1. Product and Service Acquisition Scope 2015 SEWP Acquisition Summit and Training December 8-10, 2015

2. Process Improvement 2

3. Third Acquisition Objective of SEWP Provide IT, communications, audio-visual and related hardware, software and product based services to support, interconnect, and enhance capabilities Includes the ability through the technology refreshment process to add new providers, services and technology to the existing contracts to make enhanced new technical capabilities available. 3

4. SEWP’s Catalog Catalog by Request No static catalog Availability of a product or service only limited by: the scope of the contracts the ability of the Contract Holder to obtain the products at an acceptable price Key question is not “Is this product on the SEWP catalog” Key question is “Is this product in scope for SEWP” Secondary question for unusual requirements or software from a niche software company: Are one or more CHs able to obtain the required items? 4

5. Technology Refreshment Clause The Government shall have the right to require, at any time, that the Contractor offer under this contract state-of-the-art versions of hardware and software components that it agrees to offer SEWP customers. Any new technology which will upgrade, extend or enhance the components shall be evaluated if the Contractor submits a proposal outlining the proposed technology 5

6. What is Submitted and Reviewed (1 of 2) For all items: Item must be in scope Contract Line Item Number must be unique No Variable priced CLINs If a part or service varies in price – each instance of the item must be separately on contract Price must be comparable to prices on other contracts Part number and description must accurately define the product Million dollar item must have a million dollar description 6

7. What is Submitted and Reviewed (2 of 2) For commodity products: Original Provider/Manufacturer Part Number is required For bundles: Each item in the bundle must be separately added to the contract Bundle cost must be <= sum of components Typically how BTO/CTO systems are added For services: Statement of Work (SOW) must be submitted, reviewed and approved Labor categories and rates must be on contract Customer determines price reasonableness for labor based services 7

8. Part Number vs. CLIN SEWP uses 2 identifiers for all contract line items Provider Part Number Not required to be unique; e.g. Custom to Order (CTO) Must be the Original Equipment Manufacturer Part Number Contract Line Item Number (CLIN) Must be unique for the given contract Must be firm fixed price If part number is configurable, separate CLINs must exist for each configuration Does not have to relate to the part number, although it sometimes does 8

9. A Peek At the Catalog 9

10. Typical TR process (1 of 2) Government customer submits a request Contract Holder (CH) researches/negotiates ability to fulfill request – this can take hours, days or weeks depending on the complexity of the request If a manufacturer has not previously been added to SEWP contracts, CH will request a manufacturer review SEWP checks for scope and accuracy of manufacturer information Handled within one business day If services or bundle, CH submits backup data for review Handled within one business day Most scope issues are handled here 10

11. Typical TR process (2 of 2) TR submitted, review and approved or denied Handled within one business day Usually where pricing issues are handled Typical reasons for an item not being added: Pricing not reasonable Pricing not justified Description is unclear Out of scope Once TR is approved, CH can submit a quote for verification and upload to Government customer 11

12. Pricing Contract Price Contract discount structure Less Than GSA Price Manual Review Comparison to other contract prices Quoted Price Purchases can be consolidated to maximize price discounts Internal competition results in line item discounts Product Prices may be negotiated/questioned 12

13. Scope: Computer Hardware Tablets, Laptops, Embedded Systems Desktops, Servers, Supercomputers Peripherals and Accessories: Monitors, Keyboards, Cables, etc. Computer Carts, Racks and Enclosures Computer Cards / Boards 13

14. Scope: Network and Communications Network Appliances Network Connectivity: Routers, Modems, etc. Telecommunication Devices Mobility Products and Subscription Plans Wireless Networking Cables and Accessories 14

15. Scope: Security Hardware Access Control and Authentication Devices Forensic Systems Computer Anti-Theft Hardware Security Appliances Surveillance Systems 15

16. Scope: Supporting Hardware Scanners, Barcodes, RFID Devices Sensors Cooling Systems Digital Devices; e.g. Calculators GPS Printers, Copiers, Fax Machines, Shredders Associated Supplies 16

17. Scope: Specialized Hardware Notification Systems associated with Computer Facility Asset Management Systems Computer Room Monitoring Medical IT 17

18. Scope: Storage Hardware Backup and Recovery DVD, CD, Tape and Digital Systems and Supplies Disk Systems Network Based Storage Storage Accessories Data Center Hardware, Software and Services 18

19. Scope: AV / Conferencing AV Equipment and Accessories Cameras, Display Monitors, Consoles, etc. and accessories Video and Tele-conferencing Speakers, Microphones, Theater and Music Systems, Lighting Televisions, Projectors, Screens and Video Signage Visualization Systems 19

20. Scope: Electrical Note: must be related to an IT / AV system Power Conditioning Uninterrupted Power Supply, Batteries, etc. Cables, Components, etc. 20

21. Scope: Software and Virtualization Software packages of any variety XaaS (X as a Service) Cloud Computing 21

22. Scope: Services Fully in Scope Maintenance / Warranty / Help desk support Installation and Implementation of in-scope Products Site Planning; e.g. determining what products are required Product-based Training Product-based Engineering Services NOTE: These services are available without limitation on all SEWP Contracts. NOTE 2: These services may extend up to 5 years; e.g. annual maintenance with 4 option years 22

23. Scope: What You Cannot Buy Mobile Data Collection Device Wheels, engines Hand held metal detector General Medical Devices (if outside the scope listed previously) Military Technology (if outside the scope listed previously) Office Furniture 23

24. Scope: What You Should Do If uncertain: Send SOW (Statement of Work), BOM (Bill of Materials) and/or Requirements Statement to help@sewp.nasa.gov help@sewp.nasa.gov We will review and get back with you and discuss any scope issues 24

25. Determining Product Availability Prior to sending out an RFQ In theory, all in scope items are available Quote Request Tool is the best and recommended method to determine availability Market research can be conducted prior to RFQ using the Market Research Tool SEWP Program Office can assist with market research for product availability Upon receipt of a quote Verification (Pass) file verifies the existence and pricing of the items on the quote Data regarding TAA, EPEAT and Energy Star provided to user 25

26. Is Everything in Scope Available? Theoretically Yes! But: Some specialized and smaller software companies may be unwilling to work with resellers Some products are at or past their end of life Contract holders may not be able to obtain proper pricing and/or backup data If a complex, or cutting edge technology is involved or availability on SEWP is questionable: Utilize the Market Research Tool or Quote Request Tool; or Email help@sewp.nasa.gov for assistancehelp@sewp.nasa.gov The SEWP Program Office can research availability for you 26

27. Provider Lookup Tool Optional Research Tool Lists all Companies with at least one item on the SEWP contracts Currently close to 3800 companies listed About 10 companies added weekly Therefore, if a company is not listed, an RFQ can still be submitted Information provided through tool: Current providers Current availability in terms of contract holders and contract groups Authorized reseller list (when provided) List of current products on contract 27

28. Market Research Tool Optional Research Tool This tool is a snapshot of previous availability and request for adding new products and companies Combination Search and Request Tool Search for existing companies and products Products can be searched by part number or description Track those companies and products not found Submit an RFI (Request for Information) to check if missing companies/products can be added 28

29. Thank You!