693JK320RA0001 Notice.pdf

U.S. Department of Transportation (USDOT) RA #693JK320RA0001

Pipeline and Hazardous Materials Safety Administration (PHMSA)

Pipeline Safety Research and Development

Research Announcement # 693JK320RA0001

1. Introduction/Background

Through this Research Announcement (RA), the Office of Pipeline Safety in the Pipeline and

Hazardous Materials Safety Administration (PHMSA), a U.S. Department of Transportation agency, solicits applications for research projects awarded and funded as Other Transaction

Agreements (OTAs).

A comprehensive business and technical evaluation will be conducted to determine the merits of the proposals and their relevance to the topic areas of focus. All proposals will be evaluated using only the materials provided in each proposal.

All research topics require resource sharing. For research topics developing technology, the mandatory minimum cost share is 50% from non-federal sources. For non-technology research topics, the mandatory minimum cost share is 20% from non-federal sources. Firm letters of commitment for resource sharing should be provided with the proposals. Proposals without all commitment letters will not be awarded funding.

If utilizing a Technical Advisory Panel (TAP), the TAP must be comprised of 2-3 pipeline/facility operators having assets relevant to the proposed project scope, which must be fully identified in submitted proposals. The TAP will be utilized to make technical recommendations to PHMSA about project execution. Project work scope and results must be tailored toward U.S. regulations and policy on pipeline safety.

2. Submission Details

PHMSA intends to make multiple awards from this RA. It is anticipated that projects resulting from this RA will be made on a fixed-price schedule. Reimbursement for the fixed-price cost of tasks at a project item level will only be provided upon completion of project items. These payments will only be made on a quarterly basis. PHMSA will not make payments on incomplete items/tasks.

PHMSA reserves the right to fund all, some, or none of the proposals submitted in response to this research announcement. PHMSA will not reimburse for any proposal development costs. All proposals will be treated as sensitive, competitive information and their contents will be used for evaluation and award purposes only.

Submission of a proposal in response of this RA indicates acceptance of the terms and conditions of this RA (RA #693JK320RA0001 Attachment #8 Terms and Conditions).

3. Eligibility Information

Any responsible source (excluding foreign entities, federal, state, and local governments) may submit proposals for consideration. Eligible entities include, but are not limited to, universities or institutions of higher education, hospitals, non-profit organizations, private individuals, corporations, and businesses or commercial organizations. All offerors must be registered in the Federal Government’s System for Award Management (SAM) prior to submitting a proposal (www.sam.gov).

Small Disadvantaged (SD), Service-Disabled Veteran-Owned Small Business Concerns, Veteran-Owned (VO), Woman-Owned (WO), Economically Disadvantaged Women-Owned, and Historically Underutilized Business Zone (HUBZone) Small Business Concerns, Historically Black Colleges and Universities (HBCUs) and Minority Institutions (MIs) are encouraged to submit White Papers on their own and/or in collaboration with others.

However, no portion of this RA will be set aside or reserved exclusively for any of the groups identified above.

4. Evaluation Criteria

Evaluation of the proposals will be based on the following criteria and weighed equally:

1. Understanding the Challenges

How well does the proposal state the solicited challenge and illustrate how the proposed solution resolves it?

2. Comprehensive Project Design

Are proposed tasks and work scope well defined and support solicited objective(s)?

Does the project team expertise, including any subcontractors, support solicited objective(s)?

Are the proposal timeline and costs appropriate to deliver as proposed and solicited?

Are there sufficient facilities or test beds, data or testing samples available to support the project?

3. Collaboration & Technology Transfer

How well does the proposal identify and incorporate end users of the results into the work scope?

How appropriate is the technology or knowledge transfer plan?

5. Proposal Format

Proposals should be direct, concise, and must not exceed a total of 20 single sided pages not including the Title Page or Table of Contents. The merit review panel uses the first 20 pages to complete their evaluation. Any “Appendix” submitted is not included in the 20 page limitation, and should include Resumes, Letters of Co-Funding Commitment(s) and Audit

Reports (Accounting System Approval). Proposals must also include completed versions of http://www.sam.gov/ attachments 1 through 6 of this announcement in their appendix. The proposal shall be typed, double-spaced, using 12 point font and printed on 8 ½“ by 11” paper, with 1” margins on all sides. Tables/graphs may use a smaller font. Proposals that do not meet these format specifications may be removed from the review.

The proposal shall include a technical discussion in the format specified below:

5.1. Title Page

The title page Must include the Project Title and Solicitation, #693JK320RA0001, the

Vendor - Name/Address, the Principle Investigator - Name/Address/Phone/email, and the Public Abstract. The Public Abstract can fill the remainder of the title page describing the objectives of the proposed research, methodology, and sponsoring organization(s). This abstract may be released to the public by PHMSA in whole or in part at any time. It is, therefore, required that it shall not contain proprietary data or confidential business information.

5.2. Body of the Proposal

The body of the proposal must include an Introduction which describes the challenge and necessity for this proposed research and an overall Objective. The body of the proposal should include sections that address each Evaluation Criteria and the following specific items:

5.2.1. Proposed Work Plan and Budget

This section should describe the proposed work plan and budget to complete the project. Divide the project work plan and budget into appropriate stages. Identify activities, expected completion dates for the activities, milestones, deliverables, and projected costs (both the government’s share and the applicant’s share).

Ensure the information included in this section aligns with the information requested in attachments 1, 2, and 3 of this announcement. This section must include a table listing the estimated hours, hourly rate, and general labor categories (management, engineering, technical, clerical, etc.) required for each task. Discuss all proposed travel, including the purpose of the travel, trip duration, origin and destination, number of personnel, and the costs for airfare, lodgings, meals, and incidentals. Present specific plans for evaluating research results at the completion of each stage. All deliverables (e.g., reports, devices, etc.) resulting from the work must be identified (See Attachments 2 & 3). Finally, this section should discuss the timeline to implement the proposed technologies or concepts into practice in the pipeline industry.

Complete the Budget Summary Sheet, (Attachment 4), which gives a summary of the budget proposal and provides information showing how the requested funds will be used. This shall be included in the “Appendix” section of your proposal.

Additional budgetary information, broken out as described in subparagraphs a.

through j. below, should be provided that identifies the estimated costs for the project with detailed information on each cost element, consistent with the proposer's cost accounting system. The amounts requested should be justified in each category or, as appropriate, on a budget explanation page immediately following the budget proposal. Travel budget items must be directly related to the performance of the project work. The investigator should include potential travel to project briefings at DOT sponsored meetings. The budget should reflect the proposer’s best terms from a cost and technical standpoint to perform the work.

Any in-kind cost-share must be detailed to the same degree as costs. Budget items may include the following areas:

a. Personnel: List all personnel and hours to be funded and the respective compensation rates (salary, wages, and fringe benefits). In support of the proposed personnel costs, provide a supplemental schedule that identifies the labor hours, labor rates, and cost by labor classification. Indicate the basis of the labor classification, number of hours, and labor rates. An example of the basis for the labor classification and number of hours could be past experience, engineering estimate, etc. An example of the basis for the labor rates could be actual rates for the individuals who will perform the work or an average labor rate for the labor classification or a departmental average rate.

b. Indirect Costs: If your budget estimate includes indirect costs, please attach a copy of your approved indirect cost rate agreement along with your proposal. If your entity does not have an approved indirect cost rate agreement, please include a statement to that effect in your budget request.

c. Supplies/Materials: Provide an itemized list of all supplies/materials. Include individual costs for each and the basis for estimating the cost; for example, vendor quotes, catalog prices, prior invoices, etc.

d. Equipment: PHMSA will not fund the purchase of equipment for projects funded in this research announcement.

e. Construction: PHMSA will not fund construction costs for projects funded under this research announcement.

f. Other Direct Costs: Provide an itemized list with costs for any other item proposed as a direct cost that are not included in other categories. State the basis for each proposed item. For travel, address the type and duration of travel and its relation to the project.

g. Consultants: List the names of consultants and describe the activities to be performed, duration of the service, and the compensation involved. Provide the hourly or daily rate along with the basis for the rate. Furnish resumes or similar information regarding qualifications or experience. Provide at least two invoices reflecting hourly or daily rates charged to customers other than the

Government. A statement signed by the consultant certifying his or her availability and salary must be provided. If travel or incidental expenses are to be charged, give the basis and breakdown for these costs. The total cost of consultants and/or subcontractors must not exceed 50% of proposed amount of Federal contribution to project.

h. Subcontractors: Provide the total cost per year for each subcontractor. Detail of subcontractor’s costs should appear in the subcontractor’s budget explanation. The budget explanation for subcontractors must be to the same level of detail provided for the overall budget. Total cost of consultants and/or subcontractors must not exceed 50% of proposed amount of

Federal contribution to project.

i. Accounting System: Provide a copy of the most recent approval (audit report) of the organization/corporation accounting system. Ensure the approving organization is identified.

j. Fee/Profit: No fee or profit should be proposed. This is a resource sharing arrangement.

k. Resource Sharing, In House Contributions, and Joint Ventures: Your cost application must show the breakout between Federal and non-Federal sources.

The non-federal share may include cash, personnel, services, equipment, and other resources. All resource sharing or matching contributions, including cash and third party contributions shall meet the following:

(1) Are verifiable from the recipient's records,

(2) Are necessary and reasonable for proper and efficient accomplishment of project or program objectives,

(3) Are not included as contributions for any other federally-assisted project or program,

(4) Are allowable and allocable under the applicable cost principles,

(5) Are not paid by the Federal Government under another award, except where authorized by Federal statute to be used for resource sharing or matching resource sharing includes cash contributions or in-kind payments.

Only cash or cash expenditures tied to technology development activities will be allowed (such as the costs associated with preparing a test bed for a demonstration, the donation of samples and test apparatus usage or the third party In-Kind contribution of vendor/service provider time/materials, etc.).

PHMSA will not accept previously funded Federal research as a form of resource sharing.

Resource sharing letters of commitment must be provided with the proposal package; however, resource sharing arrangements need not be finalized when the proposal is submitted. Specific arrangements, if proposed, must be completed if the project is approved for award and before an award is made.

l. Unallowable Resource Sharing: Previous work funded by the Federal

Government under another award may not be used, either in whole or in part, towards the resource sharing or matching contribution by the offeror. Any work that has been used as cost-share for other Federal Government projects is also unallowable.

m. Delivery Milestone Items: Minimize the number of items in a quarterly period.

Create higher level groupings of project items. For example, if the completion of three items were necessary before but related to a field test then wrap those items all into the “Field Test” as a primary item occurring in a quarter. You must include the required quarterly report as an item in every quarter and where you can describe all the items that occurred with and including the

“Field Test”.

n. Final Virtual Presentation & Public Submission and Presentation of Project

Results: Ensure that you factor into your project costs, $1,000 for the following:

1. The project team will virtually present the project results to a web-based meeting that PHMSA will organize and announce.

2. Project results must be submitted and presented to at least one public pipeline conference/workshop/forum or published periodical/magazine, to disseminate information and to provide further peer review of your work.

This cost is not subject to the resource sharing requirements.

Include these items in the “Other” section of the milestone deliverable schedule.

o. Annual Panel Peer Review: The Office of Management and Budget mandated project peer review with awards for Federal Research Programs. Panel peer reviews will occur annually and held virtually in the April or May timeframe.

If the proposal reaches the award phase, a determination will be made on how many Peer Review Meetings a project will need to attend and factor into the accounting and milestones. Project duration will determine the number of meetings required and the costs associated. A rate of $1,000/meeting should be budgeted for this review. Further details will be provided if this proposal reaches the award phase in final negotiation and may require revision of some included attachments. This cost is not subject to the resource sharing requirements. PHMSA will fully fund the cost of the Annual Peer Reviews.

Include peer reviews in the “Other” section of the milestone deliverable schedule.

5.2.2. Scientific and Technical Merit of the Technology

The section should describe the anticipated benefits of the proposed work to the natural gas or hazardous liquid pipeline industry in terms of anticipated performance, cost savings over existing technologies, and how the technology is an improvement over currently available technologies. If possible, include a clear and concise cost/benefit analysis.

This section should also discuss the potential for the proposed technology to be commercialized and incorporated into the natural gas and hazardous liquid pipeline industry. Applicants must discuss specifics of how the technology will be commercialized or incorporated and the time frame for commercialization and incorporation.

5.2.3. Key Personnel and Facilities

Describe the credentials, capabilities, and experience of the organization(s) and key personnel. Identify key investigators, subcontractors, consultants, and personnel and provide a brief description of their background and technical expertise. Describe prior experience in successfully managing relevant projects of similar type, size, and complexity. Describe the capabilities of the research facility available for performing the project. Indicate liaison or cooperative work arrangements, if any, with other government agencies, research organizations, or potential product users. Describe the equipment, materials, and facilities that will be used during the project and the availability of these items.

5.2.4. Other Related Proposals

Provide information on other proposals in the same area or related technical areas that have been prepared and submitted by the investigator(s) to other agencies or other programs; any that are planned to be submitted in the current year; or any that have been funded previously. Indicate “not applicable” if no such awards or proposals have been received or submitted.

5.3. Deliverable Milestone Schedule

5.3.1. Items

Applicants should minimize the number of Items in a quarterly period. Project

Team activities can further describe your Items in more steps and detail. Items should be numbered in an overall order 1 through however many needed to complete the project.

5.3.2. Costs

The costs, both Federal and Resource sharing of Items (where applicable) in each quarter are Fixed Price. This means that the summation of the Federal Items in a quarter must equal the Quarterly Payable Milestone for PHMSA. This also means that applicants must consider how they want their cash flow to be executed through all quarters in a project. This is especially important on Items that continue through multiple quarters. Successful applicants will only be paid on completed Items that are well documented in the Quarterly Report.

6. Attachments to the Proposal (“Appendix”) (Not included in the proposal 20-page limitation)

Team Project Activities, Attachment #1

Project Deliverables, Attachment #2

Technical and Deliverable Milestone Schedule, Attachment #3

Budget Summary, Attachment #4

Additional Information, Attachment #5

Standard Title VI Non-Discrimination Assurances, Attachment #6

Please submit the proposal and all associated appendix attachments as one pdf document.

No awards will be made if any of the above documents are missing from the full proposal package. Please submit the entire proposal as one document (including the proposal, all attachments, and the appendix information) in pdf format. Please submit a separate Attachment

#3 “Technical and Deliverable Milestone Schedule” as an editable Excel document.

The procedure for submitting a proposal is as follows:

1) Prior to submitting a proposal, each organization must first complete an online registration form to access PHMSA’s Pipeline Safety R&D Management Information System. More information can be found at URL https://primis.phmsa.dot.gov/matrix/RfpInfo.rdm?rfp=77.

Credentials from past registration will still be valid. For questions or concerns with the registration or application of the website, please submit an email to rdsupport@cycla.com.

2) Only electronic submissions will be accepted. Additional instructions regarding the preparation and electronic submission of proposals along with individual questions and answers are available on the website above. Proposals must be uploaded by 5:00 P.M. EDT, June 10, 2020.

Any questions are to be directed to the PHMSA Acquisition Services Division s as listed in this solicitation. Any questions on solicitation content, issues, or procedures must be submitted via email to Ben Patterson at ben.patterson@dot.gov no later than 5:00 P.M. EDT, May 13, 2020.

The research announcement number (693JK320RA0001) must be included in the subject line.

Responses to questions submitted on time will be posted publicly on beta.SAM.gov.

https://primis.phmsa.dot.gov/matrix/RfpInfo.rdm?rfp=77