federal acquisition service u.s. general services administration sharon terango – project manager...

Federal Acquisition Service

U.S. General Services Administration

Sharon Terango – Project ManagerMichael Hargrove – Contracting Officer General Services Administration

Sharon Terango – Project ManagerMichael Hargrove – Contracting Officer General Services Administration

June 9 - 11, 2009GSA ExpoJune 9 - 11, 2009GSA Expo

SmartBUY - Government-wide Software Procurement

SmartBUY - Government-wide Software Procurement

2



Table of Contents

SmartBUY Program Background Goals and Objectives Business / Governance Model Major Processes Software Market Categories Agreements and Highlights LoB Partnerships FAR Case Status How to Use SmartBUY BPAs Enterprise Software Initiative (DoD)

3



SmartBUY (Software Managed and Acquired on the Right Terms) launched in June 2003

SmartBUY leverages the Federal government's software purchasing power

Supports President Obama’s Homeland Security Agenda to modernize critical IT Infrastructures

Identified as a FY 2010 IT Spending Priority by the Obama Administration

OMB Memorandum M-03-14 (June 2, 2003)

OMB Memorandum M-04-08 (February 25, 2004)

SmartBUY Program Background

5



SmartBUY Key Service Objectives

SmartBUY

Best Obtainable Terms and Conditions

FlexibilityCost Savings

Standardization

6



Provide Federal agencies the best obtainable terms and conditions

Work with Federal agencies to understand software requirements

Improve the configuration management, security, and standards of Federal computers

Reduce Acquisition and Support costs

Complement the Schedule 70 program by targeting large-volume software purchases

SmartBUY Business Model

7



GSA Schedule 70 / SmartBUY Relationship

GSA Schedule 70GSA Schedule 70

• Broad Selection of Software Applications

• Selection Flexibility

• Ease of Use

• Standard Terms & Conditions

SmartBUYSmartBUY• Strategic Sourcing Methodology

• Targeted Software Competitions

• Partners Selected Based on Government Footprint

• Schedule 70 Terms & Conditions

8



SmartBUY Governance Board

Office of E-Government & IT

Office of Management and Budget

Office of Federal Procurement Policy

CAO Council CIO CouncilGSA ITS

Assistant Comm.OMB E-Gov & IT

Administrator

Federal Agencies

SmartBUY Governance Model

COTS Software Vendors

SmartBUY Program Management Office

POLICY

GOVERNANCE

OPERATIONS

Analytical SupportProject Managers Contracting Officers

Director

9



SmartBUY Governance Board Participants:

OMB Administrator of E-Government and Information Technology

CIO Council

CAO Council

GSA Integrated Technology Services, Assistant Commissioner

SmartBUY Governance Board

10



SmartBUY Governance

Governance Board Meetings and Teleconferences

Proposed Agreement Vetting Process

Impending Agreement Notification

Waiver Process: http://www.cio.gov/documents/20040708finalwaiver-cUpdate.doc

11



SmartBUY implements agreements using the following guidelines:

SmartBUY Major Processes

A. Identify Potential Agreements

B. Process Agreements

C. Administer and Track Agreements

12



1) Data Call and Analysis

2) Vendor Contact and Assessment

3) Requirements Review

4) DoD-ESI Collaboration

Identify Potential Agreements

13








14



1) Market Research, Spend Analysis, and Acquisition Recommendation

2) Business Case

3) Governance Board Approval

4) Agreement Acquisition

5) Final Approval

Process Agreements

15








16



1) Notify Chief Information Officer (CIO) and Chief Acquisition Officer (CAO) Councils

2) Transition to SmartBUY from Existing BPAs

3) Renegotiate Agreements

4) Track Results

Administer and Track Agreements

17



Business Intelligence

Database Management

Enterprise Backup/Recovery

Enterprise Content Mgt.

Enterprise Resource Planning

Geospatial Information Systems

Information Assurance

Network Management

Office Automation

Open Source

SmartBUY Software Market Categories

18



Creating SmartBUY Agreements

Identify Software Function / Map to SmartBUY Market Category

Define Requirements

Prepare Acquisition Plan

Prepare and Issue Solicitation via e-Buy

Evaluate Quotations

Seek Improved Prices via Negotiation with Compliant Offerors

Conduct Internal Administrative and Legal Reviews

Effect Bilateral Award

19



Blanket Purchase Agreement (BPA)

In accordance with FAR 8.405-3, a GSA Schedule BPA: Simplifies recurring acquisitions of products and services.

Provides an opportunity to negotiate further discounts

Reduces administrative efforts by eliminating repetitive, individual orders and payments

Obtains best value by leveraging buying power through volume purchasing

Provides streamlined ordering procedures

Allows for quicker turnarounds on orders

Permits an ordering activity to incorporate terms and conditions consistent with the underlying contract

20



There are currently 35 SmartBUY BPAs. Each BPA is placed against an IT Schedule 70 contract. Achieved FY 2008 cost savings of over $165M for Federal customers.

SmartBUY Agreements

Market Category Software Publisher

Database Management Oracle (RDBMS) – 5 Agreements

Enterprise Content Management Meridio (Records Management)

iGrafx (Bus. Process Improvement ) – 3 Agreements

Manugistics (Supply Chain Management)

Planet Associates (Infrastructure Relationship Mgt)

ProSight (Enterprise Portfolio Management)

Geospatial Information Systems ESRI (Geographic Automation and Mapping)

Data-At-Rest – 12 Agreements with 10 Publishers

McAfee (Antivirus) – 3 Agreements

Telos (Certification & Accreditation)

BDNA (IT Asset Management)

Belarc (IT Asset Management)

BigFix (IT Asset Management)

Opsware (IT Asset Management)

Quest (IT Infrastructure Management )

Office Automation WinZip (File Compression Utility)

Information Assurance

Network Management

Enterprise Resource Planning

21



BPA Socio-Economic Classifications

9 Large Businesses

20 Small Businesses

3 Small Disadvantaged Businesses

2 Service-Disabled Veteran Owned Small Businesses

1 Woman Owned Small Business

22



SmartBUY State and Local Support

Goal: Make SmartBUY Agreements available to non-Federal agencies via the Cooperative Purchasing program.

At this time, 13 of the 35 SmartBUY BPAs are available for state, local, and tribal use:

Enterprise Content Management (ECM) Information Assurance - Data at Rest (DAR)

SmartBUY has received approval to establish new BPAs that may be used by state, local, and tribal customers:

Situational Awareness and Incident Response (SAIR) Geospatial Information Systems (GIS)

23



Increase Federal Market Share

Create More Predictable Revenue Streams

Enhance Software Offerings with Professional Services

Lower the Cost of Sales to Government

Software Publisher Key Success Factors

24



SmartBUY BPAs have saved over $325

Million for Government Agencies in Fiscal Years 2007

and 2008

SmartBUY Sales and Cost Avoidance

$ M

illio

ns

0

100

200

300

400

Sales CostAvoidance

FY 07 and FY 08

Sales Cost Avoidance

25



E-Government LoB Partnerships

26



Information Systems Security (ISS) LoB

Facilitates information sharing on program goals, objectives and activities.

Collects information on current and planned agency software requirements, such as TIC, FDCC, and SCAP compliance.

Partners with government-wide working groups to participate in the development of SmartBUY agreements

Establishes a common framework to help agencies align their E-Gov and IT goals with OMB.

27



ISS LoB Developments

Builds strategic sourcing of government-wide software purchases through partnerships with government agencies.

SmartBUY and the ISS LoB Inter-Agency Working Group issued an e-Buy solicitation for the acquisition of Situational Awareness and Incident Response (SAIR) security products.

The following government-wide security applications were awarded in May 2009:

Configuration Scanning and Assessment Tools Vulnerability Scanning and Remediation Tools Network Path / Discovery Tools

28



Geospatial LoB

Identifies optimization and consolidation opportunities for Federal investments to reduce costs and improve services to citizens.

Seeks effective development and interoperability of Geospatial data.

Geospatial Information Systems (GIS) Functionality:

Computer Aided Design Web-Based Visualization Imagery Analysis

Geocoding National Road Networks Analytics and Modeling

29



Geospatial LoB Developments

Geospatial LoB Working Group representatives: DoD, EPA, USGS, NASA, Justice, Commerce, DOE, USDA, HUD, NARA, Census Bureau, and GSA.

The Working Group desires expansion of SmartBUY GIS Offerings to:

Promote marketplace competition Further reduce GIS application prices

GIS tools and services will support monitoring, safeguarding, and scenario planning across all levels of Government.

Solicitation closed on May 21, 2009.

30



IT Infrastructure (ITI) LoB

Identifies opportunities for IT infrastructure consolidation and optimization.

Defines specific performance measures for service levels/costs.

Develops transition plans within and across agencies.

Identifies best practices for government-wide consolidation and optimization.

31



Working with the FAR Council (Case 2005-014) to issue a new SmartBUY FAR clause.

Clause will state that all agencies purchasing commercial software include SmartBUY in their acquisition process as a “mandatory source of consideration”.

The SmartBUY clause will reside in FAR Part 39.

April 2009 – The GSA Office of the Chief Acquisition Officer (OCAO) sent the case to OMB’s Office of Federal Procurement Policy for final approval.

FAR Case Status

32



How to Use SmartBUY BPAs

SmartBUY Website: http://www.gsa.gov/smartbuy

Decentralized Ordering Process

Standard Multiple Award Schedule (MAS) BPA Procedures

Spot Discounting Encouraged

33



Founded in 1998 to establish a Department of Defense software enterprise management process.

Identifies, consolidates, and presents broad-based commercial IT requirements to commercial IT vendors, via a single negotiating position.

Negotiation, acquisition and administration methodologies are based on recognized best practices, and 14 basic operating principles

Implements the GSA SmartBUY Program within the Department of Defense

ESI Home Page: http://www.esi.mil

DoD Enterprise Software Initiative (ESI) Program

34



SmartBUY Program Management Office

John Schwarz Director, SmartBUY PMO [email protected] (703) 306-7687

Pebble Randolph Senior Project Manager [email protected] (703) 306-7594

Stephen Bell Project Manager [email protected] (703) 306-7595

Edward Benger Project Manager [email protected] (703) 306-6359

Adrian Fish Project Manager [email protected] (703) 306-7534

Doug Hansen Project Manager [email protected] (703) 306-6333

Sharon Terango Project Manager [email protected] (703) 306-6104

Michael Hargrove Contracting Officer [email protected] (703) 306-7701

Justine Cole Contracting Specialist [email protected] (703) 306-6875

Deepa Hilary Business Analyst [email protected] (703) 306-6627

E-mail: [email protected] Website: http://gsa.gov/smartbuy

federal acquisition service u.s. general services administration sharon terango – project manager...

Documents