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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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.

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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)

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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

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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

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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

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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

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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