[EMP2012] EMP2012 agenda - Wednesday 8/29/12, 9am MDT

[Lance Jones]

Local folks, the meeting will be at 9am MDT in CG1-3183 (east side of 
building, just south of the visitor/post-doc cubes)

Non-local folks, please dial in at 1-866-740-1260 and use access code 
4971552.

1) update on SOW (statement of work) and RFP (Request for Proposals)

Statement of work is attached to this email.  Peter Chamberlain 
(Contracts) has asked me not to share the RFP document at this point in 
time, but has agreed that the timetable given within the document can be 
shared:
Milestone Day                 Date
RFP issued Wednesday    8/29/12
RFP questions due to UCAR 
                                                    Wednesday 9/5/12
All RFP questions and UCAR answers to Offerors Monday         9/10/12
Proposals due to UCAR Thursday        9/13/12
Proposal clarification process completed with Offerors Monday          
9/17/12
Evaluation of proposals 
completed                                         Wednesday 9/19/12

Anticipated contract award 
                                                   TBD
Anticipated start of work 
                                                       TBD

This is a *very* compressed schedule driven by the need to give the app 
developer as much time as we can in order to develop the app.

Peter has suggested that we  figure out who will be on our team for 
evaluating the proposals now so that we can make best use of our short 
time.  I would propose that we name a small team of no more than 4-5 
people, two of which should be the PI (Scott) and Project Lead (Lance).  
Who else should be on the team?

2) App evaluation team

As with the proposal team, I suggest we keep the team small in order 
that we not unduly burden the developer with excessive feedback. This 
team will need to be close at hand for short, weekly hands-on meetings 
with the developer.  Should this team be the same as the proposal eval team?

3) Aussie team/game plan

I want to start a discussion about how to organize "game day" in 
Australia.  First step is to identify a lead.  I'd like to propose that 
Laura lead this effort as she will:
1) be in Australia for the event (always helpful! :)
2) has the experience needed to organize and execute on game day

Scott will likely also be there and could assist.  Lance may also be 
there if travel funds could be identified.

Whatever plan is developed should account for the possibility that the 
app will *not* be ready to go by the time of the event.

4) UCAR communications

Lance has been in contact with Matt Hirschland of UCAR Communications.  
Matt has agreed to send a representative from his group to explore how 
Communications might be able to assist with EMP.  We may also wish to 
explore how to engage corporate partners.

5) Anything else?
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