Solutions for Enterprise Wide Procurement (SEWP) Contract Holder Sales Training Version 04.01.17
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)• [email protected]• 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: [email protected] / 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 [email protected]
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
[email protected] 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 [email protected] 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:
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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 [email protected] • 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