Solutions for EnterpriseWide Procurement SEWP Training07 06 20

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Solutions for Enterprise-Wide Procurement (SEWP) Training-07 -06 -20 -OSB

Solutions for Enterprise-Wide Procurement (SEWP) Training-07 -06 -20 -OSB

What is SEWP? • Multi-award suite of contracts • 140+ Contract Holders • 108

What is SEWP? • Multi-award suite of contracts • 140+ Contract Holders • 108 Small Businesses • Government-Wide Acquisition Contract (GWAC) • Authorized by OMB • Open to All Federal Agencies and Approved Contractors • Utilized by every Federal Agency • Contract Vehicle for ICT (Information and Communication Technology) and Audio/Visual Solutions • Program Management Office (PMO) to provide support and information throughout the Acquisition Process 2

What can be procured through SEWP? In-Scope Categories Examples of In-Scope Products & Services

What can be procured through SEWP? In-Scope Categories Examples of In-Scope Products & Services Information Technology & Networking Computer Hardware, Tablets Network Appliances: Routers, Modems, VOIP Storage Security Software & Cloud Software Virtualization and Cloud Computing Xaa. S (e. g. Saa. S=Software as a Service) Mobility & Communications Telecommunication Devices and Services Supporting Technology Scanners, Printers, Copiers, Shredders Associated Supplies and Accessories Sensors Health IT AV/Conferencing A/V Equipment and Accessories TVs, Display Monitors, Projectors and Screens Services Maintenance / Warranty Site Planning / Installation / Cabling Product Based Training Product Based Engineering Services 3

Dynamic Availability ‘Catalog by Request’ not ‘Request by Catalog’ ü Thousands of Providers including

Dynamic Availability ‘Catalog by Request’ not ‘Request by Catalog’ ü Thousands of Providers including Cisco, Net. App, Microsoft, Oracle, etc. . ü New providers added daily ü Millions of Unique Products & Product-Based Services ü Items added daily to contract based on customer requests ü Online contract database of record ü Quotes and orders are verified against contract catalog 4

Static Views ü Market Research Tool (MRT) combines ‘Search’ of current offerings with RFI

Static Views ü Market Research Tool (MRT) combines ‘Search’ of current offerings with RFI to request new products/services ü Quote Request Tool includes options for Request for Information (RFI), Market Research Request (MRR) or Request For Quote (RFQ) ü Delivery Order With Options (DOWO) ü An order awarded for recurring product/service needs, with options to purchase from the same quote/initial order for a defined period of time ü Agency Catalogs ü Snapshot of product/service availability and pricing based on agency requirements 5

When To Create An Agency Catalog Known set of specifications / requirements Requirements may

When To Create An Agency Catalog Known set of specifications / requirements Requirements may be added later • Additional requirements are within the initial scope • Substantive change rule is considered Unpredictable procurement ordering cycle Unpredictable volume and/or funding of products/solutions Standard technology updates Speed and simplicity of ordering process Multiple ordering locations Ability to quote base and optional line items but bulk of the catalog should be defined 6

FAR 16. 505(b) Pre-award activities/verification • Performed at basic contract level • e. g.

FAR 16. 505(b) Pre-award activities/verification • Performed at basic contract level • e. g. business size and financial responsibility determinations, etc. Provide Fair Opportunity to a full category or any available set-aside • Does not apply to orders under the micro-purchase limit (typically between $3, 500 -$10, 000; depending on the Agency) • Process for Fair Opportunity (per FAR) is at CO’s discretion • SEWP’s Quote Request Tool is the only RECOMMENDED method • Best-value determination Brand Name and Sole Source • Brand Name: Posting in the RFQ of a Justification is required for orders over $30, 000 • Sole Source: Exceptions and procedures in FAR 16. 505 7

SEWP Contract Structure Overall Ø All SEWP Contracts have same scope Ø Group A

SEWP Contract Structure Overall Ø All SEWP Contracts have same scope Ø Group A must be solicited separately from the other Groups Group A Ø NAICS Code 334111 Ø Available set-asides: • WOSB • EDWOSB • Small Business Groups B/C/D Ø NAICS Code 541519 Ø Available set-asides: • • • 07/17/19 HUBZone SDVOSB WOSB EDWOSB Small Business

Pricing Contract Price • Contractual Processes set pricing including: • Must be less than

Pricing Contract Price • Contractual Processes set pricing including: • Must be less than Contract Holder’s GSA Price • Must be comparable to other contracts Quoted Price • Consolidation and internal competition maximizes price discounts • Prices may be negotiated and/or questioned Fair and reasonable pricing set at contract level • All products • All fixed-price services Labor price reasonableness determined by initiator • Level of effort • Labor category • Labor rate 9

Quote Verification File ØVerifies items are on contract / within scope ØVerifies quoted price

Quote Verification File ØVerifies items are on contract / within scope ØVerifies quoted price is at or below contract price ØSupply Chain – Level of Provider Authorization • Authorized/Approved reseller* (verified with OEM) • Unverified relationship *Authorized/Approved Resellers are defined as: A reseller who is known by the OEM and the OEM has verified that a Government purchase from that reseller is considered to be legitimate / authorized. ØTrade Agreements Act (TAA) • Compliant • Not Compliant (may require exception under FAR 25. 401) • Not Applicable ØEPEAT (Electronic Product Environmental Assessment Tool) compliance 10

Procurement Lifecycle Pre-Order Support ØAssistance on SEWP Processes • Website / Tool walk-throughs •

Procurement Lifecycle Pre-Order Support ØAssistance on SEWP Processes • Website / Tool walk-throughs • Review of requirements • Recommendations for best approach ØQuote Request Tool • Submission of Request for Information (RFI)/Market Research (MRR) and Request for Quotes (RFQs) • Question and Answer functionality • On-line access to all Quotes and Verification files • Management of Requests: mods, extensions, updates, etc. 11

Procurement Lifecycle Order Processing ØAll paperwork (Delivery Orders and Modifications) must be sent to

Procurement Lifecycle Order Processing ØAll paperwork (Delivery Orders and Modifications) must be sent to SEWP Program Management Office (PMO) via sewporders@sewp. nasa. gov • Receipt of all paperwork is acknowledged via e-mail ØOrders are verified by PMO • All ordered items are on Contract • All pricing is at or below the contract price ØVerified Orders forwarded to Contract Holder • Order processing completed within a few hours of receipt of order • Procurement personnel are notified when the order is forwarded to the Contract holder 12

Procurement Lifecycle Post-Order Support • Order Status Tool • View status of all past

Procurement Lifecycle Post-Order Support • Order Status Tool • View status of all past orders • Obtain copies of all past orders and related RFQs • Request order status updates • Assistance with problem resolution • Copy help@sewp. nasa. gov on any issues / questions submitted to Industry 13

Post-Award Guidance FAR 16. 505 Ø SEWP PMO notifies Contract Holders when order is

Post-Award Guidance FAR 16. 505 Ø SEWP PMO notifies Contract Holders when order is awarded • SEWP PMO does not divulge awardee or award information Ø ORDERS LESS THAN $5. 5 MILLION • Post-award debriefs and award notification are at the Issuing Agency’s discretion • Quote Request Tool includes optional Award Notification function Ø ORDERS OF $5. 5 MILLION OR MORE • Post-award debriefs shall be provided upon request • Contracting Officer shall notify unsuccessful bidders Ø PROTESTS (FAR 16. 505(A)(10): NO PROTEST UNDER SUBPART 33. 1; EXCEPT • Protests that the order increases the scope, period, or maximum value of the contract • Orders over $10 Million for agencies other than NASA, DOD, USCG • Orders over $25 Million for NASA, DOD, USCG 14

SEWP Support During Business Hours (7: 30 AM - 6: 00 PM EST) Ø

SEWP Support During Business Hours (7: 30 AM - 6: 00 PM EST) Ø Phone (301) 286 -1478 Ø Online Chat Assistance Anytime Ø help@sewp. nasa. gov Free Training Options Ø In Person Ø Webinars & Training Videos Ø Training Document Ø SEWP Forum at NCMA World Congress 15

SEWP Customer Service Contacts Web www. sewp. nasa. gov 24 x 7 x 365

SEWP Customer Service Contacts Web www. sewp. nasa. gov 24 x 7 x 365 E-mail Help@sewp. nasa. gov Average of 1 hour response Helpline 301 -286 -1478 Mon–Fri 7: 30 AM – 6: 00 PM EST E-mail Orders sewporders@sewp. nasa. gov E-mail orders Street Address 10210 Greenbelt Road, Suite 200, Lanham, MD 20706 NASA. SEWP. 3 @NASASEWP NASA SEWP 16

Civil Servant Management Team* Program Director Joanne Woytek 301 -614 -7128 Joanne. R. Woytek@nasa.

Civil Servant Management Team* Program Director Joanne Woytek 301 -614 -7128 Joanne. R. Woytek@nasa. gov Director of Strategy and Acquisition Darlene Coen 301 -614 -7127 Darlene. E. Coen@nasa. gov Director of Operations and Communications Theresa Kinney 301. 614. 7138 Theresa. M. Kinney@nasa. gov *Send questions to help@sewp. nasa. gov for the fastest assistance 17

SEWP Website Overview I. III. IV. V. VI. Frequently Asked Questions (FAQ) Contract Information

SEWP Website Overview I. III. IV. V. VI. Frequently Asked Questions (FAQ) Contract Information Points of Contact Program Performance Page Agency Specific Pages Tools Review “Easy as Duck Soup” - Marx Brothers 18

Additional SEWP Information (Backup Slides) 19

Additional SEWP Information (Backup Slides) 19

Supply Chain Risk Management Levels of Provider designation: Manufacturer Authorized/Approved Reseller - All provider

Supply Chain Risk Management Levels of Provider designation: Manufacturer Authorized/Approved Reseller - All provider items Authorized Reseller - Subset of provider items Authorized Reseller - One Item / One Time Unidentified or unknown source 20

Strategic and Recurring Requirements Delivery Order With Options (DOWO) • An order awarded for

Strategic and Recurring Requirements Delivery Order With Options (DOWO) • An order awarded for recurring product/service needs, with options to purchase from the same quote/initial order for a defined period of time (not greater than 5 years) • Delivery orders can be structured similar to a purchase agreement • Fair Opportunity required for initial order Product Category Catalogs • Government-Wide/GSS, Agency, or Organization level • NSSC has added numerous NASA-wide software catalogs • Pricing obtained through RFQ to provide Fair Opportunity • Specialized line items and pricing added to contract • Structure and refresh time determined by agency (annually, quarterly) • SEWP creates a catalog of accepted items • Purchase direct via credit card (optional) • Create order form

When To Create A Delivery Order with Options (DOWO) Predictable/Set Requirements and Procurement Ordering

When To Create A Delivery Order with Options (DOWO) Predictable/Set Requirements and Procurement Ordering Cycle Predictable volume of products/solutions required for the bulk of the delivery order Set Terms and Conditions Set Option Years Ability to quote optional line items but bulk of the requirement should be defined Issuing Agencies shall include the appropriate FAR Clause(s) for Options at the delivery order level as appropriate 22

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

Agency Catalogs • Establish unique Contract Line Items Numbers (CLINs) and pricing for products and services based off of the NASA SEWP Catalog/Database of Record • Provides the ability to procure products / services (e. g. , new software licenses perpetual, maintenance, renewal maintenance for existing licenses, etc…. ) from specific Contract Holder(s) • NASA SEWP Technology Refreshment (TR) process cited in the basic contracts shall be followed in addition to any Issuing Agency TR process cited in the solicitation • Prices shall be in effect during the duration of the period of performance but may be discounted and negotiated on a per order basis 23

Agency Catalogs [cont. ] • The Agency catalog tool displays CLIN, pricing, technical specifications,

Agency Catalogs [cont. ] • The Agency catalog tool displays CLIN, pricing, technical specifications, terms and conditions, etc. • Catalog orders o Customers can utilize their Government Purchase Card (GPC) o Download information to create a delivery order o Submit a catalog-based RFQ § RFQ is recommended for complex, large volume, and/or high priced orders • Terms and conditions in the basic SEWP V contracts are included in each delivery order • Any Issuing Agency Catalog level terms and conditions apply to each purchase order 24

Key Points for Agency Catalogs • Exclusion of Contract Holders – Recommend on-ramp at

Key Points for Agency Catalogs • Exclusion of Contract Holders – Recommend on-ramp at least at annual renewal time, if feasible based on the requirement itself • Competition at the delivery order level – orders exceeding the Simplified Acquisition Threshold (SAT) of $150 K shall be competed within multiple award catalogs • Request for Updated Quote Functionality – to address different options or additional products are required; additional competition; or for any other reason the CO determines an RFQ is required 25

Key Points for Agency Catalogs [cont. ] • Multiple vs. Single Award Catalogs –

Key Points for Agency Catalogs [cont. ] • Multiple vs. Single Award Catalogs – shall award Multiple Awards unless as in the case of Software/EULAs, single award appropriate • Strategic Sourcing/Initiatives – language contained in basic SEWP V contracts • Basic Contract Modification - SEWP V contracts modified addressing fair opportunity • Price List – Contract Line Item Number (CLIN) file provided indicating savings utilizing Agency Catalog as compared to SEWP Catalog 26

Establishing an Agency Catalog 1. Define your technical requirements. 5. Send an email to

Establishing an Agency Catalog 1. Define your technical requirements. 5. Send an email to help@sewp. nasa. gov (with the list of products for the catalog, the selected Contract Holders and their quotes) 6. 3. Use the QRT to evaluate the quotes/responses received from the Contract Holders. SEWP will build the catalog structure in our database and notify the selected Contract Holders. 7. 4. Select the Contract Holders that you would like to participate in the catalog. Contract Holders will submit technology refreshes (TRs) to populate the catalog CLINs. 8. Once the catalog is populated, SEWP will notify you that the catalog is operational for usage. 2. Use the SEWP Quote Request Tool (QRT) to create a Request for Agency Catalog (RFAC).

Contract Basics Ø Basic Contracts are on SEWP website including list of incorporated clauses

Contract Basics Ø Basic Contracts are on SEWP website including list of incorporated clauses Ø Delivery Order against existing Contract - Additional Clauses and T’s & C’s may be negotiated at the delivery order level Ø Agency Specific Policies are easily applied 28

Franchise Fund Options Franchise Funds • Provide Procurement Support • Can accept direct funding

Franchise Fund Options Franchise Funds • Provide Procurement Support • Can accept direct funding • Primary Agencies: - GSA Acquisition Services - Department Of Interior Acquisition Services Division - Department of Defense DISA / DITCO Not SEWP Here are the POCs we have for these agencies: Department of Defense DISA / DITCO - Assisted Acquisition Organizations - DOD Assisted Acquisition Support DISA, DITCO at Scott AFB DISA/DITCO 2300 East Drive Scott AFB, IL 62225 -5406 James Franey, Chief, Hardware Section, (618) 418 -6346 Terri Rollins, Hardware Section Team Lead, (618) 418 -6671 Danette Wesselmann, Software Section Team Lead, (618) 418 -6273 Department of Defense DISA / DITCO - Pacific Angela M. Margin, Chief of the Contracting Office DITCO-Pacific (PL 7) CML/DSN (808) 472 -2507, Fax (808) 472 -2522 angela. m. margin. civ@mail. mil Kyle Kiyonaga, Chief, Enterprise Products & Services Branch DITCO-Pacific (PL 72) GSA FEDSIM 1800 F Street NW Washington, DC 20405 https: //fedsim. gsa. gov/contact. html Department of the Interior Business Center Acquisition Services Directorate (AQD) 381 Elden Street, Suite 4000, Herndon, VA 20170 Phone: (703) 964 -3600 Fax: (703) 964 -5300 AQD Website FAQs E-mail us 29

FASST Federal Agency Strategic Support Team FASST provides guidance on IT Procurements that are:

FASST Federal Agency Strategic Support Team FASST provides guidance on IT Procurements that are: Ø Strategic Ø Complex Ø Significant in size Contact SEWP to arrange an onsite meeting for your Agency 30

When To Create A Delivery Order with Options (DOWO) Predictable/Set Requirements and Procurement Ordering

When To Create A Delivery Order with Options (DOWO) Predictable/Set Requirements and Procurement Ordering Cycle Predictable volume of products/solutions required for the bulk of the delivery order Set Terms and Conditions Set Option Years Ability to quote optional line items but bulk of the requirement should be defined Issuing Agencies shall include the appropriate FAR Clause(s) for Options at the delivery order level as appropriate 31

Delivery Order with Options [DOWO] If an Agency has a requirement to purchase a

Delivery Order with Options [DOWO] If an Agency has a requirement to purchase a set of known inscope products/solutions, 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/solutions and pricing for those items. The maximum time for the existence of this order and any instructions for exercising options per the original quote and initial Delivery Order should be noted in the initial order The base and option years cannot exceed 5 years in duration 32

Delivery Order with Options [cont. ] Agency officials may then follow the procedures as

Delivery Order with Options [cont. ] Agency officials may then follow the procedures as stated in the base Delivery Order to place orders against the initial quote Any substantive change to the initial quote and subsequent base Delivery Order, such as increasing the scope of products/solutions 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 an initial Delivery Order listing the products/solutions and prices. Subsequent Delivery Orders are issued options as modifications against the base order. 33

When To Create An Agency Specific Catalog Known Set of Specifications / Requirements may

When To Create An Agency Specific Catalog Known Set of Specifications / Requirements may be added later • Additional requirements are within the initial scope • Substantive change rule is considered Unpredictable Procurement Ordering Cycle Unpredictable volume of products/solutions Standard technology updates Speed and simplicity of ordering process Multiple ordering locations Ability to quote base and optional line items but bulk of the catalog should be defined 34

What else can be procured through SEWP V? Ø Computer Hardware • Tablets, Laptops,

What else can be procured through SEWP V? Ø 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 Ø • Network Appliances • Network Connectivity: Routers, Modems, etc. . • Telecommunication Devices • Wireless Networking • Cables and Accessories Ø Ø Ø Security Hardware 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 • • • Control and Authentication Devices Forensic Systems Computer Anti-Theft Hardware Security Appliances Surveillance Systems Sensors • • Scanners, Barcodes, RFID Devices Cooling Systems Ø Software and Virtualization Digital Devices; e. g. Calculators • Commercial software packages of any GPS variety Remote Management Printers, Copiers, Fax Machines, Shredders • Software As A Service • Cloud Computing Associated Supplies • Virtual Storage Supporting Hardware Specialized Hardware • Notification Systems associated with Computer Facility • Asset Management Systems • Computer Room Monitoring • Health IT Ø • • Ø • Maintenance / Warranty / Help desk support • Installation of in-scope Products • Site Planning; e. g. determining required products • Product Based Training • Product Based Engineering Services Ø Services Limited In Scope Submit SOW for scope review for these services: • Software development • On-site operational labor • Consulting (unless part of in scope services) • Staff Augmentation Electrical Note: Must be related to an IT / AV system Power Conditioning Uninterrupted Power Supply, Batteries, etc. . Cables, Components, etc. . Services Fully In Scope Ø 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 35

Scope: What You Cannot Buy PRODUCTS SERVICES • Mobile Data Collection • Software Development

Scope: What You Cannot Buy PRODUCTS SERVICES • Mobile Data Collection • Software Development Devices • General Support Services • Wheels, Engines • Consulting • Non-IT Health Devices • Fire Suppression Systems/ Maintenance • Military Technology (if outside the scope listed previously) • Office Furniture 36

Mini-Quiz Part 1 We will address any questions that you are unsure of during

Mini-Quiz Part 1 We will address any questions that you are unsure of during today’s training. 4) What is the meaning of the BOWL in the SEWP logo? a. It holds the soup b. Original name of the SEWP Program office c. Business and Operations Workstation Laboratory d. All of the above 1) What does SEWP stand for? a. Scientific and Engineering Workstation Procurement b. Simple Egg With Peppers c. Solutions for Enterprise Wide Procurement d. Soup Enhances World Peace 5) Which 2 Agencies have placed the largest number of SEWP V orders? a. Department of Defense and Veterans Affairs b. US Institute of Peace and Peace Corps c. Department of Interior and NASA d. Department of Justice and Treasury Department The following questions will test your knowledge of the SEWP Program and Contracts. 2) Who was the President when the first SEWP Contracts were signed? a. Barack Obama b. George H. W. Bush c. Josiah "Jed" Bartlet d. Bill Clinton 3) Approximately how many companies have at least one of their products and/or services on SEWP? a. 140 b. 1000 c. 7000 d. 5000 6) What is the average time for the SEWP Program Management Office (PMO) to receive, process and forward a delivery order? a. 3 months b. 1 day c. 3 days d. 1 hour 7) A portion of the SEWP Budget is used to fund: a. General NASA procurement b. NASA IT Research c. NASA Financial Office d. All of the above e. None of the above 37

Mini-Quiz Part 2 1) The following are not in scope: a. Product based services

Mini-Quiz Part 2 1) The following are not in scope: a. Product based services b. A/V products and services c. Software Development d. Product optimization services 2) The following information can be obtained directly from the SEWP website, www. sewp. nasa. gov a. Business Size b. Contract Number c. DUNS, TIN and Cage Code d. All of the above e. None of the above – you need to go to SAM to get this info 3) An example of a static view of the SEWP dynamic catalog is: a. SEWP Training Document b. Agency Catalog c. FAQ 5) You can select ‘all Contract Holders’ to receive and respond to an RFQ. a. True b. False 6) The Issuing Office must do a Price reasonableness determination: a. Never b. For all purchases over the micro-purchase limit c. For Labor-based services 7) Award notifications and debriefs a. Are required for all orders b. Only required for orders over $5. 5 Million c. May be requested once by a Contract Holder d. None of the above e. b and c only 4) The relationship (authorized reseller; unknown) between each contract holder and provider (OEM) is verified by the SEWP PMO and provided with the verification file that accompanies each quote a. True b. False 38