Questions and Answers RFQ 693JK325RA0001_Amendment 01.pdf

U.S. Department of Transportation Pipeline & Hazardous Materials Safety Administration

Research Announcement # 693JK325RA0001 Amendment 01

Questions & Response # RFP Section #

/ Page # Offerors Questions Government Response

1 In Section 2 – Submission Details, PHMSA indicates that they intend to make multiple awards from this RA. Does that mean that PHMSA expects to make one award per Research Topic (up to a total of 9 Research Topics), or PHMSA could possibly make multiple awards per Research Topic, without necessarily making an award against every Research Topic?

PHMSA may make multiple awards under a single Research Topic. However, PHMSA is not obligated to make an award for every Research Topic in the announcement.

2 The sections on Research Topics which describe Technology Development projects refer to pipelines, welds, joints, couplings, storage tanks and other equipment. These are components in gathering lines, transmission lines and distribution systems. Must a proposal consider all of these potential applications or is targeting a subset of these applications and components acceptable?

Targeting a subset of the listed applications and components is acceptable unless the topic explicitly states otherwise. Clearly specify in your proposal which system types and components your technology will address (e.g., gathering lines, transmission lines, distribution systems).

3 Similarly, are the research topics expected to address pipelines used for gas transportation, liquid transportation or either?

Indicate the system type your proposal addresses if it is not clear from the topic description. Technologies can be specific to gas or liquid pipelines or both, depending on your focus.

4 Each Technology Development topic will be considering multiple technologies/approaches. As these are fixed-price contracts, can PHMSA provide any guidance as to the number of technologies that should be considered?

Submit a separate proposal for each distinct technology you plan to develop. Depending on funds and proposal quality, multiple projects may be funded under the same topic.

U.S. Department of Transportation Research Announcement # 693JK325RA0001 Pipeline & Hazardous Materials Safety Administration Questions & Response

5 Are there specific types of failures that PHMSA thinks should be addressed, such as leaks at connectors, or delaminations?

If a failure type is not explicitly identified in the topic, it is the submitter’s responsibility to define relevant failure modes within their project proposal.

6 Can a part or all of an ongoing commercial project that supports the scope of the PHMSA project be considered a cost share?

Cost share must meet 2 CFR Part 200 requirements.

Projects meeting these criteria can be counted as cost share.

To be allowable it must:

• Be verifiable in your accounting records (timesheets, invoices, receipts).

• Not be paid by the federal government (unless explicitly authorized).

• Be necessary and reasonable for the proposed project.

• Be allowable under 2 CFR 200 Subpart E (examples: salaries, travel, supplies).

• Not be counted for another federal award (no double-counting).

• Be incurred during the award period.

Unallowable items include costs unallowable under federal rules (entertainment, alcohol, lobbying), costs outside the project period, costs paid by another federal award (unless authorized), and any double-counted contributions.

7 Can a recently completed commercial project that supports the scope of the PHMSA project be considered a cost share? If yes, how far in time can it go back?

See answer to Question 6. Cost share must occur during the project period covered by the award to be allowable.

8 Will there be extended time to submit the proposal due to PHMSA being closed currently from the government shutdown??

All proposals are due Monday November 3, 2025, by 5 pm EST. There will be no extensions due to the shutdown.

9 What is the budget level for the requested proposal?

The overall solicitation has limited funds. Each proposal will be individually evaluated, and there is no set limit per award. Provide details to support your budget request.

10 Is there budget ceiling for an award?

There is no designated budget ceiling per contract.

Funding decisions depend on proposal quality and available funds within the overall solicitation limit.

Pipeline & Hazardous Materials Safety Administration Questions & Response

11 For the identified TAP members, are the support letters from them required?

If so, should those support letters be included in Attachment #5?

TAP member support letters are not required attachments.

If included, place them in an appendix separate from Attachment 5, which is reserved for information about the submitter.

12 Should I put references cited in the proposal in Attachment #5 as well?

No. Attachment 5 is for submitter information only.

References should be included as an appendix if additional detail beyond the 20-page proposal body is needed.

13 The milestone schedule and budget summary are asked to be provided in Attachments #3 and #4, respectively. However, MRP only uses the first 20 pages (i.e., body of the proposal) to complete the proposal evaluation; does this mean that the timeline schedule and budget should be repeated in the proposal body too so that MRP can evaluate the appropriateness of the proposed timeline and cost?

Yes. Provide sufficient summary information about your timeline and budget within the 20-page proposal so reviewers can assess feasibility. Detailed schedules and budgets can be included in Attachments #3 and #4 and will be shared with reviewers if requested during consensus.

14 We have the following questions regarding the PHMSA CORE solicitation.

Is the 50% or 20% cost share based on the total cost including the cost share or on the request for federal funding?

Cost share percentages (50% for Technology Development and 20% for Knowledge Development) apply to the total project cost, not just the federal share. Topics in the solicitation specify which applies.

15 Are there specific guidance on what efforts can be used as cost share?

See answer to Question 6, which provides detailed cost share requirements under 2 CFR Part 200.

16 If there is no existing indirect cost agreement, what kinds of cost can be counted as indirect costs?

You may use the 10% de minimis indirect rate allowed under 2 CFR §200.414, charging 10% of modified total direct costs (MTDC). Indirect costs typically cover facilities and administrative expenses like rent, utilities, HR, accounting, IT support, and general office supplies.

Pipeline & Hazardous Materials Safety Administration Questions & Response

17 Our company has developed an emerging technology via funding provided by Federal and Non-Federal sources. A Non-Federal source has invested $300,000 over the last 27 months to develop technology to inspect long runs of underground piping, and the project is scheduled for completion before the end of 2025. In response to DOT PHMSA RA-11, we are seeking Non-Federal investment to inspect unpiggable or difficult to inspect piping, including pipe sections with bends and in cases where there is a change in pipe diameter. A DOT matching funds project would be a logical extension of the current Non-Federal investment project.

The Research Announcement discusses Resources Sharing requirements and makes it clear that prior 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 for this proposal.

Question #1: Can the $300,000 prior investment from the Non- Federal source be used as a resources share, with the Non- Federal organization’s agreement and commitment?

Non-Federal prior investments may count as cost share if they meet the criteria in Question 6 (verifiable, allowable, not federally funded, etc.). Prior federal-funded work cannot be used. Documentation and timing relative to the award period are important to verify eligibility.