Minutes from the Industry Advisory Council Meeting – April 19, 2001

 

The meeting began with the administrative items as follows:

 

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

1.      CIO-SP2 and IW2 Contracts Quarterly Meeting

a.       CIO-SP2 and IW2 quarterly meetings are tentatively scheduled for May 24th but cancelled due to NITAAC retreat.

b.      The question was posed by industry as to what information would be presented at the quarterly meetings.  NITAAC said there are some relevant IAC council issues that can be presented.  Industry suggested the marketing programs and the AIIM meetings.  Industry also suggested asking businesses for their ideas.

c.       The suggestion by industry of having quarterly meeting and IAC meeting on the same day.  IAC meeting could be prior to or during the quarterly meeting.  The tentative dates are May 21st or 22nd.  Beverly said the only available dates are for June 21st.

 

2.      Review and feedback on the CIO-SP2 contracts comparison matrix and marketing briefing:

a.       Discussion of which logo to use for marketing material and NITAAC website.  Elmer stated that the logo is changing slightly.  Dr. Lee discussed whether the logo should be changed or not.  The concern is the past and future of the logo since that old logo is recognizable.  Industry commented that they address the GWAC’s by the vehicle as opposed to the agency.  Polly encouraged NITAAC to consider whether NITAAC wants to promote the strength of NITAAC or the contract vehicles.

b.      June was introduced by Elmer as the new Outreach and Communications Specialist

c.       A generic GWAC briefing and a specific CIO-SP2 overview were suggested.  So the presentation should be broken out into two parts.  The council was asked to review and provide any changes that need to be incorporated into presentation via e-mail.

 

3.      Review and feedback on the IW2 contracts comparison matrix and marketing briefing:

a.       Discussion of the differences between delivery orders and task orders.  It was stated by NITAAC that the differences are in the guidelines of the contract vehicles.  Dr. Lee suggested that those guidelines be incorporated into the contract marketing materials.

b.      The suggestion also that the NITAAC POC’s be incorporated in the marketing materials.  In addition, it was suggested that the hotline number and website address be footers on every page of marketing material.

c.       Dr. Lee asked that the marketing materials be flexible enough to allow contractors the ability to customize the material for their specific contract.

d.      Discussion led to the incorporation of the on-line system into marketing material.  Esther asked about the status of the on-line system and that it should be a topic of discussion at the quarterly meeting.  NITAAC stated that they are meeting on that topic this week and to their knowledge the on-line system is still on schedule.

 

 

The meeting then moved to new business issues:

1.      Updates on CIO-SP2 and IW2:

a.       Greg stated that it is a little slow but approximately ten (10) task orders have been issued on CIO-SP2;

b.      Donald stated there have been seven (7) delivery orders awarded on IW2;

c.       Industry asked whether CIO-SP2 task orders could be turned around in less than five days.  Greg stated that five days is the minimum and that could not change.

d.      The down-select process is still being reviewed by NITAAC and due to come out shortly for industry review.

 

Tracking

Number

Item

Action

Assigned to

Target

Completion

8.

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.  Process being put in place.

Dr Lee

6/30/01

9.

Marketing presentation for CIO-SP2

Incorporate suggestions/ comments to be provided.

Bill Byer/ Howard Ady

5/1/01

12.

Marketing presentation for CIO-SP2

2 Minute Slide show to be provided on the Web site – incorporate suggestions/ comments

Bill Byer

5/1/01

14.

IW2 ordering Guidelines and templates

IG2 guidelines to be prepared and circulated for review. Determine the training the schedule.

Victor Powers

5/3/01

15.

Undelivered Email correspondence

Email addresses obtained, need to be tested

Victor Power/ Donald Wilson

5/1/01

16.

Marketing Groups Information

In process

Elmer Sembly

5/15/01

17.

Marketing presentation, Quarterly meeting

Obtain suggestions/ comments from Small Business to be incorporated into the presentation

Elmer Sembly

5/7/01

18.

NITAAC Quarterly Meeting

Determine the schedule

Elmer Sembly

5/7/01

19.

NITAAC Logo on the presentations

Decision on whether to redefine it?

Elmer Sembly

5/15/01

20.

Marketing presentation for IW2

Suggestions/ comments to be provided by reviewers including its presentation format on the web

Debbie Mays

Diane McGlaughin

5/15/01

21.

ImageWorld contract awards information

Provide awards information, by agency, on the web

Victor Powers

5/15/01

22.

ImageWorld2 Advertising Strategy

Provide suggestions/ comments

Donald Wilson

5/15/01

23.

IAC Representatives List

List to be posted on the web

Esther Burgess

5/2/01

 

Action Item resolved in the IAC Meeting held on April 19, 2001

 

Sequence

Number

Item

Action

Assigned to

Target

Completion

10.

Marketing presentation for CIO-SP2

Email marketing presentation for CIO-SP2

Bill Beyer

Resolved

11.

Marketing presentation for CIO-SP2 – Task Order Process

Alternate process chart to be provided

Esther Burgess

Resolved

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

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

8.

Competitive set-aside projects (Provide update on bringing set aside competitive projects under CIO-SP2)

Meeting setup with SBA.

David Ramos/ Diane Fraser

OPEN

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