Attachment_D_Proposal_Volume_2_Instructions_Template.docx

HR001125S0014 Volume 2: Cost Volume Template Source Selection Information – See FAR 2.101 and 3.104 HR001125S0014 CoasterChase BAA Cost Proposal Instructions and Volume II Template

The Cost Volume must address the full program (base and option) and must include all components described herein. No page limit is specified for the Cost Volume. Information incorporated into the Cost Volume that is not related to cost will not be considered.

Proposers requesting a Procurement Contract must use this form.

Proposers requesting a Cooperative Agreement should not complete this form but must complete the SF424 (R&R) Budget form through Grants.gov (instructions here: Proposer Instructions: Grants/Cooperative Agreements).

All proposers must also use Attachment E: Streamlined Cost Proposal Spreadsheet regardless of requested award type.

All submissions must be written in English with type no smaller than 12-point font. All pages shall be formatted for printing on 8-½ by 11-inch paper. Margins must be 1-inch on all sides.

The Cost Volume must be in PDF or Microsoft Word formats. Spreadsheet files must be included as a separate file in the full proposal package. Copies of all documents submitted must be clearly with the DARPA BAA number, proposer organization, and proposal title.

The Government requires that proposers use the provided Attachment E: Streamlined Cost Proposal Spreadsheet in the development of their cost proposals. The prime organization and all subcontractors must submit individual cost proposals using the DARPA Streamlined Cost Proposal Spreadsheet. Totals for subcontractor/subawardee cost spreadsheets must match the associated costs in the cost spreadsheet for the prime organization. All tabs and tables in the cost proposal spreadsheet should be developed in an editable format with calculation formulas intact to allow traceability of the cost proposal. Any costs for international performers or subcontractors/subawardees must be converted to U.S. dollars. Using the provided cost proposal spreadsheet will assist the Government in a rapid analysis of your proposed costs and, if your proposal is selected for award, speed up the negotiation and award execution process. In addition to using the cost proposal spreadsheet, the cost proposal still must include all other items required in this announcement that are not covered by the editable spreadsheet.

Costs must be traceable between the prime proposer and all subawardees/consultants, as well as between the cost volume and the statement of work (SOW). This includes ensuring a consistent task structure across all proposal documents. For example, if the SOW shows a task 1.1, then the cost proposal spreadsheet should show a task or a tab 1.1 and an explicit cost for that task. Cost information must be provided in sufficient detail to substantiate the proposed prices.

The prime proposer is responsible for the compilation and submission of all non-proprietary subawardee cost proposals. Proposal submissions will not be considered complete until the Government has received all subawardee cost proposals.

HR001125S0014 CoasterChase Volume II (Cost) Source Selection Sensitive – See FAR 2.101 and FAR 3.104 Proprietary subcontractor/subawardee cost proposals may be included as part of the Cost Volume or emailed separately by the subawardee to the email address listed in the Overview Information section of the BAA. Email messages must include “Subawardee Cost Proposal” in the subject line and identify the principal investigator, prime proposer organization, and proposal title in the body of the message.

HR0011XXS00XX Volume 2 1 2 | Page

COVER SHEET

[PRIME ORGANIZATION LOGO]

Proposal Title

Proposer Organization

Proposer Reference Number, if any

Address:

Telephone:

Email:

Address:

Telephone:

Email:

Organization:

Organization Type:

Place(s) of Performance

Period(s) of Performance

Months

Year 2: $ Total: $

SAM.gov Unique Entity ID (UEI)[endnoteRef:2] [2: The SAM-generated UEI becomes the official identifier for doing business with the U.S. Government. This replaces DUNS.]

Taxpayer identification number (TIN)[endnoteRef:3] [3: See https://www.irs.gov/individuals/international-taxpayers/taxpayer-identification-numbers-tin for information on requesting a TIN. Note, requests may take from 1 business day to 1 month depending on the method (online, fax, mail).]

Commercial and Government Entity (CAGE) code[endnoteRef:4] [4: A CAGE Code identifies companies doing or wishing to do business with the Federal Government.]

Administration Office POC at Defense Contract Management Agency (DCMA)[endnoteRef:5] or Office of Naval Research (ONR)[endnoteRef:6], if known [5: https://pubapp.dcma.mil/CASD/CasdSearch.do.] [6: http://www.onr.navy.mil/Contracts-Grants/Regional-Contacts.aspx.]

Name:

Address:

Telephone:

Audit Office POC at Defense Contract Audit Agency (DCAA)[endnoteRef:7], if known [7: http://www.dcaa.mil/Home/Locator?title=Locator]

Name:

Address:

Telephone:

Date Proposal was Prepared

Proposal Validity Period (minimum 120 days)

1. Cost Summary Provide the following cost summary information:

· Cost Summary by Phase:

· Provide total effort cost by phase (or by base effort and options) and by contractor fiscal year. Costs must be broken down by major cost items to include labor costs, materials, travel, consultants, subawards, other direct charges (ODCs), indirect costs (overhead, fringe, general and administrative (G&A)), and any proposed fee for the project. Proposers are required to use Attachment E: Streamlined Cost Proposal Spreadsheet to provide the detailed cost summaries for each phase (or base effort and any proposed options) by contractor fiscal year.

2. Cost Details Provide the cost details broken down by the following. Include supporting documentation describing the method used to estimate costs:

· Phase

· Contractor fiscal year

· Month

· Statement of work task

3. Direct Labor Provide individual labor categories or persons with associated labor hours (as a percentage of full-time effort, FTE) and direct labor rates, with justification. In addition, in order to assess the cost realism of each task and subtask, each task and subtask should include all proposed labor categories with associated labor hours proposed.

4. Indirect Costs Identify all indirect cost rates (Fringe Benefits, Overhead, G&A, Facilities Cost of Money, etc.) and the basis for each.

5. Materials Provide an itemized list of all proposed materials, including quantities, unit prices, proposed vendors (if known), and the basis of estimate (e.g., quotes, prior purchases, catalog price lists, etc.). DO NOT list all material costs under a single item or single category (e.g. “chemical costs, qty. 1, unit price: $20,000). A correct and appropriate example is shown below:

For materials and supplies whose cost is not disclosed on the vendor websites, include supporting documentation. Any item that exceeds $5,000 must be be allocated to the equipment tab with backup documentation, such as a copy of catalog price lists or quotes prior to purchase.

6. Equipment Purchases Provide an itemized list of all proposed equipment, including quantities, unit prices, proposed vendors (if known), and the basis of estimate (e.g., quotes, prior purchases, catalog price lists, etc.). Any item that exceeds $5,000 must be supported with backup documentation, such as a copy of catalog price lists or quotes prior to purchase. Include any requests for Government-furnished equipment or information with cost estimates and delivery dates.

7. Travel It is expected that there will be travel costs associated with programmatic events, such as program kick-off and review. Provide the purpose of the trip, number of trips, number of days per trip, departure and arrival destinations, number of people, etc. Quotes for airfare must be provided. The first and last day of travel must be charged at 75% for Meals and Incidental Expenses (M&IE). For lodging and M&IE, proposers must use federal per diem rates found at: https://www.gsa.com.

8. Other Direct Costs (ODCs) Provide an itemized breakdown with costs.

· If shared facility use is proposed, include charge sheets and delineate costs associated with facility access, equipment usage fees, and material fees Each fee must have its own line in the ODC tab (e.g. “facility access fee,” qty. 5, unit price: $30, etc...).

· Costs related to animals, such as the purchase of animals, per diem rates for animal care and housing, and costs related to veterinarian services/technician services for animal care must be placed in this tab. These costs must be detailed in their quantity, how many units, the price per units, the total price, and the basis of estimate. DO NOT list all animal costs under a single item (e.g. “animal costs, qty: 1, unit price: $20,000).

· Publication costs are considered ODCs and must be allocated to the ODCs tab in the cost spreadsheet. Supporting documentation for this cost could include historical payments to analogous research journals for publication.

· Graduate research tuition remission costs should be allocated to the ODC tab of the cost-spreadsheet. Supporting documentation from the university or institution must be included.

· Any costs proposed for data management and data sharing should be allocated to the ODC tab of the cost-spreadsheet. Supporting documentation showing charges for proposed management must be included in the submission package.

Backup documentation must be submitted to support proposed costs. An explanation of any estimating factors, including their derivation and application, must be provided.

9. Cost Sharing Provide the source, nature, and amount of any industry cost-sharing.

10. Consultant Costs A consultant is an individual who provides professional or expert advice in a particular or specific area. Provide a copy of all consultants’ proposed SOWs as well as signed consultant agreements or other documents that verify the proposed loaded daily / hourly rate, hours, and any other proposed consultant costs (e.g., travel).

11. Subcontractor/Subawardee Costs For each proposed subcontractor/subawardee, provide the information requested above in Sections 1-7. All documentation must be prepared at the same level of detail as that required of the prime proposer.

Provide the following for all proposed subawardees, as applicable:

· A copy of the proposed SOW as well as any documents that verify the proposed loaded daily / hourly rate, hours, and any other proposed costs (e.g., travel).

· Interdivisional work transfer agreements or evidence of similar arrangements.

· A cost or price reasonableness analysis of proposed subawardee prices as defined in FAR 15.404-3. Such analysis shall indicate the extent to which the prime contractor has negotiated subcontract prices.

Note: Differences between subcontractors/subawardees, vendors, and consultants:

1. A Subcontractor: *issued to companies or institutions*

a. Performs a substantial portion of the work proposed in the Statement of Work (SOW) and/or Task Description Document (TDD).

b. Has responsibility in meeting goals of the Schedule of Milestones.

c. Has responsibility for some internal decisions and project design.

d. Retains intellectual property (IP) from the work produced by their personnel and may be included on publications in research journals on the proposed work.

Subcontractors are required to submit cost spreadsheets, and the cost associated with these subcontractors are accounted for in the appropriate Phase total tab of the prime organization’s cost spreadsheet.

2. A Vendor:

a. Is issued purchase orders for goods and services.

b. Provides similar goods and services for other customers during routine business operations.

c. Does not retain IP or ownership over deliverable products.

d. Competes for customers.

e. Does not seek authorship of publications.

Vendors are not required to submit cost spreadsheets. The prime organization is required to account for vendor costs in their cost spreadsheet under the “other direct costs” (ODCs) tab.

3. A Consultant:

a. May be a commercial or individual entity.

b. May have a deliverable that is not clearly defined and intermittent throughout the duration of the project.

c. Does not normally generate substantive, patentable products.

d. Usually has a fee based on a rate and operates on a “work for hire” basis.

Consultants are not required to submit cost spreadsheets. The prime organization is required to account for consultant costs in the consultants tab of the cost spreadsheet. Consultants must either provide a Statement of Work (SOW) or there must be a detailed description of effort. Number of hours, hourly rate, travel, and other costs must be accounted for the cost spreadsheet. Also required is a copy of the consulting agreement or other supporting documentation for the proposed consulting rate.

12. Rate Agreements Provide any available approved rate information or other documentation that may assist in expediting negotiations (e.g., Forward Pricing Rate Agreement, Department of Health and Human Services (DHHS), or Office of Naval Research (ONR) rate agreements).

13. Requirements for proposers requesting a procurement contract

· Certified Cost or Pricing Data

Per FAR 15.403-4, certified cost or pricing data shall be required if the proposer is seeking a procurement contract award per the referenced threshold unless the proposer requests and is granted an exception from the requirement to submit cost or pricing data. Certified cost or pricing data” are not required if the proposer proposes an award instrument other than a procurement contract (e.g., a grant, cooperative agreement, or other transaction.)

· Small Business Subcontracting Plan

Pursuant to Section 8(d) of the Small Business Act (15 U.S.C. § 637(d)) and FAR 19.702(a)(1), each proposer who submits a contract proposal and includes subcontractors might be required to submit a subcontracting plan with their proposal. The plan format is outlined in FAR 19.704.

· Approved Cost Accounting System Documentation

Proposers that do not have a Cost Accounting Standards (CAS) compliant cost accounting system that has been reviewed/approved by DCAA and considered adequate for determining accurate costs that are negotiating a cost-type procurement contract must complete an SF 1408. For more information about the CAS review process, see https://www.dcaa.mil/Checklists-Tools/Pre-award-Accounting-System-Adequacy-Checklist/. To facilitate this process, proposers should complete the SF 1408 found at http://www.gsa.gov/portal/forms/download/115778 and submit the completed form with the proposal.

14. Requirements for proposers requesting an Other Transaction for Prototypes [Provide the following information where applicable.

Proposers must indicate whether they qualify as a nontraditional Defense contractor,[endnoteRef:8] have teamed with a nontraditional Defense contractor, or are providing a one-third cost share for this effort. Provide information to support the claims. [8: For definitions and information on Other Transaction agreements see http://www.darpa.mil/work-with-us/contract-management#OtherTransactions.]

Provide a detailed list of milestones, including description, completion criteria, due date, and payment/funding schedule (to include, if cost share is proposed, contractor and Government share amounts). Milestones must relate directly to the accomplishment of technical metrics as defined in the solicitation and/or the proposal. While agreement type (fixed price or expenditure-based) will be subject to negotiation, the use of fixed price milestones with a payment/funding schedule is preferred. Proprietary information must not be included as part of the milestones.] image1.png