Solutions for Enterprise Wide Procurement (SEWP)

Agenda Introductions SEWP Overview Website and SEWP Tool Walk Through Conclusion

Types of Federal Contract Vehicles  Government-Wide Acquisition Contracts (GWACs) Agencies approved by OMB for IT Product/Service GWACs -GSA, NIH, NASA -Other agencies may have targeted GWAC authority Based on Clinger-Cohen Act Economy Act determination not required for GWACs Open to All Federal Agencies and Their Authorized Support Contractors  Franchise Funds Provide Procurement Support Can accept direct funding Primary Agencies: -GSA Acquisition Services -Department Of Interior Acquisition Services Division -Department of Defense DISA / DITCO

SEWP in a Nutshell  Contract Vehicle for purchase of ITC (Information Technology and Communication), Audio-Visual Product Solutions, and related Services  Government-Wide Acquisition Contract (GWAC) -Available to all Federal Government Agencies All Federal Agencies have utilized SEWP -Available to Authorized Federal Contractors  SEWP V commences November 1, Year Contracts

What can be procured through SEWP V?  Information Technology Computer Hardware and Software Virtualization and Cloud Computing Storage Security  Networking and Communications Network Appliances: Routers, Modems Telecommunication Devices  Supporting Technology Scanners, Printers, Copiers, Shredders Associated Supplies and Accessories  AV/Conferencing AV Equipment and Accessories TVs, Display Monitors, Projectors and Screens  Services Maintenance / Warranty Installation Site Planning Product Based Training and Engineering Services

What else can be procured through SEWP V?  Computer Hardware Tablets, Laptops, Desktops, Servers, Supercomputers Accessories  Networking and Communications Network Appliances: Routers, Modems, etc. Telecommunication Devices  Security Hardware Control and Authentication Devices Computer Anti-Theft Hardware Surveillance Systems  Supporting Hardware Scanners, Printers, Copiers, Shredders Associated Supplies  Specialized Hardware Computer Room Monitoring  Storage Hardware Backup and Recovery Storage Accessories  AV/Conferencing AV Equipment and Accessories TVs, Display Monitors, Projectors and Screens  Software and Virtualization Commercial software packages, SaaS Cloud Computing and Virtual Storage  Services Fully In Scope Maintenance / Warranty / Help desk support Installation of in-scope Products Site Planning; e.g. determining required products Product Based Training Product Based Engineering Services  Services Limited In Scope Submit SOW for scope review for these services: Software development On-site operational labor Consulting (unless part of in scope services) Staff Augmentation  If uncertain: Stop Send SOW (Statement of Work), BOM (Bill of Materials), and/or Requirements Statement to SEWP will review and get back with any scope issues

SEWP V Scope Additions PRODUCT UPDATES  Medical Equipment if IT related  Sensors  Monthly services (e.g. phone / data services)  Cradle to Grave product services Planning, Installing, Maintaining, Removing (Recycle/Destruction) SERVICES UPDATES  Product Based Engineering Services fully in scope  Labor Price reasonableness determined by initiator

Product Solution Availability  SEWP is ‘Catalog by Request’ not ‘Request by Catalog’ Quote Request tool available on-line No traditional searchable catalog Quotes are verified against contract catalog  Dynamic Catalog Items added to contract based on customer requests Contract Holder requests to add products are approved or denied daily On-line contract database of record  Request for Information (RFI) Methods Quote Request Tool (QRT) RFI Quick RFI Tool (being developed)

Quote Verification  Verification File Verifies items on contract & properly priced Shows discount off contract price  User must compare line items on quote with verification file  If Quote does not match verification file Ignore Quote Notify

New Verification Information  Additional information provide with quotes Supply Chain – Level of Provider Authorization Trade Agreements Act (TAA) EPEAT/Energy Star compliance Strategic Sourcing options Agency Specific flags

Fair Opportunity  Fair Opportunity MUST BE provided within at least one Contract Group or Set-Aside  Fair Opportunity applies to any Multi-Award Contract FAR (b) Process for Fair Opportunity (per FAR) is at CO’s Discretion -SEWP Quote Request Tool is the only RECOMMENDED method -Best Value determination Does not apply to orders under $3000  Brand Name vs. Sole Source  Brand Name: Posting of Justification and Approval (J&A)with RFQ required  Sole Source: Exceptions and procedures in FAR

Determination of SEWP Groups  SEWP V Contract Awards based on Distinct Competition Areas Group A – Full and Open Original Equipment Manufacturers (OEM) and Value Added Resellers (VAR) Group B(1) – SDVOSB (Service Disabled Veteran-Owned) Value Added Resellers (VAR) Group B(2) – Hub-zone Set-Aside Competition Value Added Resellers (VAR) Group C – Small Business Value Added Resellers (VAR) Group D – Full and Open Primarily Value Added Resellers (VAR)

Updates to SEWP Groups NAICS Code Group A - Computer Systems/Servers Full and open Competition NAICS Code Group B(1) - Mass Storage Devices Service Disabled Veteran-Owned Small Business Set-Aside Group B(2) - Mass Storage Devices Hub-zone Small Business Set- Aside Group C - Server Support Devices / Multi-Functional Devices Small Business Set-Aside Group D - Networking / Security / Video and Conference Tools Full and Open Competition Additional set-aside in Group B: Hub-Zone All business size designations are represented throughout SEWP V RFQ’s can be submitted to separately to Group A (which has a different NAICS code) or any combination of Groups B, C and D Alignment of groups ensures proper use of NAICS codes

Contract Basics Basic Contracts online including table of incorporated clauses Delivery Order against Existing Contract Additional Clauses / T’s and C’s may be negotiated at the delivery order level Agency Specific Policies are easily applied

Pricing  Contract Price Contract discount structure Comparison to other contract prices Less Than GSA Price  Quoted Price Purchases can be consolidated to maximize price discounts Internal competition results in line item discounts Product Prices may be negotiated/questioned  Delivery Order With Options Order awarded for recurring supplies/services needs with options to purchase from the same quote/initial order for a defined period of time Delivery orders can be structured similar to a purchase agreement Fair Opportunity required for initial order

Variable Priced Line Items  All Line Items on SEWP are Fixed Catalog Price  3 Variable priced CLINS on every SEWP Contract CREDIT-Z: For Credits TRAVEL-Z: For Travel in support of in-scope services o Must follow GSA Travel pricing and regulations DELIVERY-Z: For Delivery and Shipping costs

Save Money: Low Prices, Lower Fees Program budget is self-contained: NASA provides no direct SEWP funding No SEWP funding is provided to NASA except for overhead costs Current Surcharge Effective November 1, %TBD Comparison to other major IT Contract fees: - GSA Schedules: 0.75%  SEWP V fee is included in product pricing

SEWP Support  During Business Hours (7:30AM-6:00 PM EST) Phone - Call, call, call (301) Online Chat - Available at  Assistance Anytime  Free Training via on-line video and on-site sessions Web-Ex and other options available

Procurement Lifecycle  Pre-Order Support Review Requirements when scope is uncertain Assistance on SEWP Processes including step-by-step walk through Online Quote Request Tool  Order Processing Review, process and forward orders to Contract Holder Orders must be sent to SEWP Program Management Office (PMO) by Government Agency All orders verified prior to forwarding to Contract Holder Obtaining quotes through the Quote Request Tool will expedite order processing Reconcile and track orders through completion  Post-Order Support Process and post order status data Assist with order resolution

Order Submission Options For a Delivery Order (DO): Send DO paperwork to - Or- Fax DO paperwork to For a Credit Card Order (do not include credit card number): Use submission option in SEWP Quote Request Tool (QRT) - Or- Send Quote for CC Order - Or Fax quote for CC Order to  SEWP Program Office does not supply award information QRT includes an optional Award Notification Function

Post-Award Issues From FAR Part : All Orders o Fair Opportunity issues may be referred to an Ombudsman $5 Million and less o Post-award debriefs and award notification are at the Issuing Agency’s discretion $5 Million or more o Post-award debriefs shall be provided o Contracting Officer shall notify unsuccessful bidders Protests o Orders under $10 M only protestable for period of performance Follow SEWP Recommendations for orders extending past 2014 o Orders over $10 M may be protested (FAR )33.104

SEWP by the Numbers  TBD # Competed Prime Contract Holders TBD # Small Businesses include 3 Set-Aside Groups: Small Business SDVOSB HubZone  Several Thousand Providers Including Cisco, Apple, NetApp, EMC, APC, Microsoft, Oracle, etc.  Several Million Products & Product Based Services

Reporting Available on SEWP V  SEWP V increases the information provided during RFQ Contract Holder Information -Past performance concerns -Business size designation -Supply Chain information Product Information -Government initiatives (e.g. Energy Star, EPEAT, TAA) -Agency specific approval (option to provide pre-approved product list) -Strategic Sourcing options  Reporting availability: Reporting at agency level to review purchase history via the SEWP contracts Reporting at product classification level Reporting on adherence to government initiatives 23

SEWP Customer Service Contacts Webwww.sewp.nasa.gov 24x7x365 Get responses within 1 business day Helpline Mon–Fri, 7:30 AM–6:00 PM ET Fax Fax orders orders MailMailstop 703.S, NASA GSFC, Greenbelt, MD Find Us NASA SEWP Follow Group: NASA SEWP GWAC

The SEWP Management Team* Program Mgr. / COR Joanne Woytek Deputy Program Mgr. Darlene Coen Financial Manager Theresa Kinney Operations Manager Terita Easton *Questions are best sent to for fastest

SEWP Website Frequently Asked Questions Contracts Points of Contact Program Performance Page Agency Specific Pages Quote Request Tool (QRT) Features v

Background Slides

Delivery Orders with Options [DOWOs] If an Agency has a requirement to purchase a set of known in-scope products and services but is uncertain of the timing of those purchases, a Request for Quote (RFQ) can be submitted using Fair Opportunity guidelines to one or more SEWP Contract Groups; The Agency may award one or more Delivery Orders based on the quotes received. The initial base Delivery Order would establish the products/product solutions and pricing for those items. The maximum time for the existence of this order and any instructions for exercising options / placing option calls against the original quote and initial Delivery Order should be noted in the initial order; The base and option years cannot exceed 5 years in duration.

Delivery Orders with Options (cont.) Agency officials may then follow the procedures as stated in the base Delivery Order to place orders against the initial quote. This is per the FAR Part 16 exception to Fair Opportunity for logical follow-ons to a Delivery Order, which was itself awarded based on Fair Opportunity; Any substantive change to the initial quote and subsequent base Delivery Order, such as increasing the scope of items quoted, would require a renewed Quoting and ordering cycle including issuing a new RFQ following Fair Opportunity procedures; The actual usage and set-up of the base Delivery Order is the Contracting Officer’s responsibility. Typically, the base order is set up with an initial $0 Delivery Order listing the products/solutions and prices included in the awarded quote. Subsequent Delivery Orders are issued options either as modifications or calls against the base order.

Scope Examples: Computer Hardware Tablets, Laptops, Embedded Systems Desktops, Servers, Supercomputers Peripherals and Accessories: Monitors, Keyboards, Cables, etc. Computer Carts, Racks and Enclosures Computer Cards / Boards

Scope Examples: Network and Communications Network Appliances Network Connectivity: Routers, Modems, etc. Telecommunication Devices Wireless Networking Cables and Accessories

Scope Examples: Security Hardware Control and Authentication Devices Forensic Systems Computer Anti-Theft Hardware Security Appliances Surveillance Systems Sensors

Scope Examples: Supporting Hardware Scanners, Barcodes, RFID Devices Cooling Systems Digital Devices; e.g. Calculators GPS Remote Management Printers, Copiers, Fax Machines, Shredders Associated Supplies

Scope Examples: Specialized Hardware Notification Systems associated with Computer Facility Asset Management Systems Computer Room Monitoring

Scope Examples: Storage Hardware Backup and Recovery DVD, CD, Tape and Digital Systems and Supplies Disk Systems Network Based Storage Storage Accessories

Scope Examples: AV / Conferencing AV Equipment and Accessories Cameras, Display Monitors, Consoles, etc. Accessories including privacy screens and camera accessories Video and Tele-conferencing Speakers, Microphones, Theater and Music Systems, Lighting TV, Projectors and Screens Visualization Systems

Scope Examples: Electrical Note: Must be related to an IT / AV system Power Conditioning Uninterrupted Power Supply, Batteries, etc. Cables, Components, etc.

Scope: Software and Virtualization Commercial software packages of any variety Software As A Service Cloud Computing Virtual Storage

Scope Examples: Services Fully in Scope Maintenance / Warranty / Help Desk Support Installation of In-Scope Products Site Planning; e.g. determining what products are required Product Based Training Onsite Product-Based Engineering

Scope Examples: Services Limited in Scope The following cannot exceed 5% of a delivery order total dollar amount: Software development Consulting (unless part of in scope services) Staff Augmentation Staff augmentation Other Options: GSA Alliant, NIH CIO-SP or other support service contracts DIY (Do It Yourself)

Scope: What You Cannot Buy Mobile Data Collection Devices Wheels, Engines Non-IT Medical Devices Fire Suppression Systems / Maintenance Military Technology (if outside the scope listed previously) Office Furniture

Group A

Group B

Group C

Group D