Understanding NASA SEWP Contract Holder Sales Training
Providing insights into NASA SEWP contract holder sales training, this material covers key terms, SEWP overview, what can be procured through SEWP, and what makes SEWP hot. The SEWP program offers a vast array of IT and AV products and services to federal agencies, with a focus on efficiency, small business support, and cutting-edge technology. It highlights the significant role SEWP plays in streamlining procurement processes and enhancing supply chain risk management for government agencies.
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NASA SEWP Contract Holder Sales Training
Agenda Introductions SEWP Overview Web Q & A Conclusion Page 2
Key Terms 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 Issuing Agency: The Government Agency that issued an order against a SEWP Contract Ship-to-Agency: Agency that will receive the order Page 3
What is SEWP? Providing the latest in commercial ITC/AVproducts andservices, the NASASEWP (SolutionsforEnterprise-WideProcurement)contract vehicle has an outstanding track record of serving up fresh technology for Federal Agencies. Multi-awardsuiteofcontracts 140+ PrimeContract Holders 100+ Small Businesses 9700+ Original Equipment Manufacturers (OEM) and ServiceProviders AnnualObligatedValueover$12.2B in FY23 Abilitytoset-asidetosmallbusinessesacrossallgroupsatthedeliveryorderlevel Government-WideAcquisition Contract(GWAC) Authorized by Office of Managementand Budget (OMB) Open to All Federal agencies and Approved Contractors UtilizedbyeveryFederalagency ContractVehicleforInformation TechnologyandCommunication (ITC)and Audio/VisualSolutions ProgramManagementOffice(PMO)toprovidesupportandinformation throughouttheAcquisition Process Page 4
WhatCanBeProcuredThroughSEWP? In-ScopeCategories&ExamplesofIn-ScopeProductsandServices TechnicalAreas Examples ComputerHardware,Tablets NetworkAppliances:Routers,Modems,VOIP Storage Security Information Technology & Networking Software VirtualizationandCloudComputing XaaS(e.g. SaaS=StorageasaService) Software&Cloud Mobility&Communications Telecommunication DevicesandMonthlyService Scanners,Printers,Copiers,Shredders AssociatedSupplies andAccessories Sensors HealthIT SupportingTechnology A/VEquipmentandAccessories TVs,DisplayMonitors,ProjectorsandScreens AV/Conferencing Maintenance/Warranty Site Planning/Installation Product- Based Training Product-BasedEngineeringServices Services NASA SEWP - Solutions for Enterprise-Wide Procurement Page 5
What Makes SEWP Hot? Speed Products/Solutions/Providers added within hours Customer Service Gold standard Fee Current fee 0.34% for products and/or services (effective 10/1/2020) Reporting Customizable Agency CIO reports on what their Agency is ordering Tracking & Communication Tracking of all orders which provides feedback to contract holders and customers throughout process Supply Chain Risk Management Online Tools Easy to use tools available 24x7
Dynamic Catalog Catalog by Request not Request by Catalog Contract database of record Providers, products and services added daily Primarily based on customer requirements Thousands of providers (OEMs and Service Providers) Millions of Unique Products & Services Page 7
Supply Chain Risk Management Manufacturer Authorized/Approved Reseller - All provider items Authorized Reseller - Subset of provider items Authorized Reseller - One Item/One Time Unidentified or unknown source Customer does not need to request a Letter of Authorization (LOA) SEWP verification is more controlled and monitored than LOAs Utilize the info in the Verification file to check relationships Page 8
FAR16.505(b) TheFederal Acquisition Regulation(FAR)istheprimary regulation for use by allexecutiveagencies intheir acquisition ofsupplies andserviceswith appropriated funds. Pre-awardactivities/verification Performed at basiccontract level e.g. business size and financialresponsibility determinations, etc. ProvideFairOpportunitytoafullcategoryoranyavailableset-aside Does not apply to orders under the micro-purchase limit Process for Fair Opportunity (per FAR) is at CO s/KO s discretion SEWP s Quote Request Tool is the only RECOMMENDED method Best-value determination BrandNameandSoleSource BrandName:PostingajustificationintheRFQ isrequired fororders over $30,000 SoleSource:Exceptionsandprocedures inFAR16.505 Page 9
SEWP Contract Structure Groups B/C/D GroupA Overall AllSEWPContracts have NAICSCode334111 NAICSCode541519 samescope GroupAmust besolicited Availableset-asides: Availableset-asides: separatelyfrom theother WOSB WOSB Groups HUBZone HUBZone SDVOSB SDVOSB Small Business Small Business EDWOSB NASA SEWP - Solutions for Enterprise-Wide Procurement Page 10
Types of SEWP Requests Request-For-Information (RFI): Request-For-Quote (RFQ): Market Research Request (MRR): Request for Marketplace (RFM): Can be general in nature (i.e. Is anyone able to provide quotes on supercomputers?), Specific requirements. Should be specific requirements. Reoccurring Agency Requirement. Response may only include items on contract at the time the quote is issued. Response may only include items on contract at the time the quote is issued. Response must include items on contract. 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), Customer is encouraged to select multiple participants. If not able to fully respond, then you are not to provide a response unless partial quoting has been permitted by the customer. If not able to fully respond, then you are not to provide a response unless partial quoting has been permitted by the customer. SEWP will work with Agency to develop order site. A verification file must be included in the response. A verification file must be included in the response NASA SEWP - Solutions for Enterprise-Wide Procurement Page 11
Technology Refresh (TR) sewpvtr@sewp.nasa.gov or TR Upload Tool 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 o 2 during business hours 7:30 AM 6 PM M-F, all others during non-business hours o 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-Scope Properly Priced Adequately Described
SEWP Pricing Fair and reasonable product pricing determined at the contract level Labor Price reasonableness determined by initiator Contractually required to be equal to or lower than GSA schedule prices Pricing can be negotiated Purchases can be consolidated to maximize price discounts Internal competition results in line item discounts Fee included in product price
Variable Priced Line Items & Fee All Line Items on SEWP have a Maximum Catalog Price, except: Page 14
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 Customer Communication Question & Answer Would Quote Plan to Quote Page 15
Quote Verification File Verifies items are on contract/within scope Verifies quoted price is at or below contract price Supply Chain Level of Provider Authorization Authorized/Approved reseller* (verified with OEM or provider) Pricing can be negotiated *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. Trade Agreements Act (TAA) Compliant Not Compliant (may require exception under FAR 25.401) Not Applicable EPEAT (Electronic Product Environmental Assessment Tool) compliance Page 16
Order Processing All 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 Orders are verified by PMO All ordered items are on Contract All pricing is at or below the contract price Verified 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 Page 17
Post-Award Guidance FAR16.505 SEWPPMOnotifiesContractHolderswhenorderisawarded SEWP PMO does not divulge awardee or award information Orderslessthan$6Million Post-awarddebriefs and award notification are at the Issuing Agency s discretion Quote Request Tool includesoptional AwardNotification function Ordersof$6Millionormore Post-awarddebriefs shall be provided upon request Contracting Officer shall notify unsuccessful bidders Protests(FAR 16.505(a)(10)): Noprotestundersubpart33.1;except: Protests that the order increases the scope, period, or maximum value of the contract Orders over $25 Millionfor NASA, DOD, USCG Orders over $10 Million for all other agencies NASA SEWP - Solutions for Enterprise-Wide Procurement Page 18
Communication Interactions with NASA SEWP Program Management Office: Your Company s Program Manager is the central Point of Contact for all things SEWP All communication with the NASA SEWP Program Management 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 Page 19
Program Performance Track day-to-day performance of Contract Holders Not Past Performance (CPARS) Ratings done on a rolling three (3) month review
Program Performance Categories Customer Satisfaction Responsiveness to customers and quality of products and services provided Accuracy of information provided by contract holder to customers regarding SEWP Information Distribution Contract Adherence Adhering to all SEWP contractual and program policies and procedures Reports Accuracy and timeliness of reports submitted to SEWP office Meeting agreed upon delivery dates and timeliness of requesting to extend dates Delivery
What NOT To Do Provide quote for requests issued through the tool outside the tool Overpromise and Underdeliver 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
Resources Your Program Manager Contract Holder User Manual (CHUM): SEWP s Day-to-Day process and guidelines to follow Video with the Customer view of the RFQ Frequently Asked Questions http://www.sewp.nasa.gov
CHRM Role and Functions Contract Holder Help Desk Contract Holder Training Program Sales E-Mail chhelp@sewp.nasa.gov Phone 301-286-4555 Program Manager (PM) Meetings Contract Holder User Manual CHOP Manual
Keys to Success Government customer is your primary focus Do not overpromise or underperform Keep your Program Manager informed of issues SEWP Processes are in place for a reason Performance tied to following those processes Respond to as many requests as possible
SEWP Customer Service Contacts Web www.sewp.nasa.gov 24x7x365 NASA.SEWP.3 @NASASEWP E-Mail help@sewp.nasa.gov GeneralSupport-Averageof1hourresponse Helpline (301) 286-1478 Mon Fri7:30AM 6:00PMEST NASASEWP @nasa_sewp E-MailOrders sewporders@sewp.nasa.gov 7601 Ora Glen Drive Greenbelt MD, 20770 StreetAddress NASASEWP
SEWP Website Overview Contract Information Contract Holder Information CH Individual Page Program Manager Page Program Performance Customer Tool Demo Provider Tool MRT QRT to create an RFQ/MRR/RFI
Additional SEWP Information (Backup slides)
Order Process Send orders to: sewporders@sewp.nasa.gov Continuous communication and tracking throughout entire process
What else can be procured through SEWP V? 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 Specialized Hardware Notification Systems associated with Computer Facility Asset Management Systems Computer Room Monitoring Health IT 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 Storage Hardware Backup and Recovery DVD, CD, Tape and Digital Systems and Supplies Disk Systems Network Based Storage Storage Accessories 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 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 If uncertain: Stop Send SOW (Statement of Work), BOM (Bill of Materials), and/or Requirements Statement to SEWP will review and get back with any scope issues Supporting Hardware Scanners, Barcodes, RFID Devices Cooling Systems Digital Devices; e.g. Calculators GPS Remote Management Printers, Copiers, Fax Machines, Shredders Associated Supplies 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
