Product and Service Acquisition Scope

2015 SEWP Acquisition Summit and Training

Product and Service Acquisition Scope

2015 SEWP Acquisition Summit and Training

December 8-10, 2015

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Process Improvement

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Third Acquisition Objective of SEWP

• Provide IT, communications, audio-visual and related hardware, software and product based services to support, interconnect, and enhance capabilities• Includes the ability through the technology

refreshment process to add new providers, services and technology to the existing contracts to make enhanced new technical capabilities available.

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SEWP’s Catalog• Catalog by Request

• No static 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 niche software company:Are one or more CHs able to obtain the required

items?

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Technology Refreshment Clause

• The Government shall have the right to require, at any time, that the Contractor offer under this contract state-of-the-art versions of hardware and software components that it agrees to offer SEWP 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

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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• Million dollar item must have a million dollar description

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What is Submitted and Reviewed (2 of 2)

• For commodity products:• Original Provider/Manufacturer Part Number is required

• For bundles:• Each item in the bundle must be separately added to the contract• Bundle cost must be <= sum of components• Typically how BTO/CTO systems are added

• For services:• Statement of Work (SOW) must be submitted, reviewed and

approved• Labor categories and rates must be on contract• Customer determines price reasonableness for labor based

services

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Part Number vs. CLIN

SEWP uses 2 identifiers for all contract line items• Provider 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

sometimes does

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A Peek At the Catalog

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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

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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

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Pricing

• Contract Price• Contract discount structure • Less Than GSA Price• Manual Review• Comparison to other contract prices

• Quoted Price• Purchases can be consolidated to maximize price discounts• Internal competition results in line item discounts• Product Prices may be negotiated/questioned

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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

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Scope: Network and Communications

• Network Appliances• Network Connectivity: Routers, Modems, etc.• Telecommunication Devices• Mobility Products and Subscription Plans• Wireless Networking• Cables and Accessories

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Scope: Security Hardware

• Access Control and Authentication Devices• Forensic Systems• Computer Anti-Theft Hardware• Security Appliances• Surveillance Systems

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Scope: Supporting Hardware

• Scanners, Barcodes, RFID Devices• Sensors• Cooling Systems• Digital Devices; e.g. Calculators• GPS • Printers, Copiers, Fax Machines, Shredders• Associated Supplies

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Scope: Specialized Hardware

• Notification Systems associated with Computer Facility• Asset Management Systems• Computer Room Monitoring• Medical IT

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Scope: Storage Hardware

• Backup and Recovery• DVD, CD, Tape and Digital Systems and Supplies• Disk Systems• Network Based Storage• Storage Accessories• Data Center Hardware, Software and Services

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Scope: AV / Conferencing

• AV Equipment and Accessories• Cameras, Display Monitors, Consoles, etc. and

accessories• Video and Tele-conferencing• Speakers, Microphones, Theater and Music Systems,

Lighting• Televisions, Projectors, Screens and Video Signage• Visualization Systems

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Scope: Electrical

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

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Scope: Software and Virtualization

• Software packages of any variety• XaaS (X as a Service)• Cloud Computing

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Scope: Services Fully in Scope

• Maintenance / Warranty / Help desk support• Installation and Implementation of in-scope

Products• Site Planning; e.g. determining what products are

required• Product-based Training• Product-based Engineering ServicesNOTE: 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

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Scope: What You Cannot Buy

• Mobile Data Collection Device• Wheels, engines• Hand held metal detector• General Medical Devices (if outside the scope listed

previously)• Military Technology (if outside the scope listed

previously)• Office Furniture

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Scope: What You Should Do

If uncertain:

• 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

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Determining Product Availability

• Prior to sending out an RFQ• In theory, all in scope items are available• Quote Request Tool is the best and recommended method to

determine availability• Market research can be conducted prior to RFQ using the Market

Research 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• Data regarding TAA, EPEAT and Energy Star provided to user

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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 Tool or Quote Request

Tool; or• Email help@sewp.nasa.gov for assistance

• The SEWP Program Office can research availability for you

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Provider 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, an RFQ can still be submitted

• Information provided through tool:• Current providers• Current availability in terms of contract holders and contract

groups• Authorized reseller list (when provided)• List of current products on contract

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Market Research Tool

• Optional Research Tool• This tool is a snapshot of previous availability and

request for adding new products and companies• Combination Search and Request Tool• Search for existing companies and products

• Products can be searched by part number or description• Track those companies and products not found• Submit an RFI (Request for Information) to check if

missing companies/products can be added

Thank You!