), invitations for bids (IFB), or requests for quotations (RFQ), and amendments thereto, and any other pertinent information regarding the proposed procurement. When the APR for ADPE is submitted before preparation of the solicitation document, the data systems specifications and/or the equipment performance requirements, as available, and the attendant software requirements may be provided in lieu of the RFP, IFB, or RFQ. In such instances, the software requirements shall include the software as defined in 3. 1150-2 (b) above, software in the public domain, and any additional software. However, applications programs to be developed either in-house or by contract shall not be included in the APR.

(g) Data Systems Specifications. Data systems specifications means: (i) the delineation of the objectives which the system is intended to accomplish, and (ii) the da ta processing requirements underlying that accomplishment. The latter includes a description of the data output and its intended uses, the data input, the data files and record content, the volumes of data, the

CFR TITLE 41 CHAPTER 18