SEWP: The CatalogSEWP: The Catalog

2 Conference ‘10

Glossary – Who are the PlayersGlossary – Who are the Players

Federal Customer•Most of us here

Contract Holder•Sort of like a vendor

Manufacturer•Sort of like a sub-contractor

Sales Agent Company•Sort of like a corporate salesperson

Authorized Contractor•Sort of like a Federal Customer, once removed

3 Conference ‘10

Glossary – Terms and AcronymsGlossary – Terms and Acronyms

Database of Record•Also called “the Catalog”

TR: Technology Refreshment•How “the Catalog” is updated

SOW: Statement of Work•What is needed if services are provided

BOM: Bill of Material• List of items to be purchased

Bundle•Putting BOMs and SOWs together

4 Conference ‘10

Products in ScopeProducts in Scope

IT Hardware: Computers/Networks/etc.

Software• Includes Software as a Service (SaaS)

Peripherals and associated equipment• Includes printers and supplies

Audio visual• Includes video-conferencing

5 Conference ‘10

Miscellaneous In Scope ProductsMiscellaneous In Scope Products

Utility computing and utility storage

Security Devices•Biometric

•CCTV

Network telecommunications•Radio and satellite hardware

- Not the actual satellites – different part of NASA

•Handheld devices- But no monthly service plans

6 Conference ‘10

Services in Scope(No Limitation)Services in Scope(No Limitation)

Maintenance / Warranty•Can be on –site if clearly maintenance functions

Site Planning

Installation•Hardware

•Cabling

•Software

Product Training – Must be directly related to a Product

7 Conference ‘10

Services Limited in ScopeServices Limited in Scope

Labor Support Services (e.g. Operational support)

Software development

Limits:• 10% Rule

•Rule of thumb – limited to 3 months unless justified

Options:•Group E non-competed 8(a) set-asides

•GSA Alliant or other support service contracts

8 Conference ‘10

Never in ScopeNever in Scope

Medical Equipment

Military equipment

Walls / Ceilings / Roofs

Wheels / Engines / propellers

Just because it has a chip, it is not always IT

Fire Suppression (even if limited to a computer facility)

Sensors•Smoke

•Gunshot

•Etc.

9 Conference ‘10

The CatalogThe Catalog

Types of Catalogs•Static

- Rarely changes•Dynamic

- Changes on demand - Constant updates / no oversight

•Dynamically-static- Changes based on requests and approvals

10 Conference ‘10

Approving ManufacturersApproving Manufacturers

First step in adding a product is approval of the manufacturer of the product/service•Contract Holder receives a request

- Forms business relationship with manufacturer- Requests Approval from SEWP Program Office

•Request reviewed for scope and information

Note that a manufacturer is not visible until at least one product is added

11 Conference ‘10

Manufacturer InformationManufacturer Information

Mandatory•Official parent company name

•Company URL

•Short Description

•A Product Category/subcategory

Additional•Authorized Resellers

• 508 web page

•Associated Company names

• Trademarked product names

•Additional categories/subcategories/keywords

12 Conference ‘10

Manufacturer InformationManufacturer Information

Manufacturer tool- let’s go to the website

13 Conference ‘10

14 Conference ‘10

Industry RelationshipsIndustry Relationships

Government-Industry Relationships•Authorized support service contractors•Contract Holders

Industry-Industry Relationship•Manufacturer•Sales Agent•Others (middle-men)

15 Conference ‘10

So How Do I get What I Want?So How Do I get What I Want?

Key Factors:•Dollar size (especially under or over $3000)•Similar solution already on SEWP / Basic IT requirement•Customized solution•Services included•Complexity•Hardware or Software or combination•Number of manufacturers

16 Conference ‘10

Dollar SizeDollar Size

Under $3000•Fair Opportunity not required•Can contact Contract Holders directly for a quote

-SEWP RFQ tool can also be used but do not need to solicit everyone in a Group• If items not already on contract, can be purchased open market (if in scope)

Over $3000•See next set of slides

17 Conference ‘10

Basic IT Hardware PurchaseBasic IT Hardware Purchase

Do not need to pre-verify manufacturer/product availability

Use SEWP Request a Quote tool•Provide technical specs, BOM, etc.

•Contract Holder will add products and then provide quotes (assuming products are approved)

Obtain quotes• If no quotes, send note to help@sewp.nasa.gov

Place credit card or delivery order

18 Conference ‘10

Custom Built PurchaseCustom Built Purchase

Do not need to pre-verify manufacturer/product availability

Use SEWP Request a Quote tool•Provide technical specs, BOM, etc.

•Contract Holder will provide Program Office with customized/bundled item and price list

•Contract Holder will add solution and then provide quotes (assuming solution is approved)

Obtain quotes• If no quotes, send note to help@sewp.nasa.gov

Place credit card or delivery order

19 Conference ‘10

Services PurchaseServices Purchase

If not clearly installation, site planning, training, or warranty/maintenance support, notify help@sewp.nasa.gov to ask for scope review

Use SEWP Request a Quote tool•Provide technical specs, BOM, SOW, etc.

•Contract Holder will provide Program Office with sow and price list

•Contract Holder will add solution and then provide quotes (assuming solution is approved)

Obtain quotes• If no quotes, send note to help@sewp.nasa.gov

Place credit card or delivery order

20 Conference ‘10

Software PurchaseSoftware Purchase

Use Manufacturer tool to see if a suggested software provider already exists• If not, research directly or through Program Office

Use SEWP Request a Quote tool•Provide technical specs, etc.

•Contract Holder will add solution and then provide quotes (assuming solution is approved)

Obtain quotes• If no quotes, send note to help@sewp.nasa.gov

Place credit card or delivery order

21 Conference ‘10

Multiple Mfrs/Complex solutionMultiple Mfrs/Complex solution

Research either through SEWP RFQ tool or e-mail Program Office if uncertain of scope, whether the solution can be handled through SEWP, etc.

Use SEWP Request a Quote tool•Provide technical specs, etc.

•Contract Holder will add solution and then provide quotes (assuming solution is approved)

Obtain quotes• If no quotes, send note to help@sewp.nasa.gov

Place credit card or delivery order

22 Conference ‘10

Basic SEWP TR ProcessBasic SEWP TR Process

If Manufacturer not previously added to SEWP•Request by Contract Holder

•Review by Program Office for a existence, scope, etc.

If services or bundling:•Contract Holder supplies SEWP PMO with SOW and full price breakout for review/approval

Contract Holder submits a TR (text-delimited file)•Summary report including items with possible scope, pricing, or other issues highlighted

•SEWP PMO reviews request. If any items not within scope, properly priced, poorly described, etc. they are excluded

Those items approved can then be quoted by Contract Holder