The Catalog By Request Model Joanne Woytek

1. The Catalog By Request ModelJoanne Woytek

2. Process Improvement

3. Third Acquisition Objective of SEWP • Provide a wide range of hardware and software tools to support, interconnect, and enhance computer systems. • Includes the ability through the technology refreshment process to add new vendors and technology to make enhanced new technical capabilities available. • These systems must include enhancements that provide leading edge technology

4. SEWP’s Catalog • Catalog by Request • No static, searchable catalog • Availability of a product or service only limited by: • the scope of the contracts • the ability of the Contract Holder to obtain the products at an acceptable price • Key question is not “Is this product on the SEWP catalog” • Key question is “Is this product in scope for SEWP” • Secondary question for unusual requirements or software from a very niche software company: Are one or more CHs able to obtain the required items?

5. Technology Refreshment Clause • The Government shall have the right to require, at any time, that the Contractor offer under this contract hardware and software components available to the Contractor's commercial customers. • Any new technology which will upgrade, extend or enhance the components shall be evaluated if the Contractor submits a proposal outlining the proposed technology

6. What is Submitted and Reviewed (1 of 2) For all items: • Item must be in scope • Contract Line Item Number must be unique • No Variable priced CLINs • If a part or service varies in price – each instance of the item must be separately on contract • Price must be comparable to prices on other contracts • Part number and description must accurately define the product • Built to order (e.g. desktop systems) must include all components in description or backup • Million dollar item must have a million dollar description

7. What is Submitted and Reviewed (2 of 2) • For commodity products: • Manufacturer Part Number is required • For bundles: • Prior to submission, a spreadsheet of all items and prices in the bundle • Each item in the bundle must be separately added to the contract • For services: • Prior to submission, the Statement of Work (SOW) and price backup data must be submitted, reviewed and approved • Pricing typically includes labor costs • Scope of services is carefully considered

8. Part Number vs. CLIN SEWP uses 2 identifiers for all contract line items • Manufacturer Part Number • Not required to be unique; e.g. Custom to Order (CTO) • Must be the Original Equipment Manufacturer Part Number • Contract Line Item Number (CLIN) • Must be unique for the given contract • Must be firm fixed price • If part number is configurable, separate CLINs must exist for each configuration • Does not have to relate to the part number, although it often does

9. A Peek At the Catalog

10. Typical TR process (1 of 2) • Government customer submits a request • Contract Holder (CH) researches/negotiates ability to fulfill request – this can take hours, days or weeks depending on the complexity of the request • If a manufacturer has not previously been added to SEWP contracts, CH will request a manufacturer review • SEWP checks for scope and accuracy of manufacturer information • Handled within one business day • If services or bundle, CH submits backup data for review • Handled within one business day • Most scope issues are handled here

11. Typical TR process (2 of 2) • TR submitted, review and approved or denied • Handled within one business day • Usually where pricing issues are handled • Typical reasons for an item not being added: • Pricing not reasonable • Pricing not justified • Description is unclear • Out of scope • Once TR is approved, CH can submit a quote for verification and upload to Government customer

12. Pricing • Contract Price • Contract discount structure • Comparison to other contract prices • Less Than GSA Price • Quoted Price • Purchases can be consolidated to maximize price discounts • Internal competition results in line item discounts • Product Prices may be negotiated/questioned

13. Scope: Computer Hardware • Tablets, Laptops, Embedded Systems • Desktops, Servers, Supercomputers • Peripherals and Accessories: Monitors, Keyboards, Cables, etc. • Computer Carts, Racks and Enclosures • Computer Cards / Boards

14. Scope: Network and Communications • Network Appliances • Network Connectivity: Routers, Modems, etc. • Telecommunication Devices • Wireless Networking • Cables and Accessories

15. Scope: Security Hardware • Control and Authentication Devices • Forensic Systems • Computer Anti-Theft Hardware • Security Appliances • Surveillance Systems

16. Scope: Supporting Hardware • Scanners, Barcodes, RFID Devices • Cooling Systems • Digital Devices; e.g. Calculators • GPS • Remote Management • Printers, Copiers, Fax Machines, Shredders • Associated Supplies

17. Scope: Specialized Hardware • Notification Systems associated with Computer Facility • Asset Management Systems • Computer Room Monitoring

18. Scope: Storage Hardware • Backup and Recovery • DVD, CD, Tape and Digital Systems and Supplies • Disk Systems • Network Based Storage • Storage Accessories

19. Scope: 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

20. Scope: Electrical Note: must be related to an IT / AV system • Power Conditioning • Uninterrupted Power Supply, Batteries, etc. • Cables, Components, etc.

21. Scope: Software and Virtualization • Commercial software packages of any variety • Software As A Service • Cloud Computing • Virtual Storage

22. Scope: Services Fully in Scope • Maintenance / Warranty / Help desk support • Installation of in-scope Products • Site Planning; e.g. determining what products are required • Product Based Training NOTE 1: These services are available without limitation on all SEWP Contracts. NOTE 2: These services may extend up to 5 years; e.g. annual maintenance with 4 option years

23. Scope: Services Limited in Scope This pertains to Competed Contract Holder Groups A, B, C and D Cannot exceed 10% of a delivery order total dollar amount for these types of services: • Software development • On-site operational labor, on-site engineers • Consulting (unless part of in scope services) • Staff Augmentation

24. Scope: Options for Services • SEWP Group E 8(a) non-competed contracts can provide support services • 4 Contract Holders • Each capped at $4 Million per contract • Remaining amount on each contract is displayed in Quote Request tool • Other GWACS • NIH CIO-SP and GSA Alliant and other GSA GWACs are geared to support services • DIY (Do It Yourself)

25. Keypad Question Which of these are out of scope for SEWP? 1=> TV 2 => Maintenance 3 => Mobile Data Collection Device 4 => Microsoft Training 5 => Trailer for private cloud

26. Scope: What You Cannot Buy • Mobile Data Collection Device • Wheels, engines • Medical devices • Fire Suppression systems / maintenance • Military technology (if outside the scope listed previously) • Sensors • Office Furniture

27. Scope: What You Should Do If uncertain: • Stop • Send SOW (Statement of Work). BOM (Bill of Materials) and/or Requirements Statement to help@sewp.nasa.gov • We will review and get back with you and discuss any scope issues **Note that requirements involving services are the most common scope confusion

28. Is Everything in Scope Available? • Theoretically Yes • But: • Some specialized and smaller software companies may be unwilling to work with resellers • Some products are at or past their end of life • Contract holders may not be able to obtain proper pricing and/or backup data • If a complex, or cutting edge technology is involved or availability on SEWP is questionable: • Utilize the Market Research option in the Quote Request tool; or • Send to help@sewp.nasa.gov for assistance • The SEWP Program Office can research availability for you

29. Determining Product Availability • Prior to sending out an RFQ • No catalog to search • In theory, all in scope items are available • Quote Request is the only method to determine availability • Market Research can be conducted prior to RFQ through the Quote Request tool • SEWP Program Office can assist with market research for product availability • Upon receipt of a quote • Verification (Pass) file verifies the existence and pricing of the items on the quote • Discussed during the Quote Request Tool breakout session

30. Manufacturer Lookup Tool • Optional Research Tool • Lists all Companies with at least one item on the SEWP contracts • Currently close to 3800 companies listed • About 10 companies added weekly • Therefore, if a company is not listed, a Quote Request can still be submitted • Information provided through tool: • Current manufacturers • Current availability in terms of contract holders and contract groups • 508 link (if available) • Authorized reseller list (when provided) • List of current products in the catalog