SEWP-VI

Download the Example Ordering Guide

The internal ordering process of each agency varies. The process and accompanying forms for PR’s and DO’s that are issued against a SEWP contract are defined by the issuing agency and not the NASA SEWP Program Management Office (PMO). The typical process, however, is for an end-user to determine a requirement and generate a purchase request (PR). The PR along with any necessary funding information is sent to that Agency’s procurement office which results in the issuance of a delivery order (DO). Any valid Federal Agency DO form and the associated delivery order number may be used. The NASA SEWP Program Management Office (PMO) does not issue DO’s – these must be issued through the issuing Agency’s procurement office. The SEWP Program Management Office (PMO) reviews, processes and tracks issued DOs and forwards them to the Contract Holder(s)

Some agencies have special requirements for issuing IT Delivery Orders. It is the Issuing Agency’s Contracting Officers’ (COs/KOs) responsibility to be aware of any agency-specific policies regarding issuing orders via an existing contract vehicle and Government Wide Acquisition Contracts. There are no requirements under the SEWP Contracts for issuing agencies to use other intermediary procurement offices, except as directed through their own internal policies.

Regardless of Agency-specific Ordering processes, the general flow for SEWP orders is:

Download the text version of the SEWP Order process flow.

If modifications are made to any order, these modifications must also route through the SEWP Program Management Office (PMO).

To assist you in preparing your delivery orders, below you will find important information in reference to processing delivery orders through the SEWP Program office. Please feel free to contact the SEWP helpline if you have any questions concerning your purchase orders, our web-tools or any SEWP related topics at 301-286-1478. Our hours of operation are as follow Monday – Friday 7:30 am to 6:00pm EST.

Delivery orders are required to contain the following information for processing. If the below information does not appear on the delivery order, the order may not be processed or processing may be delayed.

• Delivery Order Number (any valid Government DO is allowed)
• Quote from a SEWP Contract Holder verifying the viability of the order
• Date Delivery Order Issued
• SEWP Contract Number
• SEWP Contract Holder’s mailing address and phone number
• Issuing Office: Agency Name and Mailing Address
• Ship to Office: Agency Name and Mailing Address
• Total dollar amount of order
• Contracting Officer’s Signature
• Contracting Officer’s Phone Number
• Date Delivery Order Signed
• Line Items/Pricing

To obtain a quote, use the SEWP-V Quote Request Tool (QRT). It is shown on the main page, and can be accessed here: https://www.sewp.nasa.gov/sewp5public/security/login.sa

Customer Service & Support Contacts:

• DRS NIS – For any DRS NIS order issues or questions, contact:
  Kirby Mills, Program Manager
  +1 321 622 1500
• NASA – Contact the NASA Customer Help Desk at +1 301 286 1478

The SEWP surcharge for all orders is 0.34%. The fee is included in the price of all products and is not separately listed on quotes. It is the Contract Holder’s responsibility to pay the fee from their quoted product prices.

NASA SEWP reserves the right to adjust all surcharge rates as the SEWP Program Management Office (PMO) budget so requires.

Note that the NASA SEWP Program Management Office (PMO) operates on a non-profit, self-contained Full Cost Accounting Budget. The fees are set solely to fund the services and staff provided by the NASA SEWP Program Management Office (PMO). Collection of excess fees will result in either an increase in services, a decrease in the fee structure or a combination of the two.

DRS typically provides a standard 12-month workmanship warranty from date of shipment for all new production hardware unless otherwise specified during the quoting process.

Additional or special warranty requirements can be discussed and addressed during the quoting process, should they be required.

The SEWP contracts are for use by NASA, all Federal agencies, and approved federal agency support service contractors. Contracting officers considering authorizing support service contractors should review the policy at FAR 51.101, and any agency specific guidance or policy, to make the appropriate determination and written finding which supports issuance of the authorization, as required by FAR 51.102 and FAR 51.107 (For NASA contracting officers, additional guidance is provided in the NASA Far Supplement at Subpart 1851). Approved support service contractors must comply with the requirements at FAR 51.103.

To authorize a contractor to purchase from the SEWP contracts, the authorizing contracting officer should send a copy of the authorization letter to the SEWP Program Management Office (PMO) containing all of the following information:

1. Authorizing Agency Name, Contracting Officer (CO) Name, Mailing Address, Phone/FAX number and the contractor corporate name, division, and address.
2. Contract number and period of performance
3. A statement that the contractor is authorized to purchase from SEWP contracts in support of the above contract.
4. The CO’s/KO’s signature and date signed.

The letter should be sent in advance of or with the first order via fax, e-mail or Ground Mail.

SEWP Program Management Office (PMO)
10210 Greenbelt Road
Suite #200
Lanham, MD 20706
Phone: (301)286-1478
Fax: (301)286-0317

Upon approval of the authorization letter, the contractor’s name and contract information will be added at the Approved Support Service Contractors web page.

Authorization Letter Template

Delivery orders issued against the SEWP contracts are not subject to the Economy Act. FAR 17.500(b) states The Economy Act applies when more specific statutory authority does not exist. Examples of acquisitions to which the Economy Act does not apply (17.500(b)(2) include acquisitions using Government-wide acquisition contracts. The SEWP contracts are Government Wide Acquisition Contracts. The authority for the SEWP contracts is from the Office of Management and Budget (OMB) , pursuant to Section 5112(e) of the Information Technology Management Reform Act (“Clinger-Cohen Act”), 40 U.S.C. 1412(e), which authorizes the Director of OMB to designate one or more heads of executive agencies as executive agents for government-wide acquisitions contracts for IT.

There is a requirement that all SEWP Delivery Orders be routed through the NASA SEWP Program Management Office (PMO) to ensure all ordering information is complete, accurate, and in scope with the applicable contract. However, NASA does not issue orders for other agencies under the SEWP contracts, and other Federal Agencies do not send funds to NASA. Each SEWP Delivery Order is funded and issued to the SEWP Prime Contractor by a Contracting Officer at the ordering Federal Agency.