REVIEW OF SOLE SOURCE FOR CRAFT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00809R000300190018-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: December 20, 2016
• Sequence Number: 18
• Content Type: MEMO

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ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Review of Sole Source for CRAFT
FROM
EXTENSION
NO.
OL1-3008
C/AD
3F15
P&EB
PD/OL
Bldg.
DATE
17JULY81
TO: (Officer designation, room number, and
buildin
)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
g
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
C/PD/OL
2.
Director of Logistics
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15. I
FORM 61 O USE PREVIOUS
I-79 EDITIONS
25X1
25X1
25X1
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UrRET
Director o Logistics
ie Procurement Division
Chief, ADP & Engineering Branch, PD/OL
25X1
25X1
SUBJECT:. Review of Sole Source for CRAFT
REFERENCE: Memorandum for DL from Chief, IMS dated 2 July 1981;
Subject: Sole Source Procurement of Automation
Equipment for Project CRAFE 25X1
1. Referenced memorandum (Attachment 1) provides the
considerations which in IMS view support and justify the sole
source procurement from WANG Laboratories, Inc. of equipment and
services for the CRAFT Project. IMS believes Wang. is "the only
company that would meet CRAFT requirements in the needed time frame."
2. The referenced memorandum is the result of meetings
held between OL and IMS wherein the latter was advised that the
Memorandum for the DDA dated 5 May 1981, from Chief, IMS
(Attachment 2) relating to the CRAFT program was 25X1
not considered by,OL to be sufficient to justify a sole source
procurement. In order to assist IMS, an OL careerist was
designated to coordinate a justification in support of a sole
source procurement (Attachment 3). The referenced memorandum is
the product of that effort.
3. Attachment 1 cites the baseline considerations to
support the selection of Wang for CRAFT. They are:
-Timely system delivery,
-Technical responsiveness,
-Security considerations and Proven performance
In order to assess the adequacy of these factors, it.is appropriate
to consider them individually.
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SUBJECT: Review Sole Source for CRAFT
SECRET
A. Timely System Delivery:
IMS states that time is of the essence, in that there is
a need to improve the security of field record holdings in the
most expeditious manner. The availability of the OIS Model
140 in February 1982 is seen as a key time factor in selecting
Wang. No specific time however, is cited as the effective
operational date for CRAFT. After Wang equipment is to be
obtained, there remains an unknown, unstated period of time to
validate, develop, and gain experience in terms of system
installation and support. Given these continuing activities
which extend beyond the availability of Wang equipment, and IMS's
view that Wang and other vendors have not been totally responsive
to project requirements, there is an insufficient basis to
conclude that only Wang can meet CRAFT needs in.a timely manner.
B. Technical-Responsiveness:
? Wang is identified by IMS as the only source that meets the
technical needs of CRAFT. This conclusion rests on IMS determina-
tion that only Wang can provide specific capabilities e.g. fully
removable magnetic storage media; full text document indexing and
retrieval system. While these characteristics are of importance
to-the CRAFT project, they do not support a sole source procurement.
To date, there is no system's study which provides all
minimum system requirements for CRAFT. Likewise, there has been
no complete validation of Wang equipment to meet project needs.
Accordingly, the facts do not support the conclusion that only
Wang can meet CRAFT requirements.
C. Security Considerations:
Ci
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SUBJECT: Review ~,_ Sole Source for CRAFT I PE i
D. Proven Vendor Performance:
The fact that Wang has established an acceptable performance
record in providing reliable system and support does not warrant
selection of Wang on a sole source basis. Prevailing oversight
authorities to the procurement process have repeatedly stated that
a company's prior performance is not an adequate basis for a
non-competitive procurement.
4. After careful consideration of the views of IPM and the
supporting documentation, there does not appear to be an adequate
basis to support a sole source procurement for CRAFT requirements.
5. Proposal Alternative - In order to accommodate CRAFT
project needs for FY 82 and beyond, the attached plan of action
is proposed.
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1. Premise - SS for 8 units presented unsatisfactorily.
2. Alternative:
for CRAFT coupled with imminent completion by ODP of an Agency-
wide WP RFP, the following-alternative appears viable:
Given need for a definitive study per
a.
Buy 8 Wangs as interim field operation test-bed
installations.
b.
IMS complete definitive study 0/B 1/31/82. (See Attach A)
c.
ODP complete definitive study of Agency requirements
for family of standard WP's 0/B 1/31/82. (See Attach. B)
d.
Standard WP RFP to be completed 0/B 10/01/81 for
industry review pending completion of IMS & ODP
studies
e.
f.
g.
h.
0/B 2/28/82.
Issue Definitive RFP 0/A 3/31/82.
Award Contract 0/A 8/01/82.
Delivery of initial units required 0/B 10/01/82.
Management Requirements:
(1) DDO explicit agreement to employ ODP standard WP.
(2) ODP agreement to encompass overseas requirements.
in RFP.
(3) ODP agreement to slip acquisition process for
approximately 6 months.
Benefit: Permits additional time for marketplace
to meet mandatory requirements e.g. TEMPEST, removable
disk media.
. Rational Agency acquisition arrangement
plan in accordance with GSA policy.
Consolidates Agency WP requirements for
maximum economic efficiencies e.g. standard unit
for training, hardware and software support will
minimize Agency resource requirements.
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Basis for Revised Approach for Agency Standard WP.
(1) There is no vendor known today who can meet. all
requirements of Agency for standard WP.
(2) Major WP vendors whose participation in WP standard
procurement is critical, are undergoing TEMPEST certification
and other development activities not planned for completion
until 2nd and 3rd quarter of FY 82.
Wang - TEMPEST OIS 140 - February 1982
Xerox - 820, Print Server TEMPEST - lst Quarter 1982
IBM
- Delivery of 1st TEMPEST Disspla Units-June 1982
(3)
In
view of #2 above and similar situations with other
vendors,
it
appears advantageous to revise the WP procurement
strategy
and
schedule to:
(a)
Maximize competition, and to
(b)
develop more precise understanding of Agency.
requirements.
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SCOPE
C RAF T
BACKGROUND DOCUMENTS
? Memo for DDA fm C/IMS/DDO., dtd 5 May 1981, Subject: DDO
Field Operational/Information Security Program (SOLE
SOURCE RECOI01ENDATION)
? IMS PRELIMINARY-REQUIRE1MENTS DEFINITION, MAY 1981
? CRAFT PROJECT PROPOSAL, 5 May 1.980
PROCUREMENT STANDARDS FOR ADPE
Analysis
Determination of Need and Requirements
? Statement of Need - Accomplished
6 Definitive Requirements Analysis - Not Available,
includes:
Present and projected workload over systems life in
terms of:
1. Data entry and associated communications
support;
2. Data base(s) and data base management;
.3: Data handling or transaction processing by
type and volume;
..4. Output needs and associated communications
support;
5. Expandability requirements; and
6. Privacy and security safeguards.
The ADP functions that must be performed to meet the
mission need and the cost/benefits that will accrue
as a result of this performance.
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The actions that have been or could be taken to
increase the capability and productivity of the
existing system, where applicable.
The Agency components involved, their physical
location, operational constraints, and the relative
priority of the specific requirement within the
spectrum of total mission needs.
? Definitive System Study - Not Available
- Develop alternative solutions to meet requirements.
- Develop a candidate systems'architecture
? Formulate Acquisition Strategy
Concept Development/Validation Phase
SOLE SOURCE JUSTIFICATION
? No single manufacturer currently capable of meeting
project needs - IMS Memo 5 May 81, Page 4
? WANG OIS Model 140 - TEMPEST Unit scheduled for Feb 1982 -
IMS Memo 5 May 81, Page 5
Area of communications - Wang will not have an
effective interface for Agency communications system -
IMS Memo, 5 May 81, Page 5
Wang's interactive terminal is acceptable but not the
most desirable - IMS Memo, 5 May 81, Page 5
? DEC System capable of satisfying IMS requirements -
IMS Memo, 5 May 81, Page 5
o CRAFT System must be compatible with Headquarters-based
computer systems - IMS Memo, 5 Z-Iay 81, Annex A, Page 1
CRAFT System will employ a work station that will function
with either field or Headquarters configuration - IMS Memo,
5 May 81, Annex A, Page 1
CONCLUS ION
Program - IMS is attempting to initiate Program prior to
completing essential studies required by FPMR
and called out in CRAFT Project Proposal -
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 CRAFT Proposal, May 80, Page 23
IMS has failed to define requirements impacting
on OC,.. OS, ODP
Sole Source Justification - No conclusive evidence presented
in terms of technical or schedule requirements
RECO 4MENDATION
The requisite-studies, should be developed and candidate
architectur:e-s- s 'airldr,. be. validated against detailed systems
CRAFT's Wb.rdd' Fr:oc:es:sl ng- requirements should be coordinated
with and become part of the Agency's standard family of
communicating WP systems currently being developed by GDP.
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