Attachment 7 5-Year OBAA 70RDND19R00000003 Updated 2_8_2022 (1).pdf

70RDND19R00000003 CWMD OBAA

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OPEN BROAD AGENCY ANNOUNCEMENT (OBAA)

RESEARCH AND DEVELOPMENT IN COUNTERING

WEAPONS OF MASS DESTRUCTION

OBAA/Solicitation No. 70RDND19R00000003

Department of Homeland Security

Countering Weapons of Mass Destruction Office

Published: April 17, 2019

Updated: February 8, 2022

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TABLE OF CONTENTS

1 GENERAL INFORMATION

1.1 Introduction

1.2 Program Mission and Objectives

1.3 Agency Name

1.4 Program Name

1.5 Research Opportunity Number

1.6 Topic Solicitation and Response Approach

1.7 Government Representatives

2 RESEARCH OPPORTUNITY DESCRIPTION

2.1 Anticipated Research & Development (R&D) Focus Areas

2.2 Research & Development (R&D) Technology Readiness Levels

3 AWARD INFORMATION

3.1 Anticipated Award Date

3.2 Anticipated Funding for the Program

3.3 Limitation of Funds

3.4 Type of Contract/Instrument

3.5 Number of Awards Anticipated

3.6 Expected Amount of Individual Awards

3.7 Anticipated Period of Performance for Individual Awards

4 ELIGIBILITY INFORMATION

4.1 Federally Funded Research & Development Centers

4.2 Nonprofit Organizations, Educational Institutions and Small Business Set Aside

4.3 Organizational Conflict of Interest

5 APPLICATION AND SUBMISSION INFORMATION

5.1 OBAA Package Download

5.2 Pitch Paper Format and Submission Process

5.2.1 Pitch Paper Submission Instructions

5.2.2 Format and Content of pitch paper

5.2.3 Pitch Paper Review Process

5.3 Proposal Format and Submission Process

5.3.1 Proposal Submission Instructions

5.3.2 Format and Content of proposals

5.3.2.1 Volume I, Technical and Management proposal

5.3.2.2 Volume II, Supplemental Data proposal

5.3.2.3 Volume III, Cost proposal

5.4 Proposal Due Date and Time

5.5 Submission of Late proposals

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5.6 Further Assistance Needed for this OBAA

5.7 OBAA Contractual and Technical Questions

6 EVALUATION INFORMATION

6.1 Evaluation Criteria

6.2 Evaluation Panel

6.3 Notification to Offerors of Contractors Support Services for proposal Evaluation Process

6.4 Notification to Offerors of Evaluation Findings

6.5 Non-Responsive proposals

7 AWARD ADMINISTRATION INFORMATION

7.1 Comments or Concerns

8 OTHER INFORMATION

8.1 Information for proposal Respondents

8.2 Government Property, Government Furnished Equipment (GFE) and Facilities

8.3 SAFETY Act

8.4 Export Control Considerations

8.5 Security Classification

8.6 Information for proposal Respondents

8.7 Subcontracting Plan

8.8 Additional Deliverables

8.9 Reporting

8.9.1 Monthly Progress Report (MR)

8.9.2 Performance Reviews

8.9.3 End of Phase Performance Evaluation & Report

8.9.4 Final Performance Evaluation & Report

8.10 Certificate of Current Cost or Pricing Data

8.11 Test and Evaluation Facilities

8.12 Hazardous Materials

Attachment A REMOVED

Attachment B Technology Readiness Level (TRL) Definitions

Attachment C Pitch Paper Cover Sheet Format

Attachment D Proposal Cover Sheet Format

Attachment E Quad Chart Format

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1 GENERAL INFORMATION

1.1 Introduction

The Department of Homeland Security (DHS) Countering Weapons of Mass Destruction

Office (CWMD) is announcing to business and academia its intent to solicit research and development proposals under this Open Broad Agency Announcement (OBAA). This

OBAA is contemplated in Federal Acquisition Regulations (FAR) 6.102(d)(2) and 35.016.

Responses from Offerors will be requested in the form of pitch papers and/or proposals via

Topic Solicitations issued under this OBAA (Topic Solicitations released under this OBAA will be posted to SAM.gov under separate solicitation numbers) that will be specific to the kinds of research and development being sought.

The over-arching strategy involves the use of this 5-year Open BAA (OBAA) to quickly and efficiently execute research and development to identify, explore, and demonstrate new technologies and capabilities that will help enable CWMD and stakeholders to prevent, protect against, respond to, and mitigate nuclear, chemical, radiological, and biological threats and incidents. This strategy will provide DHS an acquisition tool with the flexibility to solicit proposals and make awards to provide innovative solutions to countering weapons of mass destruction (WMD), as ever-changing urgent operational issues and capability gaps are identified.

Note: The Countering Weapons of Mass Destruction Act of 2018 (December 21, 2018) statutorily authorizes the creation of the DHS CWMD Office, effectively combining the Domestic Nuclear Detection Office (DNDO) and the Office of Health Affairs

(OHA). The CWMD Office’s R&D activities through this OBAA for its chemical, biological, radiological, and nuclear needs will be informed by the availability of appropriations for such purposes.

The OBAA will remain "open" for 5 years; however, pitch papers and proposals will only be solicited and accepted during Topic Solicitations posted periodically throughout the life of this over-arching OBAA. The Topic Solicitations can be found in Attachment A of the

OBAA. Each Topic Solicitation will:

(1) Include an individual Topic Solicitation Number specific to the research & development being solicited;

(2) Contain specific cutoff dates for pitch paper and/or proposal submissions.

proposals received after the specified due date and time shall be governed by the provisions of FAR 52.215-1(c)(3).

(3) Identify if a single phased evaluation or a two phased evaluation process will be utilized (Section 1.6);

(4) Identify any changes to the standard evaluation criteria or pitch paper and/or proposal preparation instructions (Section 5 and Section 6);

(5) Identify specific research & development (R&D) focus areas the topic aligns with

(Section 2.1);

(6) Identify the Technology Readiness Levels (TRLs) at the beginning and conclusion of the research to be conducted (Attachment B);

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(7) Identify anticipated number of selections;

(8) Identify anticipated ceiling & period of performance;

(9) Identify anticipated award type;

(10) Identify anticipated award dates;

(11) Notify Offerors of contractor support services to be utilized for review processes;

and

(12) Provide instructions to Offerors and indicate a deadline for submitting questions regarding the topic.

Topic Solicitations will be added throughout the OBAA cycle via amendments to the OBAA.

Interested Offerors should be on alert for any issued Topic Solicitations for pitch papers and proposals, permit extensions to the pitch paper and proposal submission dates, or otherwise change the requirements of this OBAA or its subsequent amendments. All information will be posted on http://www.SAM.gov.

It is anticipated that Topic Solicitations issued under this OBAA will be unrestricted. Small businesses are encouraged to propose on all of the Topic Solicitations. The NAICS code, unless otherwise stated in the OBAA Topic Solicitation, shall be 541715 (i.e., Research and

Development in the Physical, Engineering, and Life Sciences except Biotechnology), and the size standard is 1,000 employees. Pitch papers and proposals submitted shall be in accordance with this OBAA and when applicable, its appropriate amendment(s).

This announcement is restricted to work relating to the following types of research and development:

Basic Research (Technology Readiness Level (TRL) 1-2, see Attachment B): Includes a systematic study directed toward greater knowledge of understanding of the fundamental aspects of phenomena and/or observable facts which is normally conducted without specific applications toward processes or products in mind. CWMD efforts under this

R&D type will lead to a small scale demonstration of a component prototype technology in a laboratory environment.

Applied Research (TRL 3-4): Includes a systematic study directed toward greater knowledge of understanding of the fundamental aspects of phenomena and/or observable facts to determine the means by which a recognized and specific operational need may be met. CWMD efforts under this R&D type will lead to a demonstration of a prototype technology in a laboratory environment.

Technology Development (TRL 4-5): The systematic application of knowledge toward the production of useful materials, devices, and systems or methods that leverage the results of applied research activities to include validation and demonstration of a chosen technology in laboratory, representative, and operational environments and improvement on research prototypes. CWMD efforts under this R&D type will lead to a demonstration of a component or system prototype technology in a laboratory or realistic simulated operational environment.

http://www.fedbizopps.gov/

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Systems Development (TRL 5-6): The systematic application of knowledge toward the production of useful materials, devices, and systems or methods that leverage the results of applied research activities to include integration into systems and subsystems;

addressing manufacturing, producibility, and sustainability needs; and independent developmental test and evaluation. CWMD efforts under this R&D type will lead to a demonstration of a system prototype technology in a realistic simulated operational environment.

Developmental Test & Evaluation (T&E) (TRL 7): A program that is being tested in an operational environment to determine if it works as intended or requires further development should be funded through R&D and is considered to be in TRL 7. CWMD efforts under this R&D type will lead to a demonstration of a system prototype technology in an operational environment.

Topic Solicitations will not be issued under this OBAA for hardware procurement or acquisitions but may cover that part of development not related to the development of a specific system or hardware procurement (FAR 35.016(a)). This announcement does not cover contractor support personnel services. Such submissions are considered non-compliant with this OBAA and will be rejected without evaluation.

1.2 Program Mission and Objectives

The mission of CWMD is to counter attempts by terrorists or other threat actors to carry out an attack against the United States or its interests using a weapon of mass destruction. The

DHS CWMD Research and Development (R&D) appropriation provides resources necessary to identify, explore, and demonstrate new technologies and capabilities that will help enable the DHS and stakeholders to prevent, protect against, respond to, and mitigate nuclear, chemical, radiological, and biological threats and incidents.

1.3 Agency Name

Department of Homeland Security

Countering Weapons of Mass Destruction

Research & Development Division

245 Murray Lane

Washington, DC 20528

1.4 Program Name

CWMD Research & Development

1.5 Research Opportunity Number

Solicitation Number 70RDND19R00000003

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1.6 Topic Solicitation and Response Approach

The Department of Homeland Security (DHS) Countering Weapons of Mass Destruction

(CWMD) Office will not issue paper copies of this announcement. DHS CWMD reserves the right to select for award and fund all, some, or none of the proposals received in response to Topic Solicitations issued under this OBAA. No funding for direct reimbursement of proposal development costs will be allowed. pitch papers, Technical and Cost proposals (or any other material) submitted in response to Topic Solicitations issued under this OBAA will not be returned. However, depending on the markings on the proposal, DHS CWMD will adhere to FAR policy on handling source selection information and proprietary proposals. It is the policy of DHS CWMD to treat all proposals as sensitive competitive information and to disclose their contents only for the purposes of evaluation. Documents containing sensitive information that are not suitable for uncontrolled public dissemination should be marked

“For Official Use Only” (FOUO). When transmitted electronically, FOUO proposals should be sent with password protection. proposal pages with business proprietary information should be marked clearly with header or footer stating “Business Proprietary Information.”

Hard copy, facsimile, or hand delivered pitch papers or proposals will not be permitted or accepted, except for classified pitch paper or proposals (see Section 8.4).

Awards may take the form of FAR-based contracts, other transactions (OTs) awards, grants, and cooperative agreements. In the event an Offeror or subcontractor is a Federally Funded

Research and Development Center (FFRDC), Department of Energy National Laboratory, or other Federally funded entity, DHS CWMD will work with the appropriate sponsoring agency to issue an interagency agreement pursuant to Section 309 of the Homeland Security

Act of 2002, Economy Act (31 U.S.C. 1535) or other appropriate authority. Therefore, the applicable laws and regulations governing the legal vehicle used for award will depend on the legal vehicle chosen by DHS CWMD. In this regard, Offerors should propose a preferred vehicle type for DHS CWMD to consider for award.

Depending on the nature of the requirements for each issued Topic Solicitation, the following evaluation approaches will be used for purposes of minimizing the costs and efforts for prospective Offerors.

Single Phased Evaluation: Will consist of the solicitation, receipt, and evaluation of proposals only, limited to 16 pages, excluding the cover sheet, Volume II, or Volume III.

Once the peer/scientific review process has been completed, an Offeror will be notified in writing, typically via e-mail, that its proposal has been selected, selected but not funded, or not selected for award.

Two Phased Evaluation: Will consist of the solicitation, receipt, and evaluation of both pitch papers and proposals. Under this evaluation, Phase 1 will consist of the solicitation, receipt, and evaluation of the pitch papers from potential performers. Entries in the various sections of the pitch papers should be concise and conform to the specified formatting and word count limitations as indicated in the OBAA. No formal transmittal letter is required for the Phase

1 responses. Once the pitch paper peer/scientific review process has been completed, potential Offerors will be notified in writing, typically via e-mail, whether as a result of its

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A down-selection process will then be conducted by DHS and those Phase 1 pitch papers encouraged to submit full proposals will be invited to participate in Phase 2, which will consist of the solicitation, receipt, and evaluation of a proposal, limited to 16 pages, excluding the cover sheet, Volume II, or Volume III. Once the proposal peer/scientific review process has been completed, Offerors will be notified in writing, typically via e-mail, that its proposal has been selected, selected but not funded, or not selected for award.

Offerors not selected for an award may request feedback regarding the peer/scientific review findings of submitted proposals. A written request to the Contracting Officer must be received within 3 calendar days of notification of non-selection.

1.7 Government Representatives

Countering Weapons of Mass Destruction:

Ms. Marissa Giles

Department of Homeland Security

Countering Weapons of Mass Destruction

Research and Development

Washington, DC 20528

Office of Procurement Operations:

Mr. Jonathan Igwebueze Procuring/Administrative Contracting Officer (for OBAA 70RDND19R00000003) Department of Homeland Security

Office of Procurement Operations

Countering Weapons of Mass Destruction Acquisition Division

Washington, DC 20528

Representative TBD at the Topic Solicitation-Level Contract Specialist/Administrative Contracting Officer

Department of Homeland Security

Office of Procurement Operations

Countering Weapons of Mass Destruction Acquisition Division

Washington, DC 20528

2 RESEARCH OPPORTUNITY DESCRIPTION

2.1 Anticipated Research & Development (R&D) Focus Areas

The following Research & Development Focus Areas are representative only. They are provided to help interested Offerors understand the classes of needs and their potential scope.

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CWMD.01 – Data Analytics: Improvements over existing data analytics capabilities or creation of new data analytics capabilities for point, local, regional, national and/or worldwide targeting and interdiction of potential CWMD threats or indicators of potential

CWMD threats by domestic and foreign partners.

CWMD.02 – Anomaly Detection: Technologies to produce an actionable approach for analyzing information, intelligence, and/or sensor data for outliers indicative of WMD terrorist activity against a background of licit – or non-WMD criminal – behavior, in order to support targeting.

CWMD.03 – Secure Pathways: Improved, cost effective CBRN (chemical, biological, radiological, nuclear) detection hardware to support greater agility and flexibility in targeting and improve probability of detecting materials of concern in threat pathways, supporting integration of state and local detection and early warning capabilities.

CWMD.04 – Chokepoint Optimization: Technologies to improve the ability to scan conveyances for threats and other anomalous activities at chokepoints (ports-of-entry, rail scanning) through development of new capabilities to optimize chokepoint operations or to improve performance of currently deployed sensors for scanning conveyances at chokepoints.

CWMD.05 – Nuclear Sensing: Technologies to provide cross-cutting improvements to nuclear threat detection through dramatically improved performance or reduced costs when compared to Commercial off the Shelf.

CWMD.06 – Nuclear Forensics: Technologies to provide operators with the technical capability to rapidly, accurately, and credibly characterize and identify the nature, origin, and history of nuclear materials interdicted before a detonation.

CWMD.07 – Chemical and Biological Detection: Provide increased capability to detect and identify chemical and biological threats in response to emerging operational needs.

2.2 Research & Development (R&D) Technology Readiness Levels

The research and development Technology Readiness Levels (TRLs) for this OBAA are dependent on the specific CWMD threat being addressed.

3 AWARD INFORMATION

3.1 Anticipated Award Date

The anticipated award dates will be specified under each Topic Solicitation for proposals.

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3.2 Anticipated Funding for the Program

Estimated Value: The value of this OBAA will not exceed $350 million dollars over its five-year duration. Funding will be applied to Topic Solicitations subject to official fiscal appropriation and availability and according to CWMD mission needs.

3.3 Limitation of Funds

The Government reserves the right to incrementally fund contracts awarded from this OBAA as provided by the FAR 52.232-22, “Limitation of Funds.” Contracts or other agreements that obligate funds that are awarded will not have an initial period of performance that exceeds 12 months from the receipt of funding by the performer. However, Offerors can propose a base year effort with up to one option year.

3.4 Type of Contract/Instrument

It is anticipated that the majority of awards issued under this OBAA will be in the form of

Cost Reimbursement type contracts. The specific type of award will be issued in each Topic

Solicitation. The Government reserves the right to award FAR-based contracts, other transactions (OTs) awards, grants, cooperative agreements, or Interagency Agreements

(IAAs) to appropriate parties should the situation warrant.

3.5 Number of Awards Anticipated

The total projected number of awards under this OBAA is unknown at this time. Future awards are probable based on Topic Solicitations or amendments issued during the 5-year

(FY19-FY23) OBAA period and current future years planned CWMD funding profiles.

3.6 Expected Amount of Individual Awards

The value of individual awards is unknown at this time. CWMD’s desire is for interested

Offerors to leverage existing technology or development efforts when possible to minimize cost while meeting the stated objectives.

3.7 Anticipated Period of Performance for Individual Awards

The anticipated initial period of performance for each award will not exceed 12 months, with extensions possible through the exercise of options. Period of performance guidance will be specified in each Topic Solicitation depending on the type of research to be conducted.

4 ELIGIBILITY INFORMATION

This OBAA is open to ALL responsible sources. Offerors may include single entities or teams from academia, private sector organizations, Government laboratories, and Federally

Funded Research and Development Centers (FFRDCs), including Department of Energy

National Laboratories and Centers.

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4.1 Federally Funded Research & Development Centers

FFRDCs, including Department of Energy National Laboratories and Centers, are eligible to respond to this OBAA, individually or as a team member of an eligible principal Offeror, as long as such responses are permitted under a sponsoring agreement between the Government and the specific FFRDC.

4.2 Nonprofit Organizations, Educational Institutions and Small Business Set Aside

The Government encourages Nonprofit Organizations, Educational Institutions, Small

Businesses, Small Disadvantaged Business (SDB) concerns, Historically Black Colleges and

Universities (HBCU), Minority Institutions (MI), Women-Owned Businesses (WB), and

Historically Underutilized Business (HUB) zone enterprises as well as large businesses, academic institutions, and Government laboratories to submit research proposals for consideration and/or to join others in submitting proposals; however, no portion of the

OBAA will be set aside for these special entities pursuant to FAR 19.502-2, because of the impracticality of reserving discrete or severable areas of research and development in any specific requirement area.

4.3 Organizational Conflict of Interest

Organizational Conflict of Interest issues will be evaluated on a case-by-case basis, as outlined below. Offerors who have existing contract(s) to provide scientific, engineering, technical and/or administrative (SETA) support or scientific engineering support program

(SESP) directly to the DHS CWMD will receive particular scrutiny.

(a) Determination. The attention of prospective Offerors is invited to FAR Subpart 9.5—

Organizational Conflicts of Interest. The Contracting Officer may determine that this effort may result in an actual or potential conflict of interest, or may provide one or more Offerors with the potential to obtain an unfair competitive advantage based on the information provided or based on knowledge of the Contracting Officer.

(b) If any such conflict of interest is found to exist, the Contracting Officer may (1) disqualify the Offeror, or (2) determine that it is otherwise in the best interest of the United

States to contract with the Offeror and include the appropriate provisions to mitigate or avoid such conflict in the contract awarded. After discussion with the Offeror, the Contracting

Officer may determine that the actual conflict cannot be avoided, neutralized, mitigated, or otherwise resolved to the satisfaction of the Government, and the Offeror may be found ineligible for award.

(c) Disclosure. The Offeror must represent, as part of its proposal and to the best of its knowledge that:

(1) It is not aware of any facts which create any actual or potential organizational conflicts of interest relating to the award of this Contract; or

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If the Offeror represents that it is not aware of any facts which create any actual or potential organizational conflicts of interest relating to the award of this contract, the Offeror will nevertheless provide in its proposal a description of the analysis/due diligence it performed that informed its representation. The Offeror should discuss what methods it used, such as employee interviews and contract reviews, to determine that no facts appear to exist that create any actual or potential organizational conflict of interest.

(2) It has included information in its proposal, providing all current information bearing on the existence of any actual or potential organizational conflicts of interest, and has included the mitigation plan in accordance with paragraph (d) of this provision.

(d) Mitigation/Waiver. If an Offeror with a potential or actual conflict of interest or unfair competitive advantage believes the conflict can be mitigated, neutralized, or avoided, the

Offeror may submit a mitigation plan to the Contracting Officer for review. Award of a contract where an actual or potential conflict of interest exists shall not occur before

Government approval of the mitigation plan.

Minimum required contents of a mitigation plan are as follows. The plan will:

- Demonstrate an understanding of organizational conflicts of interest principles to include the types of harm, both to the Government and to the contractor, that can result from unresolved organizational conflicts of interest;

- Define company roles, responsibilities, and procedures for screening existing and new business opportunities for actual and potential organizational conflicts of interest;

- Identify any affiliated companies/entities and the procedures for coordinating organizational conflict of interest actions with such affiliated companies/entities;

- Provide a detailed discussion of the potential or actual conflict(s);

- Describe how the Offeror will require its subcontractor(s) to comply with the mitigation plan and discuss any effect on subcontractor’s organizational conflicts of interest plans;

- Describe any firewalling of subcontractors;

- Describe how it will ensure inputs to the Government are derived from objective judgment;

- Describe how its recommendations to the Government will not generate more work for itself under another contract;

- Describe the benefits, as well as risks, of its mitigation plan;

- Describe how its mitigation actions will not adversely affect performance of its contract(s);

- Set forth detailed procedures the Offeror would follow in order to implement its plan, to include signed certification from contractor employees who are subject to the mitigation plan;

- Discuss its plans to review documents for OCI issues regardless of whether those documents are marked as sensitive or proprietary;

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- Address any training the Offeror will provide to its contractor employees, including anticipated duration, frequency, and content, and exit training, as well as how the

Offeror will enforce attendance/compliance;

- Obligate the contractor to notify the contracting officer of any conflicts that arise and contain mechanisms to address such conflicts;

- Provide for compliance verification methods, such as regular contractor-led compliance audits as well as periodic compliance audits by the contracting officer;

- Define which records related to this plan will be made available to the Government upon request; and,

- Include a requirement that the plan be updated at least annually and as necessary to ensure its continued effectiveness.

(e) Other Relevant Information. In addition to the mitigation plan, the Contracting Officer may require further relevant information from the Offeror. The Contracting Officer will use all information submitted by the Offeror, and any other relevant information known to DHS, to determine whether an award to the Offeror may take place, and whether the mitigation plan adequately neutralizes or mitigates the conflict.

(f) Corporation Change. The successful Offeror shall inform the Contracting Officer at least thirty (30) calendar days prior to the effective date of any corporate mergers, acquisitions, and/or divestures that may affect this provision.

(g) Flow-down. The successful Offeror shall insert the substance of this clause in each first-tier subcontract that exceeds the simplified acquisition threshold.

5 APPLICATION AND SUBMISSION INFORMATION

The following proposal preparation instructions may apply in total, or in part, to subsequent individual Topic Solicitations for proposals. Each issued Topic Solicitation to this OBAA will detail which proposal preparation instructions apply. Proposals submitted shall be in accordance with this announcement and any instructions in an individual Topic Solicitation for proposals. Offerors should be alert for any OBAA amendments that may permit extensions to the proposal submission date.

5.1 OBAA Package Download

This OBAA package may be downloaded in its entirety from the Contract Opportunities section of the System for Award Management (SAM) website at http://www.SAM.gov.

5.2 Pitch Paper Format and Submission Process

CWMD will not reimburse Offerors for any pitch paper preparation costs.

5.2.1 Pitch Paper Submission Instructions

Pitch papers will only be requested for Topic Solicitations following the Two-Phased Process (see Section 1.6). Potential Offerors are strongly encouraged to take advantage of the pitch paper process, but they are not required to submit a pitch paper in advance of a proposal. Pitch papers shall be submitted on or before the deadline listed in the Topic http://www.fedbizopps.gov/

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Solicitation (not later than 30 calendar days from Topic Solicitation posting), in electronic format and emailed to the inbox – CWMDOBAA@hq.dhs.gov. Pitch paper submissions consist of one (1) attachment (see Section 5.2.2 for pitch paper format and content) in the email submission. Specific guidance is provided below regarding the email and pitch paper file name format.

In the email subject line, please use “CWMD OBAA Pitch Paper Submission for

<organization>, Topic Solicitation No. 70RDND(FY)R000000##”

Each pitch paper file name will include the following: “CWMDOBAA-PP-0#-XXXX,” where “0#” = number of pitch paper submission, and “XXXX” = four letter character shortcut for organization name

Example: Company A, Inc.’s submission for one pitch paper comprised of one (1) file in the attached email:

Subject: CWMD OBAA Pitch Paper Submission for Company A, Inc.

The email submission should at least include the following information:

Organization: Company A, Inc.

Submitted by: <first last name>, <title>, <email of submitter>

Topic Solicitation No.: 70RDND(FY)R000000##

Attached file for submission:

1. pitch paper: CWMDOBAA-PP-01-COMA.pdf

Request for receipt confirmation? (YES or NO)

Hard copy, facsimile, or hand delivered pitch papers will not be permitted or accepted, except for classified pitch papers (see Section 8.4).

Pitch papers should be submitted well in advance of the deadline for submission, to ensure completion of the electronic submission process by the date and time of the deadline, as stated in the Topic Solicitation. Any pitch paper submissions received by the Government after the deadline for submission will not be accepted. It is highly encouraged that

Offerors do not wait until the last minute to submit their pitch paper(s). Receipt of pitch papers will be handled in accordance with FAR 15.208 and FAR 52.215-1.

5.2.2 Format and Content of Pitch Paper

Pitch papers should capture the essence of a complete proposal and are designed to permit potential Offerors an opportunity to obtain feedback from CWMD on their proposed project without having to go to the expense and effort of writing a proposal. Such exchanges are to improve the understanding of Government requirements and industry capabilities, thereby allowing the potential Offerors to judge whether or how they can satisfy the Government’s requirements and to enhance the Government’s ability to obtain quality supplies and services, at reasonable prices, and increase efficiency in proposal preparation, proposal evaluation, and contract award. A pitch paper shall consist of a maximum of two (2) pages, including all mailto:CWMDOBAA@hq.dhs.gov

15 | P a g e pictures, figures, tables, and charts in legible size. The Quad Chart described below is included in the two page limit. The cover sheet will not be included in the two page limit.

A pitch paper is a single electronic file in PDF format, viewable by Microsoft Windows 10 compatible machines. The individual pitch paper file size must be no more than 20 MB.

Pitch papers shall not exceed two pages (standard size: 8.5” by 11”) using 1” margins and

12-point fonts or larger for text and 9-point fonts or larger for pictures, figures, tables and charts. The pitch paper should contain the following information in the following order:

Cover Sheet (see Attachment C for format, not included in two page limit);

Quad Chart (see Attachment E for format, included in two page limit);

One page summary capturing information not included in the Quad Chart or Cover

Sheet abstract to include:

o Technical Approach and Critical Path: Describe the main research goals, and main tasks and methodologies to be employed to achieve these goals. Point out the critical research path to the proposed investigation, to include what will specifically be accomplished during the initial phase(s) of the effort to achieve research objectives.

o Team Capability and Experience: List and describe the extent of your team’s past experience and current capabilities to successfully execute the proposed research project.

o Management Approach: Provide a summary description of the management structure and approach for the effort.

5.2.3 Pitch Paper Review Process

Pitch papers will go through an informal review process instead of a formal evaluation as described in Section 6. During this review process, pitch papers will be reviewed by subject matter experts that are Federal employees. The reviewers can also seek the assistance of

SETA and SESP support contractors, who have signed appropriate non-disclosure agreements. For additional information about the use of non-federal advisors in the evaluation process, see Section 6.3, Notification to Offerors of Contractors Support Services for proposal Evaluation Process.

If the pitch paper is found to be responsive to the topic, CWMD will schedule a brief (no more than 15 minute) scientific engagement discussion with the Offeror. The primary purpose of the scientific engagement discussion is for the Government to learn more about the proposed research concept, the potential Offeror, and their capabilities. The Government will not be obligated by these discussions and nothing discussed will authorize the potential

Offeror to work, start work, or bill for work. During these scientific discussion engagement sessions, CWMD:

Will ask clarifying questions about the information provided in the pitch paper. This includes questions to get an understanding of the advantages and issues associated with a particular technical approach or business practice.

Will not attempt to replace the potential Offeror’s original ideas with their own.

Will not share ideas of technical solutions that were provided by another potential source.

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Will not provide information concerning the objectives/requirements of the topic to one potential Offeror without providing the information to all potential Offerors.

Pitch papers will be reviewed against two (2) criteria, in descending order of importance:

Strategic Impact and Technical Approach, which are described in 5.3.2.1, below.

After this review, CWMD will promptly notify potential Offerors, either encouraging or not encouraging submission of a proposal. It is anticipated that responses will be provided no later than 10 days after the pitch paper deadline. If a proposal submission is not encouraged, the general basis for the opinion not encourage further participation will be provided. If a proposal submission is encouraged, comments and questions regarding the pitch paper submission will be provided, which may include comments regarding the potential Offeror’s apparent Capability and Experience and Management Approach.

5.3 Proposal Format and Submission Process

CWMD will not reimburse Offerors for any proposal preparation costs.

5.3.1 Proposal Submission Instructions

The evaluation of proposals submitted in response to each Topic Solicitation shall follow either the Single Phased Evaluation Process, or the Two Phased Evaluation Process (see

Section 1.6). The terms of each Topic Solicitation will dictate the evaluation process the

Government will use for proposal evaluation. Offerors shall submit proposals no later than the deadline set forth in the notification letters encouraging proposal submission (if the Offeror utilized the Two-Phased Evaluation Process), or the deadline set forth in the specific Topic Solicitation (if the Single Phased Evaluation Process is being followed).

Offerors shall submit proposals in electronic format and email their proposals to the inbox – CWMDOBAA@hq.dhs.gov. If a Two Phased Evaluation Process is being used, an Offeror may choose to alter its ideas, concepts, technical approaches, etc. or expand on its original ideas reflected in the Offeror’s pitch paper (if submitted) at any time after the submission of the Offeror’s pitch paper and prior to the Offeror’s submission of its proposal. Exchanges between the Government and a potential

Offeror regarding the potential Offeror’s pitch paper are not binding.

Proposals shall remain valid from the date of submission for at least six (6) months.

Proposals consist of three separate documents described in detail below:

Volume I: Technical and Management proposal (Not to exceed 16 pages. The cover sheet (Attachment D) will not be included in the 16 page limit);

Volume II: Supplemental Data (Not to exceed 30 pages);

Volume III: Cost proposal (no page limit).

Volume I is the primary document to be evaluated by the technical reviewers, with

Volumes II and III providing supporting information. Note that Volume I should be a stand-alone document, describing, consistent with section 5.3.2 below, the material aspects of the proposed effort. The supplemental material in Volumes II and III are mailto:CWMDOBAA@hq.dhs.gov

17 | P a g e intended to support Volume I’s statements and ensure compliance with non-technical aspects of the solicitation. All volumes will be evaluated by the Contracting Officer to ensure compliance with the requirements of the OBAA. For instance, Volume III will serve as the formal cost submission for future contracting discussions should the proposal be recommended for award from a technical aspect.

Specific guidance is provided below regarding the email and proposal file name format.

In the email subject line, please use “CWMD OBAA Proposal Submission for

<organization>, Topic Solicitation No. 70RDND(FY)R000000##”

Each proposal file name will include the following: “CWMDOBAA-VOL#-FP-0#-XXXX,” where “VOL#” = volume number, “0#” = number of proposal submission, and “XXXX” = four letter character shortcut for organization name.

Example: Company A, Inc.’s submission for one proposal comprised of the three separate files in the attached email:

Subject: CWMD OBAA proposal Submission for Company A

Volume I file name: CWMDOBAA-VOL1-FP-01-COMA (.pdf file)

Volume II file name: CWMDOBAA-VOL2-FP-01-COMA (.pdf file)

Volume III file name: CWMDOBAA-VOL3-FP-01-COMA (.xls or .xlsx file)

The email for the proposal submission should at least include the following information:

Organization: Company A, Inc.

Submitted by: <first last name>, <project title>, <email of submitter>

Topic Solicitation No.: 70RDND(FY)R000000##

Attached Files for Submissions:

1. Volume 1 – CWMDOBAA-VOL1-FP-01-COMA.pdf

2. Volume 2 – CWMDOBAA-VOL2-FP-01-COMA.pdf

3. Volume 3 – CWMDOBAA-VOL3-FP-01-COMA.xls (or .xlsx)

Request for receipt confirmation? (YES or NO)

Hard copy, facsimile, or hand delivered proposals are not permitted or accepted, except for classified proposals (see Section 8.4).

Offerors shall submit their proposals well in advance of the proposal submission deadline, in order to ensure completion of the electronic submission process no later than the date and time of the deadline, as set forth in the particular Topic Solicitation. Any proposal submissions received by the Government after the submission deadline will not be accepted unless receipt of the proposal would not unduly delay the acquisition and it was the only proposal received. It is highly encouraged that Offerors do not wait until the last minute to submit their proposal(s).

5.3.2 Format and Content of Proposals

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The three-volumes consist of three separate electronic files, which may need to be delivered to the Government in separate emails but may be transmitted in a single email if size limitations permit. Volumes I and II will only be accepted in PDF format. Volume III will only be accepted in Microsoft Excel format (only .xls and .xlsx files are acceptable). The maximum file size for each volume is 20 MB. Memory sizes of graphic images should be minimized before insertion into any of the files and should support clear display and document printing. Non-conforming proposals may be rejected without review.

Proposal content may vary between Topic Solicitations, and will be detailed in individual

Topic Solicitations.

5.3.2.1 Volume I, Technical and Management proposal

Volume I shall provide the primary technical and management description of the proposal.

Volume I is the primary document to be evaluated by the technical reviewers, with

Volumes II and III used as supplementary material. Volume I shall not exceed sixteen (16) pages of standard size (8.5” by 11”) using 1” margins in 12 pt fonts or larger for text and 9-point fonts or larger for pictures, figures, tables and charts for all Topic Solicitations.

Volume I shall include the sections described below. The section headings below are mandatory, the page limits for each section are suggestions, and only the overall limit of 16 pages will be considered during compliance checks. Proposals for which Volume I exceeds the 16 page limit will have any pages above the 16 page limit removed and those pages will not be reviewed or evaluated.

Quad Chart (1 page)

The general Quad Chart can be found in Appendix C. The proposal Quad Chart content does not have to be the same as the pitch paper Quad Chart, but should be in a similar format.

Strategic Impact (1.5 Pages)

Describe how the intended research will provide strategic impact to the CWMD mission to counter attempts by terrorists or other threat actors to carry out an attack against the United

States or its interests using a weapon of mass destruction.

What CWMD need(s) is/are being addressed and discuss the impact on that need(s) if the project were successful?

What is the expected performance of the technology or system with respect to the research Topic Solicitation objectives and/or current-state-of-art? What are the quantitative performance improvements expected?

How will this performance dramatically reduce the technical, performance or cost risks in achieving CWMD mission objectives?

What are the envisioned transition activities for the resulting technology, to include identification of CWMD end user?

Technical Approach and Implementation (7.5 Pages)

Technical Approach (3.0 pages)

This narrative section should describe in detail what is intended to be accomplished and the premise or theory justifying the approach taken. It should describe the fundamental principle, premise or theory that the work will explore, the scientific approach being pursued to explore

19 | P a g e this premise, and how the results or data from the effort will be analyzed and/or evaluated.

This section should also provide some detail as to why this particular approach was taken, and an estimate of the risk in achieving research goals. In developing the technical approach, the following should be considered:

Is there a clear understanding of the research objectives and driving goals?

Are the research objectives/goals clearly supported by appropriate performance modeling, analysis or existing literature, and are quantitative performance metrics defined, as appropriate?

What technological choices were made and why, including trade studies which were made and alternate technologies/approaches which were considered?

What is the likelihood the research goals are achievable as proposed in pursuit of the stated research objectives?

Technical Implementation (4.5 Pages)

This Section should provide a detailed outline of the plans and rationale for technical implementation including a summary of proposed tasks (work breakdown structure) for each phase of the effort. The discussion of Phase I tasks is expected to be more comprehensive than those of the follow-on phases. The narrative should answer the following questions:

What key research or development tasks are needed to execute the effort?

Is the technical plan clear, detailed and complete so as to fully explain how research objectives will be met?

Have likely risks in the proposed technical approach been identified and is there a risk mitigation strategy?

What is the critical path and milestones for the effort? Have methods been proposed for assessing technical progress?

Capability and Experience (2.5 Pages)

This section should provide an overview of the team composition and experience, and must include short biographies of all key personnel. This section should address the following:

Team’s understanding of past scientific and technical accomplishments and the current state-of-the art knowledge or technology;

Prior experience and performance of the team (to include history of subcontractor performance, if applicable) in related efforts demonstrating an ability to perform innovative research and deliver results/products within proposed budgets/schedules.

Completeness of the proposed team. That is, are key personnel and partners identified who have the required range of competencies to execute this effort?

1-2 paragraph biographies for each key team member to include education, relevant experience and proposed roles; and

Ongoing related efforts of each team member, with source and level of funding.

Explain, as appropriate, how ongoing or relatively recent efforts relate to the proposed work.

Management Approach (2 Pages)

This section should provide an overview of the proposed management approach, tools, and management processes to be used to execute the project. This section must provide:

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Delineation of schedule, phasing and milestones via integrated master plan and schedule (including all hardware deliverables and reviews). The schedule shall be presented in a Gantt chart.

Delineation of roles, responsibilities and coordination among all team members and organizations, to include description of subcontractors (if applicable) will be managed;

Approach for project management including management experience of the team and use of appropriate management tools, as applicable

If necessary, a brief summary of required information, facilities, equipment, materials and data which must be provided by the Government to support the proposed work;

If necessary, a security plan that describes the rationale for what aspects of the work need to be protected, at what level, and proposed strategy for doing so.

Cost/Price (1.5 Pages)

This section should provide an overview of the total cost of the proposed work. This section must provide:

The type of award vehicle proposed.

A narrative description of the cost and cost-estimation approach.

Cost allocation among team members summed over all phases.

An itemized description of any individual material and supplies or capital equipment item that exceeds $10K.

A listing costs per task for Phase I, itemized as shown in the table below.

Task Labor

($k)

Materials and

Supplies ($k)

Capital

Equipment

($k)

Travel

($k)

Subcontracts

($k) Total ($K)

N

Total

A listing of costs per phase, over the entire project, itemized as shown in the table below.

Phase Labor

($k)

Materials and

Supplies ($k)

Capital

Equipment

($k)

Travel

($k)

Subcontracts

($k) Total ($k)

I

V

Total

Note 1 – For each Subcontractor and Consultant cost, the prime Offeror must submit a detailed breakdown by labor, materials, equipment, travel and other costs.

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5.3.2.2 Volume II, Supplemental Data proposal

Volume II, the Supplemental Data proposal, will be used to ensure the proposal guidelines have been met. Volume II may not exceed thirty (30) pages of standard size (8.5” by 11”) using 1” margins in 12 pt fonts or larger. The first two sections are mandatory (Resumes and Statement of Work); the other sections (Technical Approach, Management Approach, Small Business Considerations, Employee Eligibility Verification, and Assertion of Data

Rights) are optional.

Resumes

Provide a resume for each key personnel listed in Volume I. A list of relevant publications

(if any) must also be included. Each resume shall be no more than two (2) pages.

Statement of Work

Provide a detailed statement of work (SOW), by task, for all phases of the proposed work using the template provided. Tasks and sub-tasks up to three levels are recommended for efforts of high complexity. Quantitative performance or time milestones must be defined.

Describe all deliverables proposed under this effort, including data, software, and reports, material or systems consistent with objectives of the work involved.

Technical Approach

Provide additional or supplemental technical information and data not included in Volume

I.

Management Approach

Provide additional or supplemental information describing how the overall effort will be managed.

Small Business Considerations

Proposals that exceed $750,000, except for those submitted by small business concerns, must include a Small Business Subcontracting Plan, in accordance with FAR Subpart 19.7 and FAR 52.219-9. The Small Business Subcontracting Plan is included in the 30 page limit. Although the Small Business Subcontracting Plan is required to be included in the proposal, the Small Business Subcontracting Plan is not an evaluated factor. Proposals that do not include a required Plan will receive no further consideration.

Regardless of the proposed dollar value, all Offerors shall indicate their business size status and list all subcontractors and their business size statuses. All Offerors are encouraged to offer subcontracting opportunities to small businesses to the maximum extent practicable.

Employment Eligibility Verification

Include a statement specifying compliance with FAR Clause 52.222-54.

Assertion of Data Rights

Include a summary…