Agency and Enterprise-wide Procurement Strategies

2015 SEWP Acquisition Summit and Training

December 8-10, 2015

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SEWP Introduces New Services

• Strategic Initiatives• SEWP Agency Order Reports• Agency Catalogs• Delivery Orders With Options (DOWOs)

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SEWP Initiative Examples

Strategic• Time sensitive Agency initiatives that involve new or emerging

technology such as CLOUD, Mobility, CyberSecurity, etc.

Complex• Network security initiative consisting of the integration of

scores of companies, hundreds of products, thousands of parts – installed at US military bases throughout the world.

Significant in Size• Delivery Orders with Options (DOWO) or Agency Catalogs

provide for the ongoing acquisition of IT products/solutions spanning multiple years and amounting to significant expenditures.

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Strategic Sourcing – Federal Initiatives

OMB’s Federal Strategic Sourcing Initiatives (FSSI) to cover multiple IT commodities [e.g. DTLT; workstations; servers; cyber security etc.]

Objectives:

• Manage multiple agency contract vehicles• Manage 80% of federal IT spend• Reduce costs & increase value

NASA SEWP has been appointed lead agency for the Desktop Laptop [DTLT] commodity:

• Establish standard DTLT configurations across agencies• Compare & determine common Terms & Conditions across contracts• Develop best practices for managing IT spend using strategic sourcing principles• Government-wide Strategic Solutions (GSS) for Desktops and Laptops Ordering System

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Agency Catalogs Example

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Agency Catalogs Example

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• DoD• DISA

• US NAVY• USAF• NASA• Interior• Agriculture• State• Justice

• CLOUD• Mobility• Managed Print Svs.• Desktops / Laptops• Storage• Enterprise Software• Office Productivity• Human Resource Mgt.• Content Mgt.• Cyber Security

Agencies and Examples

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Agency Specific Catalogs

• Establish unique Agency Specific Contract Line Items Numbers (CLINs) and pricing for products and services

• Provides the ability to procure XYZ products / services (e.g., new software licenses perpetual, maintenance, renewal maintenance for existing licenses, etc….) from specific Contract Holder(s) NASA SEWP master contract.

• Purchases of the unique CLINs shall adhere to the terms and conditions express in either the basic SEWP V master contract and /or creation of terms and conditions (Ts&Cs)

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Agency Specific Catalogs (con’t)

• An Agency Specific Catalog will be available for customers to view their Agency Specific CLINs

• The catalog will be displayed with pricing, technical specifications, etc.

• Customers can utilize their Government Purchase Card (GPC) to order directly or submit an RFQ

• NASA SEWP Technology Refreshment (TR) must be followed• Prices shall be in effect during the duration of the period of

performance but may be discounted and negotiated on a quote by quote basis

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When To Create A Catalog

• Irregular timeline to order products• Volume of products ordered often in low numbers• Standard technology updates• Speed and simplicity of ordering process• Multiple ordering locations

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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 orderThe base and option years cannot exceed 5 years in duration

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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 and initial Delivery Order listing the product/solutions and prices included in the awarded quote. Subsequent Delivery Orders are issued options either as modifications or calls against the base order

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When To Use A DOWO

• Predictable order cycle• Predicable volume or products required• Stable, predictable technology specifications • Annual maintenance agreements

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Agency Strategic Initiatives

Agency Web Pages

• Agency Guidance, Processes and Policy• Agency specific Terms and Conditions (Ts and Cs), etc. - Future enhancement: Automatically include Agency Ts and Cs with RFQs• Points of Contacts

SEWP Purchase Order Agency Report

• Automatically generated Purchase Order Report• Products, prices, contract holder, EPEAT, location, etc.

Agency “Catalogs”

• Contract-level items and pricing in support of Agency requirements• Strategically sourced items• Click to Order functionality or consolidated bundling options

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Reporting Available on SEWP

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

Information provided during RFQ process

Contract Holder Information

• Performance concerns• Business size designation

Product Information

• Government initiatives (e.g. Energy Star, EPEAT, TAA)• Agency specific approval (option to provide pre-approved product list)• Strategic Sourcing options• Supply Chain information

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Agency Report Example

By request!

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Contact the SEWP Program Level Outreach Team (PLOT)

1. E-Mail SEWP Program Officehelp@sewp.nasa.gov

2. In the e-mail outline what you are trying to accomplish.

3. We will get back to you within 24 hours.4. PLOT is government facing. Agency

information will not be shared with SEWP Contract Holders.