the catalog by request model joanne woytek. 2 symposium ‘12 process improvement
TRANSCRIPT
The Catalog By Request ModelJoanne Woytek
The Catalog By Request ModelJoanne Woytek
2 Symposium ‘12
Process ImprovementProcess Improvement
3 Symposium ‘12
Third Acquisition Objective of SEWPThird 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 CatalogSEWP’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 ClauseTechnology 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)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)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. CLINPart 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 CatalogA Peek At the Catalog
10 Symposium ‘12
Typical TR process (1 of 2)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)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
PricingPricing
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 HardwareScope: 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 CommunicationsScope: Network and Communications
Network Appliances
Network Connectivity: Routers, Modems, etc.
Telecommunication Devices
Wireless Networking
Cables and Accessories
15 Symposium ‘12
Scope: Security HardwareScope: Security Hardware
Control and Authentication Devices
Forensic Systems
Computer Anti-Theft Hardware
Security Appliances
Surveillance Systems
16 Symposium ‘12
Scope: Supporting HardwareScope: 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 HardwareScope: Specialized Hardware
Notification Systems associated with Computer Facility
Asset Management Systems
Computer Room Monitoring
18 Symposium ‘12
Scope: Storage HardwareScope: 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 / ConferencingScope: 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: ElectricalScope: 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 VirtualizationScope: Software and Virtualization
Commercial software packages of any variety
Software As A Service
Cloud Computing
Virtual Storage
22 Symposium ‘12
Scope: Services Fully in ScopeScope: 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 ScopeScope: 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 ServicesScope: 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 QuestionKeypad 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 BuyScope: 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 DoScope: What You Should Do
If uncertain:
Stop
Send SOW (Statement of Work). BOM (Bill of Materials) and/or Requirements Statement to [email protected]
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?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 [email protected] for assistance
- The SEWP Program Office can research availability for you
29 Symposium ‘12
Determining Product AvailabilityDetermining 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 ToolManufacturer 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
