UFC 4-721-11.1
26 Nov 01
various technical portions of the statement of work may add value to the conference and should be
encouraged to attend if funding permits.
9-1.5 Attendance Roster and Minutes. A roster of attendees should be compiled for the conference.
Minutes of the conference should be taken and distributed to all RFP holders.
If an amendment is
required to address or resolve questions asked, the attendee list and conference minutes may be issued
as an attachment to that amendment.
9-1.6 The minutes of the conference, responses to questions, and attendee list shall not be issued as an
amendment to the original solicitation but attached to an amendment, if required, or sent directly to the
Offerors in Phase 2 for information.
9-2 QUESTIONS DURING PHASE TWO PROPOSAL PERIOD.
9-2.1 Point of Contact. The RFP will designate the Contract Specialist as the single point of contact for
offerors who have questions regarding the RFP. The solicitation shall include the name, address, phone
number, FAX number, and e-mail address of the CS. The CS will, insofar as possible, answer questions
by reference to the RFP itself, and will carefully avoid making any statement that could be construed as
interpreting or modifying the terms of the RFP. A written record of all questions and answers must be
maintained and kept in the official contract file.
9-2.2 Errors and Misunderstandings. If questions arising during the proposal period indicate an error in
the RFP, or any point upon which serious misunderstanding by offerors could occur, a formal amendment
should be issued to all holders of proposal packages, clarifying the points in question.
9-2.3 Amendments. Every effort should be made to prepare the RFP in such a manner to minimize the
number of amendments necessary. The content of each amendment should be reviewed to ensure
clarity of intent.
9-2.4 Performance Criteria. Offerors are each designing, at their own expense, a proposal which
satisfies their interpretation of the RFP. Guidance should be oriented toward performance criteria as
contrasted with specific criteria used in conventional procurements.
9-2.5 Responses to Written Questions. All written questions submitted to the USACE Design activity
should be cataloged and responded to in writing and those questions and answers furnished to all plan
holders. It is imperative that all potential proposers receive the same information, at the same time.
9-2.6 Timing of Additional Amendments. Given the short proposal periods and the potential impacts of
late or substantial amendments, the issuance of amendments to the solicitation should be done as quickly
as possible to avoid potential delays to the proposal receipt date. As a general rule, the amendment
following the pre-proposal conference should be issued within 7 calendar days following the pre-proposal
conference and should address all known issues and corrections at that point.
Amendments issued
after this point must be carefully considered with respect to potential schedule and cost impacts.
9-3 PLANNING FOR THE RECEIPT OF PHASE TWO PROPOSALS AND EVALUATION.
9-3.1 Receipt of Proposals. The date and time for receipt of phase two proposals will be established in
the amendment to the solicitation issued to provide the Phase 2 technical and other requirements. The
PDT should use this date as a milestone from which to set the tentative dates for the evaluation.
9-3.2 Contracting Officer Approval. The source selection guidelines must have been written, reviewed by
counsel, and approved by the Contracting Officer prior to issuance of Phase 1 of the solicitation, no
changes are permitted at this point.
9-3.3 Technical Review. When the date for receipt of proposals is finalized, the PDT should identify and
begin selecting review teams, and block out time for contracting, capability, and technical reviews.
9-2
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