x^ed sta^
*	- U.S. Environmental Protection Agency	13-P-0220

i	\ Office of Inspector General	Apnl 15 2013
s
'%>.—'—'J"
% V|// "
At a Glance
Why We Did This Review
We reviewed pre-award
activities for multiple award
contracts at the U.S.
Environmental Protection
Agency's National Computer
Center. The review was
conducted in response to an
Office of Inspector General
hotline complaint. The
complaint alleged that:
•	The NCC did not provide a
fair opportunity to all
vendors in a recent request
for proposal for the
acquisition of information
technology equipment.
• EPA contractor personnel
disclosed misleading
information to a vendor
regarding the outcome of
the selection process.
This report addresses the
following EPA Goal or
Cross-Cutting Strategy:
•	Strengthening EPA's
workforce and capabilities.
Review of Hotline Complaint on EPA's
Pre-Award Activities for Multiple Award
Contracts at the National Computer Center
What We Found
We found no evidence to support allegations made in the complaint. However,
we determined that the EPA could improve communications with vendors during
pre-award activities. We found instances where there were opportunities to
improve communication with vendors that could help thwart misunderstandings
and confusion related to the federal acquisition process. Federal guidance
recommends that information be communicated to relevant personnel at all levels
within an organization, including outside organizations. There was no evidence
that the NCC communicated guidelines or regulations related to acquisitions to
the hotline complainant (a vendor) during initial pre-award activities. Without
communicating guidelines and regulations in initial communications with vendors,
misunderstandings and false expectations related to the acquisition process
could arise.
Recommendations and Agency Corrective Actions
We recommend that the Director, National Computer Center:
1.	Develop disclosure language outlining communication protocols between
the agency and vendors to include all written communications with
vendors during pre-award activities.
2.	Distribute a memorandum to managers emphasizing the importance of
implementing protocols developed in response to recommendation 1.
The agency agreed with our recommendations and developed a communications
protocol and guidelines and communicated those to all NCC staff.
For further information, contact
our Office of Congressional and
Public Affairs at (202) 566-2391.
The full report is at:
www.epa.qov/oiq/reports/2013/
20130415-13-P-0220.pdf

-------