Solutions for Enterprise Wide Procurement (SEWP)

Contract Holder Sales Training

Version 12.29.15

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Agenda

I. Introductions

II. SEWP Overview

III. Web

IV. Q&A

V. Conclusion

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Key Terms

SEWP: Solutions for Enterprise Wide Procurement GWAC: Government-Wide Acquisition Contract Contract Holder: a company that was awarded a SEWP

Contract Provider: An company with one or more in scope

products and/or services on at least one SEWP Contract Issuing Agency: The Government Agency that issued an

order against a SEWP Contract Ship-to-Agency: Agency that will receive the order

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• Agencies approved by OMB for IT Product/Service GWACs- GSA, NIH, & NASA- Other agencies may have targeted GWAC authority

• Based on Clinger-Cohen Act• Pre-award activities/verifications already performed at basic

contract level- e.g. business size and financial responsibility determinations, etc.

• Open to All Federal Agencies and their Authorized Support Contractors

• All Federal Agencies have utilized SEWP

Government Wide Acquisition Support

Government-Wide Acquisition Contracts (GWACs)

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147 PRIME CONTRACT HOLDERS INCLUDING 120 SMALL BUSINESSES 28 SDVOSB (Service-Disabled Veteran-Owned Small Businesses)

19 HUBZone (Historically Underutilized Business Zones)

11 EDWOSB (Economically-Disadvantaged Woman-Owned Small Businesses)

SEWP by the Numbers

SEWP V

Current Figures… see “SEWP Snapshot”

Thousands of Providers including Cisco, Apple, Dell, HP, IBM, NetApp, EMC, APC, VMware, Microsoft, Oracle, etc.

Millions of Unique Products & Product Based Services

SEWP V began on May 1st, 2015

10 year contracts (5 year base contract with 5 year option)

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SEWP V Figures to Date• 15,200 orders placed

• $1.6B value of orders

• $110K avg. order

All Small 80%SDVOSB 28%HUBZone 12%EDWOSB 6%

Small Business Usage

SEWP V Top Issuing Agencies

Agency Total Amount # OrdersDepartment of Defense $667M 3350Department of Veterans Affairs 267M 2200Department of Justice 178M 1100Department of the Treasury 96M 530Department of Health and Human Services 90M 300Department of the Interior 89M 3830Department of State 84M 333National Aeronautics and Space Administration 52M 530Department of Commerce 45M 1660Department of Agriculture 37M 280

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What makes SEWP Hot? • Speed: Products/Solutions are added, orders or processed and all inquires

responded to within 1 day!

• Customer Service: Staff is always available to assist with any issue and walk through all process

• Low Fee and Prices: Product prices are consistently lower due to contract setup and internal competition

• Tracking and Communication: Tracking of all orders through delivery and provides feedback to contract holders and customer throughout process.

• Reporting: Customizable Agency CIO reports on what their Agency is ordering

• Online Tools: Easy to use tools available 24x7

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SEWP V Groups

NAICS Code 334111Group A Full and open Competition

NAICS Code 541519Group B(1) Hub-Zone Set-Aside

Group B(2) Service-Disabled Veteran-

Owned Small Business Set-Aside

Group C Small Business Set-Aside

Group D Full and Open Competition

All business size designations are represented throughout SEWP V

Scope is the same for all Groups

RFQ’s can be submitted 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

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What can be procured through SEWP?

Information Technology Computer Hardware, TabletsStorageSecurity

Software & Cloud SoftwareVirtualization and Cloud ComputingXaaS (e.g. SaaS=Storage as a Service)

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

Supporting Technology Scanners, Printers, Copiers, Shredders Associated Supplies and AccessoriesSensorsHealth IT

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

Services Maintenance / WarrantySite Planning / InstallationDestruction ServicesProduct Based TrainingProduct Based Engineering Services

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SEWP from Start FinishCustomer Identifies

Requirements.

Customer Issues RFQ/RFI/MRR via

Quote request Tool.

SEWP Office sends notification to contract holder that customer has issued Request.

Contract Holder Reviews RFQ requirements and

determines its ability to respond.

Contract Holder adds products to contract Via

Technology Refresh(TR) to meet requested requirements.

SEWP Office Approves TR and send Approval

Notification to Contract Holder.

Contract Holder posts quote for the Requests.

Customer is notified that contract Holder has provided quote.

Customer makes best value determination

based on quotes received.

Customer submits award documentation

to SEWP.

SEWP process order assigns SEWP Tracking

Number(STN) and sends to contract Holder.

Contract Holder fulfills order.

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Product Solution Availability

• Not a traditional searchable catalog• Quote Request Tool available online • Quotes are verified against contract

catalog

SEWP is ‘Catalog by Request’ not

‘Request by 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

Dynamic Catalog

• Market Research Tool (MRT) combines Search and Dynamic Updates to create an RFI

• Quote Request Tool (QRT)• Contact Contract Holders

Request for Information

(RFI) Methods

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SEWP Requests

Request-For-Information(RFI):

• Can be general in nature (Is anyone able to provide quotes on supercomputers?)• Response can include items not yet on SEWP contract but within scope and planned

to be added to the SEWP contract(verification file not required) • Default response time – 5 business days

Request-For-Quote(RFQ):• Specific requirements• Response may only include items on contract at the time the quote is issued• If not able to fully respond, then you are not to provide a response unless partial

quoting has been permitted by the customer • A verification file must be included in the response

Market Research Request(MRR): • Should be specific requirements• Response may only include items on contract at the time the quote is issued• If not able to fully respond, then you are not to provide a response unless partial

quoting has been permitted by the customer • A verification file must be included in the response

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Technology Refresh (TR)

• sewpvtr@sewp.nasa.gov• Add and Remove and update products on your contract• Daily Allowance

• Keep TRs to a minimum preferably 1 a day – consolidate as much as possible

• 10 Provider TRs – 5,000 CLIN Maximum• CLIN list from one Provider (i.e. Cisco, NetApp, Oracle,

etc.) • Provider part number MUST be the OEM part number without

alteration• CTOs / BTOs must have the OEM base part number

• Each CLIN must meet 3 requirements: In ScopeProperly PricedAdequately Described

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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 and/or questioned

Fair and reasonable pricing set at contract level for:

• All products• All fixed price services

Labor price reasonableness determined by initiator

• Level of effort• Labor hours

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Variable Priced Line Items & Fee

All Line Items on SEWP have a Maximum Catalog Price, except:

3 Variable Priced CLINS

• CREDIT-Z: For Credits• TRAVEL-Z: For Travel in support of in-scope

services (must follow GSA Travel pricing and regulations)

• DELIVERY-Z: For Delivery and Shipping costs

Fee is now incorporated in the product price

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Quoting• All responses to requests from the SEWP Quote Request Tool shall be through

CHOP quote tool• Quotes may not under any circumstances be emailed directly to customer.

• All CLINs MUST be on contract to respond to RFQs and MRRs

• Verification File must be included with all quotes(.txt file) • Sample: CLIN|Price|Quantity• If verification file does not pass, quote does not pass• The CLINs and prices in the verification file must exactly match the quote

• Accurate date should be visibly displayed on all quotes Valid Period Delivery Date

• NEW Feature – Contact Customer

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Supply Chain Risk Management

Levels of Provider designation:

Manufacturer

Authorized Reseller - All provider items

Authorized Reseller - Subset of provider items

Provider does not have an authorized reseller program

Authorized Partner or Distributor

Authorized Reseller - One Item / One Time

Unidentified or unknown source

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Order Process

Customer or Contract Holder Submits order to SEWP Program

SEWP Program Enters order information into

SEWP database.

Order is sent to Contract Holder

Contract Holder acknowledges

receipt of order.

Contract Holder begins fulfilment

of the order

Continuous communication and tracking throughout

entire process

Send orders to:

sewporders@sewp.nasa.gov

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Post-Award IssuesSEWP Program Office does not supply award information

Quote Request Tool includes an optional Award Notification function

From FAR Part 16.505:

•ALL ORDERS•Fair Opportunity issues may be referred to an Ombudsman

•ORDER LESS THAN $5 MILLION •Post-award debriefs and award notification are at the Issuing Agency’s discretion

•ORDERS OF $5 MILLION OR MORE•Post-award debriefs shall be provided•Contracting Officer shall notify unsuccessful bidders

•PROTESTS•Orders under $10 M only protestable for out of scope requirements or ordering outside the contract period of performance•Orders over $10 M may be protested (FAR 33.104)

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Communication• Interactions with NASA SEWP Program Office:

• Your Company’s Program Manager is the central Point of Contact for all things SEWP

• All communication with the NASA SEWP Program Office must include and be cleared by your Program Manager

• Interactions with Government Customers• Communications must be professional and business-like • If the customer needs assistance provide them the SEWP help

email and phone number: help@sewp.nasa.gov / 301-286-1478

• Performance including Communications is taken seriously and tracked and reported on by NASA SEWP

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Program Performance• Track day-to-day performance of Contract Holders• Not Past Performance(CPARS) • Ratings done on a rolling three(3) month review

Strike: A minor violation of the SEWP policies and procedures.

– Different for each category

Downgrade: Results from cumulative strikes, or an egregious violation that results in an immediate drop in color

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Program Performance Categories

• Customer Satisfaction: Responsiveness to customers and quality of products and services provided

• Information Distribution: Accuracy of information provided by contract holder to customers regarding SEWP

• Contract Adherence: Adhering to all SEWP contractual and program policies and procedures

• Reports: Accuracy and timeliness of reports submitted to SEWP office

• Delivery: Meeting agreed upon delivery dates and timeliness of requesting to extend dates

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What NOT To Do• Provide quote for RFQ issued through the tool

outside the tool

• Overpromise and Under deliver

• Provide false or misleading information to customer

• If the customer brings an opportunity to SEWP do not direct to other contracts unless not in Scope

• Badger customers

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Resources• Your Program Manager

• Contract Holder User Manual (CHUM)- SEWPs Day-to-Day process and guidelines to follow

• Frequently Asked Questions http://www.sewp.nasa.gov

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CHRM Role and Functions• Contract Holder Help Desk

• Contract Holder Training• Program• Sales

• Quarterly Program Manager(PM) Meetings• Industry Forums• Provider (Manufacturer) Training• Contract Holder User Manual

E-mail chhelp@sewp.nasa.gov

Phone 301-286-4555

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Keys to Success

• Government customer is your primary focus• Do not over-promise or under-perform• Keep your Program Manager informed of issues

• SEWP Processes are in place for a reason• Performance tied to following those processes

• Respond to Request for Quotes and Information (RFQ/RFI)

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SEWP Customer Service Contacts

Web www.sewp.nasa.gov 24x7x365

E-mailHelp@sewp.nasa.gov Get responses within 1 business

day

Helpline301-286-1478 Mon–Fri, 7:30 AM–6:00 PM

ET

Fax 301-286-0317 Fax orders

E-mail Orders sewporders@sewp.nasa.gov E-mail orders

Mail 10210 Greenbelt Road, Suite 200, Greenbelt, MD 20771

Find UsNASA SEWP

Follow SEWP@NASASEWP

Group:NASA SEWP GWAC

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SEWP Website OverviewI. Contract Information

II. Contract Holder Information I. CH Individual Page

II. Program Manager Page

III. Program Performance

III. Customer Tool DemoI. Provider Tool

II. MRT

III. QRT to create an RFQ / MRR / RFI

“Easy as Duck Soup

”

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Additional SEWP Information

(Backup Slides)

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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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Computer Hardware• Tablets, Laptops, Embedded Systems• Desktops, Servers, Supercomputers• Peripherals and Accessories: Monitors,

Keyboards, Cables, etc.• Computer Carts, Racks and Enclosures• Computer Cards / Boards

Networking and Communications

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

Security Hardware• Control and Authentication Devices• Forensic Systems• Computer Anti-Theft Hardware• Security Appliances• Surveillance Systems• Sensors

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

Specialized Hardware• Notification Systems associated with Computer

Facility

• Asset Management Systems• Computer Room Monitoring• Health IT

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

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

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

Software and Virtualization• Commercial software packages of any variety• Software As A Service• Cloud Computing• 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 ScopeSubmit 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 help@sewp.nasa.gov • SEWP will review and get back with any scope issues

What else can be procured through SEWP V?

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Scope: What You Cannot Buy

• Mobile Data Collection Devices• Wheels, Engines• Non-IT Health Devices• Fire Suppression Systems / Maintenance• Military Technology (if outside the scope listed

previously)• Office Furniture

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Group A: OEM / Full & Open

• Abba Technologies

• ACE Computers

• Alliance Technology Group

• Better Direct

• Carahsoft Technology Corporation

• CDW Government (CDWG)

• Counter Trade Products (CTP)

• Dell Federal Systems

• Direct Systems Support (DSS)

• DLT Solutions

• DRS Technologies

• Dynamic Systems

• Emergent

• En Pointe Gov

• Force 3

• General Dynamics One Source

• Global Technology Resources (GTRI)

• Hewlett Packard (HP)

• IBM Corporation

• IMMIX Group

• Intelligent Decisions (ID)

• JUNOVenture

• KOI Computer

• Merlin International

• NCS Technologies

• PCMG

• PetroSys Solutions (PSI)

• SEWP Solutions

• SHI International Corporation

• Silicon Graphics Federal (SGI)

• Sterling Computers Corporation

• Transource Services Corporation

• Unicom Government

• Unisys Corporation

• World Wide Technology (WWT)

• Zones, Inc.

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Group B(1): HubZone

• 4 Star Technologies

• Akira Technologies

• Anacapa Micro Products

• BAHFed Corporation

• Better Direct

• Blue Tech

• FedBiz IT Solutions

• GovSmart

• MVS

• OGIS Communications Group

• Panamerica Computers

• Premier Technical Services Corporation

• WestWind Computer Products

• WildFlower International

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Group B(2): SDVOSB

• AATD, LLC

• Alpha Six Corporation

• Alvarez & Associates

• Cutting Edge Technologies & Solutions (CETECHS)

• Cynergy Professional Systems

• Epoch Concepts

• FedStore Corporation

• Four Points Technology

• Gov Acquisition (GovAcq)

• i3 Federal

• ISSTSPi

• Kpaul Properties

• Minburn Technology Group

• MNQ Business Solutions

• NAMTEK Corporation

• Phoenix Data Security

• RedHawk IT Solutions

• Regan Technologies Corporation

• Techanax

• ThreeWire Systems

• Thundercat

• V3Gate

• Veteran Information Technologies (VIT)

• Video & Telecommunications (VTI)

• Vigilant Technologies

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Group C: Small Businesses

•A&T Marketing•Abba Technologies•ABM Federal Sales•Accelera Solutions•ACE Technology Partners•Advanced Computer Concepts•Affigent•Akira Technologies•Alliance Technology Group•Alpha Six Corporation•Alvarez & Associates•American Wordata (AWData)•Anacapa Micro Products•AS Global Corporation•Better Direct•Blue Tech•Capital Supply•Carolina Advanced Digital (CAD)•Cartridge Technologies (CTI)•Chandler Automated Systems•Coast to Coast Computer Products•Computer Marketing Associates (CMA)•Convergence Technology Consulting (CTC)•Copper River Information Technology•CounterTrade Products (CTP)•CSP Enterprises•Cynergy Professional Systems

•DASNet Corporation•DiSys Solutions•Dynamic Computer Corporation•Dynamic Systems•En Pointe Gov•Enterprise Technology Solutions (ETSI)•Fastech•FCN•Federal Tech Solutions (FTSI)•FedStore Corporation•Four Points Technology•Four•GC Micro•GMC Tek•Government Acquisitions (GAI)•GovPlace•HMS Technologies•Integration Technologies Group (ITG)•Knowledge Information Solutions (KIS)•Lyme Computer Solutions (LCS)•M&A Technology•M2 Technology•MA Federal•Marshall Communications Corporation•MCP Computer Products•Mercom•NCS Technologies

•New Tech Solutions (NTS)•Norseman Defense Technologies•Optivor Technologies•Petrosys Solutions (PSI)•Phoenix Data Security•RedHawk IT Solutions•Red River Computer Co.•Seeds of Genius•Spectrum Systems•Sterling Computers Corporation•Storsoft Technology Corporation•Strategic Communications•Swish Data Corporation•Sword and Shield Enterprise Security (SSES)•Sysorex Government Services•Technology Solutions Provider (TSPi)•Thundercat•Transource Services Corporation•Tribalco•Unistar-Sparco Computers•VAE•Victory Global Solutions•Video & Telecommunications (VTI)•Walker and Associates•Wildflower International•Yorktel

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Group D: VARs / Full & Open• Accessagility

• Advanced Computer Concepts (ACC)

• Affigent

• All Points Logistics

• AT&T Government Solutions

• Blue Tech

• Carahsoft Technology Corporation

• CDW Government (CDWG)

• Connected Workplace Solutions (CWPS)

• Copper River Information

• Technology

• CounterTrade Products (CTP)

• D&S Consultants (DSCI)

• DiSYS Solutions (DSI)

• DLT Solutions

• DRS Technologies

• Emergent

• En Pointe Gov.

• Force 3

• General Dynamics One Source (GD)

• Global Technology Resources (GTRI)

• GovConnection

• GovPlace

• Hyperion

• IMMIX Group

• Insight Public Sector

• Intelligent Decisions (ID)

• Iron Bow Technologies

• JUNOVenture

• MicroTechnologies

• Namtek Corporation

• Northern Technologies Group (NTG)

• PCMG

• Presidio Networked Solutions

• Red River Computer Co.

• SHI International Corporation

• SMS Data Products Group (SMS)

• Softchoice

• Sterling Computers Corporation

• Strategic Communications

• Technica Corporation

• Technology Integration Group (TIG)

• Tribalco

• Unicom Government (UGI)

• Unisys Corporation

• Vology

• VT Milcom

• Walker and Associates

• World Wide Technology (WWT)