Solutions for Enterprise Wide Procurement (SEWP)

Contract Holder Sales Training

Version 04.01.17

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Agenda

I. IntroductionsII. SEWP OverviewIII. WebIV. Q&A V. Conclusion

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

Contract Provider: A company who is the originator of one or more

in scope products and/or services on at least one SEWP Contract

Distributor: A company that supplies products or services to a contract holder to sell through it’s contract, but is not the originating company

Issuing Agency: The Government Agency that issued an order against a SEWP Contract

Ship-to-Agency: Agency that will receive the order

KEY TERMS

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• Multi-award suite of contracts• 144 Companies / 118 small businesses

• Government-Wide Acquisition Contract (GWAC)• Authorized by OMB• Utilized by every Government 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

What is SEWP?

SEWP

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What can be procured through SEWP?

SEWP IS A SOLUTIONS CONTRACT – PRODUCT AND SERVICES

Information Technology & Networking

Computer Hardware, TabletsNetwork Appliances: Routers, Modems, VOIPStorageSecurity

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

Mobility & Communications

Telecommunication 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

ScreensServices Maintenance / Warranty

Site Planning / InstallationProduct Based TrainingProduct Based Engineering Services

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• 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 & PRICES: Product prices are consistently lower due to contract setup and internal competition

• TRACKING & 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

What makes SEWP Hot?

SEWP V Figures: April 1, 2017

• 53,894 orders placed

• $5.9 B value of orders

• $109 K avg. order

All Small 81%SDVOSB 29%HUBZone 11%EDWOSB 9%WOSB 25%

Small Business Usage

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SEWP V Top Issuing Agencies:

April 1, 2017Agency Total Amount # Orders

Department of Defense $2,157 M 9475Department of Veterans Affairs 919 M 6790Department of Justice 568 M 2980Department of the Treasury 429 M 1565Department of Interior 249 M 12120Department of State 232 M 1320Department of Health and Human Services 232 M 1590Department of Commerce 189 M 5420National Aeronautics and Space Administration 148 M 6790Department of Agriculture 101 M 1507

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Next 5: GSA, Executive Office of the President, SEC, Dept. of Energy, Social Security

*76 Agencies have utilized SEWP V

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Fair Opportunity Options

Group A (NAICS 334111) All Group A Contracts -or- Set Asides:

Small Business

Groups B/C/D (NAICS 541519) All Group B, C, and D

Contracts -or- Set Asides:

Small Business SDVOSB HUBZone WOSB EDWOSB

RFQs can be submitted to one of the two NAICS Groups/Set-asides

All Contracts have the same scope and product and service availability

Issuing Agency determines Groups/Set-aside based on Market Research, Agency Goals, Experience, etc

Thousands of Providers Cisco, NetApp, Microsoft, Oracle, etc. New providers added daily

Millions of Unique Products & Product Based Services Items added daily to contract based on

customer requests On-line contract database of record Quotes and orders are verified against

contract catalog

Dynamic Availability‘Catalog by Request’ not ‘Request by Catalog’

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Static Views Quote Request Tool includes options for

Request for Information (RFI) or Market Research Request (MRR)

Market Research Tool (MRT) combines ‘Search’ with RFI to add new products

Agency Catalogs Snapshot of product availability and pricing based

on agency 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

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Supply Chain Risk Management

Levels of Provider designation:

ManufacturerAuthorized / Approved Reseller - All provider

itemsAuthorized Reseller - Subset of provider items

Authorized Partner or Distributor

Authorized Reseller - One Item / One Time

Unidentified or unknown source

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Types of 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 daysRequest-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• 2 during business hours 7 AM – 6 PM M-F, all others during non-

business hours• 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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PricingContract 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

• Product prices may be negotiated and/or questionedFair 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 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

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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

• Would Quote• Plan to Quote

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Post-Award Guidance

From FAR Part 16.505:

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

•ORDER 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

•ORDERS OF $5.5 MILLION OR MORE•Post-award debriefs shall be provided•Contracting Officer shall notify unsuccessful bidders

•PROTESTS (UPDATES AS OF OCT 1, 2016)•All Agencies: Orders protestable for out of scope requirements or ordering outside the contract period of performance•DoD, NASA & Coast Guard only: Orders over $10 M may be protested (FAR 33.104)

SEWP provides minimal Award status information to Contract Holders• RFQs are notated when they have been awarded• SEWP PMO does not divulge awardee or related order information

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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 PerformanceTrack day-to-day performance of Contract HoldersNot 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 SatisfactionResponsiveness to customers and quality of products and services provided

Information DistributionAccuracy of information provided by contract holder to customers regarding SEWP

Contract AdherenceAdhering to all SEWP contractual and program policies and procedures

ReportsAccuracy and timeliness of reports submitted to SEWP office

DeliveryMeeting 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• Video with the Customer view of the RFQ• 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

• 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 Care 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 InformationII. Contract Holder Information

I. CH Individual PageII. Program Manager PageIII. Program Performance

III. Customer Tool DemoI. Provider ToolII. MRTIII. QRT to create an RFQ / MRR / RFI

“Easy as Duck Soup

”

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Additional SEWP Information

(Backup Slides)

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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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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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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

PRODUCTS• Mobile Data Collection

Devices• Wheels, Engines• Non-IT Health Devices• Fire Suppression

Systems/ Maintenance• Military Technology

(if outside the scope listed previously)• Office Furniture

SERVICES• Software

Development• General Support

Services• Consulting