Federal Procurement Landscape

2015 SEWP Acquisition and Training Summit

1December 8 - 10, 2015

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Agenda

• Overview• Accomplishments• System Offerings • Term, Conditions, Clauses• Next Steps

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Overview• OMB’s objective for the Workstations (Desktops/Laptops) Commodity

Team is to develop a framework and strategy for effectively managing multiple interagency vehicles in the information technology workstation space to manage the spend in this area, reduce costs, and increase value through application of strategic sourcing principles. OMB’s primary goals:• Develop a way to quickly compare the contracting vehicles that offer

similar commodities and services in this space;• Identify a refined set of configurations that will support leveraging

demand and purchasing to reduce costs and increase value;• Identify best practices in spend management (policies, terms and

conditions) to support strategic sourcing

• FSSI Workstations Commodity Team (Desktops and Laptops) established in 2013 with participation by more than 27 Federal agencies and departments; NASA appointed leader of the initiative

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Overview, cont’d

• Each WCT Agency was tasked with coordinating input on behalf of their entire Agency to identify standard desktop and laptop configurations which could meet a majority of requirements (80% target)• Input submitted to WCT Team Leader at NASA for analysis

and determination of system specifications and the number and type of offerings; WCT also developed a set of terms, conditions, and clauses to support the system offerings.• Category Management Policy 15-1: Improving the

Acquisition and Management of Common Information Technology: Laptops and Desktops issued by OMB in Oct 2015

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Accomplishments

• WCT convened to review standard configurations and specifications for desktops, laptops, and proposed “upgrades” in the Spring of 2014; Industry feedback obtained as a result of a Request for Information in May 2014 to help formulate terms and conditions, which were finalized by WCT consensus in August 2014

• NASA developed revised draft specifications in February 2015 after meetings with industry and led a WCT Meeting that same month to discuss the specifications, system offerings, as well as the implementation/deployment strategy

• Existing government-wide acquisition vehicles were identified to offer the desktop and laptop solutions (referred to as the Government-wide Strategic Solutions, or GSS): NASA SEWP, NIH’s NITACC CIO-CS, and GSA Schedule 70 (Hardware)

• NASA has collaborated closely with implementation partners from GSA and NIH to identify and resolve implementation and deployment issues• Each of the Agencies is responsible for their own contract modifications or

ordering system updates to allow customers to easily access the GSS offerings

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Accomplishments, cont’d

• NASA conducted meetings in March/April, 2015 with GSA, NIH, and key desktop/laptop manufacturers to validate and finalize the desktop and laptop configurations and Terms and Conditions• Specifications and Terms/Conditions baselined in June 2015

• GSS for Desktops and Laptops was successfully deployed on all contract vehicles in last quarter of FY 2015 (“Soft Launch”)• Unprecedented government collaboration on the entire WCT

and among the GSS implementation partners allows customers to chose the vehicle that is best for them

• WCT Meeting Held November 2015 with participation by over 60 representatives from 25 different federal departments and agencies

• In November 2015, several agencies provided comments or recommend updates to the current GSS offerings and specifications, as well as the terms, conditions, and clauses, to the WCT Team Leader at NASA for synthesis and analysis

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System Offerings• Three Desktops

• GSS Desktop• GSS Desktop Upgrade 1• GSS Desktop Upgrade 2

• Two Laptops• GSS Laptop (no optical drive)• GSS Laptop Upgrade 1 (optical drive)

• Options• Software bundle of MS Office 2013 Productivity Software or equal and Symantec

Endpoint Protection Antivirus Software or equal• Monitors, 23.6 inch viewable minimum • Docking stations (for laptops only)• Extend the base warranty of 3 years to either 4 years or 5 years

• The current specifications may be found at: http://www.sewp.nasa.gov/gss_techspecs.shtml

• A description of the Government-wide Strategic Solutions initiative and a link to the Category Management Policy 15-1: Improving the Acquisition and Management of Common Information Technology: Laptops and Desktops may be found at: http://www.sewp.nasa.gov/strategic_solutions.shtml

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Desktop Specifications (NOTE: ALL SPECIFICATIONS ARE MINIMUMS)

Component Recommendation• Processor (CPU) Intel® Core™ i5-4570 (3.2 GHz) CPU or equal• Operating System Windows 7 Professional with option to ship with 8.1 for free• Random Access Memory (RAM) 8GB 1600 DDR3, Non-ECC• Hard Drive 500 GB 7200 RPM, SATA Interface• Display/Graphics Integrated HD Graphics w/ Dual Monitor Support• Sound Analog stereo output• Speakers Integrated headphone and stereo speaker jacks• Optical Drive 8X DVD+/-RW Writer Drive• Mouse USB optical mouse with scroll• Keyboard USB keyboard • Smart Card Reader FIPS-201 Approved Transparent Smart Card Reader (Keyboard integrated or USB)• Network Interface 10/100/1000 BASE-T Ethernet• Ports 6 USB ports (USB 3.0 and USB 2.0), 1 DVI, 1 VGA, 1 DP or HDMI• Slots 2 PCI Slots available (PCI and/or PCIe) • Platform Integrity Trusted Platform Module (TPM) v1.2 or better• EPEAT Gold• Energy Star 5.0• Trade Act Agreement Compliant Yes• Section 508 Compliant Yes• Warranty 3 years; (Option to Extend to 4 or 5 Years); Keep Your Hard Drive• Delivery Time (Days) 30 daysOptional Software “Bundle”: Productivity Software- Microsoft Office Professional 2013 or equal, and

Antivirus Software- Symantec End Point Protection or equal (3-year license for both)Optional Hardware: Monitor: 23.6 inch viewableOptional Warranty: Extend base warranty to 4 years or extend base warranty to 5 years

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Desktop Upgrade 1 Specifications (NOTE: ALL SPECIFICATIONS ARE MINIMUMS)

Component Recommendation• Processor (CPU) Intel® Core™ i7-4790 (3.6Ghz) or equal• Operating System Windows 7 Professional with option to ship with 8.1 for free• Random Access Memory (RAM) 16 GB 1600 DDR3 Non-ECC• Hard Drive 750 GB 7200 RPM SATA• Display/Graphics Integrated HD Graphics w/ Dual Monitor Support• Sound Analog stereo output• Speakers Integrated headphone and stereo speaker jacks• Optical Drive 18X DVD+/-RW Writer Drive• Mouse USB optical mouse with scroll• Keyboard USB keyboard • Smart Card Reader FIPS-201 Approved Transparent Smart Card Reader (Keyboard integrated or USB)• Network Interface 10/100/1000 BASE-T Ethernet• Ports 6 USB ports (USB 3.0 and USB 2.0), 1 DVI, 1 VGA, 1 DP or HDMI• Slots 2 PCI Slots available (PCI and/or PCIe) • Platform Integrity Trusted Platform Module (TPM) v1.2 or better• EPEAT Gold• Energy Star Compliant 5.0•Trade Act Agreement Compliant Yes• Section 508 Compliant Yes• Warranty 3 years; (Option to Extend to 4 or 5 Years); Keep Your Hard Drive• Delivery Time (Days) 30 daysOptional Software “Bundle”: Productivity Software- Microsoft Office Professional 2013 or equal, and

Antivirus Software- Symantec End Point Protection or equal (3-year license for both)Optional Hardware: Monitor: 23.6 inch viewableOptional Warranty: Extend base warranty to 4 years or extend base warranty to 5 years

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Desktop Upgrade 2 Specifications(NOTE: ALL SPECIFICATIONS ARE MINIMUMS)

Component Recommendation• Processor (CPU) Intel® Core™ i7-4790 (3.6Ghz) or equal• Operating System Windows 7 Professional with option to ship with 8.1 for free• Random Access Memory (RAM) 32 GB 1600 DDR3 Non-ECC• Hard Drive 1 TB 7200 RPM SATA• Display/Graphics Integrated HD Graphics w/ Dual Monitor Support• Sound Analog stereo output• Speakers Integrated headphone and stereo speaker jacks• Optical Drive 1 16X DVD+/-RW Super Multi SATA Drive• Mouse USB optical mouse with scroll• Keyboard USB keyboard • Smart Card Reader FIPS-201 Approved Transparent Smart Card Reader (Keyboard integrated or USB)• Network Interface 10/100/1000 BASE-T Ethernet• Ports 6 USB ports (USB 3.0 and USB 2.0), 1 DVI, 1 VGA, 1 DP or HDMI• Slots 2 PCI Slots available (PCI and/or PCIe) • Platform Integrity Trusted Platform Module (TPM) v1.2 or better• EPEAT Gold• Energy Star Compliant 5.0• Trade Act Agreement Compliant Yes• Section 508 Compliant Yes• Warranty 3 years; (Option to Extend to 4 or 5 Years); Keep Your Hard Drive• Delivery Time (Days) 30 daysOptional Software “Bundle” Productivity Software- Microsoft Office Professional 2013 or equal, and

Antivirus Software- Symantec End Point Protection or equal (3-yr license for both)Optional Hardware: Monitor: 23.6 inch viewableOptional Warranty: Extend base warranty to 4 years or extend base warranty to 5 years

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Laptop Specifications (NOTE: ALL SPECIFICATIONS ARE MINIMUMS)

Component Recommendation• Processor (CPU) Intel Core i5-4300 (2.6 GHz) or equal• Operating System Windows 7 Professional with option to ship with 8.1 for free • Random Access Memory (RAM) 8 GB 1600 MHz• Hard Drive 500GB 7200 RPM SATA• Display/Graphics Intel HD 4000 or equal /Supports Dual Display configuration with Docking Station• Display 14 inch • Display Resolution 1366x768 • Sound Analog Stereo Output• Speakers Integrated Stereo (Built-in stereo speakers)• Optical Drive None• Mouse Optical USB w/ Scroll •Keyboard Integrated• Webcam Integrated• Microphone Integrated• Network Interface 10/100/1000 Base-T Ethernet; Wireless: 802.11n• Bluetooth Bluetooth 3.0 , Integrated• Ports 3 USB 2.0 or higher• Slots 1 - SD/MMC Card Slot, 1 - Locking Cable Slot• Smart Card Reader FIPS-201 Approved Transparent Reader• Platform Integrity Trusted Platform Module v1.2• EPEAT Gold• Energy Star Compliant 5.0• Trade Act Agreement Compliant Yes• Section 508 Compliant Yes• Warranty 3 years; (Option to Extend to 4 or 5 Years); Keep Your Hard Drive• Weight 6 pounds or less• Delivery Time (Days) 30 daysOptional Software “Bundle”: Productivity-Microsoft Office Professional 2013 or equal and Antivirus-Symantec End Point Protection or equal (3-yr) Optional Hardware: Monitor: 23.6 inch viewable

Docking Station: w/ 3 USB (1 at 3.0), dual monitor support, DVI/VGA or Dual VGA, 10/100/1000Optional Warranty: Extend base warranty to 4 years or extend base warranty to 5 years

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Laptop Upgrade 1 Specifications (NOTE: ALL SPECIFICATIONS ARE MINIMUMS)

Component Recommendation• Processor (CPU) Type Intel Core i7 (2.6 GHz) CPU or equal• Operating System Windows 7 Professional with option to ship with 8.1 for free • Random Access Memory (RAM) 16 GB 1600 MHz• Hard Drive 512 (Solid State Drive (SSD))• Display/Graphics Technology Intel HD 4000 or equal- Supports Dual Display configuration with Docking Station• Display 15 inch• Display Resolution 1366x768 OR GREATER• Sound Analog Stereo Output• Speakers Integrated Stereo (Built-in stereo speakers)• Optical Drive 1 8x DVD+/-RW • Mouse Optical USB w/ Scroll • Keyboard Integrated• Webcam Integrated• Microphone Integrated• Network Interface 10/100/1000 Base-T Ethernet; Wireless: 802.11n• Bluetooth Bluetooth 3.0 , Integrated• Ports 3 or more USB 2.0 or higher• Slots 1 - SD/MMC Card Slot, 1 - Locking Cable Slot• Smart Card Reader FIPS-201 Approved Transparent Reader• Platform Integrity Trusted Platform Module 1.2• EPEAT Gold• Energy Star Compliant 5.0• Trade Act Agreement Compliant Yes• Section 508 Compliant Yes• Warranty 3 years plus option to extend to 4-5 years; Keep Your Hard Drive• Weight 6.5 pounds or less• Delivery Time (Days) 30 daysOptional Software “Bundle”: Productivity-Microsoft Office Professional 2013 or equal and Antivirus-Symantec End Point Protection or equal (3-yr) Optional Hardware: Monitor: 23.6 in viewable

Docking Station w/ 3 USB (1 must be 3.0), dual monitor support, DVI/VGA or Dual VGA, 10/100/1000Optional Warranty: Extend base warranty to 4 years or extend base warranty to 5 years

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Terms, Conditions, Clauses

• Extended Warranty of up to 5 years would be included • Delivery: 30 days• Technology Refreshment Cycle: 6 month technology

refresh cycle, in December and June• Reporting Requirements: OMB is to decide required

data for reporting; electronic reporting of relevant data• Pricing: Unit Pricing (Aggregate/Volume pricing to be

explored after quantities become known)

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Terms, Conditions, Clauses (continued)

• 52.212-1 – Instructions to Offerors-Commercial Items• 52.212-2 – Evaluation-Commercial Items• 52.212-3 – Offeror Representations and Certifications-Commercial Items• 52.212-4 – Contract Terms and Conditions, includes:

• (a) Inspection• (b) Assignment• (c) Changes• (d) Disputes• (e) Definitions• (f) Excusable Delays• (g) Invoice• (h) Patent Indemnity• (i) Payment• (j) Risk of Loss• (k) Taxes• (l) Termination for Government’s Convenience• (m) Termination for Cause• (n) Title• (o) Warranty• (p) Limitation of Liability• (q) Other Compliances• (r) Compliance with laws unique to Government contracts• (s) Order of Precedence• (t) System for Award Management (SAM)• (u) Unauthorized Obligations

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Terms, Conditions, Clauses (concluded)

• 52.212-5 – Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items• Additional Terms and Conditions:

• 52.217-9 Option to Extend Contract• 52.219-28 Post Award Small Business Program

Representation• 52.223-16 EPEAT – Gold• 52.223-15 Energy Star – 5.0 or higher• 52.225-5 Trade Act Agreement Compliant• All Products shall be 508 Compliant • Only new equipment shall be used for all components• Any substitutions must be agreed upon prior to fulfillment of an

order

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Next Steps• Continue to obtain WCT input for the refresh process, which is

planned to occur every six months• Schedule next WCT meeting after inputs are analyzed and

updates to specifications or offerings are available to review – likely January 2016• NASA and implementation partners to engage key

workstation manufacturers and other industry representatives to obtain feedback on industry trends as they relate to the GSS systems• Industry Day targeted for January 2016

• Establish WCT Sub-Groups or Tiger Teams as needed to address various GSS-related topics such as obtaining feedback from customers on their experiences buying the GSS offerings, other metrics, etc.• WCT to provide data to OMB regarding the usage of the GSS

for Desktops and Laptops

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The Federal Information Technology Acquisition Reform Act (FITARA)

• Most significant Federal IT reform in the last 2 decades• Management and oversight of IT Resources• Provides department-level Chief Information Officers

(CIO) more authority• AND more responsibility for producing IT programs on

time and on budget• Reporting requirements mandated

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Reporting Available on SEWP

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

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

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Agency Report Example

By request!

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SEWP Fiscal Year 2016Enhancements

• Ability to add a Cleared and Assessed list• CIO’s will be able to provide SEWP with products

that have been assessed and cleared (or not cleared) for agency purchase• Customers will be notified when quotes contain

items that are cleared for that agency or that require further CIO review• Information on assessed purchases can be added to

agency reports