SEWP: The Quoting Process

1. SEWP: The Quoting Process

2. Contract Groups Origins • SEWP RFP broken up into two Categories • Category A: Computer /Server contracts • Mostly responded to by OEMs • Category B: Peripherals, Support Equipment, AV • Mostly responded to by VARs • Category B contained full and open and 2 set-aside competitions • SDVOSB • Small Business

3. Contract Groups • Category A contracts => Group A • Category B SDVOSB set-aside => Group B • Category B Small Business set-aside => Group C • Category B Full and Open => Group D • Post-award 8(a) set-aside non-competed contracts awarded => Group E

4. Contract Groups and scope • Groups A, B, C, D all have same SOW / scope • “Regardless of the mandatory items defined, proposed and provided by each class, the scope of all contracts is the same “ <From the SEWP SOW> • No limits on hardware, software, maintenance, installation, site planning and training • 10% limit on long-term support services • Group E is primarily available for long term support services • But contracts are limited to $3.5 Million total

5. Why are Groups Important? • SEWP is a multi-award IDIQ contract vehicle • Governed by FAR Part 16.505(b) – Fair Opportunity • Contract Groups define where Fair Opportunity must be applied • Excluding Group E – Fair Opportunity not required for 8(a) non-competed set-asides • Far Part 8 (3 quote rule) does not apply • Note: next set of slides pertain to Groups A, B,C and D only

6. When Can I Skip Fair Opportunity? • There are limited exclusions to Fair Opportunity – they must be well-documented: • The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays. • Unless National Emergency – need to provide urgency documentation • Only one awardee is capable of providing the supplies or services … • SEWP is specifically set-up to minimize if not eliminate this exclusion • The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

7. What About…? • Small Business/8(a)/SDVOSB/… set-asides • Use Groups B and/or C • Or (recommended), go to one or more Groups and use a business size preference as part of Best Value Determination • Sales person said only they can get us what we want • Verify through Fair Opportunity

8. RFQ / RFI / RaQ / Market Research • SEWP provides a “Request” tool • Market Research Request • Used to ask general research/technical questions • E.g. “Can anyone provide quotes for terabyte iPad storage?” • Should not be used to obtain quotes (either from technical or procurement) • Request A Quote – used for RFIs or RFQs • RFIs to obtain preliminary (eg. Cost estimate) quotes • RFQs to obtain final quotes to use for ordering purposes • RFI (Request for Information) and RFQ (Request for Quote) are procurement specific terms defined in the body of a SEWP Request

9. Differences Between Requests • Market Research Request • Default of 5 business day response • If any item quoted or discussed, it does not need to be on contract • Request A Quote – used for RFIs or RFQs • Default of 3 business day response • If an item is quoted it MUST be on contract or quoted as open market • Total of all open market items on a quote cannot exceed $3000

10. Quote Verification Process • Contract Holder makes 2 submissions for a Request A Quote • Actual Quote (and associated files) • Any format • Not reviewed by SEWP Program Office • Verification file • Contract Holder supplies the CLINs and CLIN prices • SEWP Program Office verifies the CLINs are on contract and the prices are at or below the catalog price • Future enhancement will list catalog price in the file

12. Quote Verification Process • Government Customer must compare information in verification file with the actual quote • Use the “Print This Page” Button to print off all verification files • If items or prices in the verification file do not match quote: • Contact SEWP Program Office • Ignore the quote

13. Quote Verification Process • 4 Items do not need to be in the verification file • SEWP-Z (SEWP fee) • Travel-Z (Travel Costs) • Delivery-Z (Delivery/Shipping Costs) • Credit-Z (Credits) • Open-Z (Open Market) items should be listed to verify total is under $3000

14. Post-Award - Notification • SEWP RFQ tool Quote page has an optional “Award Notification” • Currently provides non-awardees with notification they will not receive an award • Future enhancement: provide awardee and dollar amount (both optional) to non-awardees • New Feature – credit card order can be created from the notification tool

15. Post-Award • Orders Below $5 M • Notification and de-briefs are not required below • Contract Holders may request information • Politely • Not persistently • Orders Above $5 M • Opportunity for de-briefs must be provided

16. Protest rules • For Orders under $10 M • Only Interested Parties (other contract holders) • Only protestable action is for scope • Fair Opportunity complaints may be referred to ombudsman • For Orders Over $10 M • Only Interested Parties (other contract holders) • Protests allowed for any valid reason