Preproposal Conference Checklist

Contract specialists use this checklist for creating a preproposal conference. Also see the related Preproposal Conference SOP.

General Guidelines

• Work with project officers to determine whether to limit the number of people from each company.
• Work with project officers to determine whether to allow personal recording devises, cameras, or video equipment.
• Work with project officers to decide whether to create a reading room where offerors can review documentation.
• Post the date, time, and location to give offerors enough time to read the RFP, prepare for the conference, and make travel arrangements.
• Notify offerors they will need a picture identification to enter the facility.
• Post the following disclaimer when inviting offerors or read it at the conference.
  • "A preproposal conference is for informational purposes only. It may answer some offeror questions; NIAID posts all questions at R&D Contracts. Statements or representations made during the conference are not legally binding. Changes resulting from the conference are official only if issued through an amendment to the RFP."

Attendance Requests

• If reservations are needed due to anticipated size of the meeting, create a cut-off date for attendance requests.
• Send offerors an email address or fax number to submit their requests.
• Determine whether to post the attendance list or otherwise make it available to potential offerors.
• Notify offerors if releasing their name or company.

Preparation

• Reserve a meeting room large enough for group and accessible to handicapped persons.
• Work with project officers to identify conference presenters.
• Work with project officers to identify needed technical resources.
• Work with project officers to prepare an agenda.
• Prepare extra copies of the RFP and amendments for the conference. Make sure all materials are posted for the general population; see FAR 15.201.
• Ensure the conference is recorded or a transcript is made.
• Prepare a registration sign up sheet.

Conducting a Preproposal Conference

• Initiate the recording by noting the date, time, RFP number, and project title.
• Welcome participants and introduce key people.
• Remind participants they must sign the registration sheet.
• Explain the purpose of the conference and how it will be conducted.
• Ask attendees to state their name and organization before asking questions, for recording purposes.
• Re-read the disclaimer stated above.
• Work through prepared agenda.

After a Preproposal Conference

• Review the transcript or recording of the conference to determine if an amendment to the RFP is required.
• Post all questions and answers.
• Post a register of attendees.