Darlene Coen & George Nicol

Unique SEWP Program Features

2 Conference ‘10

Contract Holder (CH) Relationship Manager

C.H.R.M. (Pronounced Charm)- Al Marshall •Deputy C.H.R.M. – George Nicol

Role/Responsibility•Liaison between SEWP Program Management Office (PMO) and Contract Holders / Industry•Track CH Program Performance•Industry Events

- Industry Forum-Sales Training-Manufacturer Training

•Report and Tracking-Contract Holder Only Page

3 Conference ‘10

Contract Holder Reports

Agency & Contract Holder Totals – Monthly CH Orders & RFQ’s Summary – Weekly Upcoming & Overdue Delivery – Daily Contract Statistics – Monthly

• Life of Contract

• Fiscal Year to Date

Pending RFQ - Daily Contract Line Item Number (CLIN) Compliance Report – Daily Manufacturer List – Weekly Email Addresses & User List – Monthly

4 Conference ‘10

Notifications Sent by SEWPReport Customer SEWP

PMOContract Holder

Approved Manufacturer

Order Changes

RFQ/RFI

Order Quarantine

Order Processed

Delivery Date Change

Order Acknowledgement by CH

Delayed Acceptance of Order

Order Shipped

Order Overdue for Delivery

Technical Refresh

5 Conference ‘10

Program Performance

Not Past Performance•Used to Incentivize the Contract Holder to satisfy the customer

Daily Tracking of CH Performance

Categories•Reports•Customer Satisfaction• Information Distribution•Contract Adherence•Delivery – Coming Soon

6 Conference ‘10

Ratings

BLUE – EXCELLENT

GREEN – VERY GOOD

YELLOW – FAIR

RED – POOR

7 Conference ‘10

Reporting Performance

Timeliness

Accuracy Surcharge Payments

8 Conference ‘10

Customer Satisfaction Performance

ComplaintsResponsiveness to customerProblem ResolutionQuality of Products and Services

9 Conference ‘10

Contract Adherence Performance

Proper Quoting

Attending Required Meetings•3 Program Manager Meetings Annually•1 on 1 PM Meetings •SEWP Conference

Delivery Order Acceptance from SEWP BOWL only

Reporting Accuracy

10 Conference ‘10

Information Distribution Performance

Contract Holder Website

Accurate Marketing Materials

Provides Correct Information•Sales People•Sales Agents•Customers

11 Conference ‘10

ISSUES

Issue Reported to PMO

PMO Notifies CH of Issue• If customer is

involved- they are contact for more information

CH Responds

Reviewed By PMO

• PM, Deputy PM, CHRM, Deputy CHRM

Notification of Decision sent to CH

CH allowed to Appeal

CH is notified of

Final Decision

12 Conference ‘10

Date of incident:

May 20, 2010

Red Yellow Green

Yellow Upgrade August 20, 2010 N/A N/A

Green Upgrade September 20, 2010 August 20, 2010 N/A

Blue Upgrade October 20, 2010 September 20, 2010 August 20, 2010

Program Performance Example

13 Conference ‘10

Feedback

orderhelp@sewp.nasa.gov

Help@sewp.nasa.gov

Help line – 301-286-1478

Quality Assurance Coordinator

14 Conference ‘10

How Feedback is Handled

Escalated to CHRM Team

Fact-Finding•Customer Contacted•Contract Holder Contacted

Determination made if Program Performance should be changed

15 Conference ‘10

Purchase Agreements

16 Conference ‘10

Purchase Agreements

Authority

FAR Part 13 – Simplified Acquisitions

13.303-1  General.

Definition:

A blanket purchase agreement (BPA) is a simplified method of filling anticipated repetitive needs for supplies or services by establishing “charge accounts” with qualified sources of supply.

17 Conference ‘10

Reason to Establish a Purchase Agreement

BPAs should be established for use by an organization responsible for providing supplies for its own operations or for other offices, installations, projects, or functions. Such organizations, for example, may be organized supply points, separate independent or detached field parties, or one-person posts or activities.

18 Conference ‘10

13.303-2 Establishment of BPAs

BPAs may be established with—

More than one supplier for supplies or services of the same type to provide maximum practicable competition;

A single firm from which numerous individual purchases at or below the simplified acquisition threshold will likely be made in a given period; or

Federal Supply Schedule contractors, if not inconsistent with the terms of the applicable schedule contract.

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13.303-3 Preparation of BPAs

(a) The following terms and conditions are mandatory:

(1) Description of agreement. A statement that the supplier shall furnish supplies or services, described in general terms, if and when requested by the contracting officer (or the authorized representative of the contracting officer) during a specified period and within a stipulated aggregate amount, if any.

(2) Extent of obligation. A statement that the Government is obligated only to the extent of authorized purchases actually made under the BPA.

20 Conference ‘10

13.303-3 Preparation of BPAs (con’t)

(3) Purchase limitation. A statement that specifies the dollar limitation for each individual purchase under the BPA (see 13.303-5(b)).

(4) Individuals authorized to purchase under the BPA. A statement that a list of individuals authorized to purchase under the BPA, identified either by title of position or by name of individual, organizational component, and the dollar limitation per purchase for each position title or individual shall be furnished to the supplier by the contracting officer.

21 Conference ‘10

13.303-3 Preparation of BPAs (con’t)

(5) Delivery tickets. [BPA Calls] A requirement that all shipments under the agreement, except those for newspapers, magazines, or other periodicals, shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

22 Conference ‘10

13.303-3 Preparation of BPAs (con’t)

(i) Name of supplier.

(ii) BPA number.

(iii) Date of purchase.

(iv) Purchase number.

(v) Itemized list of supplies or services furnished.

(vi) Quantity, unit price, and extension of each item……

(vii) Date of delivery or shipment.

(6) Invoices. ……

23 Conference ‘10

Integrity of the Process Fair Opportunity must be maintained

The requirements of FAR 16.505 must be maintained whether a BPA is being created or a stand-alone Delivery order.

4 Competed GroupsGroup A (OEMs and Value Added Resellers(VARs)Group B: SDVOSB Set-Asides (VARs)Group C: Small Business Set-Asides (VARs)Group D: Non-Set-Aside (VARs)

Must be a defined requirement within the scope of the SEWP Contract.

Must contain a defined Period of Performance.

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Integrity of the Process

Single vs. Multiple AwardsEither is allowed, however the preference is for multiple awards

If Multiple, calls should be rotated frequently

Maintain Original Purchase Agreement Scope Throughout