department of defense handbook guidance for acquisition ... - NAVAIR

MIL-HDBK-29612-1Ac. Certain approval processes must be followed before a RFI is issued. Responses cannot beused to award a contract. Responses to the RFI may be used by the Government to betterdefine the requirements in a RFP.4.7.1.2 Request For Proposal (RFP). The RFP is used to obtain contractor proposals thatcan be the basis for contract award. The RFP consists of a complete solicitation packagecontaining all of the Government's requirements.4.7.2 Publicity requirements. Certain publicity requirements must be satisfied before theRFP package is distributed to prospective offerors. The contracting officer ensures publicityrequirements are met. A synopsis of the acquisition requirement is advertised in the CommerceBusiness Daily under the Section titled "Training Services" before the RFP package isdistributed. This advertisement informs contractors how to request a copy of the RFP packagefrom the contracting officer.a. The contracting officer mails the RFP package to all prospective offerors who requestedone. The acquisition manager may provide a list of potential contractors and theiraddresses to the contracting officer. The contracting officer mails the contractors a copyof the package.b. The contracting officer notifies contractors of the minimum amount of time, from theRFP distribution date, to review the package and submit a proposal.c. The FAR allows and encourages open communication with industry before completingthe RFP package. This communication promotes an understanding of Governmentrequirements, and fosters full and open competition. There is a point where thiscommunication must cease; the contracting officer will ensure that all acquisition teammembers know when that time has arrived. After that time, all communication betweencontractors and the Government is performed via the contracting officer.4.7.3 Pre-RFP conference. A pre-RFP conference is appropriate in circumstances whereGovernment requirements are complex. Complex requirements may warrant better informationflow to industry before issuing the RFP. Extremely complex training program acquisitions mayjustify having a pre-RFP conference. However, discuss this possibility with the contractingofficer during development of the acquisition plan; the need and justification for a pre-RFPconference will be identified at that time.a. A RFI package is mailed to prospective offerors. This package should include questionsabout perceived weaknesses in the package. Develop questions about those requirementareas that may require discussion in the pre-RFP conference. Otherwise, prepare thesequestions for discussion at the conference.b. The purpose of the pre-RFP conference is to:26