Purpose
To explain requirements and answer questions for complex contracts
before potential offerors develop
proposals. In this way, the offeror's understanding of government
requirements can be improved. This will allow them to judge how they
can satisfy the government requirements and increase their efficiency
in proposal preparation.
Procedure
Potential offerors, end users, contracting and program staff, and
others involved in an acquisition may participate in a preproposal
conference, conducted in accordance with FAR
15.201. Statements made at the conference are
informational only. Changes resulting
from the conference are official
only if issued
through an amendment to the RFP.
Project Officers
- Work with contract specialists to determine whether an acquisition
needs a preproposal conference. If possible, include a conference
notice in the request
for proposals (RFP). If a decision to hold a preproposal conference
is made after an RFP has been posted, prepare an amendment
to the RFP with the details.
- With contract specialists, create a preproposal conference agenda.
- At a conference, present the RFP background and objectives, serve
as a resource on scientific aspects, and respond to technical questions.
Contract Specialists
- Make sure section L of
the RFP (or an amendment) gives potential offerors
adequate notice of the time, date, location, purpose, and scope
of the conference, and invite them to submit questions in advance.
Provide a cut-off date for questions before the conference
date.
- If questions and answers arepreparedin
advance of the conference, prepare a handout
that includes
them. Be sure to remove any information that could
be associated with an offeror.
- Use the Preproposal
Conference Checklist to organize
and manage conference.
- Work with project officers to determine an agenda.
Consider including the SRO to discuss the review and evaluation
process.
- Organize the conference.
- Preside at meetings, respond to administrative and business
questions, and describe award process.
- Ensure that an official transcript is prepared for electronic
posting or distribution
to all prospective offerors. Hire a transcriber to prepare
it.
-
After the meeting, work with project officers to prepare an RFP amendment that includes
questions and answers, materials distributed, and a record
of proceedings. The amendment is typically posted about a week after the meeting.
Scientific Review Officers
- Attend conferences to provide support and serve as a resource.
Contacts
See the Office of Acquisitions staff listing for a contract specialist.
If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.
Links
FAR
Part 15.2, Solicitation and Receipt of Proposals and Information
Project
Officer SOP
Request
for Proposals SOP