Finally we are prepared to begin scheduling the SMEX downselect, including site visits. I apologize for the delay in beginning this process. You will have to trust me when I say that (i) there were good and sufficient reasons and (ii) since I am committed to the highest quality evaluation and selection process, it has taken longer than expected to get to this point.
This e-mail contains several parts.
1. A request for site visit locations.
2. A request for site visit blackout dates.
3. Draft ground rules for the site visits. The final ground rules will be released when we release the site visit schedule.
Site Visit Locations
The SMEX TMCO Travel Team will visit the project for a day of presentations, demonstrations or tours, and discussion including Q&A, in order to obtain maximum insight into the Concept Study Report. Please provide me with the location of your site visit (institution and city).
Site Visit Blackout Dates
The site visits will take place sometime between April 8 and May 24. It is our intent to complete the site visits as early as possible during this time period. However, there are many site visits and many schedule constraints. I am requesting from you available dates during this entire period.
Please provide me with (a) blackout dates and (b) grey-out dates during the April 8 to May 24 period. A blackout date is one on which it is absolutely impossible for your team to support a site visit. There should be relatively few blackout dates. A grey-out date is one on which you prefer not to have a site visit.
If teams provide relatively few blackout dates, then I will not schedule any site visits on a blackout date. To the best of my ability, I will try not to schedule site visits on grey-out dates. However that may not always be possible. You may also provide preferred dates. To the best of my ability, I will try to schedule site visits on preferred dates.
Draft Ground rules for SMEX Site Visits
1. Questions for the study team will be delivered in the afternoon 6 calendar days ahead of the site visit (e.g. Friday afternoon for a visit the following Thursday). Each study team will have 3 working days plus a weekend. If the questions are to be delivered to the study team by any method other than (or in addition to) e-mail to the existing study team distribution list, then that information should be provided to NASA as soon as possible and no later than April 1. In particular, should the team wish to have the questions Faxed to them, they must provide NASA with a FAX number no later than April 1.
2. The evaluation team will have 15-18 members. Meeting facilities should be planned accordingly. More details will be provided later, including the names of the evaluation team members. The study team should let NASA know of any security requirements as soon as possible. The study team should provide NASA no later than March 1 with contact information for a specific individual who will be "site visit host" for purposes of logistical questions.
3. The study team is responsible for the agenda of the site visit. NASA assumes that the PI of the study team has responsibility for the content of the site visit, including the agenda. The agenda must meet the following guidelines:
- The study team will have up to 6 hours for presentations. The 6 hour time limit will be enforced.
- The presentations should cover the breadth of material presented in the concept study report. The study team may choose which aspects of the concept study to emphasize. Additional information may be introduced at this time. The answers to the questions sent to the study team 6 days prior to the site visit should be present to the evaluation team at appropriate points during the presentations.
- The study team may provide an optional tour lasting up to 1 hour. A tour is encouraged but not required.
- The agenda must provide an appropriate period for lunch. The length of lunch time may vary depending on whether lunch is on or off site, etc. The evaluation team members will pay for any lunch provided by the study team.
- The agenda must provide for a 30 minute period immediately after lunch for the evaluation team to hold a private caucus.
- There will be a single agenda for the entire evaluation team, i.e., no splinter sessions.
All this suggests a strawman agenda that looks like
| 8:15 to 8:30 | Evaluation team assembles at site |
| 8:30 | Evaluation team seated and ready for presentations to begin |
| 12:00 (or so) | Lunch (45 minutes for evaluation team if lunch is "on site") |
| 12:45 (or so) | Evaluation team caucus in private (30 minutes) |
| 1:15 (or so) | Evaluation team seated and ready for presentations to resume |
| 3:45 | Presentations end and tour begins |
| 4:45 | Site visit ends |
4. Unless specifically requested by NASA otherwise, only data and material presented during the briefings will be considered. No late material will be accepted.
5. NASA contacts: Paul Hertz, Explorer Program Scientist, phertz@hq.nasa.gov, 202-358-0986 Carlos Liceaga, Explorer Acquisition Manager, c.a.liceaga@larc.nasa.gov, 757-864-8894
Paul Hertz
Explorer Program Scientist
NASA Headquarters Responsible Office: Code SZ
Last Updated: 4 March 2002
Author: Paul Hertz (Code SZ)