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

MIL-HDBK-29612-1A(1) Develop or identify interested sources.(2) Request preliminary information based upon a general description of theGovernment's requirements.(3) Explain complex specifications and requirements not easily communicated througha written document.(4) Aid prospective offerors in later submitting responsive proposals without undue useof effort, time and money.c. The acquisition/program manager should assist the contracting officer with the conduct ofthe pre-RFP conference. The manager explains and clarifies Government requirements.The manager should understand the purpose of these conferences and recognize when apre-RFP conference would benefit the acquisition process.4.7.4 Pre-proposal conference. When a pre-proposal conference is required, the contractingofficer notifies all prospective offerors. The purpose of the pre-proposal conference is to discussrequirements with contractors after they study the package. The use of pre-proposal conferencesis normally a good strategy. The conference allows you to discuss actual requirements with thecontractors and explain specific proposal package content and format requirements. It alsoprovides an opportunity to ensure the prospective offerors are aware of specific contract clauses.The acquisition/program manager should:a. Be prepared to discuss all requirements identified in Section C of the RFP package,including; delivery schedules, proposal formats, evaluation factors and criteria, and otherareas. Also be prepared to discuss any RFP Section which is not the specificresponsibility of the contracting officer. It may, therefore, be wise to have arepresentative from the technical activity also attend the conference.b. Discuss source selection information included in Section M of the RFP only in generalterms. Carefully avoid discussing specific values assigned to evaluation factors andsignificant subfactors.4.7.5 Amending the RFP. When the Government changes, relaxes, increases, clarifies orotherwise modifies its requirements, the contracting officer issues a written amendment to theRFP. The contracting officer issues amendments using a SF 30, Amendment toSolicitation/Modification of Contract. The contracting officer can issue RFP amendments bothbefore and after receipt of proposals.4.8 Proposal evaluation. Evaluate contractor proposals following the procedures in thesource selection plan.4.8.1 Technical evaluation. Technical proposals are evaluated according to the technicalevaluation plan which should be developed as part of the source selection plan.27