Understanding Government-wide Strategic Sourcing (GSS) Delivery Orders with Options (DOWOs), and Agency Specific Catalogs

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Ross McCoy
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2 Understanding Government-wide Strategic Sourcing (GSS) Delivery Orders with Options (DOWOs), and Agency Specific Catalogs Breakout Session #: C17 Darlene Coen Deputy Program Manager, NASA SEWP Date: Monday, July 25 Time: 4:00pm 5:15pm

3 SEWP V Innovative Enhancements New Enhancements Contract Line Item Level Reporting Agency Order Reports Supply Chain Risk Management (SCRM) Strategic Sourcing through NASA SEWP Delivery Order with Options (DOWOs) Government-wide Strategic Sourcing Catalog (GSS) Agency Catalog 2

4 SEWP Fiscal Year 2016 Enhancements Ability to add a Cleared and Assessed list CIO s will be able to provide SEWP with products that have been assessed and cleared (or not cleared) for agency purchase Customers will be notified when quotes contain items that are cleared for that agency or that require further CIO review Information on assessed purchases can be added to agency reports 3

5 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 Contract Holder Information Performance concerns Business size designation Product 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 4

6 Agency Report Example By request! 5

7 The Federal Information Technology Acquisition Reform Act (FITARA) Most significant Federal IT reform in the last 2 decades Management and oversight of IT Resources Provides department-level Chief Information Officers (CIO) more authority, AND more responsibility for producing IT programs on time and on budget Reporting requirements mandated 6

8 Supply Chain Risk Management Levels of Provider designation: Manufacturer Authorized/Approved Reseller - All provider items Authorized Reseller - Subset of provider items Authorized Partner or Distributor Authorized Reseller - One Item / One Time Unidentified or unknown source 7

9 WHEN TO CREATE A DELIVERY ORDER WITH OPTIONS (DOWO) Predictable/Set Requirements and Procurement Ordering Cycle Predictable volume of products/solutions required for the bulk of the delivery order Set Terms and Conditions Set Option Years Ability to quote optional line items but bulk of the requirement should be defined Issuing Agencies shall include the appropriate FAR Clause(s) for Options at the delivery order level as appropriate 8

10 Delivery Order with Options [DOWO] If an Agency has a requirement to purchase a set of known in-scope products/solutions, 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/solutions and pricing for those items. The maximum time for the existence of this order and any instructions for exercising options per 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 9

11 Delivery Order with Options [cont.] Agency officials may then follow the procedures as stated in the base Delivery Order to place orders against the initial quote Any substantive change to the initial quote and subsequent base Delivery Order, such as increasing the scope of products/solutions 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 an initial Delivery Order listing the products/solutions and prices. Subsequent Delivery Orders are issued options as modifications against the base order. 10

12 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 11

13 Key Points for SEWP GSS Catalog On ramp of Contract Holders in a periodic fashion at least once every 9 months at the time of Technology Refreshment or sooner as companies indicate they want to participate Competition at the delivery order level under the micro-purchase threshold of $3,500 not required All SEWP Contract Holders are eligible to participate provided the minimum specifications and configurations and terms and conditions are met Comparison of specifications and configurations provided on catalog for ease of evaluation Catalog RFQ option available for large or complex requirements; different options or additional products are required; or for any other reason the CO determines an RFQ is required 12

14 Agency Filtered GSS Catalog If an Agency requirement is for a more targeted subset of the GSS specification; e.g. a specific Graphics card requirement, or only plans on purchasing from a subset of the 6 GSS categories; a GSS based agency catalog can be created provided: All base systems are in the Government GSS catalog The specific requirements have been documented All contract holders are provided fair opportunity to be included in the agency GSS catalog, if they meet the agency-specific additional requirements An on-ramp procedure, similar to the GSS on-ramp, is provided The catalog RFQ process is similar to the overall GSS process 13

15 Government-wide Strategic Sourcing (GSS) Catalog 1 4

16 WHEN TO CREATE AN AGENCY SPECIFIC CATALOG Known Set of Specifications / Requirements Requirements may be added later Additional requirements are within the initial scope Substantive change rule is considered Unpredictable Procurement Ordering Cycle Unpredictable volume of products/solutions Standard technology updates Speed and simplicity of ordering process Multiple ordering locations Ability to quote base and optional line items but bulk of the catalog should be defined 15

17 AGENCY SPECIFIC CATALOGS Establish unique Agency Specific Contract Line Items Numbers (CLINs) and pricing for products and services based off of the NASA SEWP Catalog/Database of Record Provides the ability to procure XYZ products / services (e.g., new software licenses perpetual, maintenance, renewal maintenance for existing licenses, etc.) from specific SEWP V Contract Holder(s) Terms and conditions in the basic SEWP V contracts are included in each delivery order Any Issuing Agency Catalog level terms and conditions apply to each purchase order 16

18 AGENCY SPECIFIC CATALOGS [CONT.] An Agency Specific Catalog will be available for customers to view their Agency Specific CLINs The catalog will be displayed with pricing, technical specifications, terms and conditions, etc. Customers can utilize their Government Purchase Card (GPC) to order directly; download information to create a delivery order or submit a catalog-based RFQ RFQ is recommended for complex, large volume, and/or high priced orders NASA SEWP Technology Refreshment (TR) process cited in the basic contracts shall be followed Prices shall be in effect during the duration of the period of performance but may be discounted and negotiated on a per order basis 17

19 Agency Catalog Example 18

20 PLOT Contact SEWP to arrange an onsite meeting for your Agency Program Level Outreach Team SEWP PLOT provides guidance on IT Procurements that are: Strategic Complex Significant in size 19

21 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 20

Better Buying Through Interagency Acquisitions

Better Buying Through Interagency Acquisitions Breakout Session # Name: Mimi Bruce & Steve Sizemore Date: July 22, 2013 Time: 2:30 P.M. 1 Agenda Introduction to Interagency Acquisitions Interagency Contracts