SEWP Solutions for Enterprise-Wide Procurement

2. SEWP Solutions for Enterprise-Wide Procurement • IDIQ Vehicle for purchase of IT Product Solutions • Authorized by OMB as a Government-Wide Acquisition Contract • Program is 15 years old – Pilot for GWAC vehicles • Version IV started in May 2007 – 38 Contract Holders • Low Fee – 0.6% with a cap • Emphasis on Customer Service (both Government and Industry) • Extensive customer outreach and free training www.sewp.nasa.gov / Help desk: 301-286-1478; help@sewp.nasa.govProgram Manager: Joanne Woytek / 301-614-7128; joanne.woytek@nasa.govDeputy PM: Patrick Logan / 301-614-7127; patrick.d.logan@nasa.gov

3. Authority • One of 4 Agencies designated an OMB Executive Agency (GWAC agency) for IT Products and Services: • 4 OMB Authorized Agencies • Commerce, GSA, NIH, NASA • Based on Clinger-Cohen Act • Oversight by and Reporting to NASA, OMB, GAO • EPA is also authorized as an Executive Agent for IT Recycling contracts

4. Authority (continued) • Why NASA / SEWP = GWAC • Based on GSA Request in early 1990’s • Recognition of NASA’s knowledge and experience in high-end IT • Combined Technical and Procurement • Wanted all agencies to have access to that knowledge and experience • Complement general GSA schedules • Pre-competed and pre-negotiated • Limited number of contract holders based on open competition • Non-profit • Program budget is self contained • NASA provides no direct SEWP funding • No SEWP funding is provided to NASA except for overhead costs

5. SEWP Acquisition Objectives • Information Technology Product Objectives • Computer system to support IT needs • Peripherals in support of computer systems • Broad overlap for continuous access and continuous competition • IT Procurement Objective • Innovative Procurement Processes

6. SEWP Scope • SEWP Scope: • All Types of IT Products (Hardware, Software, Network Communications, Audio-Visual, Supporting Technology) • Maintenance / Warranty / Product Training • Planning, Installation and Implementation services (unlimited) • Limited consulting services in support of purchased products (10% ) and short time period • Leasing • Purchase Agreements • Cost per copy multi-function devices

7. SEWP Philosophy • Integrity • After 15 years and about 150,000 orders, SEWP has had to cancel only one protested order • Flexibility • Generic / commercial contracts • Extensive scope • Control and Constraint • Government oversight and control over all contract activities • NASA Contract = Must meet NASA IT Procurement Needs • OMB GWAC = Must be adaptable and open to all Federal Agency Needs

8. SEWP Program Services Help Desk On-Line Information / RFQ and Search Tools Free training on proper use of contracts for customers, contract holders and manufacturers Meetings / Retreats / Conferences Reports Quality Assurance / Surveys

9. Some Key SEWP Advantages • Fresh • Products updated daily • The OHNS factor • Pricing • Lowest Fee with cap • Fair and Reasonable pricing at catalog level • Lower pricing at order level – internal competition and bulk purchasing • Time • No Synopsis / Small Business Plans / Contracts / etc. • Customer Service • We feel we are The Best

10. Some Key SEWP Advantages • Small business support • All types represented • Only GWAC with an SDVOSB set-aside • Tracking and Reporting • Expected Delivery Date and Order Information Flow • Order Status • Daily reports to Contract Holders • Tools • Many unique features especially Manufacturer Lookup and RFI/RFQ • Always undergoing improvement • Training • IG Approved (required for DoD) • Free, on-site

11. Some Key SEWP Advantages • Flexible / Responsive Contracts To Satisfy IT Requirements • Generic contracts with wide flexibility at the Delivery Order Level • Agency specific policies and procedures • Program Office operates on 24 hour response time • Innovative and automated procedures • Provide an Increased Level of Contract Management • Program provides high level of oversight and control of contracts • Agencies may impose additional controls at their procurement shops • Program can provide Agency-specific reports

12. Where SEWP Fits In • One of the largest non-GSA IT Product Contract • 7% of IT Schedule – expected to remain at or about that level • Covers Manufacturers and products not covered elsewhere • Approximately 30% of CLINs on SEWP are not on GSA • Focused on mid to high level computing products • Average order size is $50,000 • Not a Services contract • Product solutions not just a catalog • FAR: Based on FAR Part 16 not FAR Part 8 • Must provide Fair Opportunity • No 3 quote rule

13. Control and Reporting • Agency specific items and pricing • Agencies may compete and negotiate special pricing and deals with any SEWP Contract Holder • Agency flag on Agency specific items • Facilitates searching, ordering, tracking and reporting • Agencies can designate a list of “special” items that their Agency should purchase from • SEWP can provide special search and quote functionality to assist Agency • SEWP can provide reporting mechanisms on use of specially tagged items • SEWP has automated system to check items ordered against contract line items and produce discrepancy reports on any issues

14. Control and Reporting (continued) • Agency level reporting • All orders placed by an agency • Items purchased • Amount of detail saved by SEWP Program Office would need discussion • SEWP processes are highly automated • For example: An Agency can request an e-mail be sent to a central office whenever an Agency order is placed.

15. Competition / Consolidation • Fair Opportunity critical to SEWP usage • SEWP contracts specifically encourage overlap across contracts to maximize internal competition and delivery order price negotiations • SEWP Web tools – both searching and quoting have built-in fair opportunity rule sets • Documentation provided to support and demonstrate fair opportunity • Agencies can pre-designate a Group or Groups of contracts for a specific use • Agencies can negotiate prices for specific requirements and planned purchasing (SEWP CUPA - similar to BPAs)

16. Competition / Consolidation (continued) • Agencies can consolidate purchasing to maximize price discounts • NASA has consolidated database and other software purchases across the Agency • Oracle pricing for NASA through SEWP is below the GSA Smart-Buy Oracle pricing structure • Exact mechanism for providing the consolidation needs in-depth discussion • Must take Agency’s financial and procurement systems into account along with licensing requirements

17. Services / Solutions • Firm fixed price product based solutions allowed • Time and Material, support service task orders not allowed • Various ways to list and order solutions • Each component separately listed and priced on the order • A single SEWP line item containing all components of the solution • Contract will have each component separately listed for price verification

18. Federal Government Initiatives • SEWP has been in the forefront of providing 508 compliance information at the program and quote/ order level • RFQ tool provides 508 templates to attach to Request For Quotes • SEWP includes EPEAT flagging at product level • SEWP includes several small business opportunities: • Small Business competed set-aside contracts • SDVOSB competed set-aside contracts • Can be part of a Best Value Decision in the other 2 Groups • Follow-on 8(a) non-competed set-aside

19. General Issues • SEWP IV Length and Contract Ceiling • 7 year contracts • $5.6 Billion ceiling per contract • Acceptance testing allowable in the contracts • “Test” competitions allowed; e.g. Homeland Security Smart Card purchases • Special delivery requirements allowed on Delivery Orders • SEWP tracks the user’s required delivery dates • Agency specific Terms and Conditions may be applied at the DO level • No increase in ordering time needed for SEWP to verify, process and track all orders

20. General Issues (continued) • Fees • Lowest fee structure in Government – base of 0.6% • SEWP fee structure based on budget needed to run the SEWP Program Office • Unlike other Agencies, SEWP fees are not used to finance any other Agency program • If fee payments increase, the Program increases services and decreases the fee • If fee payments decrease, the Program reduces services and (reluctantly) increases fees • Contract limit is 0.75% fee which is equal to GSA’s fee structure • Fee is evaluated semi-annually