Darlene Coen & George Nicol Unique SEWP Program Features

2 Conference ‘10 Contract Holder (CH) Relationship Manager  C.H.R.M. (Pronounced Charm)- Al Marshall Deputy C.H.R.M. – George Nicol  Role/Responsibility Liaison between SEWP Program Management Office (PMO) and Contract Holders / Industry Track CH Program Performance Industry Events -Industry Forum -Sales Training -Manufacturer Training Report and Tracking -Contract Holder Only Page

3 Conference ‘10 Contract Holder Reports  Agency & Contract Holder Totals – Monthly  CH Orders & RFQ’s Summary – Weekly  Upcoming & Overdue Delivery – Daily  Contract Statistics – Monthly Life of Contract Fiscal Year to Date  Pending RFQ - Daily  Contract Line Item Number (CLIN) Compliance Report – Daily  Manufacturer List – Weekly  Addresses & User List – Monthly

4 Conference ‘10 Notifications Sent by SEWP ReportCustomerSEWP PMO Contract Holder Approved Manufacturer Order Changes RFQ/RFI Order Quarantine Order Processed Delivery Date Change Order Acknowledgement by CH Delayed Acceptance of Order Order Shipped Order Overdue for Delivery Technical Refresh

5 Conference ‘10 Program Performance  Not Past Performance Used to Incentivize the Contract Holder to satisfy the customer  Daily Tracking of CH Performance  Categories Reports Customer Satisfaction Information Distribution Contract Adherence Delivery – Coming Soon

6 Conference ‘10 Ratings  BLUE – EXCELLENT  GREEN – VERY GOOD  YELLOW – FAIR  RED – POOR

7 Conference ‘10 Reporting Performance  Timeliness  Accuracy  Surcharge Payments

8 Conference ‘10 Customer Satisfaction Performance  Complaints  Responsiveness to customer  Problem Resolution  Quality of Products and Services

9 Conference ‘10 Contract Adherence Performance  Proper Quoting  Attending Required Meetings 3 Program Manager Meetings Annually 1 on 1 PM Meetings SEWP Conference  Delivery Order Acceptance from SEWP BOWL only  Reporting Accuracy

10 Conference ‘10 Information Distribution Performance  Contract Holder Website  Accurate Marketing Materials  Provides Correct Information Sales People Sales Agents Customers

11 Conference ‘10 ISSUES Issue Reported to PMO PMO Notifies CH of Issue If customer is involved- they are contact for more information CH Responds Reviewed By PMO PM, Deputy PM, CHRM, Deputy CHRM Notification of Decision sent to CH CH allowed to Appeal CH is notified of Final Decision

12 Conference ‘10 Date of incident: May 20, 2010 RedYellowGreen Yellow Upgrade August 20, 2010N/A Green Upgrade September 20, 2010August 20, 2010N/A Blue Upgrade October 20, 2010September 20, 2010August 20, 2010 Program Performance Example

13 Conference ‘10 Feedback    Help line –  Quality Assurance Coordinator

14 Conference ‘10 How Feedback is Handled  Escalated to CHRM Team  Fact-Finding Customer Contacted Contract Holder Contacted  Determination made if Program Performance should be changed

15 Conference ‘10 Purchase Agreements

16 Conference ‘10 Purchase Agreements Authority  FAR Part 13 – Simplified Acquisitions  General. Definition:  A blanket purchase agreement (BPA) is a simplified method of filling anticipated repetitive needs for supplies or services by establishing “charge accounts” with qualified sources of supply.

17 Conference ‘10 Reason to Establish a Purchase Agreement  BPAs should be established for use by an organization responsible for providing supplies for its own operations or for other offices, installations, projects, or functions. Such organizations, for example, may be organized supply points, separate independent or detached field parties, or one- person posts or activities.

18 Conference ‘ Establishment of BPAs  BPAs may be established with— More than one supplier for supplies or services of the same type to provide maximum practicable competition;  A single firm from which numerous individual purchases at or below the simplified acquisition threshold will likely be made in a given period; or  Federal Supply Schedule contractors, if not inconsistent with the terms of the applicable schedule contract.

19 Conference ‘ Preparation of BPAs (a) The following terms and conditions are mandatory:  (1) Description of agreement. A statement that the supplier shall furnish supplies or services, described in general terms, if and when requested by the contracting officer (or the authorized representative of the contracting officer) during a specified period and within a stipulated aggregate amount, if any.  (2) Extent of obligation. A statement that the Government is obligated only to the extent of authorized purchases actually made under the BPA.

20 Conference ‘ Preparation of BPAs (con’t)  (3) Purchase limitation. A statement that specifies the dollar limitation for each individual purchase under the BPA (see (b))  (4) Individuals authorized to purchase under the BPA. A statement that a list of individuals authorized to purchase under the BPA, identified either by title of position or by name of individual, organizational component, and the dollar limitation per purchase for each position title or individual shall be furnished to the supplier by the contracting officer.

21 Conference ‘ Preparation of BPAs (con’t)  (5) Delivery tickets. [BPA Calls] A requirement that all shipments under the agreement, except those for newspapers, magazines, or other periodicals, shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

22 Conference ‘ Preparation of BPAs (con’t)  (i) Name of supplier.  (ii) BPA number.  (iii) Date of purchase.  (iv) Purchase number.  (v) Itemized list of supplies or services furnished.  (vi) Quantity, unit price, and extension of each item……  (vii) Date of delivery or shipment.  (6) Invoices. ……

23 Conference ‘10 Integrity of the Process  Fair Opportunity must be maintained  The requirements of FAR must be maintained whether a BPA is being created or a stand-alone Delivery order.  4 Competed Groups Group A (OEMs and Value Added Resellers(VARs) Group B: SDVOSB Set-Asides (VARs) Group C: Small Business Set-Asides (VARs) Group D: Non-Set-Aside (VARs)  Must be a defined requirement within the scope of the SEWP Contract.  Must contain a defined Period of Performance.

24 Conference ‘10 Integrity of the Process  Single vs. Multiple Awards  Either is allowed, however the preference is for multiple awards  If Multiple, calls should be rotated frequently  Maintain Original Purchase Agreement Scope Throughout