NASA SEWP

Joanne WoytekNASA SEWP PMNov 2015

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Agenda

SEWP Overview / Highlights

Leadership and Innovation

Major Initiatives

Industry Involvement

Q and A

SEWP Solutions for Enterprise-Wide Procurement

Contract Vehicle for purchase of ITC (Information Technology and Communication) and AV Product Solutions and related Technologies and Services

Government-Wide Acquisition Contract (GWAC)- Authorized by Office of Management and Budget (OMB)- Available to all Federal Government Agencies

• All Federal Agencies have utilized SEWP

SEWP IV ends Apr 30, 2015 (tentative) SEWP V starts May 1, 2015 (tentative)

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SEWP OverviewSolutions for Enterprise Wide Procurement

37 Prime Contract Holders (SEWP IV)

80+ Prime Contract Holders (SEWP V)

4,700+ Providers including Cisco, Apple, NetApp, EMC, APC, Microsoft, Oracle, etc. 2,500,000+ Unique Products & Product Based Services 25,000 Orders Processed Annually * $100K Average Order Size * $2.5 Billion / Annually

KEY ACQUISTION SUPPORT OBJECTIVES• Give agencies ability to quickly procure the latest technology• Focus on standards, information flow, tracking, and ease of use• Provide a wide range of hardware and software solutions

• Embrace innovative procurement processes for easier acquisition

“CUSTOMER SERVICE, RESPONSIVENESS AND COST”

cited as the major reasons customers use SEWP

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What Sets SEWP Apart… CUSTOMER SERVICE: Pre-Order Assistance, Order Processing,

Post-Order Support, and Issue Resolution reduce the burden on the acquisition workforce

RESPONSIVENESS WITH QUALITY: Everything is Handled with Care … in One Business Day

LOW COST: Contracted discount structure plus Fair Opportunity competition provides Agencies major savings combined with a low fee of 0.45%

ROBUST ONLINE TOOLS: Intuitively built for customers

NEW PRODUCT AVAILABILITY: Items based on customer requests

FREE TRAINING: Request On-Site training, attend live WebEx trainings, or watch our online training videos

SMALL BUSINESS USAGE: Nearly 50% of the business in SEWP is directed to Small Business Contracts5

What can be procured through SEWP?

Information Technology Computer Hardware, TabletsStorageSecurity

Software & Cloud SoftwareVirtualization and Cloud ComputingXaaS

Networking & Communications Network Appliances: Routers, ModemsTelecommunication Devices and Monthly Service

Supporting Technology Scanners, Printers, Copiers, Shredders Associated Supplies and AccessoriesSensors

AV/Conferencing A/V Equipment and AccessoriesTVs, Display Monitors, Projectors and Screens

Services Maintenance / WarrantySite Planning / InstallationProduct Based TrainingProduct Based Engineering Services

“Leadership is the capacity to translate vision into reality.” - Warren G. Bennis

NASA SEWP Program has always been more than a set of contracts – it is viewed as an innovative experiment in IT acquisition

One of the 4 Acquisition objectives

embrace innovative procurement transactions and processes

3 Godfathers of SEWP•Set the objectives, goals and frameworks the Program continues to strive to meet

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“The innovation point is the pivotal moment when talented and motivated people seek the opportunity to act on their ideas and

dreams.”— W. Arthur Porter

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Understanding the difference between administering a contract and managing an acquisition program

Bringing together disparate parts•Technical, procurement, policy•Government and Private Industry

Willingness to experiment

Hands-off upper management•Started as a non-entity / under the radar•Self-contained financially•Mutual trust and respect must be earned and maintained

Keys to SEWP’s Innovation Part I

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Accept responsibility for failures and move on

Staff: dedication to mission; willingness to listen, observe and recommend•Mission is to provide the best customer service and the best contract

program possible

No mandatory customers

Managed as if the Program is a Small Business not a Government Program

Understand what drives the IT private sector

Keys to SEWP’s Innovation Part II

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Dilbert Comic Strip

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First Government-Wide Acquisition Contract

Implicit goal for the initial program – be the best program possible while keeping as low a profile as possible

Past 3-5 years have been a paradigm shift• Increased size

• Increased visibility of GWACs and SEWP

• Outreach is working

No longer under the radar • Viewed as a leader and need to fill that role

• Leadership not confined to SEWP Contracts – Acquisition issues in general

• Quality along with speed

“Management is doing things right; leadership is doing the right

things.” - Peter Drucker

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Paradigm Shift Image

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SEWP Vision Statement

SEWP will solidify its reputation as an innovative, customer focused program as it

seamlessly transitions to SEWP V and will be a visible, leading contributor to NASA and the

Federal IT Acquisition Community.

SEWP Mission Statement

As an established and agile leader in the Federal Acquisition Community, the SEWP

Program Office manages a suite of government-wide IT product solution contracts that

provide NASA and all Federal Agencies with timely access to mission critical technologies.

The Program provides best value and cost savings for the Federal Government and

American taxpayer through innovative procurement tools and processes; premiere

customer service and outreach; and advocation of competition and cooperation with

industry.

“The price of greatness is responsibility.”

— Winston Churchill

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Initiative Drivers

Information conduit to/from Government and Industry

Support to Government requirements, policies, concerns

Standardized and verified quotes and orders

Realism, context and cost

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Realism

Just because it sounds good, does not make it feasible

Government needs to understand what is realistic and reasonable to ask of Industry and themselves

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Context

Data without full and proper context is risky…

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Cost

Initiatives need to balance cost, benefit and risk

Industry’s goal is to make money

Government’s goal is to obtain the best value

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Major Initiatives

Information flow•Quotes•Agency specific•Reports

Supply Chain Risk Management

Strategic Sourcing

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Information Flow

As a central Program for decentralized Government Acquisition, SEWP is an information channel between Industry and Government and between Agency decision makers and their Acquisition teams

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Quote Information

SEWP V increases the information provided during RFQ:• Contract Holder Information

-Past performance concerns-Business size / designation / set-aside opportunities-Supply Chain information

• Product Information-Government initiatives/policies; including but not limited to:

EPEAT / Energy StarTAA

-Agency specific approval (option to provide pre-approved product list)-Strategic sourcing options

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Agency Specific Information

Agencies can control / guide ordering process

Agency Web Page•Specific guidance•Required clauses•SLA (Service Level Agreement) documentation•Points Of Contact

Agency Line Item Approval Flag•Agencies can designate specific products / product lines to be flagged during the RFQ and ordering process-For Example: XYZ Printer model 123 is approved for Dept of Printing

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Agency Level ReportsOversight Groups (Congress, OMB), CIOs, IT Managers

want to understand, track and report on IT purchases•Government tracking reliant on multiple systems and data entry•Industry tracking is often commercial oriented; i.e. not detailed to Government level data

•SEWP V – tracking will be handled by the Program Office

Data will be useful for:•Consolidating future buys•Determining organizational trends•Standardize requirements and purchases•Data Calls•Legal issues

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Other Information Channels

Government Customers•What is available?

-SEWP is a quote based contract – catalog dynamically built on customer requirements

-SEWP V will have a product categorization structure and interactive website to provide a product lookup tool to feed RFQ process

Government Agencies•What was purchased?

-Product categories; e.g. how many laptops-Policy based; e.g. what percentage of purchases were EPEAT compliant

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Supply Chain Risk ManagementDefinitions are important

•Counterfeit/tainting•Authorized reseller•Gray market•Risk management/levels of assurance

Standards and guidelines under development•Over 100 groups •Just released standard on Counterfeit / tainting: OTTP-S

-Open Trusted Technology Provider Standard-Industry led with DoD and NASA SEWP participation-The Open Group Website https://www2.opengroup.org/ogsys/catalog/c139

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SCRM Issues

100% Assurance impossible to achieve

Risk can be identified and assessed•There is a cost associated with lowering the risk•Acquirer needs to do a risk/benefit analysis

SEWP V will include risk based info – product provenance•Manufacturer•Authorized Reseller•Partnered with an authorized reseller/distributor•Known provenance /no official authorization•Unknown/unidentified origin/supply chain

SEWP V will also include other mitigating data

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How Strategic Sourcing Can Be a Good Fit for an Agency’s IT Solutions

Discounted Price on Products and/or Services•Set target price for supplier to meet•Use total annual spend to strengthen price negotiation

Greater Predictability in Acquisition Timetable

Consistency of Ordering Process and Product Supply

Improved Budget Planning

Increased Likelihood of Achieving Strategic Goals

Increased Standardization of Commonly-Purchased IT Solutions (Reduction in Acquisition Disparity)

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Strategic Sourcing – Federal Initiatives

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

Objectives:1. Manage multiple agency contract vehicles2. Manage 80% of federal IT spend3. Reduce costs & increase value

NASA SEWP has been appointed lead agency for the Desktop Laptop [DTLT] commodity:1. Establish standard DTLT configurations across agencies2. Compare & determine common Terms & Conditions across contracts3. Develop best practices for managing IT spend using strategic sourcing principles

4 Ways Industry Is Involved

Place Products/Services Under Existing Contracts

Align with Existing Contract Holders

Purchase from Existing Contracts

Win a SEWP Prime Contract

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“Provider” of IT Products / Solutions• Work with one or more Prime Contract Holders to request product addition

-Business case is negotiated between Prime and provider• A Prime Contract Holder must first request acceptance of provider

-Check is made by SEWP to ensure products in scope• After a provider is accepted

-Any Prime may add products from the provider-Products added through Technology Refreshment process

Authorized reseller information provided via email confirmation

Industry Outreach – We want to hear from this aspect of Industry

This is the best and easiest way to be involved in SEWP

Place Products Under Existing Contracts

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Align with Existing Contract Holders

Form a business relationship to fill gaps; for example:•Geographic Coverage•Technological Expertise•Agency specific expertise•Sales force augmentation

While an available path, the relationship is purely Business to Business•SEWP Program Office interacts at the Contract Holder level•Orders remain between Government agency and Contract Holder

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Purchase from Existing Contracts

Authorized Support Service Contractors may Utilize SEWP Contracts as Part of Their Government Contract•Authorization Letter from Support Service Contractor’s CO (Contracting Officer)-Authorization required on an individual support service contract basis

•Appropriate FAR 51 requirements must be met•List of Authorized Support Service Contractors available on SEWP website

Over 100 companies with appropriate support service contracts have been authorized to use SEWP

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Win a SEWP Prime Contract

SEWP IV Contracts will end in Spring 2015

SEWP V RFP and Proposal period ended Dec. 2013•Government is evaluating submitted proposals•New Contract Awards Planned by May 2015•All Official Information will be provided through FedBizOpps (www.fbo.gov) and the SEWP website (www.sewp.nasa.gov)

Long, Costly Process•Competitive Process•Extensive Requirements•Strong Competition•No Guarantees (winners and losers)•Next opportunity – 2024/2025

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Questions?

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