Attachment D - Oral Presentation Instructions.docx

Attachment D Oral Presentation Instructions Solicitation: 12SAD122R0001

ORAL PRESENTATION SLIDE SIZE/FORMAT

a. The Offeror must provide a Microsoft PowerPoint slide presentation, in accordance with the Request for Proposal (RFP) The presentation slides are to be submitted with the Offeror’s proposal by the solicitation closing date. The oral presentation will be presented by the Offeror. Within the oral presentation the Offeror must illustrate and describe:

1. Its process from start to finish once a case is assigned in the Offeror’s internal information management system.

2. Demonstration of On-line Loan File Review and Ad Hoc Reporting on the case.

3. Agency Interactions - Communication and handling of agency decisions or escalations reported to Offeror by the Government

4. Process Improvements

b. Conditions, or Exceptions: Oral presentation must include all (if any) conditions, or exceptions related to any of the requirements or terms and conditions of the PWS. It is not the responsibility of the Government to seek out and identify conditions, or exceptions buried within the Offeror’s submission.

c. Oral presentation material: Oral presentation must be briefed using Microsoft Power Point. The Offeror may use the Internet to demonstrate its On-line Loan File Review and Ad Hoc Reporting functionality, and its internal information management system during the Offeror’s presentation. The font must be Times New Roman. Line spacing must be set at 1.0 or greater. Text size must be 14- point or larger. Font stipulations do not apply to figures, diagrams, tables, and other items as long as the content is legible. Formatting is left up to the Offeror as long as all other instructions in this section are adhered to. In the header on the upper right corner of all pages, include RFP number, part, subdirectory title (if applicable), and page number. Company name and proprietary information notices must be placed in either the top, bottom, or margins. Slide presentations must be limited to 45 slides, including cover page, backup slides, and references.

ORAL PRESENTATION PARAMETERS (FAR 15.102)

a. Attendance: Attendance at the oral presentation and the subsequent question and answer (Q&A) period is limited to the four key personnel that are listed in the Offeror’s proposal (PWS Paragraph 12), as well as two additional presenters who must also be listed in the proposal. Additional presenters may be current employees of the prime contractor, proposed additional key personnel, non-key personnel, or subcontractor personnel who will be involved in performance or oversight of the intended contract. The Offeror must not use a paid consultant to brief who will not be affiliated with the performance of the contract. Offerors must identify the additional presenters and what their role will be supporting the contract The Offeror’s attendees may not call or e-mail any other personnel for assistance during the oral presentation.

b. Location: The Government intends to conduct presentations virtually; however, the Government reserves the right to conduct in-person presentations at the Servicing Office (SO) location, located in (St. Louis, MO.), if deemed appropriate. When scheduling the presentations, the USDA Procurement Management Office (PMO) will advise Offerors of the time of its presentation. Oral presentations may be scheduled anytime between 7:00am and 5:00pm Central Time. Other salient logistical information, such as building access and directions, will be provided as necessary. If virtually the Offeror must provide a clear view of the room where they are presenting no other person outside of those identified in the Offeror’s proposal are permitted to be in the Offeror’s presence during the presentation.

c. Scheduling: The Offeror will be contacted by the Government to schedule a date and time to present. Offerors shall have at least 5 business days’ notice before the scheduled Oral Presentation. The presentation slides are due to the Government on the proposal due date with the Offeror’s proposal. The first slide of the presentation must include the Company’s Name and Company’s primary point contact information with a valid call-back phone number. Only slides submitted to contracting office by the due date must be used as presentation slides.

d. Structure: The Offeror will be allotted a total of 120 minutes to present. Additional time will be allotted for setup, Government Caucus, and Q&A. Electronic copies of all materials must be submitted with their proposals at the proposal due date. Presentation slides are to provide structure to the oral presentation. The Government will have the Offeror’s slides that were submitted at the proposal due date. No changes to the oral presentation may be made after the proposal has been submitted.

e. Introductions: There will be a brief period for introductions before the Offeror set-up for their presentation.

f. Equipment: If presentations are held on-site, Offerors will not be permitted to connect their laptop computers to USDA’s network. As such, Offerors will bring their own laptops with a local copy of the solution saved to the hard drive or desktop or their own wireless Internet connection to perform the demonstration. Offerors are encouraged to bring their own projector to ensure connectivity. A projector screen or sufficient wall space will be available for the purposes of projection.

g. Presentation: Once the Offeror is ready to present or after the 15-minute setup time (whichever comes first), the Government will notify the Offeror that the 120-minute timer has started. The Government will base its evaluation of the Offeror’s presentation only on the information presented in the offeror’s presentation. Two-way interaction with the Government is not to be expected during the 120-minute presentation time. The Government will announce when the Offeror’s time has expired.

h. Caucus: The presentation will end once the Offeror has completed their presentation or when time has expired, whichever occurs first. The Government will then leave the room / or virtual session to take up to 20 minutes to Caucus. After the 20-minute caucus, the Government will return to the presentation room. The Government will have the ability to ask only clarifying questions specific to the Offeror’s proposed solution during the time allotted for the Q&A. These do not count as discussions and no revised proposal will be accepted, unless otherwise directed by the Contracting Officer. Offerors should be mindful of the total Q&A time period.

i. Q&A: The Q&A period will be led by the Government and will be no more than 30 minutes. The Offeror must be prepared to answer all questions to the best of their ability. The Offeror may briefly caucus, if necessary, to coordinate a response on specific questions for up to 10 minutes. This time will come out of the overall 30 minutes designated for the Q&A discussion. During the Q&A period Offerors will not be permitted to ask the Government questions about the solicitation/requirement.

j. Conclusion: Oral presentations conclude after 30-minute Q&A period.

k. All oral presentations will be video/audio recorded by the Government. Offerors will not be authorized to record or maintain any copies of video/audio recordings. Each Offeror represents for all attendees their respective participation constitutes consent to recording the presentations. Offerors will not be provided a copy of the recording.

Table 1 - Oral Presentation Timeline

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