Pre-ProposalConferenceMinutes.doc

MEETING MINUTES

PRE-PROPOSAL CONFERENCE

FOR THE

NATIONAL ADVERTISING AND EVENT MARKETING

1. The Pre-Proposal Conference meeting was convened at HQ AFRS/RSM, 550 D Street West, Randolph AFB, TX on 209 Aug 07, 0900 Central time. The conference was chaired by Col Timothy Hanson, AFRS/RSM, Strategic Communication Division, Chief.

2. Attendees:

(Randolph AFB, TX):

Col Timothy Hanson

AFRS/RSM

Lt Col Angelo Haygood

AFRS/RSO

Mr. Tim Talbert

AFRS/RSM

Mr. Jay Pascal

AFRS/RSI

Mr. Bryan Sparks

AETC CONS/LGCU

3. Col Hanson opened with greetings and introductions to the National Advertising and Event Marketing Pre-Proposal Conference. Mr. Sparks briefed the rules of engagement and solicitation overview and advance questions. (Reference: Pre-Prop Conf contracting.ppt) Col Haygood briefed Air Forces Recruiting mission, goals, and measurements for success. (Reference: Ops Brief Pre-Proposal Conf.ppt) Mr. Talbert briefed AFRS’s advertising and marketing requirements as they relate to the overall program and to the solicitation. (Reference: Pre-Proposal Conf Marketing.ppt) Mr. Pascal briefed the leads data systems used to provide lead information to the Air Force Recruiters. (Reference: AFRS systems.ppt) The following additional PowerPoint presentations were provided as backup data to support advertising tracking and youth polling. (Reference: adtrack_12_air-force-presentation_06-20-2006.ppt and poll-youth_10_briefing_11-06-2006.ppt)

4. Discussion Items:

Contracting Officer brought up the topic of possible extension of due dates. It was explained that there may reasons to extend the due dates if there were any changes to the solicitation. The conference audience was warned to be cognizant of the possible date changes. However, that no changes would take place unless there was an amendment to the solicitation. An additional reminder from the ROE’s that; all discussion were not binding or promising. Only written responses to questions and amendments to solicitations would change the terms and conditions of the solicitation.

Offerors were informed on the importance of providing a Small Business Subcontracting Plan and to beware of any changes to the solicitation in this area. Attendee expressed concerns for not being able to identify small business in some of the social economical groups. The contracting officer explained that they were to make a best effort and provide proof/information of their effort to find small business in those groups. The contracting officer identified the key in developing a good plan was to maximize their subcontracting effort to focus on the valuable resources in small business.

Question: Block 9 of the SF-33 indicates, “Sealed offers in original and 9 copies for furnishing the supplies or services in the Schedule…etc. Section L, pg. 49 of 97 specifies different quantities in the table provided. Can you clarify?

Response: Please follow the instructions in Section L. Ignore Section A, Block 9, which is limited by systems and does not show all the variances by volumes. Therefore the Air Forces request that Section L be your guide/instructions.

Question: Section M, pg. 93 of 97; Paragraph 8.2 – Section B – Supplies or Services and Costs/Price. Section B will be reviewed to verify that the Offeror completed the price information for mobilization, CLIN 0001AA. Where/which CLIN is the cost for Sample Task Order – Penetrating the Bubble to be entered?

Response: Do not put price information in Section B for the Sample Task. The price information for sample task is for evaluation purposes only and is not part of the contract. Please use the spreadsheet provided with the solicitation. See attachment ”Section L Atch 8 – Task Summary Cost Model 28 Feb.xls”.

5. The briefing concluded at 1530 Central time.

//SIGNED//

BRYAN SPARKS

Contracting Officer

FOR OFFICIAL USE ONLY-SOURCE SELECTION SENSITIVE IAW FAR 3.104