Minutes from the Industry Advisory Council Meeting - March 15, 2001

NITAAC Industry Advisory Council Meeting Minutes

Date: March 15, 2001

Time: 11:30 – 1:30pm

Attendees:

Name	Organization	Contract
Dr. Leamon Lee	NIH-NITAAC	All
David Ramos	NIH-NITAAC	All
Victor Powers	NIH-NITAAC	All
Pam Stearman	NRC	All
Esther Burgess	IAC Chair - CSC	All
Jim Collins	IAC - STG	CIO-SP2
Kim Belt	IAC - PTFS	IW2
Howard Ady	IAC – KPMG Consulting	CIO-SP2
Elizabeth Gage	IAC - A-TEK	IW2
Mary Hopewell	IAC - Titan/Averstar	CIO-SP2
Louis Dorsey	IAC - ECS Technologies	ECS2
Bill Beyer	IAC - Booz, Allen& Hamilton	CIO-SP2
Barry Oxford	IAC - Premier Technology Group	CIO-SP2
Debra Hilbig	IAC - Sytel	CIO-SP2
Joseph Villar	IAC - Pixl	IW2
Diane McLaughlin	IAC - PSI Net	IW2
Ed Treacy	IAC - FDC	CIO-SP2

The meeting began with the administrative items as follows:

• The previous weeks minutes were reviewed and approved.

The meeting then moved to discuss the council business as follows:

1. A marketing and contract status update:
1. Only three (3) proposals were received for the first CIO-SP2 task order.
2. IW2 delivery orders have started and there are more task orders in the pipeline.
3. Two communication and outreach persons were hired for marketing and a third person is forthcoming.
4. The marketing workgroups have been formed. Meetings will be held shortly.
5. Esther mentioned to NITAAC representatives that they meet with their respective clients.

2. Review of marketing presentation action item for CIO-SP2 action item form previous meeting:
1. Dr. Lee asked that the briefing highlight the fact that agencies do not lose control of their internal contract management processes. He also stressed the importance sliding scale on the NITAAC fee for small businesses.
2. Esther suggested highlighting CIO-SP2 as a “complete solution” contract for hardware, software, communication, etc….
3. David Ramos pointed out the executive agency designation from OMB to NITAAC. NITAAC is one of four agencies designated government wide.
4. David also pointed out that the protest issues were addressed by the way the contract was competed and awarded.
5. David mentioned that some agencies would like contractual support from NITAAC. Dr. Lee wants to look at the staffing for this as a viable option.
6. Industry suggested both a web downloadable version as well as a booklet for the marketing presentation.
7. David suggested using the new NITAAC program video on the front of the NITAAC website.

3. The NITAAC guidelines were discussed:
1. Victor introduced the MitreTek staff responsible in assisting the government in creating the ordering guidelines for CIO-SP2.
2. The IW2 guidelines will be available in approximately two weeks for review and comments.
4. The posting verbiage was discussed:
1. The postings currently using “incumbent” verbiage. A sample posting was passed out for review. David iterate that NITAAC understands the limited B&P budget for small businesses, and the need for posting verbiage to give indications of the strength of the incumbent. NITAAC still has industry help verbiage and is still under consideration. NITAAC still waiting for a few more data points before finalizing the verbiage.

5. The down-select procedures were discussed:
1. NITAAC still in discussion about this action item. They are looking at a number of options for flexibility and simplicity.

6. The finance funding action item was discussed:
1. A meeting scheduled for next week with the finance director. NITAAC has been collecting information from other agencies doing the same thing.

7. Then the meeting moved to discussing new business issues:
1. The question from industry about whether there is a way to pull small business set-aside business through CIO-SP2. NITAAC responded that the issue is actually SBA because SBA is legally the prime. Currently there is no way to roll set-aside business under CIO-SP2. Greg pointed out that there are no revisions in CIO-SP2 for non-competitive contracts.
2. Industry asked if NITAAC would consider program management assistance. NITAAC replied that they will look at it but more than likely it would have to be a partnered situation in order for it to happen.
3. Industry then asked if they could get a list of agencies that have used CIO-SP in the past. NITAAC replied that authorization letters are on the website.

8. The next meeting scheduled for Thursday, April 19^th from 11:30 to 1:00pm

Action Items for the IAC Meeting held on March 15, 2001

Tracking Number	Item	Action	Assigned to	Target Completion
9.	Marketing presentation for CIO-SP2	Incorporate suggestions/ comments discussed in the meeting.	Howard Ady	4/1/01
10.	Marketing presentation for CIO-SP2	Email marketing presentation for CIO-SP2	Bill Beyer	4/1/01
11.	Marketing presentation for CIO-SP2 – Task Order Process	Alternate process chart to be provided	Esther Burgess	4/1/01
12.	Marketing presentation for CIO-SP2	2 Minute Slide show to be provided on the Web site.	David Ramos	4/1/01
13.	Marketing presentation for IW2	Hard copies will be distributed to the forum for review and comments. In addition, soft copies will be provided to Esther Burgess to circulate / solicit feedback from participants.	Debbie Mays Diane McGlaughin	4/15/01
14.	IW2 ordering Guidelines and templates	IG2 guidelines to be prepared and circulated for review	Victor Powers	4/1/01
15.	Undelivered Email correspondence	Emails to be sent again on correct Email addresses	Victor Power	3/19/01
16.	Marketing Groups Information	Provide updates	Elmer Sembly	3/19/01

Action Item resolved in the IAC Meeting held on March 15, 2001

Sequence Number	Item	Action	Assigned to	Target Completion
1.	Create a marketing presentation for CIO-SP2	Hard copies were distributed to the forum for review and comments. In addition, soft copies were provided to Esther Burgess to circulate / solicit feedback from participants.	Bill Beyer	Resolved
2.	Resolve question on whether companies that hold both the original and new CIO-SP or IW contracts are required to keep both web sites	Both Web sites will be active. Comments and suggestions were encouraged from forum.	Victor Powers	Resolved.
3.	Update NITAAC CIO-SP2 and IW2 websites with the Ordering Guidelines and templates	Input from forum was encouraged before posting of new content. Forum was also asked to provide comments / feedback in bullet format. Meanwhile, existing Ordering Guidelines will be in place.. Point of contact is Victor Powers.	Victor Powers	Resolved.
4.	Meeting minutes.	Sequence Numbers to be provided	Esther Burgess	Resolved

Action Items under discussion for the IAC meeting:

Sequence Number	Item	Action	Assigned to	Target Completion
5.	Review the posting verbiage relating to incumbency and industry partner marketing and / or preferred vendor	Process in review for further details. The process is now posting incumbent.	David Ramos	OPEN
6.	Review the vendor down select procedure	Process in review for further details. Suggestions and comments for alternative methods were presented to the forum and responses were noted by the assignee.	David Ramos	OPEN
7.	Set up a way in which NITAAC can receive customer funding	Email was sent to new finance director for comments. Initial response was “Do Able”. Further discussion will be made to flush details	Dr Lee	OPEN
8.	Competitive set-aside projects	Provide update on bringing set aside competitive projects under CIO-SP2	David Ramos	OPEN

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