Attachment 7 - DoD Protege Pilot Cost Spreadsheet v1 15Nov24.xlsx

XLSX spreadsheet 85 KB Posted

Attached to
USAF Fiscal Year 2025 Mentor Protege Program Open Call
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About this file

This is a cost spreadsheet template for Department of Defense Mentor-Protege Program proposals. The Excel workbook contains detailed instructions and multiple tabs for capturing all costs associated with a mentor-protege agreement, including facility/equipment costs, labor rates, subcontractor costs, materials, and other direct costs (ODC) across a base year and two option years. The spreadsheet requires detailed breakdowns of equipment specifications, manufacturer information, installation timelines, labor categories, hourly rates, and supporting documentation for all cost elements.

The template is designed to auto-populate a program summary that shows total costs for both protege and mentor firms across key categories: labor, subcontractors, materials, ODCs, and facility/equipment. All costs must be substantiated with quotes, catalogs, or other supporting documentation. The spreadsheet supports the USAF FY2025 Mentor Protege Program open call announcement, which has a submission deadline of January 31, 2025 for tentative agreement packages. This is a template document that does not contain actual cost data or specific requirements.

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Instructions

Protégé Pilot Initiative (PPI) Cost Spreadsheet Instructions
This instruction is a guide to completing this Excel Workbook. It is intended to provide an overarching view of the information an offeror must provide with its proposal in order for the Department of Defense Office of Small Business Programs to conduct a thorough evaluation of proposed cost and/or price elements.

All cost elements must be indicated on the Pilot Protégé Cost Spreadsheet and submitted in Microsoft Excel format.

Supporting Cost Data Notes
1Sufficient details must be provided to substantiate the cost estimates.
a.A quote or copy from a catalog (identify catalog, its date and the appropriate pages) for the offered items, or a
copy of price lists (published or unpublished) (e.g., wholesale, original equipment manufacturer, or reseller)
2A description of the method used to estimate costs and supporting documentation.
3All subcontractor proposal documentation shall be prepared at the same level of detail as that required of the offeror.
Completing the Pilot Protégé Project Cost Spreadsheet
Program Summary Tab
Note: Cost Data on this sheet is auto populated from Facility-Equipment Tabs, Labor-Subcontract-Material and ODC Tabs, and Mentor Administrative Labor tabs

Facility – Equipment Tabs

Protégé Company:Enter Protégé Company Name
Mentor Company:Enter Mentor Company Name
Sponsoring Agency:Enter Agency Name (i.e., Navy, MDA, etc.)
Agreement Number:Enter agreement number. If not awarded yet, enter TBD
Agreement Yr. ProposedIndicate Agreement Year Associated with this Proposal (e.g., Base, Option Year1, etc.)
Submittal Date:Enter the date in MM/DD/YYYY format
Column B – Facility or Equipment: Indicate whether expense is related to Facility Upgrade or Procurement of Equipment.
Column C – Equipment or Supporting Facility Upgrades Description: Provide a description of the equipment and any supporting facility upgrades required. Examples of Supporting Facility Upgrades include: Electrical upgrades, minor foundation upgrades, minor building improvements.
Column D – Manufacturer: Identify the equipment manufacturer.
Column E – Model and Part Number: Identify the equipment model and or part number (to indicate model numbers of accessories that are included in the total price enter the main piece of equipment first, then list accessory model numbers.)
Column F – Quote/Proposal Provided By (Supplier): Provide the Name of the company providing the Quote/Proposal.
Column G – Quote/Proposal #: Identify the unique quote/proposal number.
Column H – Price on Quote/Proposal: Provide the total cost in USD for the proposed equipment or construction effort as indicated in the quote.
Column I – Total Quantity Requested: Provide the total quantity that is being requested as part of this proposal. NOTE: For construction efforts the quantity should be 1.
Column J – Total Cost: Provide the total cost in USD of the quantity requested as part of this proposal. This column amount is auto generated.
Column K – Planned Purchase Date: Indicated your planned purchase date in “Month/Year” format.
Column L – Equipment Order Lead Time: Provide the schedule/lead time (in weeks) for the equipment order.
Column M – Installation: Provide the schedule/lead time (in weeks) to complete installation of any equipment or item proposed.
Column N – Testing/Calibration: Provide the schedule/lead time (in weeks) to complete testing and calibration of equipment.
Column O – Total Period of Performance: Provide the estimated total period of performance (in weeks) in order for the quoted item to be operational. For the purposes of this column operational means ready for production use.
Column P – Notes or Comments: Provide any additional information that may impact the data provided such as:
· Identify if a construction effort line item directly correlates to the operational status of another line item.
· Events that need to take place that are not part of the proposal (e.g. construction, obtaining permits, local authority inspections).
· Identify if there is an equipment installation sequence that may impact operational date estimates.
· Provide Expiration Date of any quotes/proposals.
· Explain the need for any “upgrade packages” or “accessories” included in the quote.
Labor - Subcontractor - Material - ODC Tab
Column B - Period of Performance: Indicate how many months it will take to complete the project from time of award.
Column C – Labor / Engineering / Qualification Description: Provide a description of the effort
Column D – Internal Labor Category & Job Title: For each effort identify the required Internal Labor Category and Job Title.
Column E – Hourly Labor Rate: Indicate the hourly rate in US dollars for each Labor Category identified in Column D.
Column F – Labor Hours: Indicate the number of labor hours for each Labor Category identified in Column D.
Column G – Total Cost of Labor: Indicate the total cost of labor in USD for each Labor Category by multiplying Columns E and F (auto generated by formula).
Column H – Required Supporting Subcontractor or Material: List Supporting Subcontractors and material needed to complete the effort.
Column I–Supporting Subcontractor Costs: Indicate the total cost quoted by the Required Supporting Subcontractor. The cost may include material cost and shipping (Provide quote on company letterhead with a breakdown that itemizes subcontractor, material and shipping costs)
Column J – Material Cost: Indicate the total cost of Material in USD.
Column K – Material Shipping Costs: Indicate the cost of shipping in USD.
Column L - Total Material Costs: Indicate the total cost of the material in USD by adding Columns J and K (auto generated by formula).
Column M – Required ODC Cost Description: Indicate total Other Direct Costs (ODC) such as required travel associated with this effort.
Column N – Total ODC Cost: Provide total cost of ODC. Note for required travel, include travel estimate including Per Diem limits for destination location with proposal backup.
Column O – Grand Total: Labor - Subcontractor - Material - ODC Cost: Indicate in the grand total cost of each line by adding Columns G, I, L and N (auto generated by formula).

All quotes must be supported on appropriate company letterhead (i.e., Labor, Supporting Subcontractor, Material and Shipping Costs)

Mentor Administrative Labor Tab
Column B - Period of Performance: Indicate how many months are included in this project from time of award.
Column C – Administrative Labor / Qualification Description: Provide a description of the effort. (i.e. Invoicing, reporting)
Column D - Labor Category : Title of position (i.e. PM, contracting, finance)
Column E – Rate: DCAA approved rate
Column F – Hours: Time it take to complete task.
Column G – Total administrative labor: This is the total cost of hours expended times the rate to perform the task required. This column amount is auto generated.

Program Summary Protégé Pilot Initiative (PPI) Summary Cost Spreadsheet

Protégé Company:Description of Effort: (Can be taken from Application Submission)
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:
Submission Date:
Protégé Project Cost
CategoryBase YrOpt Yr 1Opt Yr 2Total
Labor:$0.00$0.00$0.00$0.00
Subcontractor:$0.00$0.00$0.00$0.00
Material:$0.00$0.00$0.00$0.00
ODC:$0.00$0.00$0.00$0.00
Facility / Equipment:$0.00$0.00$0.00$0.00
Total$0.00$0.00$0.00$0.00
Mentor Project Cost
CategoryBase YrOpt Yr 1Opt Yr 2Total
Labor:$0.00$0.00$0.00$0.00
Total$0.00$0.00$0.00
Total Project Cost
Protégé and Mentor:Base YrOpt Yr 1Opt Yr 2Total
Total$0.00$0.00$0.00$0.00

Facility - Equipment Base Year Protégé Pilot Initiative (PPI) Cost Spreadsheet Facility - Equipment

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Supplier and Part IdentificationQuote InformationSchedule / Lead Time (Weeks)
Submission Date:

Item Facility or Equipment Priority Rating Equipment or Supporting Facility Upgrades

DescriptionManufacturerModel and Part NumberQuote/Proposal
Provided By (Supplier)Quote / Proposal
(#)Quote / Proposal
($)Quantity Requested
(#)Total Cost
($)Planned Purchase Date
(Month/Year)Equipment Order Lead Time
(Weeks)Installation
(Weeks)Testing/ Calibration
(Weeks)Total Period of Performance
(Weeks)Notes or Comments
1$0.00$0.00
2$0.00$0.00
3$0.00$0.00
4$0.00$0.00
5$0.00$0.00
6$0.00$0.00
7$0.00$0.00
8$0.00$0.00
9$0.00$0.00
10$0.00$0.00
11$0.00$0.00
12$0.00$0.00
13$0.00$0.00
14$0.00$0.00
15$0.00$0.00
16$0.00$0.00
17$0.00$0.00
18$0.00$0.00
19$0.00$0.00
20$0.00$0.00
21$0.00$0.00
22$0.00$0.00
23$0.00$0.00
24$0.00$0.00
25$0.00$0.00

Total $0.00 $0.00

Facility - Equipment Opt Yr 1 Protégé Pilot Initiative (PPI) Cost Spreadsheet Facility - Equipment

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Supplier and Part IdentificationQuote InformationSchedule / Lead Time (Weeks)
Submission Date:

Item Facility or Equipment Priority Rating Equipment or Supporting Facility Upgrades

DescriptionManufacturerModel and Part NumberQuote/Proposal
Provided By (Supplier)Quote / Proposal
(#)Quote / Proposal
($)Quantity Requested
(#)Total Cost
($)Planned Purchase Date
(Month/Year)Equipment Order Lead Time
(Weeks)Installation
(Weeks)Testing/ Calibration
(Weeks)Total Period of Performance
(Weeks)Notes or Comments
1$0.00$0.00
2$0.00$0.00
3$0.00$0.00
4$0.00$0.00
5$0.00$0.00
6$0.00$0.00
7$0.00$0.00
8$0.00$0.00
9$0.00$0.00
10$0.00$0.00
11$0.00$0.00
12$0.00$0.00
13$0.00$0.00
14$0.00$0.00
15$0.00$0.00
16$0.00$0.00
17$0.00$0.00
18$0.00$0.00
19$0.00$0.00
20$0.00$0.00
21$0.00$0.00
22$0.00$0.00
23$0.00$0.00
24$0.00$0.00
25$0.00$0.00

Total $0.00 $0.00

Facility - Equipment Opt Yr 2 Protégé Pilot Initiative (PPI) Cost Spreadsheet Facility - Equipment

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Supplier and Part IdentificationQuote InformationSchedule / Lead Time (Weeks)
Submission Date:

Item Facility or Equipment Priority Rating Equipment or Supporting Facility Upgrades

DescriptionManufacturerModel and Part NumberQuote/Proposal
Provided By (Supplier)Quote / Proposal
(#)Quote / Proposal
($)Quantity Requested
(#)Total Cost
($)Planned Purchase Date
(Month/Year)Equipment Order Lead Time
(Weeks)Installation
(Weeks)Testing/ Calibration
(Weeks)Total Period of Performance
(Weeks)Notes or Comments
1$0.00$0.00
2$0.00$0.00
3$0.00$0.00
4$0.00$0.00
5$0.00$0.00
6$0.00$0.00
7$0.00$0.00
8$0.00$0.00
9$0.00$0.00
10$0.00$0.00
11$0.00$0.00
12$0.00$0.00
13$0.00$0.00
14$0.00$0.00
15$0.00$0.00
16$0.00$0.00
17$0.00$0.00
18$0.00$0.00
19$0.00$0.00
20$0.00$0.00
21$0.00$0.00
22$0.00$0.00
23$0.00$0.00
24$0.00$0.00
25$0.00$0.00

Total $0.00 $0.00

Labor- SubK - Matrl-ODC Base Yr Protégé Pilot Initiative (PPI) Cost Spreadsheet Protégé Labor - Subcontractor - Material - ODC

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Protégé LaborSupporting Subcontractor or MaterialODCGrand Total Cost

Submission Date:

ItemPeriod of Performance
(Months)Labor / Engineering / Qualification DescriptionInternal Labor Category
Job TitleHourly Labor Rate
($)Labor HoursTotal Cost of Labor
($)Required Supporting Subcontractor or MaterialSupporting Subcontractor Cost
($)Material Cost
($)Material Shipping Cost
($)Total

Material Cost

($)Required ODC Cost DescriptionTotal ODC Cost ($)
1$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
2$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
3$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
4$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
5$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
6$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
7$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
8$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
9$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
10$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
11$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
12$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
13$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
14$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
15$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
16$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00

Total 0 $0.00 Total $0.00 $0.00 $0.00 $0.00 Total $0.00 $0.00

Labor- SubK - Matrl-ODC Opt 1 Protégé Pilot Initiative (PPI) Cost Spreadsheet Protégé Labor - Subcontractor - Material - ODC

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Protégé LaborSupporting Subcontractor or MaterialODCGrand Total Cost

Submission Date:

ItemPeriod of Performance
(Months)Labor / Engineering / Qualification DescriptionInternal Labor Category
Job TitleHourly Labor Rate
($)Labor HoursTotal Cost of Labor
($)Required Supporting Subcontractor or MaterialSupporting Subcontractor Cost
($)Material Cost
($)Material Shipping Cost
($)Total

Material Cost

($)Required ODC Cost DescriptionTotal ODC Cost ($)
1$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
2$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
3$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
4$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
5$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
6$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
7$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
8$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
9$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
10$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
11$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
12$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
13$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
14$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
15$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
16$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00

Total 0 $0.00 Total $0.00 $0.00 $0.00 $0.00 Total $0.00 $0.00

Labor- SubK - Matrl-ODC Opt 2 Protégé Pilot Initiative (PPI) Cost Spreadsheet Protégé Labor - Subcontractor - Material - ODC

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Protégé LaborSupporting Subcontractor or MaterialODCGrand Total Cost

Submission Date:

ItemPeriod of Performance
(Months)Labor / Engineering / Qualification DescriptionInternal Labor Category
Job TitleHourly Labor Rate
($)Labor HoursTotal Cost of Labor
($)Required Supporting Subcontractor or MaterialSupporting Subcontractor Cost
($)Material Cost
($)Material Shipping Cost
($)Total

Material Cost

($)Required ODC Cost DescriptionTotal ODC Cost ($)
1$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
2$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
3$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
4$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
5$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
6$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
7$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
8$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
9$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
10$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
11$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
12$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
13$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
14$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
15$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00
16$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00

Total 0 $0.00 Total $0.00 $0.00 $0.00 $0.00 Total $0.00 $0.00

Mentor Labor Base Yr Protégé Pilot Initiative (PPI) Cost Spreadsheet Mentor Labor

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Mentor Labor
Submission Date:
ItemPeriod of Performance
(Months)Administrative Labor /
Qualification DescriptionInternal Labor Category
Job TitleHourly Labor Rate
($)Labor Hours
(#)Total Cost of Labor
1$0.00$0.00
2$0.00$0.00
3$0.00$0.00
4$0.00$0.00
5$0.00$0.00
6$0.00$0.00
7$0.00$0.00
8$0.00$0.00
9$0.00$0.00
10$0.00$0.00
11$0.00$0.00
12$0.00$0.00
13$0.00$0.00
14$0.00$0.00
15$0.00$0.00
16$0.00$0.00

Total 0 $0.00

Mentor Labor Opt Yr 1 Protégé Pilot Initiative (PPI) Cost Spreadsheet Mentor Labor

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Mentor Labor
Submission Date:
ItemPeriod of Performance
(Months)Administrative Labor /
Qualification DescriptionInternal Labor Category
Job TitleHourly Labor Rate
($)Labor Hours
(#)Total Cost of Labor
1$0.00$0.00
2$0.00$0.00
3$0.00$0.00
4$0.00$0.00
5$0.00$0.00
6$0.00$0.00
7$0.00$0.00
8$0.00$0.00
9$0.00$0.00
10$0.00$0.00
11$0.00$0.00
12$0.00$0.00
13$0.00$0.00
14$0.00$0.00
15$0.00$0.00
16$0.00$0.00

Total 0 $0.00

Mentor Labor Opt Yr 2 Protégé Pilot Initiative (PPI) Cost Spreadsheet Mentor Labor

Protégé Company:
Mentor Company:
Sponsoring Agency:
Contract Number:
Agreement Yr. Proposed:Mentor Labor
Submission Date:
ItemPeriod of Performance
(Months)Administrative Labor /
Qualification DescriptionInternal Labor Category
Job TitleHourly Labor Rate
($)Labor Hours
(#)Total Cost of Labor
1$0.00$0.00
2$0.00$0.00
3$0.00$0.00
4$0.00$0.00
5$0.00$0.00
6$0.00$0.00
7$0.00$0.00
8$0.00$0.00
9$0.00$0.00
10$0.00$0.00
11$0.00$0.00
12$0.00$0.00
13$0.00$0.00
14$0.00$0.00
15$0.00$0.00
16$0.00$0.00

Total 0 $0.00

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