Agency and Enterprise-wide Procurement Strategies 2015 SEWP Acquisition Summit and Training December 8-10, 2015

SEWP Introduces New Services Strategic Initiatives SEWP Agency Order Reports Agency Catalogs Delivery Orders With Options (DOWOs) 2

SEWP Initiative Examples Strategic Time sensitive Agency initiatives that involve new or emerging technology such as CLOUD, Mobility, CyberSecurity, etc. Complex Network security initiative consisting of the integration of scores of companies, hundreds of products, thousands of parts – installed at US military bases throughout the world. Significant in Size Delivery Orders with Options (DOWO) or Agency Catalogs provide for the ongoing acquisition of IT products/solutions spanning multiple years and amounting to significant expenditures. 3

Strategic Sourcing – Federal Initiatives OMB’s Federal Strategic Sourcing Initiatives (FSSI) to cover multiple IT commodities [e.g. DTLT; workstations; servers; cyber security etc.] Objectives: Manage multiple agency contract vehicles Manage 80% of federal IT spend Reduce costs & increase value NASA SEWP has been appointed lead agency for the Desktop Laptop [DTLT] commodity: Establish standard DTLT configurations across agencies Compare & determine common Terms & Conditions across contracts Develop best practices for managing IT spend using strategic sourcing principles Government-wide Strategic Solutions (GSS) for Desktops and Laptops Ordering System 4

5 Agency Catalogs Example

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DoD DISA US NAVY USAF NASA Interior Agriculture State Justice CLOUD Mobility Managed Print Svs. Desktops / Laptops Storage Enterprise Software Office Productivity Human Resource Mgt. Content Mgt. Cyber Security 7 Agencies and Examples

Agency Specific Catalogs Establish unique Agency Specific Contract Line Items Numbers (CLINs) and pricing for products and services Provides the ability to procure XYZ products / services (e.g., new software licenses perpetual, maintenance, renewal maintenance for existing licenses, etc….) from specific Contract Holder(s) NASA SEWP master contract. Purchases of the unique CLINs shall adhere to the terms and conditions express in either the basic SEWP V master contract and /or creation of terms and conditions (Ts&Cs) 8

Agency Specific Catalogs (con’t) An Agency Specific Catalog will be available for customers to view their Agency Specific CLINs The catalog will be displayed with pricing, technical specifications, etc. Customers can utilize their Government Purchase Card (GPC) to order directly or submit an RFQ NASA SEWP Technology Refreshment (TR) must be followed Prices shall be in effect during the duration of the period of performance but may be discounted and negotiated on a quote by quote basis 9

When To Create A Catalog Irregular timeline to order products Volume of products ordered often in low numbers Standard technology updates Speed and simplicity of ordering process Multiple ordering locations 10

Delivery Orders with Options [DOWOs] If an Agency has a requirement to purchase a set of known in- scope products and services but is uncertain of the timing of those purchases, a Request for Quote (RFQ) can be submitted using Fair Opportunity guidelines to one or more SEWP Contract Groups The Agency may award one or more Delivery Orders based on the quotes received. The initial base Delivery Order would establish the products/product solutions and pricing for those items. The maximum time for the existence of this order and any instructions for exercising options / placing option calls against the original quote and initial Delivery Order should be noted in the initial order The base and option years cannot exceed 5 years in duration 11

Delivery Orders with Options [cont.] Agency officials may then follow the procedures as stated in the base Delivery Order to place orders against the initial quote. This is per the FAR Part 16 exception to Fair Opportunity for logical follow-ons to a Delivery Order, which was itself awarded based on Fair Opportunity Any substantive change to the initial quote and subsequent base Delivery Order, such as increasing the scope of items quoted, would require a renewed Quoting and ordering cycle including issuing a new RFQ following Fair Opportunity procedures The actual usage and set-up of the base Delivery Order is the Contracting Officer’s responsibility. Typically, the base order is set up with and initial Delivery Order listing the product/solutions and prices included in the awarded quote. Subsequent Delivery Orders are issued options either as modifications or calls against the base order 12

When To Use A DOWO Predictable order cycle Predicable volume or products required Stable, predictable technology specifications Annual maintenance agreements 13

Agency Strategic Initiatives Agency Guidance, Processes and Policy Agency specific Terms and Conditions (Ts and Cs), etc. - Future enhancement: Automatically include Agency Ts and Cs with RFQs Points of Contacts Agency Web Pages Automatically generated Purchase Order Report Products, prices, contract holder, EPEAT, location, etc. SEWP Purchase Order Agency Report Contract-level items and pricing in support of Agency requirements Strategically sourced items Click to Order functionality or consolidated bundling options Agency “Catalogs” 14

Reporting Available on SEWP Reporting availability Reporting at agency level to review purchase history via the SEWP contracts Reporting at product classification level Reporting on adherence to government initiatives Information provided during RFQ process Performance concerns Business size designation Contract Holder Information Government initiatives (e.g. Energy Star, EPEAT, TAA) Agency specific approval (option to provide pre-approved product list) Strategic Sourcing options Supply Chain information Product Information 15

Agency Report Example By request! 16

Contact the SEWP Program Level Outreach Team (PLOT) 1. SEWP Program Office 2.In the outline what you are trying to accomplish. 3.We will get back to you within 24 hours. 4.PLOT is government facing. Agency information will not be shared with SEWP Contract Holders. 17