Comprehensive Guide to SEWP Procurement Solutions
SEWP, or Solutions for Enterprise-Wide Procurement, is a multi-award suite of contracts facilitating government-wide acquisition of IT and audio/visual solutions. With a vast range of in-scope product categories and ample availability of products/services through dynamic catalogs, SEWP offers a streamlined procurement process for federal agencies. This guide covers what SEWP is, what can be procured, product/service availability, and when to create an agency catalog.
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Solutions for Enterprise-Wide Procurement (SEWP) Training-07-07-21-OSB
What is SEWP? 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 Information and Communication Technology (ICT) and Audio/Visual Solutions Program Management Office (PMO) to provide support and information throughout the Acquisition Process 2
What can be procured through SEWP? What can be procured through SEWP? In-Scope Categories Examples of In-Scope Products & Services Computer Hardware, Tablets Network Appliances: Routers, Modems, VOIP Storage Security Information Technology & Networking Software Virtualization and Cloud Computing XaaS (e.g. SaaS=Software as a Service) Software & Cloud Mobility & Communications Telecommunication Devices and Services Scanners, Printers, Copiers, Shredders Associated Supplies and Accessories Sensors Health IT Supporting Technology A/V Equipment and Accessories TVs, Display Monitors, Projectors and Screens AV/Conferencing Maintenance / Warranty Site Planning / Installation / Cabling Product Based Training Product Based Engineering Services Services 3
Product/Service Availability Product/Service Availability Dynamic Catalog Catalog by Request not Request by Catalog Providers and products and services added daily Primarily based on Customer requirements Thousands of providers (Original Manufacturers and Service Providers) Millions of Unique Products & Services Quotes verified against contract catalog for pricing and availability Static Catalog Contract-level items and pricing in support of Agency requirements Strategically sourced items Click to Order functionality or consolidated bundling options 4
When To Create An When To Create An Agency Catalog 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 5
FAR 16.505(b) 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 6
SEWP Contract Structure Overall All SEWP Contracts have same scope Group A must be solicited separately from the other Groups Group A NAICS Code 334111 Available set-asides: WOSB EDWOSB Small Business Groups B/C/D NAICS Code 541519 Available set-asides: HUBZone SDVOSB WOSB EDWOSB Small Business
SEWP Pricing SEWP Pricing Fair and reasonable product pricing determined at the contract level o Labor Price reasonableness determined by initiator o Contractually required to be equal to or lower than GSA schedule prices o Pricing can be negotiated Purchases can be consolidated to maximize price discounts Internal competition results in line item discounts Fee included in product price
Quote Verification File 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) 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. Trade Agreements Act (TAA) Compliant Not Compliant (may require exception under FAR 25.401) Not Applicable EPEAT (Electronic Product Environmental Assessment Tool) compliance 9
Procurement Lifecycle Procurement Lifecycle Pre-Order Support Assistance on SEWP Processes Website / Tool walk-throughs Review of requirements Recommendations for best approach Quote 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. 10
Procurement Lifecycle Procurement Lifecycle 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 11
Procurement Lifecycle 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 12
Post Post- -Award Guidance Award Guidance FAR 16.505 FAR 16.505 SEWP PMO notifies Contract Holders when order is awarded SEWP PMO does not divulge awardee or award information ORDERSLESSTHAN $6 MILLION Post-award debriefs and award notification are at the Issuing Agency s discretion Quote Request Tool includes optional Award Notification function ORDERSOF $6 MILLIONORMORE Post-award debriefs shall be provided upon request Contracting Officer shall notify unsuccessful bidders PROTESTS (FAR 16.505(A)(10): NOPROTESTUNDERSUBPART 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 13
SEWP Support SEWP Support During Business Hours (7:30AM - 6:00PM EST) Phone (301) 286-1478 Online Chat Assistance Anytime help@sewp.nasa.gov Free Training Options In Person Webinars & Training Videos Training Document SEWP Forum at NCMA World Congress 14
SEWP Customer Service Contacts 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 Facebook NASA.SEWP.3 @NASASEWP NASA SEWP 15
Civil Servant Management Team* Civil Servant Management Team* Program Director 301-614-7128 Joanne.R.Woytek@nasa.gov Joanne Woytek Director of Strategy and Acquisition 301-614-7127 Darlene.E.Coen@nasa.gov Darlene Coen Director of Operations and Communications 301.614.7138 Theresa.M.Kinney@nasa.gov Theresa Kinney *Send questions to help@sewp.nasa.gov for the fastest assistance 16
SEWP Website Overview SEWP Website Overview I. I. II. II. III. III. Points of Contact Points of Contact IV. IV. Program Performance Page Program Performance Page V. V. Agency Specific Pages Agency Specific Pages VI. VI. Tools Review Tools Review Frequently Asked Questions (FAQ) Frequently Asked Questions (FAQ) Contract Information Contract Information Easy as Duck Soup - Marx Brothers 17
Additional SEWP Information (Backup Slides) 18
Supply Chain Risk Management 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 19
Strategic Recurring Acquisitions Strategic Recurring Acquisitions Delivery Order with Options (DOWO) SEWP has the ability to be used for Delivery Orders with Options (DOWOs) and along with the Fair Opportunity procedures in FAR Part 16.505(b), some of the functionality related to Blanket Purchase Agreements (BPAs) can be applied to the SEWP process. Government-wide Strategic Solutions (GSS) Established at the direction of the Office of Management and Budget (OMB) to develop a framework and strategy to reduce costs and increase value through the application of strategic sourcing principles. Agency Catalogs A dedicated and pre-competed ordering vehicle, populated with the products and/or services, as defined within an Agency s requirements documentation and as available for procurement through the SEWP V contracts.
When To Create A When To Create A Delivery Order with Options Delivery Order with Options (DOWO) (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 21
Federal Strategic Sourcing Initiatives Federal Strategic Sourcing Initiatives Objectives: Manage multiple agency contract vehicles Manage 80% of federal IT spend Reduce costs & increase value Government-wide Strategic Solutions (GSS) Establish standard Desktop/Laptop/Tablet configurations across agencies Compare & determine common Terms & Conditions across contracts Develop best practices for managing IT spend using strategic sourcing principles
When To Create An When To Create An Agency Catalog 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
Agency Catalogs 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 24
Agency Catalogs [cont.] 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 25
Key Points for Agency Catalogs 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 $150K 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 26
Key Points for Agency Catalogs Key Points for Agency Catalogs [cont.] [cont.] Multiple vs. Single Award Catalogs Shall select multiple catalog participants unless in the case of Software/EULAs, single participant 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
Establishing an Agency Catalog Establishing an Agency Catalog 5. Send an email to help@sewp.nasa.gov (with the list of products for the catalog, the selected Contract Holders and their quotes) 1. Define your technical requirements. 2. Use the SEWP Quote Request Tool (QRT) to create a Request for Agency Catalog (RFAC). 6. SEWP will build the catalog structure in our database and notify the selected Contract Holders. 3. Use the QRT to evaluate the quotes/responses received from the Contract Holders. 7. Contract Holders will submit technology refreshes (TRs) to populate the catalog CLINs. 4. Select the Contract Holders that you would like to participate in the catalog. 8. Once the catalog is populated, SEWP will notify you that the catalog is operational for usage.
Contract Basics Contract Basics Basic Contracts are on SEWP website including list of incorporated clauses Delivery Order against existing Contract - Additional Clauses and T s & C s may be negotiated at the delivery order level Agency Specific Policies are easily applied 29
Franchise Fund Options 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 GSA FEDSIM 1800 F Street NW Washington, DC 20405 https://fedsim.gsa.gov/contact.html Department of the Interior 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 Department of Defense DISA / DITCO - Pacific Angela M. Margin, Chief of the Contracting Office DITCO-Pacific (PL7) CML/DSN (808) 472-2507, Fax (808) 472-2522 angela.m.margin.civ@mail.mil Kyle Kiyonaga, Chief, Enterprise Products & Services Branch DITCO-Pacific (PL72) DSN 315-472-0279 or CML 808-472-0279 kyle.s.kiyonaga.civ@mail.mil 30
FASST Federal Agency Strategic Support Team FASST provides guidance on IT Procurements that are: Strategic Complex Significant in size Contact SEWP to arrange an onsite meeting for your Agency 31
When To Create A When To Create A Delivery Order with Options Delivery Order with Options (DOWO) (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 32
Delivery Order with Options [DOWO] Delivery Order with Options [DOWO] If an Agency has a requirement to purchase a set of known in- scope 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 33
Delivery Order with Options [cont.] 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 products/solutions and prices. Subsequent Delivery Orders are issued options as modifications against the base order. Order listing the 34
When To Create An When To Create An Agency Specific Catalog Agency Specific 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 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 35
What else can be procured through SEWP V? What else can be procured through SEWP V? Computer Hardware 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 Networking and Communications Communications Network Appliances Network Connectivity: Routers, Modems, etc.. Telecommunication Devices Wireless Networking Cables and Accessories Security Hardware Security Hardware Control and Authentication Devices Forensic Systems Computer Anti-Theft Hardware Security Appliances Surveillance Systems Sensors Supporting Hardware 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 Specialized Hardware Notification Systems associated with Computer Facility Asset Management Systems Computer Room Monitoring Health IT Storage Hardware Storage Hardware Backup and Recovery DVD, CD, Tape and Digital Systems and Supplies Disk Systems Network Based Storage Storage Accessories Services Fully In Scope 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 AV/Conferencing 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 Services Limited In Scope 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 Electrical Note: Must be related to an IT / AV system Power Conditioning Uninterrupted Power Supply, Batteries, etc.. Cables, Components, etc.. If uncertain: 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 Software and Virtualization Software and Virtualization Commercial software packages of any variety Software As A Service Cloud Computing Virtual Storage 36
Scope: What You Scope: What You Cannot Cannot Buy 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 37
Mini Mini- -Quiz Part 1 Quiz Part 1 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 The following questions will test your knowledge of the SEWP Program and Contracts. We will address any questions that you are unsure of during today s training. 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 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 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 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 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 38
Mini Mini- -Quiz Part 2 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 5) You can select all Contract Holders to receive and respond to an RFQ. a. True b. False 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 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 $6 Million c. May be requested once by a Contract Holder d. None of the above e. b and c only 3) An example of a static view of the SEWP dynamic catalog is: a. SEWP Training Document b. Agency Catalog c. FAQ 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 39
