3. The agency considers, of course, any expression of opinion regarding agency operations by whatever means received, e.g., private letters and congressional referrals.

C. Consideration of the needs of the poor as they might be affected by DSA actions is reflected in compliance with the Department of Defense policy to aid labor surplus areas by placing contracts with labor surplus area concerns, to the extent consistent with procurement objectives and where such contracts can be awarded at prices no higher than those obtainable from other concerns. Prime contractors are also encouraged to place subcontracts with concerns which will perform substantially in labor surplus areas. This policy is in implementation of Defense Manpower Policy No. 4 (Revised), 16 October 1967 (32 A CFR Chapter 1), and U.S. Department of Labor Regulations, 29 CFR Part 8, as amended, 16 October 1967. Additionally, it is the policy of the Department of Defense (and the Defense Supply Agency) to place a fair proportion of its total purchases and contracts for supplies and services with small business concerns. Every effort is made to encourage participation by such concerns in the procurement of supplies and services that are within their capabilities. This policy is in implementation of the Armed Services Procurement Act, as amended (10 U.S.C. 2301), and the Small Business Act, as amended (15 U.S.C. 631 et seq.).

D. 1. Occasionally, DSA receives individual citizen's complaints relevant to denial actions or revocation actions of individual personnel security clearances. Each of these matters is assigned to an individual action officer for an appropriate response. Where the complaining party's action is relevant to the revocation or denial of his security clearance, the matter becomes a specific action in the Office of the Assistant Secretary of Defense (Administration), and more specifically, the Industrial Security Clearance Review Division in the Directorate for Security Policy. It is this Division which directly contacts the individual on his complaint, hears his case, and takes all actions relevant thereto as provided by DoD Directive 52206.

2. The Defense Supply Agency, in the discharge of its responsibility for assuring compliance with the provisions of Executive Order 11246, as amended, by all Federal contractors assigned to the cognizance of the Department of Defense, incurs specific responsibilities in respect of compliants. The manner in which these responsibilities are discharged conforms to the procedures prescribed in the Department of Labor, Office of Federal Contract Compliance Rules and Regulations (60-1.21, 22, 23, 24). As indicated therein the Contract Compliance Staff of DSA investigates and develops a complete case record of each complaint assigned to the Agency for action by the Office of Federal Contract Compliance. So far as resolution of complaints is concerned, OFCC Regulation 60-1.24 (c) addresses itself directly to these matters. E. The Agency's functions, processes, and decisions are announced in several ways. These include publication in the Federal Register of all documentary material defined and prescribed by DSA Regulation 5025.19 that affects the general public and industry in their relationships with the Agency, as required by the Federal Register Act-49 stat. 500, as amended; 44 U.S.C. 301-314 and the Administrative Procedure Act, as amended (5 U.S.C. 552). A second method of keeping the public and industry informed about the Agency is a com

prehensive public information program summarized in DSA Regulation 5400.1 aimed at providing the public and industry with maximum information consistent with national security A third major effort at promoting public awareness of the Agency is through the community relations program described in DSA Regulation 5400.7 which is aimed at stimulating interest, understanding, and cooperation of the civilian community in Agency activities.

Records of the Agency that can be withheld from the public are those which are exempted from release under provisions of the Public Information Section, Administration Procedures Act, 5 U.S.C. 552. These records are identified in paragraph IV C 4 of DSA Regulation 5400.14 published in the Federal Register. In fact, there have been very few instances in which it has been necessary to deny a request for either records or information.

F. The Agency has 22 major field activities located outside the Washington, D.Č. metropolitan area. All are charged with the responsibility for conducting local public information and community relations programs discussed under I E above, and for providing the public with maximum information consistent with national security.

II. PROCEDURES FOR PROMOTING MORE RESPONSIVE AGENCY
DECISION-MAKING

A. As indicated in the covering letter, DSA is not a decision-making or rule-making agency in the customary sense that it is involved in the issuance of regulatory matter which affects the civilian community. The command and staff organization of the DSA Headquarters and its field activities is aligned to promote timely responsiveness in the decision-making process as it affects the Agency mission in support of the Armed Forces.

B. DSA is a supply and service element for the Department of Defense in support of our combat forces. Its supply centers manage and procure some 2 million items used by the armed services; its depots receive, store and issue over 2 million tons of supplies and equipment; its Defense Contract Administration Regions administer a quarter million contracts valued at 50 billion dollars. Operations are highly mechanized to accomplish these and many supply support missions requiring the processing of large volumes of data. To support the computer operations, our field activities are staffed with computer systems analysts, computer programmers and computer operators. Staffing is at a level to support normal operations. Only in exceptional instances, where peak loads exceed DSA resources, are the resources of other government agencies or outside sources required. C. Procedures or mechanisms for consulting and coordinating with other government agencies overlapping, interrelated or conflicting responsibilities include the following:

Federal Government Supply Systems.-In the interests of economy, progressive steps have been taken to reduce the overlapping and duplication of Federal Supply Systems. The Department of Defense (DOD) and the General Services Administration (GSA) have in effect a comprehensive agreement which is aimed toward the fitting together of the DOD and GSA systems to form a coordinated National Supply System for the Federal Government. DSA and GSA

are staffed to effectively monitor this concept. Currently, DSA provides common item support to Federal Civil Agencies for many commodity areas assigned to DSA for integrated management while GSA provides support to the Military for those commodity classes assigned to GSA for management.

DOD Coordinated Procurement Program. This program, administered by DSA, was established to achieve the highest possible degree of procurement efficiency and the most reasonable unit cost to the Government by elimination of duplication and overlapping of DOD procurement operations. The program envisions one DOD activity performing the procurement function for a designated group of items. Procurement assignments are held by the Army, Navy, Air Force, Defense Atomic Support Agency, Defense Supply Agency and by the General Services Administration as a result of inter-agency agreements. Under the DoD Coordinated Procurement assignments there is no dual procurement authority except on a case by case basis requiring the approval of the assignee.

Federal Catalog Systems. Responsibility for the uniform catalog system for the Federal Government is assigned the Department of Defense in coordination with the General Services Administration. Upon the establishment of the DSA, the administration of the Federal Catalog System was assigned to DSA. The GSA developed a program and working arrangements for extending the Federal Catalog System into the Civil Agencies. In this regard, the policies, procedures and cataloging tools are developed by the Department of Defense in coordination with the General Services Administration.

In order to develop policies and procedures for the Federal Item Identification Guide (FIIG) Improvement Program, a program to improve the descriptions of items included in the Federal Catalog System, a FIIG Steering Committee was established. This committee has a permanent member assigned by the General Services Administration who has equal status with the Military Services and Defense Supply Agency representatives.

Technical Data and Scientific and Technical Information.-DSA holds membership on the following committees to actively coordinate Agency interests with other Defense components and Government agencies:

Dod Technical Data and Standardization Policy Committee.established under the Assistant Secretary of Defense (Installations and Logistics).

Committee on Scientific and Technical Information (COSATI).-established by the Federal Council for Science and Technology, Executive Office of the President.

DSA provides a single point of contact to the Director of Technical Information, Director of Defense Research and Development, to maintain liaison with other Federal Agencies.

DSA has a Working Agreement with the Department of Commerce for the processing of DoD unclassified/unlimited documents. Under the provisions of this Agreement, Memoranda of Understanding are effected on a fiscal year basis with the National Bureau of Standards for interagency cross-servicing.

Disposal of DoD Surplus Personal Property.-Procedures have

been inserted in the disposal process which provide for coordination with appropriate Federal Agencies under specified circumstances. For example, in disposing of unneeded material in overseas areas, each proposed disposal is referred to the U.S. diplomatic mission concerned for consideration of foreign policy implications and guidance. Also, under certain conditions when a proposed disposal in the U.S. may significantly impact the U.S. economy, the matter is referred to the Department of Commerce for necessary research and disposal guidance. There are other circumstances which involve other Federal Agencies such as the Department of Transportation in the disposal of aircraft, the Atomic Energy Commission in the disposal of nuclear material, the Department of Justice for anti-trust clearances, etc. because of responsibilities vested in those agencies which impart the DoD Surplus Property Program.

Materiel Utilization.-The Defense Materiel Utilization Program is in being to assure that assets available for redistribution from the Department of Defense (DoD) or General Services Administration are used to the fullest extent practicable. A primary objective of the program is to preclude concurrent procurement and disposal of items within DoD. Other Federal Agencies are encouraged to participate in the DoD program. Several, such as NASA, FAA and the Coast Guard with needs for items used by the Military Departments, do avail themselves of this opportunity. The major impact of the program results in inter-service visibility and transfer of materiel with resulting economies in overall Defense costs. The program is administered by the Defense Supply Agency..

Federal Specifications and Standards. In Defense Standardization, procedures have been established under which DSA consults and coordinates with the Military Services at all appropriate levels having interrelated responsibilities. Direct consultation and coordination with the Federal Supply Service to GSA occur whenever Federal Specifications and Standards are involved. Participation in the standardization efforts of other Federal Agencies, through task group, committee or correspondence is arranged on a case-by-case basis whenever the proposed standardization affects the support mission of DSA.

Contract Administration. The Defense Supply Agency, through the Defense Contract Administration Services (DCAS), maintains close relationships with the procurement organizations of the military services, NASA and other government agencies on all matters relating to contract administration services performed on contracts assigned to DCAS for administration. Normally, major problem areas are presented, reviewed and resolved at formal working level meetings held between DCAS and the military services.

Problem areas necessitating change to Armed Forces Procurement Regulation (ASPR) are processed through the Contract Administration Panel Members and presented to the DoD ASPR Committee. On occasions, DCAS is designated the lead element by DoD to develop and coordinate joint procedures and instructions for DoD approval on specific contract administration subjects affecting the military services and DSA. With regard to the Defense Industrial Security Program, DCAS develops the procedures, regulations and requirements and coordinates these with the military services as well

as eleven other Federal departments and agencies which are "users" of the Defense Security Program. In effect, this coordination serves also as a consultative medium with these agencies to assure that the proposed regulations are in consonance with other established policies. Procedures for coordination and consultation are accomplished through transmittal of the proposals in writing requesting comment from the agencies with whom the coordination is effected.

With respect to performance of the DSA Contract Compliance mission through DCAS, the Office of Assistant Secretary of Defense (Manpower and Reserve Affairs) (OASD (M&RA)) is responsible for overall DoD policy. Suggestions and recommendations on program policy, including comments on matters relating to overlapping or conflicting responsibilities of other government agencies are directed to (OASD (M&RA)) for resolution with the Department of Labor-the Department responsible, under the provisions of Executive Order 11246, for implementation of the Equal Employment Opportunity (Contracts) by all Federal contracting agencies. For example, both DSA and the Equal Employment Opportunity Commission (EEOC), by virtue of their respective missions, frequently find themselves involved in the same complaints. DSA follows the practice of withholding investigative action in the case of a complaint that EEOC is in process of investigating or is about to investigate. When the EEOC investigation is concluded DSA views a copy of the EEOC report of investigation. If it transpires that the substance of the complaint investigated by EEOC is essentially the same as that lodged with DSA and if the investigation report discloses all that DSA is required to know of the related circumstances, DSA takes no investigative action; instead, it bases its recommendation upon the findings of facts contained in the EEOC report.

Also, in the discharge of its responsibilities under Executive Order 11246 DSA conducts compliance reviews of Federal contractor plants under its cognizance. These are on-site reviews of the personnel policies and practices within these plants. EEOC, in the execution of its responsibility to furnish to persons subject to Title VII of the Civil Rights Act such technical assistance as they may request to further their compliance with the Title in question, undertakes reviews of employer operations comparable to the compliance review conducted by DSA.

D. DSA considers the Planning-Programming-Budgeting System (PPBS) a very valuable method to use in reviewing, on a continuing basis, the Agency's mission, goals, priorities, procedures and structure in order to assess and improve the quality and efficiency of DSA operations. The method of implementation within DSA is as follows:

1. By summarizing plans and programs into a DSA Program Guidance document. This document specifies goals, workload estimates, the phased plans and DSA Command Objectives Program. It highlights projects which require special emphasis. Staff elements and field activities report progress against these objectives and projects.

2. By utilizing the information contained in the DSA Program Guidance document, decisions are made of specific budget estimates and determinations for distributing resources.