Preproposal Conference Notes.pdf

PREPROPOSAL CONFERENCE NOTES

As of August 20, 2012

1. Information for this Specific Project:

Title: Spatial Data Management Services IDIQ

Solicitation Issued: August 14, 2012

Proposals/Bids Due: September 13, 2012 by 2:00 p.m.

Subcontracting plan requirements: NA

Type of Award Process: Technical is more important than Price (Best Value)

No oral statement made here is binding or changes the solicitation in any way. Any changes will be made through the issuance of an amendment.

2. Steps of an RFP:

a. Advance notice

b. Solicitation/Amendments

c. Receive proposals

d. Board is sequestered/prepare individual ratings

e. Board determines consensus ratings

f. Board minutes prepared (no recommendation is provided to SSA)

g. Decision document prepared by Selection Authority

h. Award

i. Notification to all firms

j. Debriefings held (both unsuccessful and successful firms)

3. Tips for Preparing a Proposal:

a. Read the solicitation and submit questions to Contract Specialist.

b. Does your proposal contain all the items the solicitation is asking for?

c. Never assume we know about your company and your performance. We can only evaluate what you provide.

d. Consider who the “audience” might be.

e. Instructions for Submission of Proposals

a. 2 copies of the proposal in a single 3-ring or spiral binder

b. 2 CDS

f. Elements of the Proposal:

Administrative Proposal

a. Standard Form 33 with items 12 through 18 completed.

b. Each Offeror shall have active and current registration at the System for Award

Management site (https://www.sam.gov/portal/public/SAM/) by the time and date set for receipt of proposals.

c. All requirements and documents listed in Section K, with all entries completed, and proof of SAM Registration.

https://www.sam.gov/portal/public/SAM/

Technical Proposal

Experience and Past Performance of Key Personnel

a. Narrative of each key personnel’s experience on at least 2 projects within the last five years.

b. The key personnel must meet the requirements as described in Section C4.

c. Relevant Experience Worksheets (at least 3, no more than 5)

Don’t assume that it is evident that the experience is relevant? Say that it is and tell us why?

Experience and Past Performance of the Offeror on Similar Projects

a. 3 Relevant Past Experience Worksheets

- Don’t assume that it is evident that the experience is relevant? Say that it is and tell us why?

b. List of References with contact information who will be submitting the Past

Performance Questionnaire

c. Always address negative past performance (Obtain your CPARS information prior to submitting to see what’s out there).

Organizational Approach

a. Management Plan including Quality Control and assurances

b. Narrative of methodology, techniques, analyses, and resources to accomplish the required services that your “audience” can understand.

Price Proposal

a. Offerors shall provide a full set of pricing pages (base period and all four (4)

Option periods) in accordance with the format prescribed in the Price Schedule

(Attachment 1). The pricing pages must be attached as a separate document on the CD.

g. Relative Order of Importance

Put more emphasis on those things that are more important.

4. Conclusion:

a. Due date for proposals September 13, 2012 by 2:00 p.m.

b. Questions must be submitted in writing to the Contract Specialist no later than 4:00 pm CST, 7 days before the proposal due date.