SEWP: The Catalog

2 Conference ‘10 Glossary – 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 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 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 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)  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 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 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 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 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 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 Information  Manufacturer tool- let’s go to the website

13 Conference ‘10

14 Conference ‘10 Industry 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?  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 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 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  Place credit card or delivery order

18 Conference ‘10 Custom 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  Place credit card or delivery order

19 Conference ‘10 Services Purchase  If not clearly installation, site planning, training, or warranty/maintenance support, notify to ask for scope  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  Place credit card or delivery order

20 Conference ‘10 Software 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  Place credit card or delivery order

21 Conference ‘10 Multiple Mfrs/Complex solution  Research either through SEWP RFQ tool or 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  Place credit card or delivery order

22 Conference ‘10 Basic 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