The Catalog By Request Model Joanne Woytek

2 Symposium ‘12 Process Improvement

3 Symposium ‘12 Third Acquisition Objective of SEWP  Provide a wide range of hardware and software tools to support, interconnect, and enhance computer systems.  Includes the ability through the technology refreshment process to add new vendors and technology to make enhanced new technical capabilities available.  These systems must include enhancements that provide leading edge technology

4 Symposium ‘12 SEWP’s Catalog  Catalog by Request No static, searchable 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 very niche software company: Are one or more CHs able to obtain the required items?

5 Symposium ‘12 Technology Refreshment Clause  The Government shall have the right to require, at any time, that the Contractor offer under this contract hardware and software components available to the Contractor's commercial 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

6 Symposium ‘12 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 Built to order (e.g. desktop systems) must include all components in description or backup Million dollar item must have a million dollar description

7 Symposium ‘12 What is Submitted and Reviewed (2 of 2)  For commodity products: Manufacturer Part Number is required  For bundles: Prior to submission, a spreadsheet of all items and prices in the bundle Each item in the bundle must be separately added to the contract  For services: Prior to submission, the Statement of Work (SOW) and price backup data must be submitted, reviewed and approved -Pricing typically includes labor costs Scope of services is carefully considered

8 Symposium ‘12 Part Number vs. CLIN SEWP uses 2 identifiers for all contract line items  Manufacturer 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 often does

9 Symposium ‘12 A Peek At the Catalog

10 Symposium ‘12 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

11 Symposium ‘12 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

12 Symposium ‘12 Pricing  Contract Price Contract discount structure Comparison to other contract prices Less Than GSA Price  Quoted Price Purchases can be consolidated to maximize price discounts Internal competition results in line item discounts Product Prices may be negotiated/questioned

13 Symposium ‘12 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

14 Symposium ‘12 Scope: Network and Communications  Network Appliances  Network Connectivity: Routers, Modems, etc.  Telecommunication Devices  Wireless Networking  Cables and Accessories

15 Symposium ‘12 Scope: Security Hardware  Control and Authentication Devices  Forensic Systems  Computer Anti-Theft Hardware  Security Appliances  Surveillance Systems

16 Symposium ‘12 Scope: Supporting Hardware  Scanners, Barcodes, RFID Devices  Cooling Systems  Digital Devices; e.g. Calculators  GPS  Remote Management  Printers, Copiers, Fax Machines, Shredders Associated Supplies

17 Symposium ‘12 Scope: Specialized Hardware  Notification Systems associated with Computer Facility  Asset Management Systems  Computer Room Monitoring

18 Symposium ‘12 Scope: Storage Hardware  Backup and Recovery  DVD, CD, Tape and Digital Systems and Supplies  Disk Systems  Network Based Storage  Storage Accessories

19 Symposium ‘12 Scope: AV / Conferencing  AV Equipment and Accessories  Cameras, Display Monitors, Consoles, etc. Accessories including privacy screens and camera accessories  Video and Tele-conferencing  Speakers, Microphones, Theater and Music Systems, Lighting  TV, Projectors and Screens  Visualization Systems

20 Symposium ‘12 Scope: Electrical Note: must be related to an IT / AV system  Power Conditioning  Uninterrupted Power Supply, Batteries, etc.  Cables, Components, etc.

21 Symposium ‘12 Scope: Software and Virtualization  Commercial software packages of any variety  Software As A Service  Cloud Computing  Virtual Storage

22 Symposium ‘12 Scope: Services Fully in Scope  Maintenance / Warranty / Help desk support  Installation of in-scope Products  Site Planning; e.g. determining what products are required  Product Based Training NOTE 1: 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

23 Symposium ‘12 Scope: Services Limited in Scope This pertains to Competed Contract Holder Groups A, B, C and D Cannot exceed 10% of a delivery order total dollar amount for these types of services:  Software development  On-site operational labor, on-site engineers  Consulting (unless part of in scope services)  Staff Augmentation

24 Symposium ‘12 Scope: Options for Services  SEWP Group E 8(a) non-competed contracts can provide support services 4 Contract Holders Each capped at $4 Million per contract Remaining amount on each contract is displayed in Quote Request tool  Other GWACS NIH CIO-SP and GSA Alliant and other GSA GWACs are geared to support services  DIY (Do It Yourself)

25 Symposium ‘12 Keypad Question Which of these are out of scope for SEWP? 1=> TV 2 => Maintenance 3 => Mobile Data Collection Device 4 => Microsoft Training 5 => Trailer for private cloud

26 Symposium ‘12 Scope: What You Cannot Buy  Mobile Data Collection Device  Wheels, engines  Medical devices  Fire Suppression systems / maintenance  Military technology (if outside the scope listed previously)  Sensors  Office Furniture

27 Symposium ‘12 Scope: What You Should Do If uncertain:  Stop  Send SOW (Statement of Work). BOM (Bill of Materials) and/or Requirements Statement to  We will review and get back with you and discuss any scope issues **Note that requirements involving services are the most common scope confusion

28 Symposium ‘12 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 option in the Quote Request tool; or Send to for -The SEWP Program Office can research availability for you

29 Symposium ‘12 Determining Product Availability  Prior to sending out an RFQ No catalog to search In theory, all in scope items are available Quote Request is the only method to determine availability Market Research can be conducted prior to RFQ through the Quote Request 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 Discussed during the Quote Request Tool breakout session

30 Symposium ‘12 Manufacturer 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, a Quote Request can still be submitted  Information provided through tool: Current manufacturers Current availability in terms of contract holders and contract groups 508 link (if available) Authorized reseller list (when provided) List of current products in the catalog