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Member Since 08 Dec 2008
Offline Last Active Yesterday, 12:01 PM

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In Topic: SEWP Software Maintenance Question

15 September 2014 - 03:04 PM

Good stuff sdvr!  I had never ran accross that on the SEWP site before. Thanks!

In Topic: SEWP Software Maintenance Question

10 September 2014 - 11:43 AM

Also see this thread:




I tend to use GSA as my yard stick for software maintenance now.  I see how the specific product is classified on GSA.  Does it fall under Special Item Number (SIN) 132-32 or 132-24? Assuming the product is on GSA of course.  Based on that, I make my decision on whether it is a product (paid up front), or a service (paid in arrears).  While that is not an authoritative source, it does give me some backup information that I can use as a rationale for making my decision.

In Topic: Three-year PoP

28 July 2014 - 06:37 AM

If you are talking about software versus hardware maintenance, then the rules could be different.  Software maintenance is more well defined.  GSA has definitions for software maintenance as a product and software maintenance as a service.  Many of the DoD Enterprise Software Initiative (ESI) blanket purchase agreements (BPAs) also now incorporate a definition on software maintenance as a product and software maintenance as a service.  For Army customers, the Army Computer Hardware Enterprise Software and Solutions (CHESS) office also has came up with a definition of software maintenance as a product and software maintenance as a service.  All of these definitions would indicate that software maintenance as a product can be paid for up-front, and I would opine that as a product the term could span more than 1 year.  However, software maintenance as a service could not be paid for in advance, and in my opinion could not span for more than 1 year.

In Topic: Three-year PoP

25 July 2014 - 12:07 PM

We wrangle with this issue all the time, and are currently dealing with it on a particular buy. The question seems to boil down to are you purchasing a supply (product) or a service?  Is it a maintenance plan, or an extended warranty? See GAO Decision B-249006 where they say you can pay for warranties in advance, but not maintenance contracts.


As far as what the SEWP vendor telling you about 1 year support agreements for HP equipment being gone, I don’t believe it, unless it is something that very recently came about (as in within the past few weeks).  HP still has a 1 year support option available through GSA.  HP is also a SEWP vendor, and when they quote on SEWP they will only allow you to pay monthly or quarterly in arrears, and will not accept up-front payment.  Other SEWP vendors will want up-front payment for HP support however.


See this related discussion: http://www.wifcon.com/discussion/index.php?/topic/2501-it-hardware-maintenance-supply-or-service/?hl=hardware

In Topic: IT Hardware Maintenance - supply or service

16 April 2014 - 01:07 PM

I am very familiar with this issue, as I deal with it at least weekly. The issue I deal with is not only purchasing a "maintenance agreement" when you purchase the hardware, but then also renewing the agreement upon expiration of the initial agreement. Unfortunately it is a murky area.

If you look at GAO Decision B-249006, GAO seems to draw a dividing line between maintenance and warranty based on whether periodic maintenance is provided under the agreement. However, if you are familiar with these IT equipment maintenance agreements, then you know that most only provide a break-fix type of arrangement. ji20874 provides a very good example when comparing these to health insurance.


If you look on GSA Advantage!, you will typically find these classified under Special Item Number (SIN) 132-12 (Equipment Maintenance). If you look at the terms and conditions for the schedule they are on, you will typically find that these cannot be paid for in advance, but the vendor must bill in arrears, which is typical for services versus products.


Whether this type of agreement is considered a product or a service does have some ramifications. For those of us who work for the Army, we have to do Service Contract Approvals (SCA) for service contracts. So, if these maintenance agreements are in fact classified as a service, then that mandates an SCA be completed. On the Army SCA form one of the FAQs is, "Is a Form required when a supply is purchased that also includes a service such as maintenance?" The answer given is, "The Form is applicable to “service contracts,” i.e. “tasks to be performed” rather than “supplies to be delivered.” If a product is being purchased and it comes with a “service,” such as a warranty, then the Form is not required. (However, a contract specifically for ongoing maintenance of equipment, vehicles, etc., does require a Form.)"  Also, if the agreement is classified as a service, then up-front payments cannot be made, and payment needs to be made in arrears. Also, if these are services, then can we purchase multi-year (e.g. 5 year) agreements using 1 year funds? Obviously no. But if they are classified as a product, then we probably can purchase a multi-year maintenance agreement, and pay for the entire term up front.