White Paper Preparation and Submission Instructions:
Interested offerors must first submit a white paper (WP). The purpose of a WP is to preclude unwarranted effort on the part of an offeror whose proposed work is not of interest to NRL. White papers should include information on the device type (Role 0 or Role 1), the current detection capabilities, and a statement of the offeror’s R&D capabilities. Role type and detection capabilities are device use cases typically identified in our Specific (short term) BAA topics as opposed to the General BAA topics. If you are required to provide that information, instructions will be outlined in the topic summary, when applicable.
Cost estimates in WPs for stand-alone subsets of efforts are encouraged. Offerors of those WPs found to be consistent with the intent of the BAA may be invited to submit a formal proposal. An invitation does not assure an offeror of a subsequent contract award. If selected for a full proposal addition guidance will be provided.
Submit one original of each WP to the email address listed in the topic summary. The subject of the email shall be "Subj: BAA number, Topic # and Topic Title". White papers shall be submitted in either Word or pdf format.
General Information for Formal (Cost and Technical) Proposals:
Information for the technical proposal shall be a separate volume from the cost proposal/spreadsheet. In presenting the proposal material, prospective offerors are advised that quality of the information is significantly more important than the quantity. Therefore, offerors are requested to confine their submissions to essential matters, providing sufficient information to define their offer and establish an adequate basis for the Government to conduct its evaluation.
Formal proposals shall include a publicly releasable abstract, to be posted publically by DoD, as required by section 8123 of the Department of Defense Appropriations Act, 2015 (Division C of the Consolidated and Further Continuing Appropriations Act, 2015, Pub. L. 113-235).
Where to Submit Formal Proposals:
Upon request from the NRL Formal Proposals should be submitted electronically via NRLProposals. Proposals shall be submitted in either Word or pdf format. The subject of the email shall be "Subj: BAA number, Topic # and Topic Title".
Classified Proposals: Any requirements for classified research shall be provided in a separate distinct Classified BAA Topic. Offerors that wish to submit classified proposal responses may only do so to those specific Classified BAA Topics.
Proposals in response to a classified BAA topic, SHALL be sent REGISTERED MAIL or FEDEX OVERNIGHT, contain separate volumes for the Technical and Cost proposals, be double wrapped/packaged, stamped “SECRET OR CONFIDENTIAL”, NO TOP SECRET OR HIGHER MATERIAL SHALL BE ACCEPTED, and mailed in hard copy to the following address:
Address required for outer wrap (ATTN: REGISTERED MAIL SECTION)
Naval Research Laboratory
4555 Overlook Ave., SW,
Washington, DC 20375-5320
Address required for inner wrap (ATTN: VALARIE HALL, CODE 3200)
Naval Research Laboratory
4555 Overlook Ave., SW,
Washington, DC 20375-5320
All other instructions for formal proposal submission apply.
Content of Formal Proposals
The technical volume of the proposal must include a full discussion of the nature and scope of the research effort contemplated, including the method of approach and the expected results. A program milestone chart, which includes a detailed list of tasks and subtasks and the duration of same, must be provided. Offerors are to clearly identify a list of deliverables which are trackable to the milestone chart. These milestones should include the timeframes for preparation, delivery, review and approval for all draft and final reports, as appropriate. Offerors must include any information pertaining to prior significant and related work experience as well as description of available facilities and the resumes of all personnel who will be participating in the effort.
Offerors must keep in mind that the technical volume of the proposal may be incorporated by reference into any resultant contract/grant/agreement; it serves as the basis for work to be accomplished. Therefore, the technical proposal SHALL include a clearly identifiable statement of work that describes the work to be accomplished and any deliverables that are appropriate for inclusion in any resultant contract/grant/agreement; each task description should be written to facilitate evaluation and acceptance without the need for major rewrites prior to incorporation into the resultant contract.
The offeror shall prepare its cost proposal in a clear, concise manner that accurately reflects its financial plan for accomplishing the proposed technical effort.
A breakdown of cost data is required under this BAA. If "cost or pricing data" are required to be submitted in accordance with FAR 15.403-4, "Requiring Cost or Pricing Data," the offeror shall provide the information identified in FAR 15.408, Table 15-2 "Solicitation Provisions and Contract Clauses/Price Proposals When Cost or Pricing Data Are Required," as well as the information required in this section. When cost of money is being proposed, the offeror shall submit a DD Form 1861. The breakdown of "cost or pricing data" or "other than cost or pricing data" shall include all cost expected to be incurred under the contract. IT IS ESPECIALLY IMPORTANT THAT ADEQUATE DATA ON SUBCONTRACTORS BE PROVIDED; RATES ARE PARTICULARLY IMPORTANT. THE ABSENCE OF ADEQUATE DATA ON SUBCONTRACTORS IS A FREQUENT SOURCE OF AVOIDABLE DELAY IN CONTRACT AWARD.
Prime contractors are responsible for insuring that each proposed subcontract is supported by cost or pricing data when it is both in excess of the threshold identified in FAR 15.403-4(a), and not covered by an exception or waiver in accordance with FAR 15.403-1. Particular attention is directed to the importance of furnishing complete detailed information and supporting data as required in FAR 15.408, Table 15-2.
The below list of regulations applies to Grants and Cooperative Agreements awarded under the BAA:
2 CFR Part 220: Cost Principles for Educational Institutions (formerly OMB Circular A-21, source August 31, 2005)
2 CFR Part 225: Cost Principles for State, Local, and Indian Tribal Governments (formerly OMB circular A-87, source August 31, 2005)
2 CFR Part 230: Cost Principles for Nonprofic Institutions (formerly OMB circular A-122, source August 31, 2005)
OMB Circular A-133: Audits of Institutions of Higher Education and Nonprofit Institutions (Revised June 27, 2003)
All details, broken down by cost element, are to be prepared for each major task along with supporting rationale. All cost details shall be broken down to coincide with the specific period of performance as indicated in the proposed milestone chart. A sample format for a summary cost proposal is provided below.
Formal cost proposals SHALL also be provided to the offeror's cognizant DCAA with a clear statement to the Government of which office to whom the information was provided. Supporting rationale for salaries/rates/factors not able to be validated by DCAA shall be included with the offeror's proposal.
|John Doe||5000 Hours||$30.00||$150,000|
|Sr. Engr||5000 Hours||$24.00||$120,000|
|Total Direct Labor||1000 Hours||$270,000||Exhibit A|
|Other Direct Cost|
|G&A Expense||10.00%||$52,000||Exhibit G|
|Total Estimated Cost||$572,000|
|Cost of Money||$6,000||Exhibit H|
|Cost Plus Fixed Fee||$605,000|
The Government anticipates that any contract resulting from this BAA will be funded on an incremental basis as provided by FAR 52.232-22, "Limitation of Funds."
The Government contemplates award of cost, cost-plus-fixed-fee, or cost sharing types of contracts under this BAA. Proposals based on a type of contract other than that contemplated may be considered, but offerors are advised that the Government is under no obligation to accept any other contract type. When appropriate, grants may be used to support selected proposals from educational and nonprofit research organizations. Cooperative Agreements may be awarded for cooperative research efforts.
Restrictive Markings on Proposals
If information contained in the proposal is in the public domain or cannot be protected under law as a trade secret (e.g., a patent application), the Navy will not accept liability for failure to safeguard against open disclosure. If a responder wishes to restrict the proposal, the responder should mark the title page with the following legend:
"This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the proposal, provided that if a contract is awarded to this BAA responder as a result of or in connection with the submission of this data, the Government shall have the right to duplicate, use or disclose the data to the extent provided in the contract. This restriction does not limit the Government's right to use information contained in the data if it is obtained from another source without restriction. The data subject to this restriction is contained on pages ___."
The pages to which the above restriction applies shall be marked with the following legend:
"Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal."
The offeror whose proposal contains no limited rights data is required to so state in order that misunderstandings may be avoided.
Offerors are required to supply the Contractor Information Number (CIN) (FAR 4.602(d)) applicable to the proposed program. If the offeror does not have a CIN, it should contact either the cognizant administrative contracting officer or the local Dun and Bradstreet Branch Information Services office for assistance.
Prospective offerors should not delay submission of their offers pending receipt of their codes. Offerors should indicate in their proposal submission that they are in the process of obtaining this information.
System for Award Management (SAM)
Offerors are required to register in the System for Award Management (SAM) database prior to award of any contract (DFAR 252.204-7004). Offerors may obtain information on registration and annual confirmation requirements by calling 1-866-606-8220 or via the Internet at www.SAM.gov
Any requests by offerors for Government furnished property must be clearly identified in the proposal. The Government, however, is under no obligation to comply with such requests. Therefore, offerors should make provision for alternate technical approaches in the event the Government is unwilling to provide the property requested. Unless specifically identified under the BAA description, all work to be performed under any resultant contract will be unclassified and will not involve access to classified information.
Reports and Program Reviews
As a minimum, all contractors will be required to submit monthly financial and technical status reports and a final technical report. Depending on the duration of the program, offerors may be required to prepare semiannual and/or annual interim reports. The Government negotiator will work out an appropriate Contract Data Requirements List (CDRL) with each successful contractor unless a CDRL is not appropriate.
Depending on the nature of the research program and the duration of same, the Government may require that the contractor attend program reviews at NRL or within CONUS. In addition to these formal program reviews, informal reviews may be scheduled as deemed necessary by cognizant technical personnel. Requirements for program reviews will be determined when proposals are selected for award.
A monthly expenditure plan and disbursement rate report are required and may be included in the financial report. The disbursement report must include the forecast of billings to the Government and the total cumulative amounts billed through the report month.
Exhibits supporting the summary proposal may be in contractor format. However, the information must be clear, concise and suitable for evaluation. For example, proposals which include raw materials or purchased parts essential to performance must include a list or bill of material containing for each significant item at least an item description, part number if known, quantity, unit price, extended price, tentative source (if known), and basis (i.e., identification as a purchase order, verbal quote, written quote, whether or not competitive, catalog price, engineering estimate, etc.).
Submission of Proposals through Grants.gov
Registration Requirements for Grants.gov:
There are several one-time actions you must complete in order to submit an application through Grants.gov (e.g., obtain a Dun and Bradstreet Data Universal Numbering System (DUNS) number, register with the Central Contract Registry (CCR), register with the credential provider, and register with Grants.gov). See www.grants.gov/GetStarted to begin this process. Use the Grants.gov Organization Registration Checklist at www.grants.gov/assets/OrganizationRegCheck.doc to guide you through the process. Designating an E-Business Point of Contact (EBiz POC) and obtaining a special password called an MPIN are important steps in the CCR registration process. Applicants, who are not registered with CCR and Grants.gov, should allow at least 21 days to complete these requirements. It is suggested that the process be started as soon as possible. Questions: Questions relating to the registration process, system requirements, how an application form works, or the submittal process must be directed to Grants.gov at 1-800-518-4726 or firstname.lastname@example.org.
Application forms and instructions are available at Grants.gov. To access these materials, go to http://www.grants.gov, select "Apply for Grants", and then select "Download Application Package". Enter the CFDA for the respective agency to which you are directing the application; the Naval Research Laboratory uses 12.300. The funding opportunity number is N00173-17-S-BA01.